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Simulazione · Minimal Organization · Public authorities

District administration

A rural district administration as a walkable model: why the morning queue at vehicle registration grows, what shortens it and where the district office runs short of staff.

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All data are fictional. The model can be adapted to your district's real data and then also shows what is not visible anywhere today – for example actual waiting times per counter, or caseload and processing time at the immigration office.

This vehicle registration queue simulation shows the fictional KREIS ALTENHEIDE, a German rural district: why the morning queue grows and what shortens it. The council decides, the district hall executes – and at the registration counter, in the immigration office and in snack bar kitchens it shows how many staff there are.

The main process starts with a man who wants to register a used car: online via i-Kfz, Germany's online vehicle registration, at the road traffic office or at the branch office North. In person, the path leads through info desk and ticket, counter, vehicle check in the yard, payment machine and plate embossing to the seals on the plates. Alongside, a student applies for her first driving licence, through to the finished card. The model target – registered or back outside with plates within one hour – is a set value, not a statutory deadline.

With residence permits, food inspections and council decisions, the model covers eight buildings and 18 departments. It is aimed at district administrators, executive boards, heads of offices, organisation teams and trainers.

A car is registered – or a driving licence applied for

  1. 01

    Request: online or in person: A man has bought a used car and wants to register it: online, at the road traffic office or at the branch office.

  2. 02

    i-Kfz: automatic check: With the ID app, insurance number and uncovered security codes the application runs online.

  3. 03

    Online application checked by hand: A clerk checks the online application.

  4. 04

    Papers and seals arrive by post: Registered – registration papers and seals arrive by post.

  5. 05

    Registered online.

  6. 06

    Info desk: documents and ticket: At the info desk: are insurance confirmation, inspection certificate and tax direct debit there? Then there is a ticket.

  7. 07

    Registration counter: At the counter: the vehicle is transferred in the register, a plate number reserved.

  8. 08

    The insurance confirmation is missing – the man has to come back another day.

  9. 09

    Vehicle check in the yard: An imported car: the vehicle identification number is checked in the yard.

  10. 10

    Fee at the payment machine: The fee is paid at the machine.

  11. 11

    Plates embossed: Opposite, a private shop embosses the new plates.

  12. 12

    Seals on the plates: Back at the counter: seals on the plates, papers handed over.

  13. 13

    Registered.

  14. 14

    Registration at the branch office: At the branch office North: two counters, short distances, bring your own plates.

  15. 15

    Registered at the branch.

  16. 16

    Licence application at the counter: A student applies for her first driving licence: eye test, first-aid course and photo attached.

  17. 17

    Query of the federal registers: The application is taken; now the office queries the federal registers.

  18. 18

    Licensing authority checks the file: The licensing authority checks fitness and registers.

  19. 19

    Provide a medical report: The applicant provides a medical report.

  20. 20

    The card is ordered, the test order goes to the test centre – at the same time.

A site at work

01

A site at work

8 buildings, 18 departments, about 1,400 staff: in the evening light golden arcs show who reports to whom.

Every floor opened up

02

Every floor opened up

Every building can be opened, floor by floor – right into single rooms such as ‘District committee’, with workplaces and people at work.

What is shown – why – for whom

Cosa viene mostrato Perché Per chi
‘Where the site gets tight’ diagram: the registration office in the morning PerchéShows the queue. Per chiDistrict administrator, head of road traffic office
‘What each control does’ diagram: counters, online registration, immigration office, food control PerchéRanks the levers per office. Per chiExecutive board, district council
‘Year, week, day’ diagram: spring peak and month end PerchéShows the registration peaks. Per chiWorkforce planning
‘Who leads whom’ diagram: council, district administrator, departments PerchéShows politics and administration in the district. Per chiTraining, residents
‘Who sits where – and reports to whom’ diagram: district hall, branch office, health office PerchéShows locations and responsibilities. Per chiResidents, onboarding
Process ‘A residence permit is extended’ PerchéShows waits that last for months. Per chiImmigration office, integration council
Process ‘A snack bar is inspected’ PerchéShows food control at work. Per chiVeterinary office, restaurants
Who works with whom

03

Who works with whom

‘Road traffic office (registration)’ with all 7 relations: Driving licence office, Audit office and HR, organisation and IT – and outside Residents of the eleven towns and municipalities, Car dealers and registration services and Plate makers.

