Phase 1: Assessment & Preparation
Determine the breadth and scope of the
implementation and resource as required.
Welcome to the CPIMS+ Rollout Guidelines, Phase 1! In this phase, we ensure that information management for case management (IM4CM) processes and data protection measures are in place before rolling out CPIMS+.
Before you begin, please keep in mind that CPIMS+ is just one tool in the larger Case Management and Child Protection Information Management System and is not case management itself. CPIMS+ requires a solid case management foundation. A tool that is recommended to assess whether case management works as a foundation is the Quality Assessment Framework (QAF). The QAF provides a framework to examine the existing information management strategy. It can help assess the available interest, willingness, and capacity. It can also be used to assess the approach to involving national authorities.
CPIMS+ represents an opportunity to strengthen case management with the use of information management technology. This means that to deploy the CPIMS+, it is important to have a case management system in place or in development. Clear planning is required to ensure that child protection staff are well trained on case management before beginning to use the CPIMS+. The system reflects SOPs, workflows and paper forms that partners are utilizing. Therefore, ensuring these are coordinated and agreed upon is a key first step before the CPIMS+ rollout is initiated.
In accordance with the CPWG, 2014, Interagency Guidelines for Case Management and Child Protection (pp. 44-47), core components of a typical inter-agency child protection IMS include:
CPIMS+ requires the above 1 to 4 elements to exist and meet minimum standards prior to its deployment. Additionally, the Data Protection Framework and Terms of Use must be signed by each participating agency utilizing the CPIMS+ prior to deployment of the system.
For guidance on rapid onset emergencies please refer to the following guidance. Note that in such cases the CPIMS+ deployment can happen in parallel to the set up of the case management response.
Here is a package of key documents needed to deploy the CPIMS+ which are also outlined in the steps below.
The workplan is an overall guide which includes all steps of the CPIMS+ implementation process. Below are key roles mentioned throughout the Rollout Guidelines:
STEP 1: Define your objectives and assemble your working group(s).
This step is critical in ensuring there is clearly defined coordination. Gather your team to help in the implementation and oversight of CPIMS+. The in-country (inter-agency) Child Protection team is responsible for creating sub-working groups for additional support, supporting knowledge exchange of best practices and lessons learned.
Outcome:
CPIMS+ objectives are defined and the team is assembled which support various aspects of the implementation of the system.
This step is required to be completed to progress to the next step.
Template for this step:
Terms of Reference for CPIMS+
STEP 2: Develop, adapt and finalize standard operating procedures for case management.
Outcome:
CPIMS+ team has consensus of all partners on use of harmonized SOPs.
This step is required to begin the implementation.
Template for this step:
STEP 3: Review and agree on case management forms for CPIMS+.
Outcome:
CPIMS+ team has consensus of all partners on which paper forms are going to be configured into the CPIMS+.
This step is required to begin the implementation.
Template for this step:
STEP 4: Complete the assessment survey.
Outcome:
Assessment survey is submitted, reviewed and consolidated in a report.
This step is required to begin the implementation.
Template for this step:
Assessment Survey (which will be provided by the Primero/CPIMS+ team directly)
Assessment Report
STEP 5: Determine what resources you have.
Outcome:
Human resources and budget resources have been determined for the implementation.
This step is required to begin the implementation.
Templates for this step:
Terms of Reference for CPIMS+ Staff and System Administrators
Implementation Support
Contact the
Primero Team
annual subscription
Additional Services
Variable
Based on request
Production Support & Maintenance
Contact the
Primero Team
annual subscription
STEP 6: Complete the Data Protection Impact Assessment (DPIA).
Data protection and confidentiality are central to the CPIMS+ mission. Together with the CPIMS+ technical team, your team will complete a Data Protection Impact Assessment:
Outcome:
DPIA has been completed with partners.
This step is required to begin the implementation. Note: for government-only rollouts, a DPIA is not required.
Templates for this step:
DPIA Template, Risk Assessment & Checklist
STEP 7: Develop a Data Protection Protocol & Information Sharing Protocol (DPP-ISP) & define how Data Requests will be handled.
Outcome:
CPIMS+ partners endorse and sign an agreed upon DPISP and determines who can audit the system and has defined how data requests are handled.
This step is required to go-live.
Templates for this step:
STEP 8: Review the Terms of Use.
Outcome:
CPIMS+ partners review and sign the Terms of Use (or agreement for government partners). This step is required to go-live (not required for go-live for a rapid onset emergency deployment).
Templates for this step:
Terms of Use for CPIMS+ in inter-agency settings hosted by UNICEF
STEP 9: Determine procedures for data breaches.
Outcome:
CPIMS+ partners agree on Data Breach Procedure and include the decision in the DP-ISP.
This step is required to go-live.
Templates for this step: