Using the CPIMS+ Platform

Case Management Workflow

For Case Workers, Supervisors and Managers

Logging In and Navigation

Logging In�

Open your internet Chrome browser and go to the following site: your country name.primero.org

To log in first to Primero/CPIMS+ you will need a username and password (should be either assigned to the user by the System Administrator or check your email and use the Welcome email in your inbox and go to step 1 and 2). Click in the username box and type in your unique username. Then, enter your password in the field below in Step 3. Afterward click the Log In button.

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Note: If you work for Save the Children, International Rescue Committee, Terre des Hommes, UNICEF or UNFPA you will be able to log in without this information and you can click directly on your user organization if you see it on the list.

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Home Page and Dashboard

The Primero Dashboard

Navigation Bar��

The navigation is the gray bar on the left side of the screen in which you can navigate to your home page (or dashboard), cases, incidents, tracing requests and exports. It also includes links to support, to your user profile and the log out button. At the bottom of the navigation you can switch languages.

Home Page Key���

The Home Page button is where you can quickly find information about the cases you have access to.

Support, Password Change and Email Notifications

Support, My Account and �Logout Links����

At the bottom of the Navigation, there are links that bring you to pages that allow you to logout of the system, help to manage your account and contact information, as well as find out who you can contact for help.

Support

When you click on “Support”, you will view three sections:

• The 1^st section is “Contact Information” which provides you with the contact details of the System administrator.
• The 2^nd section “Terms of Use” will allow you to see CPIMS+/Primero Terms of Use that was signed by your agency.
• The 3^rd section provide you with the code of conduct that you need to respect when using CPIMS+/Primero.

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Your User

When you click on your user name (1), you will have a preview of your user information. You can edit this information by clicking on “edit” (2).

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You can change the language, password, phone number, services provided, position within your organization and location (3).

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After making changes please make sure to click on the “save” button.

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You cannot change your user name nor your role or user group within CPIMS+ Primero. If your role within CPIMS+ changed (for example from case workers to supervisor) you should contact the system administrator to update your role.

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Email Notification

Email notifications need to be ticked for CPIMS+ to send you notifications to your email inbox about the following:

• Cases assigned, transferred or referred
• Requests from other users to transfer one of your cases to them
• Managers approvals and requests for manager approval

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Log Out

Click logout when you want to leave the system.

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If you are using the system offline, please do not click on log out until you are connected to the internet and the modifications you made are synced into the online system.

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Cases Dashboard

Cases Dashboard: Case Worker

Case Workers Dashboard

When you click “Home” the cases dashboard appear on your screen.

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The dashboard provide a preview of the number of cases you are responsible for, where each case is in its workflow and a summary of the approvals you have sent and received from your supervisor. The dashboard provides workers an easy way to monitor their daily work, scheduled activities, and flagged cases.

Cases Dashboard: Supervisors and Managers

Supervisors and Managers Dashboard

In addition to the overview and approvals, the dashboard includes:

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• Number of cases shared from the team with the supervisor team for purpose of referrals, pending or rejected transfers.
• Number of cases shared by the supervisor with their team for purpose of referrals, pending or rejected transfers.
• Number of overdue tasks by case worker.

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The manager’s dashboard monitors workloads and follow up. The incident monitoring dashboard provides aggregates, tracks issues for follow up.

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Quick Access to Cases Under a Dashboard Category

When you click on a certain category this will give you quick access to the corresponding cases under this category.

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Example if you wish to go to the high risk cases, you click on “High” under “Cases By Assessment Level”, you will be directed to the 6 cases you have that are high risk.

Overview�

• Cases by Assessment Level: Give you a preview and a quick access to cases by their level of risk whether high, medium or low.
• My Cases: Gives you a preview and quick access to the total open cases you have and the new ones or the one you recently updated.
• Shared with Me: Give you a preview and quick access to the total cases that were referred, the new referrals and the new transfers that await you to accept them into your caseload (unlike assignments, transfers must be either accepted or rejected by recipients).
• Shared with Others: Give you a preview and quick access to the total cases that you referred to others and the transferred cases you made to other agencies that are still pending the recipient's approval and the one that were rejected by the recipients.

Workflow�

Gives you a preview and direct access to cases by the step of case management in which they are in. For instance, if you want to go to the cases that are in the case plan phase, you click on the corresponding number under this category.