A car is registered – or a driving licence applied for

04

A car is registered – or a driving licence applied for

A single case can be followed – step by step, with the waiting time at every station. Target: done within one hour (online: registered, in person: back outside with plates, driving licence: application taken and registers checked).

Films from the model

  • The tower opens up

    Just before sunset the floors drift apart – ‘District offices (tower)’ opens up as the camera rises and circles the building until night falls.

  • Who reports to whom, who works with whom

    Blue hour above the site: first the golden arcs of the structure, then the collaboration of the most connected department, finally the whole building.

  • A day in time-lapse

    From ten in the morning to midnight in 26 seconds: the sun moves, the windows light up, at night the data lines glow.

  • Surge and system outage

    In time-lapse: ‘Dealers register at month end’ brings more work, then ‘Federal registers unreachable’ – the data arcs turn red. The control ‘Registration counters staffed’ set to ‘11 counters’ brings recovery.

  • Seven diagrams

    Calculated live from the model: ‘Who works with whom’, ‘Year, week, day’, ‘Management levels as a staircase’, ‘How a case flows’, ‘What each control does’, ‘What the work depends on’, ‘Where it gets tight’.

  • Using the software

    With the full interface: open a building, a department’s relations, ‘Dealers register at month end’, a control, diagrams with their panel, one case.

Departments in the model

  • District council

    Elected representation of the district: decides budget, district levy, bylaws and major projects.

  • District committee

    Prepares the council's decisions and decides between sessions.

  • District administrator's office

    Directly elected; heads the administration, chairs the council and is also the lower state authority.

  • County director and heads of department

    Elected by the council; lead the departments.

  • Audit office

    Directly accountable to the council and independent in its audits.

  • Treasury and cash office

    Budget, district levy, fees; co-signs every proposal with costs.

  • HR, organisation and IT

    Posts, specialist systems, online services, canteen.

  • Road traffic office (registration)

    Registers, transfers and deregisters vehicles – at the counter, in the branch office and online.

  • Driving licence office

    Grants driving licences, checks fitness and registers.

  • Immigration office

    Grants and extends residence permits, issues provisional certificates.

  • Public health office

    Infection control, drinking water hygiene, school entry examinations.

  • Veterinary and food control

    Inspects food businesses by risk, takes samples, issues orders – also fights animal diseases.

  • Youth welfare office

    For municipalities without their own youth office: day care, family support, child protection.

  • Social welfare office

    Basic income support, care assistance, housing benefit.

  • Building control

    Lower building authority for the smaller municipalities without their own.

  • Environment office and nature authority

    Water, soil, emissions, nature and species protection.

  • Waste management

    Plans collection and recycling centres as the public waste authority.

  • Ambulance service and control centre

    Runs the ambulance service: control centre 112, ambulance stations, disaster control.

Federal registers unreachable

05

Federal registers unreachable

The data arcs turn red and work stalls – the simulation shows where cases pile up and how long recovery takes.

06

A day in 26 seconds

From ten in the morning to midnight in time-lapse: commuters, moving light, windows switching on – and at night the data lines.

