Phase 3: Implementation

STEP 1:

Start the deployment process.

You have already purchased the Primero/CPIMS+ service package. 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 via email.

If you have not purchased the Primero/CPIMS+ Subscription, access the open-source and directly acquire from GitHub. Please note there will be no applied configuration or direct technical support from the Primero Team if you choose to work from the repository.

Training of System Administrator and CPIMS+ Coordinator/Core Group

Once the system is deployed, you will receive training from the designated deployment team member. This training will include the system administrator as well as the CPIMS+ lead and related focal points for each agency. Training materials have been jointly developed by the CMTF and Primero Team. Click here to access the CPIMS+ User Guide, CPIMS+ Administration Guide, Training Videos, and PowerPoint slide deck and go to the Primero Support Hub find answers to any questions on support.primero.org.

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

The CPIMS+ implementation (consisting of a demo instance and a production instance) 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 the 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

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.

• 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.

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.

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.