🆔FP: Onboarding IGS

IGS = InterGemeentelijke Samenwerking

To comment on a FP:

Date, name: comment

Status Feature Passport

STATUS	OWNER	DATE
In proposal	Sofie	11/05/2023
In refinement - Design Research
In refinement - Technical Research/Feedback
In development
In QA/ Testing
In Final state

Epic = OP-2342: MVP Onboarding IGS

In the media

Gemeenteraadslid krijgt gelijk van gouverneur: intercommunales moeten rapporteren over hun werking, link in media

Nieuw vanaf 2024: adviesplicht bij oprichting en statutenwijziging van IGS en VVMW: artikel op website Vlaanderen

Vanaf 2024 moeten intergemeentelijke samenwerkingsverbanden (IGS) en OCMW-verenigingen (VVMW) voorafgaand aan hun oprichting of statutenwijziging een advies van de Vlaamse Regering inwinnen.

Het advies is niet-bindend, maar wel verplicht: zonder advies is de beslissing tot oprichting of statutenwijziging van rechtswege nietig.

De adviesaanvraag zal verlopen via het Loket voor Lokale Besturen.

Gewest- en landsoverschrijdende samenwerking: artikel op website Vlaanderen

Gemeenten uit Vlaanderen kunnen intergemeentelijk samenwerken over de gewest- en landsgrenzen heen. Ze moeten daarbij rekening houden met bepaalde samenwerkingsakkoorden, conventies en protocollen

Analysis

Expert in IGS in the LF department = Nico De Vulder

Data sources

1. SharePoint (one time data conversion)

The data is available in different SharePointlists:

• LF SharePoint list: Organisaties The list has 130 organisations:

  • IGS_cvba (8) = these are old and should all have status 'Niet Actief' (check in comparison list)

  • IGS_PV (23)

  • IGS_DV (31)

  • IGS_ OV (68)

• LSV SharePointlist: Verzelfstandiging en Samenwerking The list has 224 organisations:

  • Interlokale verenigingen (40) (= no 'bestuurseenheid', will be stored in the module 'Ohter related organisations')

  • Projectverenigingen (79) (= 'bestuurseenheid')

  • Dienstverlenende verenigingen (34) (= 'bestuurseenheid')

  • Opdrachthoudende verenigingen (71) (= 'bestuurseenheid')

A good comparison is needed since the numbers in both list are different.

2. Other sources

That's why we need to compare with other sources:

• KBO (list from KBO select)

Comparison of the 3 lists: LSVP_IGS_AutoUpdate_20230621.xlsx

Organisation Classification

IGS (InterGemeentelijk Samenwerkingsverband/Intermunicipal partnership) is a generic term for the joint provision of public services by two or more municipalities. The cooperating municipalities are usually (but not always) neighbouring municipalities.

• 2 or more municipalities establishing the legal entity

• Performance of specialised objectives/tasks of municipal interest (e.g. waste collection)

• Choice of 4 public law legal entities and 1 with private law participation

IGS are also known as 'intercommunalen'.

The Decree of 22 December 2017 on local governance defines five forms of inter-municipal cooperation:

Legal form	Legal personality	Duration	What
Interlokale vereniging (IV) - NOT MVP	no	indefinite	This cooperation is mainly used for the realisation of projects limited in size. Among other things, it focuses on sports, libraries, tourism, etc.
Projectvereniging (PV)	yes	6 years max	This cooperation is also intended for smaller-scale projects, but in this case it is a separate legal entity. A project association operates in areas such as heritage, tourism and culture.
Dienstverlenende vereniging (DV)	yes	18 years max	This is a heavier form of cooperation, but without management transfer. They carry out activities in the field of regional development. In practice, these associations cover a broad spectrum of objectives, ranging from spatial planning over e-government to sustainable development.
Opdrachthoudende vereniging (OV)	yes	18 years max	This is a form of cooperation with management transfer. In it, the participating municipalities have waived their right to carry out the tasks entrusted to the partnership themselves;
Opdrachthoudende vereniging met private deelname (OV pr)	yes	18 years max	This is the most recent form of cooperation, introduced by the decree of 27 April 2016. This form of cooperation is only possible for cooperation in the field of energy or waste. Only 1 use case = IVAGO (KBO = 0252828916)

In the SharePointlist they make no distinction between a Opdrachthoudende vereniging (OV) and a Opdrachthoudende vereniging met private deelname (OV pr).

