State & local government · Moraph software

Municipal Fleet & Asset IoT Monitor

See where city vehicles are, how they are running, and show residents the work being done

Book a demonstrationRequest a technical briefingFactsheet

Overview

What you are buying

The Municipal Fleet & Asset IoT Monitor brings telematics, fuel and maintenance data from city vehicles and equipment into one view of location, use, fuel and condition. Fault codes and service schedules become work orders for your shop, and fleet managers can see which vehicles are underused or costly to run. A public Proof of Service map shows residents where plowing, sweeping or other route work has been done, with sensitive vehicles excluded and timing set by you.

The problem it solves

City fleets run on data spread across several telematics vendors, fuel card statements, a maintenance system and paper logs. Supervisors cannot easily see where crews are during a storm, mechanics learn about faults when a vehicle breaks down, and fleet managers struggle to show which vehicles are needed. Residents call to ask whether their street has been plowed, and staff answer from radio traffic and memory.

  • Vehicle location, fuel and fault data sit in separate vendor portals
  • Preventive maintenance is scheduled from mileage readings taken by hand
  • Utilization and cost per vehicle are hard to establish for replacement decisions
  • Residents have no way to see whether service has reached their street

Who uses it

  • Fleet managers and fleet services divisions
  • Public works and streets operations supervisors
  • Fleet maintenance shops and mechanics
  • Public information officers and 311 teams
  • Finance and asset management staff responsible for capital planning

Requirements it supports

FBI CJIS Security Policy, where police vehicle data is involvedUniform Guidance on equipment (2 CFR 200.313) for federally funded vehiclesGASB Statement No. 34 capital asset reporting49 CFR Part 396 inspection, repair and maintenance, where your state applies it to government vehiclesState public records laws governing vehicle location data

The product supports these requirements; meeting them remains your organization’s responsibility.

See how it works

A short walkthrough

Illustrative screens with fictional sample data. They show the workflow, not any client’s data or configuration, and the layout of the product itself differs. A live demonstration uses the product with sample data.

  1. Step 1

    The fleet at a glance

    Supervisors start from one list of vehicles across telematics vendors, with status, readings and anything needing attention.

    UnitClassDepartmentStatusOdometerAttention
    PW-2214Plow truckPublic WorksIn use, plow down48,210 miNone
    PW-2231Plow truckPublic WorksIdle 42 min61,904 miFault code, high severity
    PK-0815PickupParksParked33,118 miPM due in 300 mi
    SW-0402Street sweeperPublic WorksIn shop2,912 hrsWork order open
    WT-1107Utility truckWaterNot reportingUnknownDevice check
    Supervisors start from one list of vehicles across telematics vendors, with status, readings and anything needing attention.

  2. Step 2

    Storm operations

    During a storm, the operations log shows routes, vehicle changes and when the public map was turned on.

    Snow event · Example City (fictional)

    1. Event opened, routes 1 to 12 assignedOperations supervisor
    2. Public Proof of Service map turned on with delayPublic information officer
    3. PW-2231 pulled from route 7 after fault codeShop supervisor
    4. Spare PW-2240 assigned to route 7Operations supervisor
    5. Primary routes marked servicedSystem, from plow passes
    During a storm, the operations log shows routes, vehicle changes and when the public map was turned on.

  3. Step 3

    A fault code

    Fault codes arrive with severity and history, and the shop supervisor decides what to do.

    PW-2231 · Plow truck · Public Works

    Fault
    Engine coolant temperature high
    Severity
    High
    First seen
    Today, on route 7
    Earlier occurrences
    2 in 90 days
    Last service
    Preventive maintenance, 4,100 mi ago

    Related history

    • Coolant leak repaired on an earlier work order
    • Same code cleared without repair on a later visit
    • Telematics reports engine running at 42 min idle
    Fault codes arrive with severity and history, and the shop supervisor decides what to do.

  4. Step 4

    Maintenance due

    Preventive maintenance is scheduled from actual mileage and engine hours, not from readings taken by hand.

    UnitServiceIntervalCurrentDue atStatus
    PK-0815Oil and inspection5,000 mi33,118 mi33,418 miDue soon
    SW-0402Broom and hydraulics250 hrs2,912 hrs2,875 hrsOverdue
    PW-2214Pre-season plow inspectionAnnualNot applicableBefore seasonComplete
    PD-3301 (sensitive)Oil and inspection5,000 miHiddenHiddenDue soon
    Preventive maintenance is scheduled from actual mileage and engine hours, not from readings taken by hand.