Approvals�

Let's the case worker know whether their manager has approved their case assessments, case plans or case closures that they submitted for approval.

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In the example below, the case worker has 8 case plan submitted for approval: 3 are pending the supervisor approval, 0 were rejected by the supervisor and 5 were approved. The case worker can click on the 5 Approved cases, and he/she will be directed to the list of these 5 cases.

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Tasks for Case Workers

Tasks View

The Tasks View

Tasks View: Task Types and Due Dates

Tasks View Items

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Four task types under Type of Action Column : Assessment, Case Plan, Service, and Follow Up.

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Each type has particular field which determines due date and completeness.

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The priority for each task is determined by the users risk level set in the “Protection Concerns” form

Tasks View: Task Types and Due Dates

Appointment Date field on Services subform

Date Assessment Due field on Basic Identity form

Date Case Plan Due field on Assessment form

Follow-up needed by field on Follow Up subform

Assessment Start date field on Assessment form

Date Case Plan Initiated field on Case Plan form

Service Completed On field on Services subform

Date of follow up field on Follow Up subform

Searching and Previewing a Case

Case List Preview

The Case List

Search for a Case

• Before registering a case, verify the child has not been registered by another case worker by searching for the child using CPIMS+.

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To search for a case or several cases with a similar element:

• Go on cases preview
• In the search box on the top right of the screen, type in an element of the case such as the case number
• Click on the magnifier symbol or press “enter” on your keyboard
• The case or cases you are looking for will appear in the preview

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Filtering Cases

Filter Cases 1

By default, the case list filters for cases which are OPEN and VALID/Enabled (i.e. they have not been disabled).

Filter Cases 2

Filters allow users to see a limited range of cases.

In the example above:

1. Under the “Sex” filter select “Male”

2. Click on “Apply”

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Saving Filters/Deleting a Saved Filter

Users can save filters for future use:

1. Pick the options for your filter such as “Male”

2. Go to Save

3. Input a title for your saved search

4. Click on “Save”

To find a saved search:

6. Go on Saved Searches

7. Click title of your saved search, you will the cases that fit this filter

8. You can delete the saved search by clicking on the bin symbol

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Flagging Cases

Flagging a Case

Flags serve as reminders to case workers to perform tasks or for case workers to reply to their supervisor flag. To put a flag on a case:

1. Go on the case
2. Click on flags
3. In section “Add new flag” input your comment
4. Pick a date
5. Click on “Save”

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Flagged Cases in Cases preview

Flagged cases in cases preview appear with a small symbol of a flag and a number. The number indicate how many flags are on a specific case.

Filtering Flagged Cases

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From Cases, you can filter cases by flagged:

1. At the bottom at the “Filters”, click on “More”
2. Pick “Flagged”
3. Click on Apply
4. You will have the list of all flagged cases

Removing a flag

You can only remove a flag that you created. A flag created by another user should be removed by that user.

To remove a flag:

1. Go to the case
2. Click on flags
3. In “flags” click on resolve button.

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Creating and Editing a Case

Creating a Case - step 1

Creating a Case

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1. Click “Cases” on the Navigation
2. Click “New” button on case list page in the top right corner of the screen

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Creating a Case: Checking for Duplicate

You can search for the unique case ID of your case to see if there is a case with the similar case ID. Enter the ID and then click search. In case of duplicate the system will take you to the suspected duplicate case. You will need to call the agency managing the case and clarify whether it is an actual duplicate or not.

In case of duplicate

In case of no duplicate

Creating a Case – Consent process

• If the case is not a duplicate, make sure you have the required consent of the child and caregiver as agreed in the Date Protection and Information Sharing Protocol.
• Please make sure not to select field on which you did not get the consent of the child and caregivers yet.
• Select the fields on which you received consent and than click on “create case”.

Consent form

The consent/assent of the child and family need to be provided prior to the case management process. On the consent form in CPIMS+ Primero, the consent needs to be provided separately for each of the following aspects:

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• Consent to participate in the case management process
• Consent to share non identifiable data and information for reporting
• Consent to collect and store personal information about the case
• Consent to disclose information for tracing purposes for unaccompanied and separated children
• Consent to share information with service providers

Consent to share non identifiable information for reporting

If the answer to question 2 on consent to share non identifiable data and information for reporting is no, the case will not appear in the reporting dashboards.