All processes in the model

A car is registered – or a driving licence applied for

  1. 01Request: online or in person: A man has bought a used car and wants to register it: online, at the road traffic office or at the branch office.
  2. 02i-Kfz: automatic check: With the ID app, insurance number and uncovered security codes the application runs online.
  3. 03Online application checked by hand: A clerk checks the online application.
  4. 04Papers and seals arrive by post: Registered – registration papers and seals arrive by post.
  5. 05Registered online.
  6. 06Info desk: documents and ticket: At the info desk: are insurance confirmation, inspection certificate and tax direct debit there? Then there is a ticket.
  7. 07Registration counter: At the counter: the vehicle is transferred in the register, a plate number reserved.
  8. 08The insurance confirmation is missing – the man has to come back another day.
  9. 09Vehicle check in the yard: An imported car: the vehicle identification number is checked in the yard.
  10. 10Fee at the payment machine: The fee is paid at the machine.
  11. 11Plates embossed: Opposite, a private shop embosses the new plates.
  12. 12Seals on the plates: Back at the counter: seals on the plates, papers handed over.
  13. 13Registered.
  14. 14Registration at the branch office: At the branch office North: two counters, short distances, bring your own plates.
  15. 15Registered at the branch.
  16. 16Licence application at the counter: A student applies for her first driving licence: eye test, first-aid course and photo attached.
  17. 17Query of the federal registers: The application is taken; now the office queries the federal registers.
  18. 18Licensing authority checks the file: The licensing authority checks fitness and registers.
  19. 19Provide a medical report: The applicant provides a medical report.
  20. 20The card is ordered, the test order goes to the test centre – at the same time.

A residence permit is extended

  1. 01Application submitted online: A nurse from abroad applies online to extend her residence permit.
  2. 02Receipt and completeness check: The immigration office checks whether passport, employment contract and lease are attached.
  3. 03Provide further documents: The applicant sends her pay slips.
  4. 04Appointment: photo, fingerprints, provisional certificate: Appointment at the service desk: photo, fingerprints, signature – and a provisional certificate.
  5. 05Security check and casework run at the same time.
  6. 06Security check and consent: Federal authorities check for security concerns, the employment agency consents to the job.
  7. 07Casework checks passport, income, housing: Casework checks passport, income and housing.
  8. 08All checks are in.
  9. 09Team lead signs off: The team lead signs the decision.
  10. 10Refused.
  11. 11Order the electronic residence permit: The electronic residence permit is ordered.
  12. 12Card is produced: The card is produced centrally and sent to the district.
  13. 13Handover with PIN letter: Handover at the service desk, the PIN letter comes separately.
  14. 14Permit handed over.

A snack bar is inspected

  1. 01Inspection falls due (risk plan): The risk plan reports: a snack bar is due for inspection.
  2. 02Morning inspection round: In the morning the inspectors set off – unannounced.
  3. 03Inspection on site: Kitchen, cooling, temperatures, training – and sometimes a sample of the kebab.
  4. 04Sample at the state laboratory: The sample goes chilled to the state laboratory.
  5. 05Assess the findings: Food control assesses the findings.
  6. 06Order and fine: Defects: an order, often a fine, closure at once if there is danger.
  7. 07Deadline to fix the defects: The business has a deadline to fix the defects.
  8. 08Inspection report and risk rating: Report into the control programme, the business is re-rated.
  9. 09Inspection closed.

The district council decides on a proposal

  1. 01Department drafts the proposal: The ambulance service drafts a proposal: in the south of the district the ambulance takes too long to arrive.
  2. 02Treasury co-signs: The treasury budgets construction and staff.
  3. 03Management conference (weekly): The district administrator and heads of department release the proposal.
  4. 04Specialist committee deliberates (every six weeks): The committee deliberates and recommends.
  5. 05District committee prepares (every six weeks): The district committee prepares the council session; urgent matters it decides itself.
  6. 06Urgent decision of the district committee.
  7. 07District council decides (every six weeks): The council votes in the chamber.
  8. 08Rejected.
  9. 09District administrator executes the decision: The district administrator executes the decision: publication, order to the department, tender.
  10. 10Decided and commissioned.

How a district administration can use the model

  • Internal communication

    District hall, office tower, road traffic office, health office, immigration office, ambulance station and branch office: the ‘Who sits where – and reports to whom’ diagram brings locations and responsibilities together.

    Per chiExecutive board, HR and organisation

  • Onboarding

    New staff see where their office sits, whom it reports to and which path a request takes – from info desk to plate seal, or from application to residence permit.

    Per chiNew staff, career changers

  • Training

    Administrative trainees take the federal registers offline or staff two counters fewer and watch the queue grow. ‘Who leads whom’ explains council, district administrator and departments.