  5. Step 5

    Utilization and cost

    Fleet managers compare use and cost within a vehicle class to find vehicles that could be reassigned or retired.

    UnitClassDays usedIdle shareFuelMaintenance cost
    PK-0815Pickup14218%$3,210$1,140
    PK-0822Pickup319%$720$2,880
    PK-0830Pickup15522%$3,560$960
    PK-0841Pickup12841%$3,940$1,020
    Fleet managers compare use and cost within a vehicle class to find vehicles that could be reassigned or retired.

  6. Step 6

    The public map settings

    The public information office controls what residents see: which services, which vehicles and how delayed.

    Public map · Snow and ice

    Status
    On for current event
    Services shown
    Plowing, salting
    Vehicle classes shown
    Plow trucks, salt spreaders
    Excluded
    Police, fire, unmarked and all non-route vehicles
    Publication delay
    Set by the city
    Driver names
    Never shown

    What residents see

    • Streets serviced since the event started, by time band
    • Primary and secondary route status
    • A note that the map does not describe road conditions
    The public information office controls what residents see: which services, which vehicles and how delayed.

Workflows

The principal workflows

  1. Track

    Location, engine and equipment data from your telematics devices arrive in one map and vehicle list, whatever vendor each device comes from.

    • Telematics feeds connected by vendor API or data export
    • Each device matched to a vehicle or piece of equipment in the asset register
    • Location, ignition, speed and equipment sensors such as plow and spreader status recorded
    • Vehicles shown on the operations map by department and status
    • Gaps in reporting flagged so a faulty device can be checked

  2. Maintain

    Odometer and engine-hour readings drive preventive maintenance schedules, and fault codes are reviewed before they become breakdowns.

    • Readings collected automatically from telematics
    • Preventive maintenance due dates calculated from your service intervals
    • Engine fault codes shown with their description and severity
    • Shop supervisor decides whether to open a work order
    • Work orders sent to your maintenance system or worked in the Monitor

  3. Analyze

    Fuel, use and maintenance costs are brought together per vehicle, so fleet managers can see which vehicles are underused, costly or due for replacement.

    • Fuel card transactions matched to vehicles
    • Idle time, hours in use and distance summarized per vehicle
    • Maintenance costs added from work orders
    • Utilization and cost compared within each vehicle class
    • Replacement and reassignment candidates reviewed by the fleet manager

  4. Publish

    For route services such as snow plowing and street sweeping, the Monitor publishes a public map of where service has been done, using rules your city sets.

    • Public works decides which services and vehicle classes appear
    • Police and other sensitive vehicles excluded by default
    • Street segments marked as serviced from vehicle passes with equipment active
    • Positions published after the delay you set, never in real time by default
    • The public information officer turns the map on and off for each event

Roles and permissions

Who does what in the product

Each role below is a starting point. During implementation we set them up to match your teams, and every action anyone takes is recorded in the audit trail.

Fleet manager

Fleet manager, fleet services director, equipment manager

Owns the fleet: its maintenance program, the asset register and decisions on replacement and reassignment.

Sees

  • Every vehicle and asset outside restricted departments
  • Maintenance, fuel and utilization across the fleet
  • Replacement and reassignment candidates
  • The audit trail

Does

  • Maintains the asset register and service intervals
  • Reviews utilization and cost within each class
  • Recommends vehicles for replacement, reassignment or disposal
  • Approves fuel exception outcomes
  • Grants auditors scoped, time-limited access

Cannot

  • See restricted vehicles' location without the owning department's grant
  • Change public map settings
  • Edit or delete entries in the audit trail
Approvals
Approves service interval changes, asset disposals in the register and fuel exception outcomes.
Notified about
Overdue maintenance, high-severity faults, fuel exceptions and devices not reporting.

Operations supervisor

Streets superintendent, public works supervisor, sanitation supervisor

Directs crews and vehicles day to day and during storms and other events.