Creating a Case: Forms Panel

• Form Sections are nested in Form Groups.
• In this picture, we have selected “Identification / Registration” Form Group and “Intake” Form Section.
• If a Form Group has only one form section, you can simply click on it and it will open that form section.
• Otherwise, you must choose a Form Group and then a Form Section.

Forms Panel

Selected form section

Creating a Case: Forms Groups

The form groups you will see correspond to the steps of case management.

Creating a Case: Forms Groups

Step 1. Registration

Step 2. Assessment

Step 3. Case planning

Step 4. Implement the case plan

Step 5. Follow-up and review

Step 6. Case closure

Creating a Case: Required Fields

Fields with a star are required.

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If you attempt to save a case without filling these fields, they will turn red.

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An error screen appears at the top of the form to tell you which fields are missing.

Creating a Case: Required Fields

A red mark will let you know on which forms the missing fields are and you can find more details in the red box on which fields you need to complete.

Field Formatting

Some fields have formatting requirements.

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Error messages for these fields will appear at the top of the form when user attempts to save.

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Some fields, like “Case ID” are filled in automatically. If you move your mouse over these, your mouse will become a “Not Allowed” symbol. This is okay. You do not need to fill in this field.

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Create Subforms

Example Family Details form section with subform:

1. Click on “Add”
2. Fill in the Family details form
3. To save it click “Add”
4. Click Cancel if you want to go back

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Clicking the ‘Add’ button for a subform adds one entry. In this case, one entry represents one family member.

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Open or Delete Subforms

1. Clicking the arrow button to the right of a subform let you open it.

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2. Clicking the “bin” icon will delete that subform entry and all of the information in it.

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Saving or Discarding Changes

Click “Cancel” to discard changes.

Click “Save” to save changes.

Editing a Case

To edit a case:

1. Go on the case you want to edit
2. Click on the “Edit Bottom” on the top right of your screen.

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From this point on, editing a case works just like creating a case.

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View and Edit Mode

View Mode

Edit Mode

Workflow Status Bar

The Workflow Bar

The Workflow Bar displays the Workflow Status of the case, telling the user which stage of the case management process the case currently occupies.

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Each status is triggered by a specific action being made on the case, or a specific field being filled out on the case.

Registration / Identification

Moving to the Child’s Details Form

When registering a child, we will focus on “Registration” and “Consent and Assent”

Step 1. Registration

Child’s Detail’s Form

Here, you can fill out information about the child.

When filling in a Location field, always make sure you type to search for a specific Location. Since there are a lot of locations, we can only show you a few at a time.

Case Workflow: New

The “New” status applies when the case is first created and is the default status for all open cases.

II. Assessment

Moving to the Assessment Form

Step 2. Assessment

The “Assessment” form corresponds with the Assessment stage of case management.

Removing Assessment Task and Moving to Case Plan Task

1. Filling out the “Date Assessment Due” field will set you a Task, or reminder, to complete the Assessment by that date. Fill out the “Date Assessment Requested” field to indicate you have started your assessment.
2. Fill out the “Date Case Plan Due” field to create a Case Plan task which will remind you to start your case plan.

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Case Workflow: Assessment

Filling out the "Assessment Start Date" field will change the workflow status to “Assessment.” (if that feature is available in your country)

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Assessment Form

The assessment can be made of many forms, including “Assessment Status”, “Protection Concerns”, “Assessment”, “Summary” and a BID status and report form. These forms vary based on your programming.

Submit Assessment for Approval

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After completing an assessment, to submit it for approval:

1. Go on the case you want to submit the assessment of for approval
2. Click on the “Actions (the symbol with the three dots” on the top right of your screen.
3. Pick “Request Approval”
4. In the list choose “Assessment”
5. Click “OK”

Viewing the Status of Assessment Approvals

In “Home” you will find under approvals the status of all the Assessments you submitted for Approval by status: pending, rejected and approved.

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If you click on the number next to the corresponding status, it will take you to the case list with the cases linked to that number.

III. Case Planning

Case Planning

The “Case Plan” form corresponds with the Case Planning stage of case management.

Step 3. Case planning

Case Planing Plan Form

Here, you can fill out information about your case plan.

Adding Case Plan Objectives

Use the add button to create a subform entry for each goal of your case plan.

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In the subform, add details about how you will address that goal.

Case Workflow: Case Plan

The "Case Plan" status is applied after the "Assessment" status, when the field "Date Case Plan Initiated" is filled out by the user.

