Replacing your case system according to Common Ground: key considerations

The Common Ground agreement of the Association of Dutch Municipalities (VNG) requires municipalities to take concrete steps, including replacing their case management system. This is a substantial undertaking that involves many considerations. Below, we outline the key points to keep in mind to ensure a successful transition. Still unsure whether to start with your case system or your task applications? Download our checklist to help you decide.

Map your IT landscape before replacing your case management system

When you start working on your case management system, it is essential to understand the impact this change will have on all other systems within your organization. To gain clear insight into how systems communicate with one another, for example via SOAP or REST, you should first map out your IT landscape. This helps you understand how changes in data flows must be handled during the migration.

With this insight, you can create a well-founded development and migration plan for your new case management system without unnecessary delays caused by unexpected dependencies.

So how do you map your IT landscape? One option is to have an architecture diagram created by an internal IT architect. Another option is to involve one of the specialists at WeAreFrank!. Want to explore the possibilities? Feel free to book a no-obligation consultation for an architecture overview.

Think carefully about data migration

Chances are that most of your data currently resides in the existing case management system. It is therefore crucial to determine how this data will be transferred to the new system. You want to avoid data loss, but you also want to keep the migration efficient. Be sure to account for the time required, as data migration is typically a time-consuming process.

Start with a proof of concept

Once the preparation is complete and your plan for implementing and migrating to a new case management system is ready, the next step is to verify whether the proposed solution is truly workable and production-ready. Start on a small scale with a proof of concept to validate whether the solution fits your municipality in practice. Check whether all connected applications continue to function properly and whether dependencies are handled correctly.

Test the migration from SOAP to REST APIs and test your systems as well

One area that requires particular attention is testing. Make sure you allocate sufficient time and resources for thorough testing. This applies not only to the migration itself, but also to the systems connected to the new case management system. Without sufficient testing, critical issues are likely to be missed and may surface only once the system is live.

It is also highly recommended to conduct interim user tests. These help verify whether the solution is practical and usable for the people who will work with it on a daily basis. In addition, we advise automating tests by creating test scenarios that run with every update. This allows you to identify issues at an early stage.

Don't forget the end users

Another important aspect that is often overlooked is the end user. While focusing on the technical aspects of a new case management system, it is easy to forget that municipal employees will ultimately be the ones using it.

If they are suddenly expected to work with a new system without proper preparation, there is a real risk that critical processes will not be executed correctly. Make sure employees are introduced to the new system in time and receive adequate training and guidance.

The next step

Now that you know what to consider when replacing your case management system, the next step is deciding whether to start with the case system itself or with your task applications. We have created a checklist that helps you quickly determine the best route toward Common Ground compliance for your municipality. Download the checklist here.