Sees

  • Live locations and route history for their department's vehicles
  • Equipment sensor states such as plow and spreader status
  • Route progress during an event

Does

  • Opens and closes events and assigns routes
  • Moves spare vehicles onto routes
  • Sets geofences and alerts for their department
  • Answers resident questions using route progress

Cannot

  • See other departments' vehicles unless granted
  • Change public map settings
  • Export location history without a logged reason
Approvals
Location history exports are logged and may require fleet manager approval under your policy.
Notified about
Vehicles stopping on route, geofence alerts and vehicles pulled from service.

Shop supervisor

Fleet maintenance supervisor, shop foreman, garage supervisor

Turns fault codes and maintenance schedules into the right work at the right time.

Sees

  • Fault codes by severity and vehicle history
  • Preventive maintenance due and overdue
  • Open work orders and their status

Does

  • Reviews fault codes and opens or dismisses them with a reason
  • Pulls vehicles from service
  • Assigns work orders to mechanics
  • Closes work orders after checking the repair

Cannot

  • Change service intervals without fleet manager approval
  • See restricted vehicles' location
  • Delete a work order
Approvals
Service interval changes are approved by the fleet manager.
Notified about
New high-severity faults, maintenance coming due and work orders completed.

Mechanic

Fleet mechanic, equipment technician, fleet technician

Repairs and services vehicles and records what was done.

Sees

  • Work orders assigned to them
  • Fault code history and readings for those vehicles
  • Service history for the vehicles they work on

Does

  • Records diagnosis, repairs, parts and labor
  • Clears fault codes once repaired
  • Marks work orders complete

Cannot

  • See vehicle location
  • Close their own work order where your shop requires a supervisor check
  • Change the asset register
Approvals
Completed work orders are checked by the shop supervisor where your procedures require it.
Notified about
Work orders assigned to them and work orders returned for more work.

Public information officer

Public information officer, communications manager, 311 manager

Decides, within the city's policy, what the public Proof of Service map shows and when.

Sees

  • Public map settings and a preview of the public view
  • Serviced street segments for published services
  • Event status

Does

  • Turns the public map on and off for each event
  • Chooses which approved services appear
  • Updates the notice shown to residents
  • Previews the public view before publishing

Cannot

  • Add vehicle classes excluded by city policy
  • Shorten the publication delay below the city's setting
  • See live vehicle locations
Approvals
Changes to excluded vehicle classes or the minimum delay are approved by the fleet manager and the owning department.
Notified about
Events opened and closed by operations supervisors.

Auditor (read-only)

Internal auditor, city auditor, records officer (under temporary access)

Reviews fleet records, fuel and the audit trail without being able to change anything.

Sees

  • Asset, maintenance and fuel records within the scope granted
  • Location history, where specifically granted
  • The audit trail

Does

  • Searches and reads records within their scope
  • Exports reports they have been given access to, with each export logged
  • Leaves review notes where the city enables them

Cannot

  • Change, approve or delete anything
  • See restricted vehicles unless specifically granted
  • Keep access after it expires
Approvals
Their access is approved by the fleet manager or an administrator, with a scope and an end date.
Notified about
Nothing by default; access granted and expiring is confirmed to the person who approved it.

Administrator

Application administrator, city IT administrator

Manages users, departments, device connections and configuration.

Sees

  • Users, roles and departments
  • Telematics and fuel connections and their status
  • The record of permission changes

Does

  • Adds and removes users, or maps them from single sign-on groups
  • Assigns roles and departments
  • Maintains telematics and fuel connections
  • Runs access review reports

Cannot

  • See restricted vehicles' location
  • Change public map policy
  • Grant access to restricted vehicles without the owning department's approval
Approvals
Grants of access to restricted vehicles are approved by the owning department.
Notified about
Connections failing, access reviews coming due and accounts not used for a period your policy sets.