Case Workflow: Case Plan

Filling out this field will also mark your Case Plan task as completed.

Submit Case Plan for Approval

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After completing the case plan, to submit it for approval:

1. Go on the case you want to submit the case plan for approval
2. Click on the “Actions (the symbol with the three dots” on the top right of your screen.
3. Pick “Request Approval”
4. In the list choose “Case Plan”
5. Click “OK”

Viewing the Status of Case Plan Approvals

In “Home” you will find under approvals the status of all the Case Plans you submitted for Approval by status: pending, rejected and approved.

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If you click on the number next to the corresponding status

IV. Implement the Case Plan

Creating a Case: Forms Groups

Step 4. Implement the case plan

Implementation of the Case Plan

Fill in these part of the Case Plan once the implementation is completed and objective is reached.

IV. Service Implementation

Service Implementation

Once your manager has approved your case plan, plan out your services / interventions in detail in the services form.

Add a Service

In the Services Section, use the “Add” button to add a subform entry for each service you are planning. Consent must be provided for service provision otherwise you will not be able to refer a case. Please go to the “Consent and Assent” form to verify that consent is provided.

Filling the Services Form

Fill out key information such as:

• Response Type
• Service Type

External Services

If it is a service provided by a services provider external to CPIMS+, select that the referral is “External” and fill out key information such as:

• Service provider name (user name of person providing service)
• Implementing Agency
• Service location

Internal Services

If it is a service provided by a services provider internal to CPIMS+, click yes under service request from external system and fill the parts below.

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Fill out key information such as:

• Implementing Agency
• Service delivery location
• Name of Service Provider (user name of service provider)

Adding the Service form

Complete the questions under the remaining sections:

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• Implementation Details (once the service has been provided)
• Contact, Feedback and Follow Up Arrangements
• Accountability

Service Implementation

The Service Appointment Date field will set a Task reminder for this service.

Case Workflow: Service Implemented

Once all services have their “service completed” date entered in the services form(s), the workflow will move to “service implemented”.

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Note: the “Service Implemented” field will only be updated when a “service completed” date is entered.

Referring to Services

Once you have filled out information about your services, you will want to “refer” your case to the user who is performing the service.

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“Refer” means temporarily giving the other user access to your case.

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The section of this presentation on referrals will give you all the details on how to perform referrals using CPIMS+ Primero.

Service Provider Edits Case

When the service provider logs in, they will see the number of cases referred to them in the dashboard.

Service Provider Edits Case

Clicking on the New Referrals number in the dashboard, they will see a list of cases referred to them. They can then go to the referred case, edit it, and record the service.

Case Workflow: Service Implemented

• After the Service Provider has recorded information about the service, they should mark the service as implemented by filling out the “Service Implemented On” field with the current date.
• Once all services are marked as implemented, the workflow status of the case will change to “Service Implemented”

Case Workflow: Service Implemented

Filling out the “Date Service Implemented On” field will also mark the task for this service as complete.

V. Follow Up and Review

Creating a Case: Forms Groups

The Follow Ups and Case Review forms correspond to the “Follow Up and Review” phase of case management.

Step 5. Follow-up and review

Follow Ups Form

Use the “Add” button to add a subform entry for each follow up you are planning.

Follow Ups Tasks

When planning the follow up, enter the “Follow Up Needed By” field. This will set up a Follow Up task to remind you about the follow up.

Recording Follow Ups Result

When you actually perform the follow up, you can use the rest of the form to record details about it.

Removing Follow up from Tasks

When you fill out the “Date of Follow Up” field, it will mark the Follow Up task as complete.

VI. Closure

Moving to Case Closure Form

The File Closure form corresponds to the Closure phase of case management.

Step 6. Case closure

Closure Form

Here, you can record information about why you are closing the case and how the decision to close the case was reached.

Approval on Closure

Before closing a case, you should discuss and agree on the closure with the child and the caregivers and record the closure accordingly on the form by ticking “yes” under “Approved by Child” and “Approved by Caregivers”.

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You can provide more details on the approval process afterward.

Case Workflow: Closed

The "Closed" status is applied once the case status field is set to “Closed.”

