A city like Antwerp has not only many locations but also many people involved in its facilities. This includes department heads, property managers, and building administrators. The biggest challenge the city faced was the role and authorization distribution among the various facility stakeholders. For example, the authorization for building managers needed to be more limited than for contract managers. It had to be possible for a building manager to submit a request for a quote, which would then be reviewed and approved or rejected by the contract manager. Once this process was complete, the supplier could begin submitting the quote according to the pricing agreements in the contract.

Another challenge was the digitalization of the process: complicated calculations via email and Excel often led to errors in agreements. These calculations had to be converted into automated calculations within the program.