Děčín City Hall

Case Study Title: Next-Generation Mobility – Digital Transformation for Efficient Fleet Usage Connected to Other Systems

Client Requirement: Implementation of a Logbook with a Reservation and Borrowing System Integrated with Other Electronic Systems

As part of its innovation strategies, the Děčín City Hall introduced a system for the circulation of paper documents using delivery lockers optimized for documents. These lockers contain multiple smaller compartments where documents are placed, and the recipient receives a code to retrieve them.

The requirement was to integrate this delivery system for the handover of vehicles as a first step towards a smooth digital transformation of the fleet. Vehicle keys are stored and returned to electronic lockers with digital locks, which required integration, and a reservation system with approval was needed for planning.

Xmarton’s Optimization of the Initial Requirement

In addition to integrating with the locker system, we proposed linking the system to data from monitoring GPS units to enable automatic detection when a vehicle is returned. This ensures a reminder for key return is triggered. The key return process is managed via an electronic command, providing complete oversight.

Furthermore, the system evaluates and processes alerts if a driver is scheduled to pick up a key but the previous driver has not yet returned it. This control mechanism is executed both in advance and continuously until the reservation begins, with notifications sent to administrative personnel to increase the chances of resolution or alternative transport arrangements.

Challenges – Developing the Control and Notification Logic

The main challenge was not technical implementation but designing an efficient control and alert logic to minimize instances where a driver is unable to access a vehicle due to a previous driver’s error or unforeseen circumstances.

Benefits of the Collaboration Between Děčín City Hall and Xmarton

After implementing and integrating the Xmarton reservation and handover system, the following benefits were identified:

Quantitative Benefits:

• Increased usage of the document delivery lockers, improving document tracking and speeding up their distribution.

• Easier and faster access to vehicles, enabling essential personnel such as social workers to borrow and return vehicles even outside of standard reception or security desk hours.

Qualitative Benefits:

• Reduction in the number of cases where a driver fails to access a vehicle due to proactive monitoring and alerts.

• Elimination of delays related to vehicle pick-up and return processes.

Solutions Implemented by Xmarton

• Xmarton Hardware – Xmarton Flexi Unit

• Xmarton System – Fleet Management

• Xmarton Solution – Reservation and Approval System with Electronic Handover Protocol

• Xmarton Technology – Integration with Third-Party Systems

This case study demonstrates how effective solutions and innovative approaches can bring significant positive changes in fleet usage, while also fostering a more seamless adoption of new technologies. These improvements not only enhance operational efficiency but also increase user acceptance and utilization of modern digital tools.