Finding Closed Cases

To find a closed case in your case list, remove the default “Open” filter or tick “Closed” and click “Apply”

Submit Closure for Approval

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To submit a closure for approval and after completing the closure form:

1. Go on the case you want to submit the closure of for approval
2. Click on the “Actions (the symbol with the three dots” on the top right of your screen.
3. Pick “Request Approval”
4. In the list choose “Case Closure”
5. Click “Ok”

Viewing the Status of Case Closures Approvals

In “Home” you will find under approvals the status of all the Case Closures you submitted for Approval by status : pending, rejected and approved.

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If you click on the number next to the corresponding status

Reopening a Case and Adding Notes

Reopening a Case

Once a case is closed, you can reopen it by clicking (1) “Actions”, (2)“Reopen” and then clicking (3)“OK” in the confirmation modal. Once a case is reopened, the status will change to “Reopened.” This status will occupy the place in the Workflow Status Bar formerly occupied by the “New” status.

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Adding Notes

Managers can add notes to a case workers record as well to provide feedback on a case. All notes appear under the “Notes” form.

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Disabling and Enabling a Case

Disabling a Case

You cannot delete a case in CPIMS. The alternative to deletion when a case is incorrect or if the child or their caregivers request to remove their file is to disable the case. In order to disable a case:

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1. Go on the case preview

2. Click on actions (the symbol with the 3 dots)

3. Click on disable

4. Click “OK”

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Viewing Disabled Casesse

By default when you are in cases you view only the enabled cases. If you want to view disabled cases, in the filters sections on the right:

1. Pick “Disabled”
2. Click “Apply”
3. The list of disabled cases will appear

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Enabling a Case

In order to enable a case, pick the disabled case from the list of disabled cases:

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1. Go on the case preview
2. Click on actions (the symbol with the 3 dots)
3. Click on “Enable”
4. Click“OK”

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Referring a Case Within CPIMS+

Referrals

Referrals allow another user to access your case without you needing to give up access.

Two Ways to Refer Cases

Method One: From case “view” page

1. Click on a case from the case list view,
2. Click on “Actions” (three points symbol).
3. Click on “Refer Case”
4. Fill in the Referral Case form
5. Click “Refer”

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Two Ways to Refer Cases

Method Two: From “Services” form

1. From “Case View”, go on Services
2. Next to the service that requires a referral, click on “Refer”
3. Fill in the Referral form
4. Click on Refer

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Consent

If you do not receive the consent of the child to share their information, you cannot refer the case.

Recording Consent to Share Information With Service Providers

To record consent to share the child’s information, edit the case and go to the Consent and Assent form.

Viewing a Referral

To view a referral:

1. In the “Case View”, go on “Record Information”
2. Click on “Referral”
3. You will be able to see all the referrals done within CPIMS+ Primero
4. You will be able to see the “Status of the Referral”.

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Revoke/End a Referral

To revoke a referral you sent to another user,

1. In the case view mode, under Record Information,
2. Go on Referral, you will see the referral,
3. Click on the 3 dots symbol and click “Revoke”

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Viewing a Referral for the Service Provider (1)

The recipient can click the … on the Referral, and then either Accept or Reject the Referral. If they Reject, they will lose access to the Case.

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Once the recipient has accepted the referral, they can implement the service in one of two ways:

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1. Edit the Case, and fill in the Service Implemented On field for the service they are implementing. Then Save.

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Viewing a Referral for the Service Provider (2)

Once the recipient has accepted the referral, they can implement the service in one of two ways:

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2) Click the … on the Referral, and click Done. Leave a note about the service you provided.

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Note that this will:

1. Automatically set the Service Implemented and Service Implemented On fields.

2. Leave a note in the Notes from the referral from Provider field.

3. Remove your access to the Case.

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Referring a Case External to CPIMS+

Intervention Services - External Referrals

Users can perform an External Referral by clicking the … button at the top of the page, then clicking the Refer action OR can go to the services form and create a service as mentioned in slide 114 and 115.

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Check the box for Are you referring to a remote system? Note that this changes which other fields appear in the modal. For Type of Recipient, select whichever option best describes the person you will refer the case to.Note that this will affect which forms appear in the external referral PDF export.

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Intervention Services - External Referrals

Add details about the type of service and who is providing it. Leave a note about the referral. Click Refer. A PDF file will download, containing information about the Case. You can print this out and give it to the Service Provider.

The Referral will now appear in the Referrals form.

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Providing Approvals�- For Supervisors Only -

Approvals

When the user’s supervisor logs in, they will see in Home on the Approvals dashboard all the Pending Approvals (assessment, case plan and case closure) that are pending.