There is only one Opdrachthoudende vereniging met private deelname (OV pr) = IVAGO (KBO = 0252828916) = SharePoinlist LF 'Organisatie'

In OP we treat this as a separate organisation type.

Legal form	Administrative Unit (bestuurseenheid)	Access in Loket voor Lokale Besturen
Interlokale vereniging (IV)	No was checked by legal expert = OP-2508	No
Projectvereniging (PV)	Yes	Yes
Dienstverlenende vereniging (DV)	Yes	Yes
Opdrachthoudende vereniging (OV)	Yes	Yes
Opdrachthoudende vereniging met private deelname (OV pr)	Yes was checked by legal expert = OP-2508	Yes

ANALYSIS OP-2508: Follow up analysis which organisations aren't administrative units, but other related organisations

Not all organisations we want to add in OP can be defined as Administrative units.

• Definition Administrative unit (LBLOD): Public, administrative organisation attached to a territorially defined area with certain responsibilities within which it can take administrative action.

• Definitie Bestuurseenheid (LBLOD): Publieke, bestuurlijke organisatie verbonden aan een territoriaal omschreven gebied met bepaalde verantwoordelijkheden waarbinnen het bestuurshandelingen kan stellen.

Conclusion of analysis:

• Administrative units:

  • PEVA gemeente

  • PEVA provincie

  • Opdrachthoudende vereniging met private deelname

• No adminstrative unit:

  • Interlokale vereniging

Consequences:

• OP: We will add them in OP as 'administrative units' (bestuurseenheden), because they are compliant to the definiton that is used in the datamodel.

• Loket voor Lokale Besturen: It is to be decided if they will have access in Loket voor Lokale Besturen, because according to the legal definition they are no administrative units (Pieter VH will contact the other 'Loketten' of Digitaal Vlaanderen to check this).

New fields = are being refined

1. Name fields

Applicable to all administrative units (see the same item in FP AGB/APB)

• Naam volgens KBO

• Verkorte naam

• Naam volgens statuten

New fields MVP

2. Geplande einddatum

All the IGS (exception = Interlokale vereniging) have an end date. If the end date is exceeded, it will be extended.

• Field for date

• mandatory = yes, no 10/01/2024 Sofie: Originally the business wanted to make the field mandatory, as they planned to fill in all the end dates. They will fill the end dates in the summer period of 2024, so this field is not mandatory for the moment. I will check with the business if we have to change it once the data is filled in.

• editable = yes

• validation:

  • date can not be in the past

  • dutch text error message: 'De datum mag niet in het verleden liggen'

Sofie, 28/06/2023: Validatie nodig welke checkt voop de maximale duur (6 of 18 jaar) per type IGS? Validatie zorgt er dan voor dat geen datum verder dan 6 of 18 jaar kan gekozen worden (basis berekening is datum van vandaag of er kan een veranderingsgebeurtenis worden ingegeven waarin de startdatum wordt opgeslagen).

NIET

New fields - No MVP

3. Sector = to check with the business

• PowerSelect > MultipleSelect

• Pre-defined list (to receive from business)

• mandatory = yes

• editable = yes

Also add a sector field in AGB/APB with a different pre-defined list.

4. Activiteiten = to check with the business

• PowerSelect > MultipleSelect

• Pre-defined list (to receive from business)

• mandatory = yes

• editable = yes

Sofie, 28/06/2023:

• Wat is het verschil tussen sector and activiteiten?

• Officiële economische activiteitenlijst beschikbaar (NACE-BEL), deze gebruiken? (wordt ook door KBO gebruikt)

  • Indien geen volledige overname, proberen om naamgeving gelijk te houden.

  • Mate van detaillering: Secties (p 65) > Afdelingen (p 69) > Groepen > (p 75) > Gedetailleerde structuur (p 85)

• Lijst van secties in (NACE-BEL), te beschouwen als sector?
• Nood aan verdere analyse? Zie voorlopige analyse: Comparison_Sector_Activity_20230626

New fields - Possible new fields for the new decree proposal

see IGS conceptnota (NL) Latest draft: Conceptnota (with track changes): 230428 VVD Controle IGS_bis (met track changes) BD_LV.docx

5. Doel

• text area

  • text from statutes (copy/paste). Text can be very long, multiple A4. Provide separate solution for this (collapsed field?)

