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PUBLIC SECTOR

Standardise the inside, around your sector systems.

Documents, approvals and archiving run alongside budget, procurement, assets and people — on your own infrastructure.

Request the capability dossierSee the deployment models
Sector systems untouched Deployed on your infrastructure Every action leaves a trace
Built for: Leadership · Office administration · Finance · HR & personnel · IT

Data scope, deployment model and each party's responsibilities are defined per organisation.

PUBLIC SECTOR
System of recordSector systems 
ScopeInternal operations 
DeploymentOn your infrastructure 

Scope and integration points are defined per organisation.

SYSTEM BOUNDARY

Sector systems serve the public. Apus runs the machine behind them.

No public-service portal or sector database is replaced to bring Apus in. Every data group, write permission and integration point is agreed before anything connects.

1

Sector systems keep owning

  • The public-service portal and one-stop case files
  • Ministry and agency reference databases
  • Statutory reporting and statistics
  • The document-interchange backbone and digital certificates
  • Domain-specific casework
2

A controlled integration boundary

  • Shared reference lists and their owning source
  • Connection through the document-interchange standard
  • Send/receive logs and acknowledgements
  • Figures reconciled before they reach a report
  • Data classification and retention periods
3

Apus runs operations inside the organisation

  • Incoming/outgoing documents, approvals, seals and archiving
  • Estimates, budget and procurement
  • Public assets: inventory count, transfer, maintenance
  • People, attendance and the leadership calendar
  • Permissions, approvals and action history

Apus does not replace the public-service portal, sector reference databases or statutory reporting systems.

OPERATIONAL REALITY

The outside went online; the inside still runs on paper.

01

Documents and approvals still travel on paper

A file passes through several offices, and nobody can say where it is or who it waits on.

Control and data

Put incoming/outgoing documents, approval slips and sealing into one flow with a deadline and an owner.

02

Budget, procurement and assets sit apart

The estimate lives in one place, procurement in another, and assets only line up at the annual count.

Control and data

Connect estimate — commitment — procurement — the resulting asset on one line of figures.

03

Archived files are hard to retrieve

Records are scattered by office and by year; finding one depends on who still remembers.

Control and data

File by case, with a retention period and clear retrieval rights.

WHERE APUS ADDS VALUE

Start with internal administration, not with replacing sector systems.

Running the organisation

Documents, approvals & seals

Incoming/outgoing documents, approval slips, signing by level, seal management and the records register.

Estimates, budget & procurement

Estimates, spending commitments, purchase requests and delivery tracked against the estimate.

Public assets & inventory count

Asset files, transfers between units, maintenance, periodic counts and disposal.

People & the leadership calendar

Personnel files, attendance, training and the leadership work calendar.

A DAY IN OPERATIONS

A day inside the organisation, while the sector systems run as they always did.

Citizens' files stay on the public service portal and in the sector systems. The four people below handle the rest: the organisation's own documents, budget, assets and people.

Records & administration officer

Goal

Documents reach the right person on time, and can still be found years later.

Modules
  • Documents & approvals
  • Records & archiving
  1. Register the day's incoming documents, classify them and route each to the right office with a handling deadline.
  2. Raise an approval slip for a file that needs the leadership's opinion and pick the signing route by level.
  3. See which step a file is at and who is holding it, instead of ringing each office.
  4. Publish the outgoing document once it is e-signed, send it through the inter-agency document exchange and keep the send–receive log.
  5. File the finished case under its retention period and its defined retrieval rights.

Finance & accounting officer

Goal

Estimate, procurement and assets sit on one line of figures.

Modules
  • Estimates & budget
  • Procurement
  1. Open the annual estimate by line: what is already committed and what is left.
  2. Take the offices' purchase requests, check the estimate still covers them, and only then send them up for approval.
  3. Track signed contracts and delivery; publishing the tender and selecting the contractor still happen on the national e-procurement system.
  4. Register the asset created after acceptance, straight onto the organisation's asset register.
  5. Prepare the settlement figures from documents already in the system, rather than collecting files.