    Per chiTraining managers, trainees, public administration students

  • Explaining to residents

    Why is it full in spring and at month end, and why do people who register online not need to come in at all? The model answers with one picture of the registration office.

    Per chiCitizen service, press office, residents

  • Strategic overview

    Counters, online registration, immigration office, food control: the model shows the levers for each office. The process ‘The district council decides on a proposal’ reveals how long decisions take.

    Per chiDistrict administrator, executive board, district council

Diagrams from the model

07

Diagrams from the model

‘Who works with whom’ as a dome of arcs – one of 14 diagrams calculated live from the same data.

The whole software

08

The whole software

Situation, key figure, time-lapse, six views, controls and disruptions: one click on a department shows its task, location and all relations.

What you can change

Controls

  • Registrations: In spring come seasonal plates, motorbikes and new cars – plus dealers with whole stacks.
  • Registration counters staffed: Every extra staffed counter shortens the morning queue.
  • Online registration (i-Kfz): Those who register online do not come to the office (shares are model assumptions).
  • Posts in the immigration office: How many files are handled at once – missing posts make waits grow for months.
  • Food inspectors: How many businesses can be inspected per day.

Disruptions

  • Federal registers unreachable: For four hours neither registrations nor licences work – the queue grows.
  • Dealers register at month end: For three days one and a half times as many registrations arrive.
  • Animal disease outbreak: For three weeks the veterinary office works in the crisis team: reports and orders pile up.
  • Many new arrivals: For a month twice as many applications at the immigration office.

What a district administration gains

  • 01

    Eight buildings, one district

    From the district hall to the ambulance station, every building opens up and every floor shows departments and people. The org chart becomes a place.

  • 02

    The queue as a measure

    When counters are missing, people queue at the door. The event simulation shows registration, residence permits, inspections and the council at the same time.

  • 03

    Live through peaks in advance

    Spring peak, dealers at month end, animal disease, many new arrivals: five controls and four disruptions show where it gets tight first. Each bottleneck comes with a tip naming the right control.

  • 04

    Diagrams calculated live

    14 diagrams in four groups, from bottlenecks on the site to the org chart in space, keep calculating while the simulation runs.

  • 05

    For committee room and hall

    In the browser at the desk or projected large in the district hall. On the first visit, a guided tour in eight steps explains where everything is.

  • 06

    Designed, not assembled

    An artist and developer built the model. Next to the district, a city administration, a job centre, a tax office and 32 more organisations appear in one overview.