Permissions at a glance

ActionFleet managerOps supervisorShop superMechanicPIOAuditorAdmin
View live vehicle locationsFullOwn work onlyNo accessNo accessNo accessNo accessNo access
Export location historyFullOwn work onlyNo accessNo accessNo accessView onlyNo access
Open and manage events and routesView onlyOwn work onlyNo accessNo accessView onlyNo accessNo access
Review and dismiss fault codesFullNo accessFullView onlyNo accessView onlyNo access
Assign and close work ordersFullNo accessFullOwn work onlyNo accessView onlyNo access
Change service intervalsFullNo accessApprovesNo accessNo accessNo accessNo access
Maintain the asset registerFullNo accessView onlyNo accessNo accessView onlyNo access
Review fuel exceptionsApprovesNo accessNo accessNo accessNo accessView onlyNo access
Turn the public map on or offView onlyNo accessNo accessNo accessFullNo accessNo access
Change public map policyApprovesNo accessNo accessNo accessNo accessNo accessNo access
View audit trailView onlyNo accessNo accessNo accessNo accessView onlyView only
Manage users and connectionsApprovesNo accessNo accessNo accessNo accessNo accessFull
  • Full
  • Own work only
  • Approves
  • View only
  • No access

How access is controlled

  • Location data is the most sensitive data in the system: mechanics and the public information office do not see live locations, and police and other restricted vehicles are visible only to their own department unless it grants access.
  • Roles are configured with you during implementation. You can rename them, create custom roles, and limit them by department, yard or vehicle class.
  • Every permission change and every export of location history is recorded in the audit trail with who made it and when, and access review reports list each person's roles for periodic certification.
  • Staff sign in through your identity provider, and roles can follow its groups. Auditors get temporary read-only access with a defined scope and an end date, rather than shared accounts.

Features

What it does

Multi-vendor telematics

Data from more than one telematics provider and from vehicle manufacturers' connected-vehicle feeds shown in one place.

Operations map

Vehicles and equipment on a live map by department, class and status, with route history for a chosen time window.

Equipment sensors

Plow blade, spreader, sweeper broom and power take-off status recorded where your vehicles are equipped to report it.

Asset register

Every vehicle and tracked asset with its department, class, funding source, acquisition date and assigned device.

Preventive maintenance

Service intervals by vehicle class, with due and overdue maintenance calculated from actual mileage and engine hours.

Fault code review

Engine fault codes listed by severity, with history per vehicle, for a shop supervisor to decide on action.

Work orders

Open work orders from fault codes, schedules or driver reports, or pass them to your existing maintenance system.

Fuel matching

Fuel card transactions matched to vehicles, with exceptions such as fills larger than the tank or fills while the vehicle was elsewhere.

Utilization and cost

Hours in use, idle time, distance, fuel and maintenance cost per vehicle, compared within its class.

Proof of Service map

A public map of serviced streets for the services and vehicle classes you choose, with a publication delay and sensitive vehicles excluded.

Geofences and alerts

Alerts when vehicles enter or leave areas you define, run out of hours, or stop reporting.

Complete audit trail

Every view of location history, export, configuration change and public map setting recorded with the person and time.

Integrations

How it connects to your systems

Connects toHowWhat flows
Telematics providersLocation, engine and sensor data from your telematics vendors and manufacturers' connected-vehicle services, connected during implementation.In: positions, ignition, odometer, engine hours, fault codes and sensor states.
Fuel cardsTransactions from your fuel card provider or city fuel sites matched to vehicles.In: fuel transactions with date, site, quantity and card.
Fleet maintenance systemWork orders passed to the maintenance or enterprise asset management system your shop already uses, with completion returned.Out: work order requests. In: work order status, parts and labor costs.
Finance and ERPAsset register and cost data exchanged with your finance system for capital planning.In: acquisition cost and funding source. Out: utilization and maintenance cost per asset.
GISStreet centerlines and service routes from your GIS, including Esri ArcGIS, used to mark serviced segments.In: street segments, routes and zones. Out: serviced segment layer.
311 and service requestsService status shared with your 311 system, including Moraph's 311 Omni-Channel Citizen Intake, so agents can answer resident questions.Out: serviced segments and last pass time.
Single sign-onStaff sign in through your identity provider (SAML or OpenID Connect).In: user identity and group membership for role assignment.
Work APIVehicle, maintenance and utilization data available to your reporting tools through the Moraph Work API.Out: assets, readings, work orders and utilization summaries.

Each integration is confirmed in discovery and specified in the design. See how an engagement progresses.

Security and privacy

How your data is protected

Single sign-on

Staff sign in through your identity provider, so your password and multi-factor policies apply.

Role-based access

What each person can see follows their role and department; police and other sensitive vehicles can be hidden from everyone outside the owning department.