Personnel officer

Goal

Personnel files, attendance and the work calendar in one place.

Modules
  • People
  • Leadership calendar
  1. Open a personnel file: service history, grade, qualifications and certificates.
  2. Record a transfer or appointment decision and update the file with the original document attached.
  3. Close the month's attendance against approved leave and approved official travel.
  4. Draw up the leadership work calendar and notify the offices concerned.
  5. Pull the headcount structure by office and by subordinate unit whenever a report is due.

Head of the organisation

Goal

Be able to approve from anywhere, and see what is stuck.

Modules
  • Apus Office
  • Internal reporting
  1. Open the files waiting on your opinion, with every attachment alongside them.
  2. E-sign the documents that are ready, even while away on official travel.
  3. Read the overdue files by office and nudge them before they turn into an incident.
  4. Open internal reporting: the state of the estimate, of procurement and of assets.
  5. Assign work to the responsible office straight from the file and follow it until it closes.

Every step stays in internal operations. Apus does not replace the public service portal, the one-stop system, sector databases or the statutory reporting systems of a ministry or sector.

AGENTS ALREADY DO

Reconciling, chasing due dates, summarising and rolling up — the repetitive work running through the day above.

PEOPLE STILL DECIDE

Approving spend, settling on a plan, signing — anything that needs judgement still stops with a person.

ROLLOUT INSIDE THE ORGANISATION

One clear path for data and responsibility.

  1. 01

    Identify the system of record

    Map the sector systems, the public portal, shared data and who is accountable for each.

  2. 02

    Start with internal administration

    Documents, approvals and archiving first — nothing that touches citizen-facing casework.

  3. 03

    Configure permissions and traceability

    Fix roles by position, approval levels, handling deadlines and the evidence each action leaves.

  4. 04

    Pilot, then extend

    Run one office or one subordinate unit, gather the evidence, then roll it out.

Deployment model and data location are assessed against the regulations in force and the organisation's data classification.

WHERE IT FITS

Fits organisations with many units and many approval levels.

Administrative bodies with subordinate units

Standardise documents, approvals and reporting between the parent body and the units below it.

Public service units

Schools, institutes and centres that need finance, people, assets and records on one platform.

Project management boards on public budget

Track estimates, procurement, contracts and the assets a project creates.

CONTROLS BEFORE GO-LIVE

Every rollout starts with three questions.

01

Which system owns this data?

Identify the source of truth, write permissions and the accountable owner before connecting.

02

Where is the data stored, and for how long?

Fix classification, storage location, retention period and how records are destroyed.

03

Where is the evidence when an audit comes?

Design the approval, change, retrieval and export history in from the start.

Software helps enforce the rules; it does not take over the organisation's own accountability.

FREQUENTLY ASKED

What organisations ask while appraising the file.

Does Apus replace the public-service portal or the one-stop system?

No. The portal and the sector systems remain the system of record for citizen and business case files. Apus focuses on operations inside the organisation.

Can it be deployed on our own infrastructure?

Yes. Beyond SaaS, Apus offers on-premise deployment and source-code handover. The final choice depends on the regulations that apply, data classification and the organisation's operating capacity.

What about digital signatures and document interchange?

The approval flow is designed to work with digital signatures and the document-interchange standard in force. The applicable standards, certificate providers and interchange scope are defined per implementation.

Is regulated procurement supported?

Apus tracks requests, estimates, spending commitments, contracts and delivery. Publishing and contractor selection still happen on the national procurement network.

How does an engagement start?

Usually with the capability dossier and a scoping review, then a pilot in one office or one subordinate unit before wider rollout.

Start with the capability dossier.

Apus sends the capability dossier, the deployment models and the data scope for your team to appraise before configuration is discussed.

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