• Phase 3: Implementation

    Configuration, rollout & training.

  • You are ready to deploy CPIMS+!

     

    You have completed implementation planning and are ready to deploy. Your deployment team is ready to operationalize with the appropriate roles and responsibilities defined in your workplan. Let’s get going!

    STEP 1:

     

    Start the deployment process.

     

    You have already purchased the Primero/CPIMS+ Subscription. The Primero Team received your request and will set up the software and provision your Primero/CPIMS+ instances. Your system administrator will be provided access to the newly deployed CPIMS+ demo and production environments.

     

    If you have not purchased the Primero/CPIMS+ Subscription, access the open-source and directly acquire from GitHub (note there will not be configurations or support from the Primero Team if this is the way forward.

     

    Training of System Administrator and CPIMS+ Coordinator/Core Group

     

    Once the system is deployed, you will receive a training from the Primero Lead. This training must include the system administrator as well as the CPIMS+ lead and related focal points for each agency. The training materials are on support.primero.org. Additional training materials are in development by the CMTF and will be made available on support.primero.org once completed.

    Outcome:

    The System Administrator has received credentials to access the demo and production environment. This step is required to be completed to progress to the next step.

    STEP 2: Configure the demo environment (in line with Phase 2, Step 1).

     

    The CPIMS+ demo environment and production environment is configured with the CMTF Forms and Fields. The System Administrator will need to make further configuration to align to your SOPs. All configurations are made in the demo environment. This can be done by the in-country team. In the demo environment, you can make configuration changes and test those changes. Primero has been designed and tested to allow many users to interact with a common data set, allowing us to set granular permissions to allow app to facilitate your programme while protecting data confidentiality.

    • ​​​​​​​Configure the forms and lookups 
    • ​​​​​​​Configure the roles, user groups and users
    • Configure agency and services
    • Configure the forms for Referrals (aligned to the DPISP)
    • Review and configure the consolidated customization needs
    • Configure the reports
    • Configure the locations
    • Configure forms and app strings translations
    The System Administrator, in coordination with the CPIMS+ Team will implement these changes as necessary. Configuration should never be made directly in production. They will first make the changes in demo and promote them to production. Any configuration changes made once you are live must be communicated with the users to avoid surprises or data loss. Even minor changes to the configuration can result in unexpected changes for end users. Always conduct tests on the demo environment before promoting it to production. To do this, create a case in the demo environment, fill in every field and save. Create a report and view that report. Log in as a user with any role you have modified and test that everything works. If everything is working as it should, then promote the change to production.
     

    Outcome:

    The demo should be configured to be aligned to the way the real system should be. This step is required to be completed to progress to the next step.

     

    Templates for this step:

    Configuration demo videos

    STEP 3: Testing and verification.

     

    It is recommended that after go-live, the demo can be used for training and configuration changes. The demo environment will be an exact replica of the production environment. It is the responsibility of the system administrator to maintain the demo environment and they will be trained on how to do this.

     

    Conduct User Acceptance Testing (UAT) by in-country CPIMS+ Team.

    • UAT is the phase of the process where front-line users test the configuration changes and make sure it is functioning as expected and according to their requirements that were originally collected. UAT can be coordinated by your team and can also be coordinated by the software vendor team. They will work with the participating agencies to designate a representative in the group of end-users (case/social workers, managers, coordinators and service providers). All feedback should be tracked and resolved. See our sample alpha feedback spreadsheet to help you in coordinating UAT. This UAT group is established before the ‘release’ of the alpha system with the desired configuration.  A clear timeline is to be set for this that allows enough time to review, make changes and review those changes before the system is planned to go live.
    • ​​​​​​​Once the system is live and real cases are entered in the system, all end-users should be providing feedback through regularly held feedback sessions. Especially in the first months of the go-live. We have created methodology for UAT as well as a guide that you can follow which can be contextualized and shared with your team for UAT.
     

    Update the configuration based on feedback from testing.

      • Review the UAT and make configuration changes appropriately.
      • Continue to do this until all stakeholders agree on the sandbox environment.
      • If translations are required for the system, at this point, ensure the translations are fixed appropriately. 

       

      Rollout

      • Now that your configuration is validated, you can plan your production rollout.
      • Perform rollout once verification has been completed on all changes. Send the new configuration bundle to all synced instances. Make sure that you also send the password for decryption (according to ISP). Coordinate time for all instances to promote the configuration.

       

      Training

      • Now that your configuration is validated, you can train the end-users (case workers, case managers, coordinators) on the CPIMS+. User guides are available on support.primero.org, training videos are available on YouTube and additional training material is available by request to the CPIMS IA Coordinator or Primero Deployment team.

      Outcome:

      The configuration of the system is finalized. This step is required to be completed to progress to the next step.

       

      Templates for this step:

      Sample alpha feedback 

      Methodology for UAT

      UAT Guidance

      STEP 4: Data migration preparation and data cleaning (if applicable).

       

      To ensure data is safely and securely transferred from legacy and partner systems, the Primero Team works with in-country partners to design and implement safe and secure transfer of existing case records by:

      1. Assess the volume, type and format of the existing case data at an organizational level
      2. Design and offer appropriate methods of transferring each organization’s data.
      3. Ensure that the quality of the data is high and that records are assigned to the correct teams/users.

      Review our data cleaning and data migration guidance. Data cleaning must be completed to be able to proceed with migration. Once migration is complete, organizations can use the web application to manage caseloads.

       

      Data migration will be conducted by a software vendor. Your team will work with the vendor to ensure the migration is completed correctly.

      Outcome:

      Migration process is defined and implemented. This step is required to be completed to progress to the next step (if migration is part of the implementation).

       

      Templates for this step:

      Data cleaning and data migration guidance

      STEP 5: Use and Go-Live!

       

      Prepare and execute a go-live ceremony to celebrate the success of the implementation of CPIMS+! During this ceremony, key high-level stakeholders present on the intended impact of the CPIMS+, on-going monitoring and evaluation, and scale-up of the system. Take photos and put together communications that we can share on the CPIMS+ blog and social media outlets.

       

      Now that the system is up and running, we have tools that you can use for adoption, change management and capacity building.

       

      You should conduct on-going data analysis, such as those required for quality control, monitoring and evaluation.

      Outcome:

      The system is live! Case workers, case managers and administrators are actively using the system.

       

    • Congratulations!

      You have completed Phase 3: Implementation

      and can now proceed to Phase 4: Production Support and Maintenance!

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