Administration

Administrative Reporting Agent

The monthly report takes no thinking. It takes gathering the figures, from scratch every month.

Aggregates data from specialist applications and produces decision-ready reports.

Open agent
Public administration

Four processes that take up the most time today

Developed in Germany · Hosted in the EU

Developed in Germany · Hosted in the EU or on-premises

Delivered together with

STACKIT Sovereign hosting in Germany, single-tenant from the first user.
Rödl Legal, tax and compliance expertise for legally sound deployment.
4P Consulting Advisory and implementation for the public sector, starting with the AI readiness assessment.

The report is due on the second working day; the figures are ready on the fifth.

The directorate requests the report as of the reporting date; the figures sit in separate systems and in an Excel file on a shared drive. By the time all sources show the same date, there has been a rough draft, a query and a corrected version.

1reporting dateThe directorate requests the monthly report as of the reporting date.
4sourcesSpecialist applications, budget software, HR system and an Excel file.
2versionsFirst the raw figures, then the corrected version after a query.
12xa yearThe same routine repeats every month.

The report is ready on the second working day instead of the fifth, because gathering the figures accounts for up to 70% of the effort.

The reduction of up to 70% in reporting effort is this agent's headline figure. Four sources and twelve runs describe a typical monthly report in a municipal department and were not measured.

Three steps through the process.

On the reporting date, the agent reconciles the figures from the connected sources; political interpretation stays with the head of department.

Merge data from the sources

The agent pulls the figures from every connected source as of the agreed reporting date. If a source differs, it states that source's status date.

Data sheet for reporting month 2026-07, 4 sources, reporting date 31 July, 1 source as of 28 July

Calculate KPIs using the stored definitions

The agent calculates the agreed KPIs and states the formula and source field for each. If a definition changes, it flags the change.

KPI sheet with 14 KPIs, 1 formula and 1 source field per KPI

Write a short report for management

The agent summarises changes, outliers and open data gaps on two pages. The head of department writes the assessment.

monatsbericht_2026-07_entwurf.pdf, 2 pages, 14 KPIs, 3 outliers marked

What the agent does not do.

It does not judge the figures politically.

It shows changes and outliers. Management decides what follows from them.

It does not work out where a deviation comes from.

It marks the outlier with its KPI and reporting date. The department whose application produced the figure supplies the explanation.

It does not know about side calculations on a personal drive.

It reads the four connected sources as of the reporting date. If a unit also keeps its case numbers in its own Excel file in a user folder, those figures do not feed into any KPI.

Connected systems

  • Departments' specialist applications
  • budget and finance software
  • HR management system

Operations

  • Deployment modelEU cloud, private cloud or on-premises
  • Data processingGDPR-compliant, no model training on your data
  • Responsible teamsHeads of department, directorate

The questions that come up before the first meeting.

How quickly is the Administrative Reporting Agent ready to use?

A pilot typically runs on your own data within 4 to 6 weeks. The agent connects to your existing systems rather than running as a separate, parallel environment.

Where is the data processed?

EU cloud, private cloud or on-premises. Processing is GDPR-compliant and models are never trained on your data. Details in the Trust Center.

Where does the figure “up to 70% less reporting effort” come from?

It is based on experience from comparable projects and process benchmarks, not a commitment. We work out the realistic effect for your organisation during the assessment before the pilot.

Related agents.

Intake review, case 2026/04711

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