• not mandatory

• editable

6. Bevoegdheden = to check with the business

• text area / pre-defined list? What will be the type of content?

• not mandatory

• editable

Which other fields mentioned in the decree proposal need to be added? to be decided by the business

@DEV team: don't look at the table

DATA	Nota	OP	OR
Naam	✅	✅	✅
samenwerkingsvorm	✅	✅	✅
bevoegdheden	✅	TBD	❔
doel	✅	✅	❔
oprichtingsdatum	✅	✅	✅
samenstelling van het beheerscomité	✅	❔	❔
samenstelling raad van bestuur	✅	❔	❔
deelnemende bestuursorganen	✅	❔	❔
datum toetreding bestuursorganen	✅	❔	❔
het bestuursorgaan	✅	❔	❔
reglementaire voorschriften	✅	❔	❔
adres	✅	✅	✅
telefoon (contactgegevens)	✅	✅	✅
e-mail (contactgegevens)	✅	✅	✅
website	✅	✅	✅

7. Other fields to add?

Checked with business, no other fields required at the time.

Other new fields for the future - to be discussed with other business

check Miro board - workshop IGS

new fields LVP, to be discussed if really needed

_______________________________________________________

📁 MODULE Bestuurseenheden

Search page

https://organisaties.abb.lblod.info/bestuurseenheden

Filters

• Soort eredienst Don't show this filter when one of the new administrative units is selected.

• Type bestuur: add the options

  • Projectvereniging

  • Dienstverlenende vereniging

  • Opdrachthoudende vereniging

  • Opdrachthoudende vereniging met private deelname

Columns in results table

• Naam (default sorting)

• Type bestuur

• Provincie

• Gemeente

• Status

Kerngegevens (core data)

Fields

Field	Mandatory	Editable	Comments
Naam*	✅	✅
Type bestuur*	✅	❌
Regio*	auto	❌	Derived from primary address
Status*	✅	✅
KBO nummer	❌	✅
SharePoint identificator	❌	✅
OVO-nummer	auto	❌	Do not show on edit page
Adres*	✅	✅	CRAB functionality
Straat*	✅	✅	Manual input of address
Huisnummer*	✅	✅	Manual input of address
Busnummer	❌	✅	Manual input of address
Postcode*	✅	✅	Manual input of address
Gemeente*	✅	✅	Manual input of address
Provincie*	✅	✅	Manual input of address
Country	✅	✅	Manual input of country (check first if OP-1970 is done)
Primair telefoonnummer	❌	✅	Add standard helptext under input field
Secundair telefoonnummer	❌	✅	Add standard helptext under input field
E-mail	❌	✅	Add standard helptext under input field
Website	❌	✅	Add standard helptext under input field

Sofie, 06/07/2023: I added the field 'Regio' in the table above, after development was started.

Vestigingen (sites)

Set up the same as the other administrative units.

Type of sites:

• maatschappelijke zetel

• andere vestiging

The address of the 'maatschappelijke zetel' should be the address that is in the LF list, but in reality, it is a combination of 'maatschappelijke zetel' and 'correspondentieadres'.

Business need to cleanse the data.

❌ Betrokken Lokale Besturen (local involvements)

Betrokken lokale besturen where created specifically for worship services.

We will extend the related organisations with different type of relationships so we can display the relationship with local governments in the related organisation's menu-item

❌ Bestuursorganen (governing bodies)

For now we will NOT create the governing bodies in OP and we will NOT capture 'mandaten' or 'bestuursleden'.

This might change in the future because a new proposal to change the decree is in the making.

The governing bodies should be developed, it's needed for the 'Leidinggevenden', but not be shown on the page.

Leidinggevenden (executives)

Set up is the same as the other administrative units.

These will be synced from the leidinggevenden databank.

There is only one type of 'leidinggevenden' and they are called 'Leidend ambtenaar'.

There are only 15 registered for IGS.

Veranderingsgebeurtenissen (change events)

Type of change event > Resulting status

1. Oprichting > Actief

2. Naamswijziging > Actief

3. In ontbinding > Actief

4. In vereffening > Actief

5. Ontbonden en vereffend > Niet actief

6. Fusie > Actief OR Niet actief

   • Not MVP, but if you have the time, just do it

   • all variations are possible:

     • one IGS can take over the other IGS(sen). The one IGS stays active, and the other IGS(sen) that is/are part of the merger all get the status non-active.

