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The Vluchtelingen Volgsysteem (VVS) is an innovative, efficient application, developed by JAM-IT in collaboration with Veiligheidsregio Rotterdam-Rijnmond, that addresses one of the biggest challenges facing municipalities and reception locations in the Netherlands: coordinating and monitoring reception places for refugees. The system was originally designed for refugees from Ukraine and plays a crucial role in enabling humane, structured reception in which locations are used to their full potential.
At the start of the refugee crisis in 2022, municipalities faced a complex challenge: assigning refugees to available reception locations, each with different facilities and restrictions. Managing location occupancy manually and inefficiently, and coordinating the flow of refugees, created administrative hassle and unnecessary delays.
Municipalities needed a centralised, user-friendly platform to manage all the information clearly and make decisions quickly.
With VVS, JAM-IT offers an all-in-one solution that lets municipalities streamline the management of reception locations easily.
Municipalities can manage all reception locations within their region, grouped by municipality and region. The app clearly shows the current status of every location, including available capacity, the type of location (for example whether it is a COA reception location or specifically for Ukrainian refugees), and further details.
The system offers a visual representation of locations. Locations where refugees are on their way are shown in yellow, which alerts the management team and helps them anticipate upcoming occupancy.
The VVS interface is fully responsive, which means the application adapts automatically to the device the user is on, whether that is a laptop, tablet or smartphone. The display is optimised accordingly, so the app remains easy to use anywhere without the user having to adjust settings manually.
Users can check the occupancy of locations at any moment, which means location managers can act quickly and free up places where needed.
An additional feature is the ability to keep refugees together as a group, such as families, friends or acquaintances. That makes it easier to take humane, practical decisions during the allocation process. The intake overview page clearly shows which refugees still have to complete intake forms, which streamlines the administration further.
VVS makes it possible to generate reports from the system. Municipalities can choose for themselves which insights they want to take from the reports, depending on their specific needs.
JAM-IT developed VVS with a strong focus on collaboration and ease of use. Our Agile approach made it possible to respond flexibly to users' needs and to develop a solution that is easy to adapt to different situations. With extensive testing and regular feedback sessions with the original users, we built a robust, reliable system.
Securing sensitive data was one of the top priorities in the development of VVS. That is why we built in advanced security protocols to protect refugees' data and comply with all laws and regulations.
JAM-IT is proud of the impact of the Vluchtelingen Volgsysteem and sees opportunities to extend and optimise the app further. Our goal is to support even more municipalities in the Netherlands and, together with COA, to ensure efficient, safe and humane reception of refugees.
Image source: STJ design
The intuitive user interface of VVS makes it easy for municipalities to add relevant information, such as the address of the location and details about specific facilities. That makes the system valuable for small municipalities and for the national COA alike.
The Vluchtelingen Volgsysteem has already proved its value in the Rotterdam-Rijnmond region among others. Municipalities and location managers report that the app saves them considerable time and administrative effort, which ultimately leads to better and more humane reception of refugees. Thanks to real-time insight into occupancy status, users can plan more efficiently and prevent locations from becoming overcrowded or being under-used. The 62 municipalities that have used VVS so far particularly value the system's ease of use and transparency.
Are you a municipality or organisation interested in using VVS? Please do get in touch. We look forward to working with you towards a future in which refugees are supported with care and respect.
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