With this selection guidance, the Recruitment invites parties to submit an application for participation (candidacy) for the assignment.
Sport Vlaanderen's sports infrastructure department currently has 13 centres, spread in Flanders. All of these centres can be used in various accommodations, ranging from sports halls, outdoor areas, skating rins to horse slopes and water sports courts. Everyone has their own individuality and specific audiences.
In our centers, around 150 people work with the current software. Some very intensive, daily, others sporadic or single consultation (through different rights groups). All of our customers come into contact with the booking software directly or indirectly.
Several of our activities are currently being sent digitally through this software system. Customers can register and pay for sports camps and sports classes online and can book accommodations. Tickets can be purchased at the box office for a day entry, items can be rented and sold, and you can buy subscriptions for various sports and activities. Back-office files are created for larger projects such as sports classes, large events and group reservations. Multiple (seasonal) reservations are also possible.
Payments are made online, cash or post billing. Reminder emails and receipts are automatically monitored via the system cfr. Our Terms and Conditions.
All of this system is linked to our accounting program that syncs daily to keep everything up to date. Links were also provided with the Citizen Profile (login), payment platforms and reporting. The current various components (registrations, reservations, files, checkout, events) are in several modules that have been developed and adapted over the years. However, the various components overlap (e.g. a file is also a reservation of a room or the purchase of food) so reporting is not evident. Starting with a clear, good structure will be the key to setting up a good new and customer-friendly system and to be able to report on it smoothly.
The purpose of this assignment is to conclude a multi-year framework agreement for the provision of a software package, including implementation, training, maintenance, helpdesk and possible development.
Sport Vlaanderen wants a (centrally coordinated) management system for its 13 centres for administrative management and financial handling of registrations for sports camps, events, sports classes (with/without overnight stay), sports infrastructure reservations, rental of sports equipment (incl. inventory management) and the sale of items.
To further streamline everything, we want to link this reservation system to specific hardware: POS systems, automated accesses and possibly video surveillance at a later stage. Various software links are also needed. The Flemish government's accounting system (currently Orafin), My Citizen Profile (https://burgerprofiel.vlaanderen.be/), its own personal database (PO database with its own customer base) and payment platforms (currently POM). These connections must be automated, real-time and single sign on principle.
All data needs to be easily opened to our Datawarehouse for further reports and follow-up. The rights system must ensure that the centres can operate independently, but that they can be (re) centrally controlled.
The whole must comply with the regulations governing personal data processing (General Data Protection Regulation (GDPR), Data Processing Act of 30 July 2018, Decree on Electronic Administrative Data Traffic of 18 July 2008,...). As a result, a Data Protection Officer (DPO) /Data Processing Officer (FG) must be present with the provider because of the fact that we consider it as a processor (as defined in Article 4 of the GDPR).
The system has several components (reservations, subscriptions, sales and rental of items,...) but forms a single whole, intuitive and provides a later, smooth reporting.
In addition to technical requirements and implementation, it is essential that there are training opportunities and a smoothly functioning helpdesk. The latter must be linked to our own FMIS (ticket ing system) system to facilitate smooth flow and monitoring of information.
The complete software package and training must be in Dutch. The company's employees must also be powerful in Dutch. Other documents (updates, guides, helpdesk) are negotiable.