     • all IGS that are part of the merger get the status non-active and a new IGS with an active status will be created

   • frequency of mergers is multiple per year and increasing

Fields change events

Foresee the fields on the printscreen for all 6 change events.

Change event fields

Info from the business: they will not add the 'oprichting' change event retroactively for IGS (same for AGB/APB), but they will add this for new organisations that are created.

Gerelateerde organisaties (related organisations)

Add a geographical relation for all IGS with

• a province

• a municipality

• a regio (derive this from the address, and make it editable)

Sofie, 06/07/2023: Regio is deleted from 'Gerelateerd organisaties'. It should be on the 'Kerngegevens' page. I added the regio field to the table of fields of 'Kerngegevens'.

Sofie, 10/07/2023: the municipality and province are derived from the primary address. + extra information on new type relationship added below.

Add a new type of relationship:

• participeert in (= participates in)

• heeft als participanten (= has as participants)

Card to show in the kerngegevens page when creating a new or editing an existing IGS.

Card with related organisations on kerngegevens page

• mandatory field

• multiple select

• on the pages 'gerelateerde organisaties' of the organisations that are selected in 'heeft als participanten' the corresponding relationshiptype 'participeert in' is shown

Other validation rules (not MVP)

Question: Should we implement these validation rules or should we check this via queries?

1. An IGS has minimum 2 participants of the administrative unit type:

• municipality

• OCMW

• AGB

• another IGS

• Politiezone (not yet listed in OP)

• Hulpverleningzone (not yet listed in OP)

• Companies (not yet listed in OP, in module 'other related organisations')

= no hard validation, just a warning. Users can still select other organisations types (NOT MVP)

2. The type of administrative units mentioned above can participate in multiple IGS

Examples of new relationship type

Related organisations of IGS X

Type organisatie	Organisatie	Status
Gemeente	Merelbeke	Actief
Gemeente	Melle	Actief
OCMW	Merelbeke	Actief
Autonoom gemeentebedrijf	AGB tuinkabouter	Actief

We will extend the related organisations so we can add more type of relationships (see epic OP-2272).

_______________________________________________________

📁 MODULE Personen

Search page

https://organisaties.abb.lblod.info/personen

Filters

• Organisatie: add all the new organisations

• Positie: add the new related position (Leidend ambtenaar) = to check if this is already DONE out of scope: add the other positions of contact persons.

Apply contextual filters where possible.

Columns in results table

• Voornaam (default sorting)

• Achternaam

• Organisatie

• Positie

• Status (default: only show active positions)

Contactgegevens

Posities

🤩 Expectations

🕵️‍♂️ Use Cases

🤔 Discussion points

1. How can we capture new IGS in the OP? Discuss with business

It's hard for the business to find out about the creation of new IGS (especially interlokale verenigingen). How can we help the business?

• Short term:

  • via Loket: new form for gemeenten to report a new IGS. It's important for Team Loket as well so they can start the process for access via ACM/IDM in time.

  • TamTam

  • Dashboards BC&K

  • weekly comparison with KBO list

• Long term:

  • via GN: harvesting from decisions (besluiten) gemeenten because gemeente are mandory to publish te decision to create a new IGS in the gemeenteraad.

  • via new decree change proposal (= ongoing)

  • scraping/harvesting website of municipalities?

• Other ideas?

• What can we do specifically to capture all 'interlokale verenigingen'?

2. Who will be the editors for IGS in OP? Discuss with business

• LSV: Emily Thomson, Marie Maesen, Senne Adams, Luc Vandekerkhof, Bart Wouters & dan later de nieuweling Martijn Gonnissen

Short term: send an e-mail when new organisation is added. Can SharePoint do this job?

Long term: receive an automatic system notification when IGS is added/changed

3. Organisations: different names (ongoing refinement)

To refine, see ticket OP-1439: Analyse Names of Organisations - part 2

Solution

The next two parts of the FP can [sometimes] be worked on simultaneously

Design

This part of the feature passport is owned by the designer

User research

[If there is any user research preceding the wireframe mock-up stage, it needs to be documented here]

Mock-ups

[link to figma mockups + any explanation or extra documentation]

Technical

This part of the feature passport is owned by the technical team

[Information about the technical solutions for expectations that need it - e.g. using mu-search for showing all types of positions in one table.]

After the designer and/or the technical team finish their task, a meeting follows where the solutions are presented. The team exchanges feedback and amends the feature passport where necessary.