Belgium – Business and management consultancy and related services – Raamoveréénkomst voor begeleiding digitale transformatie

The contract involves a support trajectory for a period of 3 years. The contract may include:

1. Analysis and independent quality assurance

The contractor analyses and scrutinises the project documentation of the digital transformation programme. The contractor acquires in-depth knowledge of the offered and/or selected solutions and the implementation approach of the suppliers. The contractor proactively identifies risks, dependencies, gaps and points of attention that may impact the achievement of the project objectives and formulates concrete recommendations on these.

2. Support for project management and programme governance

The contractor acts as an independent sounding board for the project management and the persons responsible for change management. The contractor supports the drafting, assessment and validation of project deliverables, including implementation plans, communication and adoption plans, process documentation, functional analyses and other project-related documentation. In addition, the contractor supports the monitoring of the alignment between project objectives, programme objectives and the decisions of the steering group.

3. Advice on coherence and integration

The contractor advises on the coherence between the various projects and platforms within the programme, including ECD, XRM, ERP, iPaaS and the client and employee portal. The contractor advises on integration issues and ensures that architectural choices, data models and links are future-proof and support the further digitalisation strategy. Special attention is paid to preventing technical dependencies or architectural choices that may limit the future development, scalability or manageability of the application landscape. Attention is also paid to the manageability of the deployment of human capital and financial resources, so that the choices made remain feasible within the available capacity, budgetary scope and organisational capacity.

4. Independent testing of supplier proposals

The contractor carries out a critical and independent assessment of proposed solution directions, design choices, working methods and implementation proposals from suppliers. The contractor supports the contracting authority in carrying out fit-gap analyses and ensures that processes are aligned with the capabilities of the selected platforms, where possible, without unnecessarily reproducing existing working methods one-to-one. The contractor advises on price, quality and risk aspects of proposed solutions and supports the contracting authority in decision-making.

5. Neutral advice and mediation

The contractor acts as an independent and neutral advisor in substantive discussions or disagreements between involved suppliers, project teams and stakeholders. The contractor formulates objective recommendations in the interest of the contracting authority and supports decision-making based on facts, risk analyses and programme objectives.

6. Support for organisational change

The contractor supports the organisation in managing the impact of the changes and contributes to a feasible and supported implementation approach. Special attention is paid to phasing, change readiness, support base, adoption and the operational burden on employees, so that the continuity of care and support processes is maximised.

7. Knowledge transfer and strengthening of internal capacity

The contractor actively contributes to knowledge building within the organisation. The contractor supports internal key users, project employees and involved teams through knowledge sharing, coaching and documentation, with the aim of strengthening internal expertise and gradually reducing dependence on external parties. The final responsibility, management and decision-making always remain with the contracting authority.

8. Reporting and support for decision-making

The contractor reports periodically on progress, risks, dependencies, bottlenecks and recommendations. The contractor supports the preparation of decision-making documents for the steering group and underpins proposals regarding prioritisation, phasing, risk management and programme steering.

9. Independent implementation support (optional)

The contractor supports the contracting authority during the implementation phase of the selected solutions and monitors the quality, feasibility and coherence of the implementation approach. The contractor critically assesses the implementation plans, proposed configurations, migration strategies, testing approaches, training plans and take-up processes of the suppliers. In doing so, the contractor ensures that the choices made are in line with the strategic objectives, architectural principles and operational needs of the contracting authority. The contractor supports the project teams in identifying and following up on risks, dependencies and bottlenecks during the implementation. He or she does not take on operational responsibility from the suppliers, but acts as an independent quality controller and advisor. The contractor also supports the preparation and follow-up of workshops, design discussions, test activities, data migrations and take-up, and ensures that the agreed scope, quality requirements and project objectives are achieved. The contractor ensures that the implementation leads to sustainable process improvement and that standard functionalities are maximised, unless deviations are demonstrably necessary for the operation of the contracting authority.

10. Support for delivery and follow-up care (optional)