🆔Loket: Local governments can manage their contact details via Loket

To comment on a FP:

Date, name: comment

Status Feature Passport

STATUSOWNERDATE

In proposal

Sofie

22+29/05/2023

In refinement - Design Research

In refinement - Technical Research/Feedback

In development

In QA/ Testing

In Final state

EPIC = OP-2346: Local Governments manage their contact details via Loket

Miro for analysis: https://miro.com/app/board/uXjVM9WKfgU=/

Relates to FP: Crawling/Harvesting from websites for contact details and business hours (not started yet)

ANALYSIS

Current state

Core data is currently filled by the business via OP for the following administrative units:

  • Worship services (Besturen van de eredienst)

  • Central worship services (Centrale besturen van de eredienst)

  • Municipalities (Gemeenten)

  • OCMW's

  • Districts (Districten)

  • Provinces (Provincies)

  • AGB (Autonome Gemeentebedrijven) (onboarding is ongoing)

  • APB (Autonome Provinciebedrijven) (onboarding is ongoing)

  • 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.

Core organisation general data in OP

Menu-tabs: kerngegevens + vestigingen

Table legend

  • ✏️ = field will be editable in Loket

  • data (strikethrough) = we will not show this OP data in Loket

  • EB = Besturen van de eredienst

  • CEB = Centrale besturen van de eredienst

  • G = Gemeenten

  • O = OCMW's

  • D = Districten

  • P = Provincies

  • AGB (onboarding is ongoing)

  • APB (onboarding is ongoing)

Data✏️BronEBCEBGODPAGBAPB

Naam*

❌

OP

✅

✅

✅

✅

✅

✅

✅

✅

Type bestuur

❌

OP

✅

✅

✅

✅

✅

✅

✅

✅

Soort eredienst

❌

OP

✅

✅

❌

❌

❌

❌

❌

❌

Strekking

❌

OP

✅

❌

❌

❌

❌

❌

❌

❌

Grensoverschrijdend

❌

OP

✅

❌

❌

❌

❌

❌

❌

❌

Stadstitel

❌

OP

❌

❌

✅

❌

❌

❌

❌

❌

Regio

❌

OP

❌

❌

✅

❌

❌

❌

❌

❌

Status

❌

OP

✅

✅

✅

✅

✅

✅

✅

✅

SharePoint identificator

❌

OP

✅

✅

✅

✅

✅

✅

✅

✅

KBO nummer

❌

KBO

✅

✅

✅

✅

✅

✅

✅

✅

NIS code

❌

Statbel

❌

❌

✅

❌

❌

✅

❌

❌

OVO-nummer

❌

DV

❌

❌

✅

✅

✅

✅

❌

❌

  • SharePoint identificator = this links to the SharPointlist 'LF Organisaties' and is only for internal ABB use

Core organisation contact data

Menu-tabs: kerngegevens + vestigingen

Table legend

  • ✏️ = field will be editable in Loket

  • data (strikethrough) = we will not show this OP data in Loket

  • EB = Besturen van de eredienst

  • CEB = Centrale besturen van de eredienst

  • G = Gemeenten

  • O = OCMW's

  • D = Districten

  • P = Provincies

  • AGB (onboarding is ongoing)

  • APB (onboarding is ongoing)

Data✏️BronEBCEBGODPAGBAPB

Adres*

✅

Bestuur

✅

✅

✅

✅

✅

✅

✅

✅

Busnummer

✅

Bestuur

✅

✅

✅

✅

✅

✅

✅

✅

Provincie*

❌

Autofill

✅

✅

✅

✅

✅

✅

✅

✅

Primair telefoonnummer

✅

Bestuur

✅

✅

✅

✅

✅

✅

✅

✅

Secundair telefoonnummer

✅

Bestuur

✅

✅

✅

✅

✅

✅

✅

✅

E-mail

✅

Bestuur

✅

✅

✅

✅

✅

✅

✅

✅

Website

✅

Bestuur

✅

✅

✅

✅

✅

✅

✅

✅

Type vestiging

✅

Bestuur

✅

✅

✅

✅

✅

✅

✅

✅

Primair correspondentieadres

✅

Bestuur

✅

✅

✅

✅

✅

✅

✅

✅

You can add an address per 'type of vestiging' (dropdownlist options vary by administrative unit. The address that is assigned as the 'Primair correspondentieadres' is shown on the core page in OP.

To investigate: Maatschappelijke zetel via KBO sync (via Organisatieregister). Local governments can change this via KBO.

