Citizen services
Requests arrive without one visible status
Staff reconstruct category, location, evidence, ownership and response history before work can be routed.
Local & state government | Australia
AI consulting for government
VibeZero helps councils, local governments and state agencies in Western Australia and across Australia work out where AI fits a service workflow. The work covers service requests, freedom of information (FOI), procurement, reporting and approvals. We design around privacy, security and accountable human decisions from the outset.
Automation can prepare, route and flag work. Your council officers and delegated staff retain statutory decisions, release decisions, procurement authority and public accountability.
- Suggested starting point
- An AI readiness audit for one service workflow
- Scope to agree
- Readiness findings and a prioritised workflow plan with requirements for any later implementation.
- What you bring
- A service owner, a current process example and the people responsible for relevant controls.
- Commercial model
- Scope and price agreed before paid workHow pricing works
Where service slows
When service requests live in inboxes, every handover becomes another queue
Citizen requests, FOI processing, procurement, HR onboarding and approvals often move through email and shared files. An AI readiness audit can identify a clearly scoped workflow worth changing before a larger platform is proposed.
FOI
Review preparation is manual and document heavy
Search, collection, duplicate handling and redaction preparation consume time before the authorised release decision.
Approvals
Internal work waits in email chains
Procurement, HR and interdepartmental approvals become difficult to track across teams and delegated roles.
Reporting
Program and KPI data is assembled repeatedly
Staff reconcile information from existing systems before a responsible officer can review the report.
What we build
Citizen and internal workflows that keep accountability clear
We connect service intake, evidence, ownership, approval and reporting. The public sector officer responsible for each decision keeps that responsibility.
A practical starting point
An AI readiness audit for one service workflow
Choose a service request or internal approval that is difficult to move through the organisation. Assess the decision points and applicable requirements before proposing a tool.
What stays with your team
Delegated officers retain statutory, release and procurement decisions. A readiness review does not certify compliance or approve a system for use.
Illustrative workflow
Service workflow review
- Current handover
A service request waits for an owner after arriving by email.
The service team confirms how responsibility is assigned today.- Proposed assistance
Approved categories could help staff route the request.
The responsible officer checks the rules and where discretion must remain.- Before implementation
The plan records access, records and procurement questions still to resolve.
Your organisation decides whether the proposal can proceed through its approval process.
Primary build
Citizen portals & workflow tools
- Online service intake
- FOI preparation support
- Internal workflow automation
- Interdepartmental approvals
- KPI and program dashboards
- Privacy aware records
Workflows
Internal process automation
Coordinate selected FOI, procurement, HR and approval tasks through Power Automate or n8n, the tools that connect your existing systems, with delegated review retained.
Reporting
Program & data dashboards
Bring approved KPI, grant program and budget information into a view that preserves source, timing and responsible owner.
Documents
Policy & briefing preparation
Prepare first drafts of policy, briefing, correspondence or consultation material under an appropriate data privacy setup.
Security
Application security review
Assess AI built applications through the AI security practice, with relevant control and data location requirements mapped rather than presumed.
Enablement
AI literacy for public servants
Role based training on approved use, transparency, information handling, verification, escalation and public sector policy.
Client experience
What clients say about working with us
These comments describe VibeZero's general approach to listening, scoping and delivery; they are not presented as government case studies.
No jargon, no upselling, just solid work delivered on time. They understood our business from the first call and built exactly what we asked for.
Talk through a starting point
The first 30 minute conversation is free. We work out what needs scoping before any paid work is agreed.
Describe the workflow first. Do not send client records, patient information or credentials through the enquiry form.
Operating context
How the work fits your business
Explore the work, the systems involved and the decisions your team keeps.
Decision boundaryPrepare the decision trail without automating away the delegated decision
The workflow distinguishes administrative assistance from statutory, discretionary or public facing authority.
Controlled assistance
- Classify and route a service request under approved rules
- Search and organise records for an authorised FOI reviewer
- Prepare a draft report or briefing from approved sources
- Flag missing evidence, deadlines and workflow exceptions
Retain public authority
- Make an FOI access or exemption decision
- Exercise a statutory delegation or discretionary power
- Approve procurement, expenditure or a public commitment
- Issue an unreviewed citizen response where rights or services may be affected
Government stackBuild around the systems, identity and records controls already in place
The exact product, environment, plan, API, identity model and procurement path are verified before any integration is confirmed.
- Workflow
- Power Automate or n8n
Approved events can route tasks and evidence with ownership, logging and exception handling explicit.
- Productivity
- Microsoft 365 and SharePoint
Document and approval workflows retain identity, permissions, records and source context.
- Service delivery
- Existing citizen or case systems
The authoritative service record remains in the selected system rather than a parallel AI interface.
- Reporting
- Approved operational data sources
Dashboards expose source, update timing and responsible owner so figures are not detached from context.
AssuranceMap the applicable framework; do not market a generic compliance badge
Privacy, security, data sovereignty, records, accessibility, transparency and procurement requirements vary by organisation and use case.
Cybersecurity
Essential Eight context
Use the Australian Cyber Security Centre's Essential Eight guidance as authoritative context where applicable, and record the assessed scope and maturity rather than claiming automatic alignment.
Privacy
Privacy Act context
Assess personal information handling against the Privacy Act and the organisation's obligations, including transparency where automated processing affects people.
Glossary
Plain language starting points
Review the Essential Eight, IRAP and Privacy Act glossary entries before confirming the authoritative requirements.
Evidence
Decision and control record
Keep a simple record for each tool. Note what it does, who owns it and when it was last reviewed.
Delivery detailsLocation, systems and practical fit
- WA base
- Perth
Local discovery and working sessions can be arranged where procurement permits.
- Remote delivery
- Australia-wide
Advisory, build and training can be delivered remotely.
- Assurance basis
- Framework mappedproposed
Applicable policy, security, privacy, records and procurement requirements are confirmed during scope.
- Decision boundary
- Delegated approvalproposed
Authorised officers retain statutory, release and procurement decisions.
How we work
A practical engagement for government
We work with your team on the workflow. Your qualified people still make the professional decisions.
Choose the service
We agree the workflow and review scope with the service owner before the engagement starts.Examine the constraints
We map the handovers and confirm which decision, information and procurement requirements need assessment.Prepare the findings
We identify feasible assistance and record the questions or controls that would block implementation.Review the proposed path
Your team receives a prioritised plan and can decide whether to investigate, implement or stop.
Practical details
Questions about government
Practical answers about confidentiality, review, delivery and professional responsibility.
Yes, for appropriately assessed use cases. Useful starting points can include service request routing, internal workflow, reporting preparation and document search. The organisation should identify the applicable privacy, security, records, accessibility, transparency, procurement and decision making requirements before deployment.
Start with a clearly scoped service workflow
Want to explore what AI can do for your council? Let's talk
Bring the service, FOI, approval or reporting workflow that creates the most avoidable queueing. We will map the operating context, accountable roles and assurance boundary around it.
Perth based | public sector context | accountable by design