- Rollout Guidelines
- …
Phase 2: Planning
Implementation planning,
setting objectives, roles & responsibilities.
You’re ready to start planning the implementation of CPIMS+!
Steps within Phase 2: Planning and Phase 3: Implementation are both guided by 1 key document, the Implementation Plan. The following steps will guide you in developing this document, will be the accountability framework and blueprint which partners are asked to endorse. This document can be contextualized and should be considered a “living document” after the endorsements. Any further changes should come from a discussion and with the approval of the key stakeholders. Some sections of the Implementation Plan will include references to steps you have completed in Phase 1 (such as the ISP), and you will begin utilizing those documents from this point on.
STEP 1: Determine the system users, roles, features, functionality and customization needs.
- In order to set up and configure the CPIMS+ according to the needs of the country, you must agree upon the forms, lookups, roles, user groups, user mapping, agencies, services, forms for referral, reporting, locations and interoperability mapping (if applicable). We have made it easy for you, and each configuration choice has already been filled out with examples in the requirements template to help guide you.
- The Primero Team, CPIMS+ SC Coordinator and Technical Team will support you in this phase to ensure you understand what is required. Thereafter, you will proceed to fill out the requirements template.
- It is key to understand the various features and functionality of CPIMS+ which will be implemented throughout the development phase. Tip: Keep it simple. You can always activate features in the future.
- If you require development work on features such as translation or interoperability, document your requirements for review with the Primero/CPIMS+ Team.
- CPIMS+ can be used both online and offline where internet connectivity is unreliable.
Outcome:
CPIMS+ implementation team agrees and documents the requirements needed in the system. User set up is aligned to the ISP. This step is required to begin the implementation.
Templates for this step:
Requirements templates for lookups, roles, user groups, user mapping, agencies, services, forms for referral, locations
STEP 2: Determine your training and knowledge sharing approach and plan.
- Ensuring training on the CPIMS+ for the different user roles is an important component of the Implementation Plan. Key personnel in implementing agencies will be prepared through the training sessions. It is recommended that a cross-section of expected CPIMS+ users be present at the training sessions, covering all roles defined in the SOP. These users will be responsible for playing the role of CPIMS+ experts within their respective organisations.
- Each Primero implementation comes with a demo site which can be used for training. Training sessions will require participants to use laptops and mobile devices.
- Training should occur prior to go-live and on a recurring basis for all users to refresh their skills.
- Training sessions will be initially coordinated by UNICEF's Primero Team and/or CPIMS Steering Committee, thereafter those trained will proceed to train in their sites/regions. The sessions for users (case workers and case supervisors) include, but are not limited to: an overview of the implementation, how to access Primero, log in, change their password, add and edit records, flag, search, filter records and view reports. They will also learn how to refer, transfer, and assign cases.
- System Administrators will have specific training on: configuration, setting up roles, users, and how to troubleshoot when a user has an issue. This training will be conducted by the Primero Team and/or CPIMS Steering Committee.
- Visit the Primero Support Hub where we host a knowledge base with user manuals and “how-to” documentation has been created for CPIMS+ deployment, administration, end users, support teams and on various functions of the application for training and knowledge sharing. All documentation is in electronic format for ease of distribution. Visit the Alliance for Child Protection in Humanitarian Action's: Child Protection Case Management Training Package for Caseworkers in Humanitarian Settings for facilitation material. Any additional resources can be developed in-country based on your needs.
Outcome:
CPIMS+ team determines a user acceptance training and end-user training for implementation and go-live. This step is required to begin the implementation.
Templates for this step:
STEP 3: Data Analysis and Monitoring to Improve Programming.
The CPIMS+ team is currently building key performance indicators (KPIs) which you will be able to get top line data from. It is key however to decide on the inter-agency aggregate data point as well as data within your own agency which will inform programming. Create a narrative with timeframe, caveats and pivot tables.
Ensure fixed agency and interagency meetings to come together to discuss:
- What does this data mean?
- What could the data possibly be telling us about our (program, services, outreach, trend analysis etc.)? What doesn’t it tell us?
- How does this data compare to last month, last year? How is this quarter different from last quarter?
- How can this information be used? For our program design? For our prevention programming? For our information dissemination/awareness raising? For our advocacy efforts? What precautions do we need to consider before sharing the data externally?
In countries where the CP AoR is leading the inter-agency aggregated data from the KPIs, this should be shared with the CP AoR IOM for global data analysis.Outcome:
There is agreement on data analysis which can inform programming. This step is required to begin the implementation.
Templates for this step:
No templates
STEP 4: Review the Technology Deployment Approach.
Determine if CPIMS+ will be hosted on the cloud or locally. Here the word “hosted” means that the central instance is hosted on server hardware and accessible over the internet. “Cloud” means that a third party (ie. Microsoft, AWS, Digital Ocean) is providing the physical server infrastructure and is responsible for the physical operation and maintenance of the data center and hardware. Read more in our guidance on cloud hosting and on premises hosting.
If you have purchased the subscription of Primero v2, and the system is hosted by UNICEF, you can read more on hosting infrastructure and deployment process in our guidance on hosted deployments and our approach for Primero v2.
Primero does not recommend specific laptops or mobile devices. The product must be stable and supported with the latest version of Chrome or Firefox browsers.
Outcome:
If Primero/CPIMS+ is hosted by UNICEF, then you understand the deployment process. If Primero/CPIMS+ is hosted by a partner or locally then visit the Primero Support Hub to understand the deployment process. This step is required to begin the implementation.
Templates in this step:
STEP 5: Purchase a Primero/CPIMS+ subscription (optional).
Running Primero requires dedicated support. If your organization has the skills and resources necessary to deploy, host and manage a web application, you can access Primero source code, documentation and community free of charge.
If your organization requires support, Primero subscriptions offer a variety of service packages that ensure you are supported throughout the implementation and once the system is live.
Additional Services Available:
1) Translations
In order to translate the CPIMS+ into other languages, you will be required to get volunteers to help translate the forms in the system. Currently the system is available in English, Arabic, French, Kurdish, Bengali, Spanish, Khmer, Thai and Pashto. The Primero Deployment Specialist supporting the implementation will add the volunteers to Transifex, where translations will be completed. Once translations are complete, the software development vendor will upload the translations into CPIMS+. The translations would be reviewed and verified by the in-country team prior to go-live.
2) Data migration
In order to ensure that data is safely and securely transferred from databases/alternative systems or from version to version, the Primero team works with in-country partners to design and implement safe and secure transfer of existing and future case records by:
- Assessing the volume, type and format of the existing case data at an organizational level
- Designing and offer appropriate methods of transferring each organization’s data
- Ensuring that the quality of the data is high and that records are assigned to the correct team/users
Review the Data Cleaning & Data Migration guidance to prepare for migrating data from legacy systems. Data cleaning must be completed to be able to proceed with migration.
Outcome:
Primero/CPIMS+ Subscription is purchased with the appropriate services needed (translation or data migration). This step is required to begin the implementation.
Templates in this step:
You are ready to start the implementation of CPIMS+!