OP Front-end of core organisation and contactdata

Example of municipality Aalst = https://organisaties.abb.vlaanderen.be/bestuurseenheden/974816591f269bb7d74aa1720922651529f3d3b2a787f5c60b73e5a0384950a4/kerngegevens

Problems

The core data is kept up-to-date by the business via OP, while we want to have the administrative units to keep their organisation and contact data up-to-date themselves. This is also described as the second goal of the OP.

🤩 Expectations

1. In Loket

  • We want to offer the administrative units an easy-to-read overview of their own data.

  • We want an edit modus that shows all fields. Fields that contain read-only data (also for editors) are shown but are not editable.

  • We want the same field validation, so quality data will be processed.

  • We want to have a one time migration from OP to Loket to migrate all the organisation and contact data.

  • OP is the master for creating new administrative unit. We want a 'nieuwe bestuurseenheid' (create new administrative unit) button that sends basic info to OP so we can create that new administrative unit in OP and it will sync with Loket. To investigate: draw flow.

    • Administrative units that need approval from ABB are known and can be registered in OP by the business (who gave approval)

    • Administrative units that do not need approval from ABB. Check KBO select list on a regular basis to see if new administrative units are founded.

2. Sync Loket to OP (daily?)

  • Changed data

  • New data

3. In OP

  • Create new administrative units

  • Create governing bodies associated with the new administrative units

4. Sync OP to Loket (daily?)

  • New administrative units

  • New governing bodies

  • Changed data of the read-only fields that can only be changed by ABB caseworkers

  • Changes in code lists or dropdown options

Survey Loket Lokale besturen

At the beginning of 2023 there has been a survey on Loket Lokale Besturen, also about contact data.

  • Amount of time spent on contact details: 1 hour per week

  • Van invloed op gebruik contactgegevens

    • Tijdsbesteding: 72x

    • Gebruiksgemak: 100x

    • Hoeveelheid aan informatie: 46x

    • Opvolging: 32x

    • Kwaliteit van de informatie: 32x

    • Financiële middelen: 16x

🤔 Discussion points

  • Decide on which fields can be changed by the administrative units themselves. Change the suggested data in the tables.

  • Should we add 'gerelateerde organisaties' also as editable for administrative units?

  • With each decision, take into account that when it's changed by the administrative units, our business can not change the data anymore. There can only be one master per type of data. The business needs to nudge and probably contact the administrative units to change the data.

  • Can the business (select number of persons) get the right to change organisation an contactdata in the production data of Loket? Maybe only in the beginning to help the administrative units.

  • Which team will be working on this feature? OP-team, Loket team or both?

  • Do we need a new module in Loket?

🕵️‍♂️ Use Cases

To make available contact details of local governments in Loket Lokale Besturen:

  • Sustainable

    • easy to consult

    • easy to edit

  • Reliable

    • quality assurance when editing

    • correct initial data

  • Reusable

    • integration with other modules in Loket Lokale Besturen

    • integration with local applications

For use case diagram - see Miro.

For final stories see - Jira

  1. Easy-to-read overview of contact data

CG_1.1 As a user I want to consult an overview of core data of my administrative unit.

CG_1.2 As a user, I want to consult an overview of core data for my administrative unit when I am interacting with Vlaamse overheid

Conform Organsiatieportaal

CG_1.3 As a user I want to consult an overview of core data for branches of my administrative unit.

  • Contact data for branches

CG_1.4 As a user I want to navigate between pages.

  1. Edit modus

CG_2.1 As a user I want to edit core data of my administratve unit.

CG_2.2 As a user I want to save changes.

CG_2.3 As a user I want to cancel changes.

CG_2.4 As a user I want to edit contact data of branches of my administrative unit.

CG_2.5 As a user I want to see which data is editable and non-editable.

CG_2.6 As a user I want to be notified when I leave an edit page without saving.

CG_2.7 As a user I want to be notified when I close a browers without saving.

  1. Field validation

CG_3.1 As a user I want changes to be validated while I am entering data.

  1. Notification option incorrect or incomplete data

CG_4.1 As a user I want to report to a central helpdesk when there is incorrect core data for my administrative unit.

  1. One time migration from OP to Loket. - synchronisatie tussen OP en Loket.

CG_5.1 As a user I want my changes to be synchronized with OrganisatiePortaal.

  1. OP is the master for creating new administrative unit.

NO create story

🗃️ Data

For analysis of data model and OrganisatiePortaal see Sharepoint.

Core organization general dataCore organization contact data

SOLUTION

Design

User research

-

Mock-ups

Figma

Technical

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

Estimation of resources

[Time, developers, ...]

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