Public map safeguards

Only the services and vehicle classes you choose appear publicly, after a delay you set, and never with driver names.

Encryption and keys

Client data is encrypted, with keys Moraph staff cannot use without explicit, time-bound authorization.

Complete audit trail

Every view of location history, export and change is logged with the person and time, and cannot be edited.

US-only hosting

Data for US government clients is hosted in the United States region only, and every release passes security testing gates with a software bill of materials kept for the product.

Company-wide controls, independent audits (SOC 2 Type II and ISO/IEC 27001) and data residency are described in our Trust Center, where you can request the evidence pack.

Reporting

What you can report on

11 standard reports, grouped by who uses them. Each shows who it is for, how it can be broken down, how it is delivered and what it is used for. The data behind them is also available to your own reporting tools.

Operational

Fleet status

For fleet manager and operations supervisors

Every vehicle's current status, last report time, open faults and maintenance due.

Break down by
Department, Class, Status, Yard
Delivered as
Live dashboard; CSV export
Used for
Starting each shift knowing what is available.

Event route progress

For operations supervisors and 311 staff

Routes and street segments serviced during an event, with last pass time and equipment state.

Break down by
Route, Zone, Service, Time band
Delivered as
Live dashboard; PDF after the event
Used for
Directing crews during a storm and answering resident questions.

Devices not reporting

For administrators and fleet manager

Telematics devices with no data in the period you set, by provider and vehicle.

Break down by
Provider, Department, Days silent
Delivered as
Live view; scheduled email
Used for
Getting faulty devices fixed before data is needed.

Maintenance

Preventive maintenance compliance

For fleet manager and shop supervisor

Services due, overdue and completed against interval, by vehicle and class.

Break down by
Class, Department, Service type, Period
Delivered as
Live dashboard; CSV export
Used for
Keeping the maintenance program on schedule and evidencing it.

Fault codes

For shop supervisor and fleet manager

Fault codes by severity, vehicle and outcome, including repeat faults.

Break down by
Severity, Class, Outcome, Period
Delivered as
Live dashboard; CSV export
Used for
Finding recurring problems and vehicles with repeated faults.

Work order history

For shop supervisor and fleet manager

Work orders opened and closed, with source, parts and labor cost and time out of service.

Break down by
Vehicle, Source, Mechanic, Period
Delivered as
Live view; CSV export
Used for
Understanding where maintenance effort and cost go.

Cost and planning

Utilization by class

For fleet manager and finance

Days used, hours, distance and idle share for each vehicle compared with its class.

Break down by
Class, Department, Period, Funding source
Delivered as
Live dashboard; PDF and CSV export
Used for
Identifying vehicles to reassign, share or retire.

Cost per vehicle

For fleet manager, finance and budget office

Fuel and maintenance cost per vehicle and per mile or hour, with acquisition date and funding source.

Break down by
Class, Department, Age, Cost type
Delivered as
Live view; PDF and CSV export
Used for
Supporting replacement planning and budget requests.

Fuel exceptions

For fleet manager and auditors

Fuel transactions that do not match the vehicle's tank size, location or use, with their outcome.

Break down by
Exception type, Department, Card, Outcome
Delivered as
Live view; CSV export
Used for
Reviewing possible fuel misuse and recording the outcome.

Audit

Location access and exports

For fleet manager, records officer and auditors

Who viewed or exported location history, for which vehicles and periods, and the reason given.

Break down by
User, Department, Vehicle, Date range
Delivered as
Live view; CSV and PDF export
Used for
Showing that location data is accessed only for proper purposes.

Public map history

For public information officer and fleet manager

When the public map was turned on and off, by whom, and which services and settings applied.

Break down by
Event, Service, User, Setting
Delivered as
Live view; PDF export
Used for
Answering questions about what the public was shown and when.

Exports, access and evidence

  • Every report can be exported to CSV, and summary and evidence reports to PDF. Reports can be scheduled to arrive by email for the people entitled to see them.
  • Each report can be filtered and the filters saved, so a supervisor or fleet manager can keep their own views.
  • Vehicle, maintenance and utilization data is available through the Moraph Work API for your own reporting tools or data warehouse.
  • Reports respect each viewer's role and department: restricted vehicles appear only to their own department, and location detail only to roles allowed to see it.
  • Audit reports can be run as of a past date and give the same result each time. Running and exporting a report is itself recorded in the audit trail.

Deployment

Where and how it runs

Moraph cloud (US)

Hosted and operated by Moraph in the United States region.

Dedicated environment

A single-tenant environment for cities whose policies require isolation, for example where police vehicle data is included, scoped in the proposal.

With a managed service

Optionally run alongside a Moraph managed service for telematics integration support and platform administration.

Security controls, independent audits and data residency are set out in our Trust Center. Engagement models and what drives a quotation are on Working with Moraph.

Implementation

What a rollout involves

The general phases are on Working with Moraph. For this product, they involve the following.

Asset register

We load your vehicles and equipment from your current fleet or finance system and confirm departments, classes and funding sources with your fleet manager.

Telematics connection

Each telematics provider is connected and its devices matched to assets. We need API access or data exports arranged with each provider.

Maintenance and fuel

Service intervals, fuel card feeds and the connection to your maintenance system are set up and tested with your shop.

Routes and GIS

Street segments, routes and zones are loaded from your GIS, and service rules for plowing, sweeping and other route work agreed with public works.

Public map policy

Your city decides which services and vehicle classes appear publicly, the publication delay and who can turn the map on, and we configure it before launch.

Training and go-live

Supervisors, shop staff and the public information office are trained on their own workflows, and departments go live in an order you choose.

Limitations

What it does not do

Worth knowing before you evaluate it.

  • It does not supply telematics hardware or connectivity. Devices and data plans come from your telematics providers, and data quality depends on them.
  • Equipment sensor data such as plow and spreader status is only available where vehicles are fitted to report it.
  • The public map shows where vehicles have passed with equipment active; it is not a guarantee of road condition or that a street is clear.
  • What appears on the public map, and when, is your city's decision. The Monitor applies those settings.
  • It is not a full fleet maintenance or parts inventory system. It works with your existing maintenance system or handles basic work orders only.
  • It is not a computer-aided dispatch system and does not dispatch police, fire or EMS vehicles.
  • Driver behavior data may be subject to labor agreements and records laws; how it is used is your city's decision.
  • Location history is kept for the retention period you set, and is subject to your state's public records law.

Evaluation checklist

What to test in a demonstration or pilot

Questions worth putting to us, and to any other vendor you are considering.

  1. Connect a sample of vehicles from each of your telematics providers and confirm they appear on one map
  2. Review fault codes from a week of real data with your shop supervisor
  3. Compare preventive maintenance due dates with your current schedule
  4. Match a month of fuel card transactions and review the exceptions
  5. Configure the public map for a mock storm and preview what residents would see
  6. Confirm that sensitive vehicles are hidden from users outside the owning department

Questions

Frequently asked questions

Who owns the vehicle data?

Your city does. How it is returned to you and deleted at the end of the agreement is set out in the contract.

Do we need to replace our telematics devices?

Not usually. The Monitor connects to the telematics providers and connected-vehicle services you already use, where they offer an API or data export.

Can police vehicles be included?

Yes, for internal fleet and maintenance purposes, with location limited to the police department's own users and excluded from the public map. Where CJIS requirements apply, Moraph maps the relevant controls and supports your agency's own review.

Does the public map show vehicles in real time?

Not by default. The city chooses which services appear and the delay before positions are published.

How is it priced?

As a subscription, usually measured by the number of vehicles and assets monitored, with implementation charged separately. See Working with Moraph for what drives a quotation.

Is there an accessibility conformance report?

Ask for one through the procurement request form at /how-to-buy/request, naming the version you are evaluating.

Next steps

Evaluate Municipal Fleet & Asset IoT Monitor

Book a demonstration

See the product working with sample data, focused on your workflows.

Request a demonstration

Request a technical briefing

Architecture, integrations, security and hosting, with our engineers and your technical team.

Request a briefing

Factsheet

This page on two sides, to share with colleagues or add to your evaluation file.

Open the factsheet

Buying through a formal procurement? See How to buy for purchasing routes, accessibility conformance reports and company information. Documentation: Municipal Fleet & Asset IoT Monitor guides on docs.moraph.com (getting started and security guides are public; setup, administration and integration guides are for client accounts). Support: Municipal Fleet & Asset IoT Monitor support guide.

Related products