  • KREIS ALTENHEIDE am Morgen – tiefe Sonne, lange Schatten, die ersten Pendler auf dem Weg ins Haus.
    KREIS ALTENHEIDE in the morning – low sun, long shadows, the first commuters on their way in.
  • 8 Häuser, 18 Abteilungen, rund 1.400 Beschäftigte: Im Abendlicht zeigen goldene Bögen, wer an wen berichtet.
    District offices (tower) in evening light – golden arcs show who reports to whom.
  • Kurz vor acht – Menschen strömen vom Parkplatz und von der Straße in die Häuser.
    Just before eight – people stream from the car park and the street into the buildings.
  • Blaue Stunde – In KREIS ALTENHEIDE gehen die Fenster an.
    Blue hour – the windows of KREIS ALTENHEIDE light up.
  • Nachts von oben – Kreisverwaltung (Hochhaus) offen, die Datenleitungen leuchten über dem Quartier.
    At night from above – District offices (tower) opened up, data lines glowing across the site.
  • Kreisverwaltung (Hochhaus) aufgeklappt – jede Etage mit Arbeitsplätzen und Menschen.
    District offices (tower) opened up – every floor with workplaces and people.
  • Dämmerung, Ansicht Leistung – Leuchtringe zeigen, wie ausgelastet jede Abteilung ist.
    Dusk, performance view – rings of light show how busy each department is.
  • Blick in die Etage von Straßenverkehrsamt (Zulassung) – Tischreihen, darüber die Etagen als Lichtumriss.
    Looking into the floor of Road traffic office (registration) – rows of desks, the floors above as outlines of light.
  • Jedes Haus lässt sich öffnen, Etage für Etage – bis in einzelne Räume wie „Kreisausschuss“, mit Arbeitsplätzen und Menschen bei der Arbeit.
    A room of its own – District committee.
  • Kreishaus offen – alle Geschosse mit Arbeitsplätzen und Menschen.
    District hall opened up – every floor with workplaces and people.
  • Gesundheitsamt und Veterinäramt – alle Geschosse auf einmal, Ansicht Leistung.
    Health and veterinary office – all floors at once, performance view.
  • Aufbau in der Dämmerung – goldene Bögen von jeder Etage zu den Häusern, die an sie berichten.
    Structure at dusk – golden arcs from every floor to the buildings reporting to it.
  • „Straßenverkehrsamt (Zulassung)“ mit allen 7 Beziehungen: Führerscheinstelle, Rechnungsprüfungsamt und Personal, Organisation und IT – und nach außen Einwohner der elf Städte und Gemeinden, Autohäuser und Zulassungsdienste und Schilderpräger.
    Collaboration – Road traffic office (registration) with all 7 relations – to departments, buildings and partners.
  • Datenflüsse bei Nacht – Systeme und Nutzer, verbunden durch leuchtende Leitungen.
    Data flows at night – systems and users linked by glowing lines.
  • Datenflüsse in der Dämmerung – welche Abteilung welches System nutzt.
    Data flows at dusk – which department uses which system.
  • Aufbau über das ganze Quartier – Berichtswege zwischen den Häusern.
    Structure across the whole site – reporting lines between the buildings.
  • Das ganze Netz bei Nacht – Zusammenarbeit im Haus und weit hinaus.
    The whole network at night – collaboration inside and far beyond.
  • Jeder Schritt beschriftet – Name, wie viele warten, Auslastung.
    Every step labelled – name, how many are waiting, utilisation.
  • Ein einzelner Fall lässt sich verfolgen – Schritt für Schritt, mit der Wartezeit an jeder Station. Ziel: binnen einer Stunde erledigt (online: zugelassen, vor Ort: mit Kennzeichen wieder draußen, Führerschein: Antrag aufgenommen und Register abgefragt).
    Following one case – ‘A car is registered – or a driving licence applied for’ – step by step through the building.
  • Händler melden zum Monatsende an – Ansicht Ressourcen, die Rückstände wachsen Etage für Etage.
    Dealers register at month end – resources view, the backlog grows floor by floor.
  • Die Datenbögen werden rot, die Arbeit stockt – die Simulation zeigt, wo sich Vorgänge stauen und wie lange die Erholung dauert.
    Federal registers unreachable – the data arcs turn red, work stalls.
  • Der Griff – Zulassungsschalter besetzt auf „11 Schalter“ – ein Lichtblitz zeigt, wo er wirkt.
    The lever – Registration counters staffed set to ‘11 counters’ – a flash shows where it acts.
  • Frühling bei KREIS ALTENHEIDE – Kreisverwaltung (Hochhaus) offen, Leuchtringe zeigen die Auslastung.
    Spring at KREIS ALTENHEIDE – District offices (tower) opened up, rings show the workload.
  • Sommerabend – warmes Licht, lange Schatten, goldene Bögen über dem Platz.
    Summer evening – warm light, long shadows, golden arcs above the square.
  • Herbst – Laub auf den Wegen, Ansicht Leistung.
    Autumn – leaves on the paths, performance view.
  • Winterabend – Schnee auf dem Quartier, Kreisverwaltung (Hochhaus) offen und hell, die Zusammenarbeit leuchtet.
    Winter evening – snow on the site, District offices (tower) open and lit, collaboration glowing.
  • „Wer mit wem arbeitet“ als Kuppel aus Bögen – eines von 14 Schaubildern, die live aus denselben Daten gerechnet werden.
    Diagram ‘Who works with whom’, calculated live from the model.
  • Schaubild „Jahr, Woche, Tag“, live aus dem Modell gerechnet.
    Diagram ‘Year, week, day’, calculated live from the model.
  • Schaubild „Führungsebenen als Treppe“, live aus dem Modell gerechnet.
    Diagram ‘Management levels as a staircase’, calculated live from the model.
  • Schaubild „Wie ein Vorgang fließt“, live aus dem Modell gerechnet.
    Diagram ‘How a case flows’, calculated live from the model.
  • Schaubild „Was welcher Regler bewirkt“, live aus dem Modell gerechnet.
    Diagram ‘What each control does’, calculated live from the model.
  • Schaubild „Woran die Arbeit hängt“, live aus dem Modell gerechnet.
    Diagram ‘What the work depends on’, calculated live from the model.
  • Schaubild „Wo es eng wird“, live aus dem Modell gerechnet.
    Diagram ‘Where it gets tight’, calculated live from the model.
  • Schaubild „Wer führt wen“, live aus dem Modell gerechnet.
    Diagram ‘Who leads whom’, calculated live from the model.
  • Die ganze Software – Lage, Kennzahl, Zeit, Ansichten und die Regler unten.
    The whole software – situation, key figure, time, views and the controls below.
  • Kreisverwaltung (Hochhaus) gewählt – Etagenliste rechts, die Etagen schweben auseinander.
    District offices (tower) selected – floor list on the right, the floors drift apart.
  • Lage, Kennzahl, Zeitraffer, sechs Ansichten, Regler und Störungen: Ein Klick auf eine Abteilung zeigt Aufgabe, Ort und alle Beziehungen.
    Road traffic office (registration) – card with task, location and all relations.
  • Händler melden zum Monatsende an ausgelöst – Chronik, Kennzahl und Engpass reagieren.
    Dealers register at month end triggered – timeline, key figure and bottleneck react.
  • Gegensteuern – Zulassungsschalter besetzt aufgestockt – die Kachel zeigt die Wirkung seit dem Griff.
    Countering – Registration counters staffed increased – the tile shows the effect since the change.
  • Schaubild „Wie ein Vorgang fließt“ mit Tafel – Befunde in Sätzen.
    Diagram ‘How a case flows’ with its panel – findings in sentences.
  • Schaubild „Wer mit wem arbeitet“ mit Tafel.
    Diagram ‘Who works with whom’ with its panel.
  • Vorgang verfolgen – Schritt, Wartezeit und Zusage auf der Karte.
    Follow a case – step, waiting time and target on the card.
  • Der Rundgang führt in acht Schritten durch die Software.
    The tour leads through the software in eight steps.
  • 36 Organisationen zur Auswahl, jede mit eigenem Bild.
    36 organisations to choose from, each with its own picture.

