Vluchtelingen Volgsysteem (VVS)

Control over reception, registration and collaboration within municipalities

Municipalities face a complex challenge around the reception of refugees. You want real-time insight into available reception places, resident registrations, occupancy, reporting and collaboration between locations and teams. In practice this is still often done with separate Excel files, manual overviews and information spread across different systems.

The Vluchtelingen Volgsysteem (VVS) brings these processes together in one central application. VVS was developed by JAM-IT in collaboration with municipalities and safety regions, and is now used by several municipalities in the Netherlands.

With VVS, municipalities gain control over reception processes, registration, capacity and reporting, all from one secure, well-organised environment.

Developed for municipalities in the Netherlands

VVS was developed specifically for Dutch municipalities involved in the reception of refugees. The system fits municipal processes, accountability obligations and collaboration structures.

What started as a solution to a concrete municipal challenge has grown into a product now used more widely across the Netherlands. As owner and developer of VVS, we not only handle the technical development, we also actively think along about new needs from municipalities and safety regions. That keeps VVS aligned with the practice of today and tomorrow.

One central place for reception data

With VVS you manage reception locations, rooms, residents and registrations from one central application. Information no longer has to sit scattered across mailboxes, separate documents or different systems.

Municipalities can make use of, among other things:

• resident registration;
• location and room management;
• occupancy management;
• absence registration;
• incident registration;
• tasks and contact records;
• document management and archiving;
• search and filter functionality for quick access.

Real-time insight into capacity and occupancy

For policy officers, coordinators and location managers, up-to-date insight is essential. VVS shows real-time information about locations, available rooms, occupancy and capacity.

That means you see immediately:

• where reception places are still available;
• where pressure is building;
• which locations are filling up;
• how residents are distributed;
• which changes have recently been made.

This supports municipalities in organising reception efficiently and responding to changes faster.

Reporting and accountability

Municipalities regularly have to submit reports on occupancy, reception capacity and inflow and outflow. Collecting this data by hand takes a lot of time and increases the chance of errors.

VVS automates a large part of these processes. Reports are built from up-to-date data in the system, including:

• occupancy reports;
• inflow and outflow overviews;
• composition per location;
• management information;
• SPUK accountability reports.

At the touch of a button you generate up-to-date reports, which means municipalities can report faster and depend less on manual work.

Handling sensitive personal data securely

Reception processes involve handling privacy-sensitive data. Information security is therefore an important part of VVS.

The application has been developed with attention to:

• GDPR compliance;
• role and permission management;
• secure storage of personal data;
• Microsoft Entra ID Single Sign-On (SSO);
• support for 2FA;
• logging and access control.

VVS also meets municipal standards and conditions, including:

• ISO 27001;
• GIBIT;
• the VNG data processing agreement.

External penetration tests are also carried out periodically.

Developed in the field

VVS was not developed as a generic software solution, but grew out of a concrete need in the field. Together with Veiligheidsregio Rotterdam-Rijnmond we developed a system that helps municipalities keep oversight and structure within reception processes.

Thanks to intensive collaboration with users, the application fits day-to-day work well. Feedback from the field is actively taken into account in the further development of the platform. That way VVS grows along with changing needs within municipalities and reception organisations.

Why do municipalities choose VVS?

Municipalities choose VVS because it delivers more oversight, less manual work and better collaboration around reception processes.

With VVS you:

• manage reception locations and residents centrally;
• get real-time insight into capacity and occupancy;
• avoid fragmented administration;
• simplify reporting and SPUK accountability;
• handle personal data more securely;
• support collaboration within the municipality and the region;
• have a solution developed specifically for municipal reception processes.

Want to know more about VVS?

Would you like to know how VVS helps municipalities with reception registration, capacity management and reporting? Visit the Vluchtelingen Volgsysteem website for more information, or get in touch with JAM-IT for a demo.