Your district as a model

Would you like to see your registration office, departments and waiting times this way? Write or call us. We will discuss which data your district can contribute. On request, we will send you the password for the simulation.

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Chiedere informazioni

Minimal Organization: Kreisverwaltung

I dati vanno solo a questo sito e servono unicamente a risponderle.

Basis and limits

Fictional district · model based on researched administrative structures · no statement about real districts

1 case = 1 registration or licence application, 1 residence permit, 1 inspection or 1 proposal · 1 figure ≈ 25 employees

All volumes, durations, rates and capacities are model assumptions, not values of a real district.

The one-hour target and the shares of online registration, branch office and licences are set, not a statutory deadline.

Documented: council, district committee and directly elected district administrator; registration with seals; provisional certificate during extension; cards from the federal printing office; risk-based food inspections.

Public sources the model is based on:

  • Kreisordnung NRW (KrO NRW)
  • Fahrzeug-Zulassungsverordnung (FZV)
  • Fahrerlaubnis-Verordnung (FeV)
  • Aufenthaltsgesetz (AufenthG) §§ 73, 78, 81
  • Verordnung (EU) 2017/625 (amtliche Kontrollen)
  • Lebensmittel- und Futtermittelgesetzbuch (LFGB)
  • Bundesregierung: digitale Fahrzeugzulassung (i-Kfz)
  • Kraftfahrt-Bundesamt: Statistik

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All data are fictional. The model can be adapted to your district's real data and then also shows what is not visible anywhere today – for example actual waiting times per counter, or caseload and processing time at the immigration office.