Overview of Cases in Need for Approval Per Category

Clicking on this number next to one of the three categories (assessment, case plan and case closure), the manager will then be taken to a list of all cases with pending approvals for this specific category. They will all be marked with an alert (yellow dot).

Follow Alert for Approval

The yellow dot symbol means, “Look at this Form Group and this Form Section. Something important is happening here.If the manager follow the yellow dot, they will reach the form that need approval.

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Once they are on the form, they should revise it to make an informed decision.

Providing approval

After reviewing the form for approval:

1. Click on Actions (the three dots on the top right)
2. Click on Approvals
3. In the pop up screen, pick the form you want to approve from the drop down list
4. Add a note if need be
5. Click on “Submit”

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Case Workers Viewing Approvals

When the case worker logs in, they will now see one the case in the corresponding category under the approval section in their dashboard.

Transferring and Assigning a Case

VII: Transfers

After a transfer, a new user manages the case, and the old user loses access to the case.

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Only supervisors and managers can transfer a case.

Transferring a Case

From the case preview, select (1) “Action” than (2) click “Transfer Case”

(3) If you are doing the transfer outside CPIMS, tick the box next to the first question.

(4) Make sure you have the consent to complete the transfer and then click on the box next to the second question.

(5) If you are doing the transfer in CPIMS, fill in the Agency and Recipient Name.

(6) Click transfer.

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Receiving a Transfer

Upon login, the new case worker user will see the “Transfers Awaiting Acceptance” in their dashboard under “Shared With Me” in the “Overview Section”.

Receiving a Transfer

Clicking on the number next to Transfers Awaiting Acceptance will take them to a list of newly-transferred cases which have been neither accepted nor rejected.

Accepting or Rejecting a Transfer

The user who receives a transfer has the option to either accept or reject it. To Accept or reject a transfer:

1. Go on the case preview
2. Click on Record Information
3. Click on Transfers/Assignments
4. Click on the action menu next to the corresponding transfer
5. Pick Accept or Reject

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Assignments vs Transfers

“Assignments” are essentially the same as transfers, except that the receiving user in an assignment does not have the option to accept or reject the new case. In an assignment, the case belongs to the new user no matter what.

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Only Supervisors and Managers can Assign a case.

Assigning a Case from Case Preview

From the case preview, select “Assign Case” (2) in the “Actions” (1) menu, and then select a user (3) from the dropdown in the Transfer modal and click save (4)

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Assigning a Case from Cases List

From the cases overview, (1) select the cases you want to assign, (2) click on the “Action menu, (3) Click “Assign Case”. In the pop up (4) select a user from the dropdown in the Transfer modal and (4) click save.

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Case Workers View: Assignments

The case workers will see the cases that the managers assigned to them in the corresponding section in the dashboard.

If the case worker click this number, they will see a list of cases which the manager assigned to them.

Alerts

Viewing an Alert

Alerts appear as a yellow dot next to the case form or subform concerned by the alert.

Follow the yellow dots to get to the alert you are viewing and click on the case marked with a yellow dot.

Viewing an Alert

In the case below, the yellow dot is next to services/follow up, click on this section than click on services and you will see that you have items of note which indicates what the alert is about.

Situations Where Alerts Appear

Alerts appear in any of the following situation:

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1. When you request approval for assessment case plan or closure. The alert will appear on the designated form. Once the approval is provided by the supervisor, the alert disappears.

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• When the supervisor adds a note to the case an alert appears. Once the note is reviewed and the case edited accordingly, the alert disappears.

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• When another user edits a service provider sub form, you receive an alert. Once you edit and save the case the alert disappears.

Viewing the Case Logs

Viewing Case Logs

The Case Log Tracks all changes made to a case as well as the name of the users that made those changes. Changes can include updating fields, adding forms or actions such as submitting or receiving approvals.

To access the case log, from the case preview:

1. click on Record Information
2. click on change log
3. you will see all the changes made to the case as well as the name of the users that made those changes

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Audit Logs�- Only for Managers and Administrators -

Purpose of the Audit Logs

Access to audit logs is provided to managers and the national administrator.

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Audit logs monitor changes made in the system for any security breaches or internal misuse of the system

Viewing Audit Logs

To access the case log, from the case preview:

1. Click on “Settings”
2. Click on “Audit Logs”
3. You will see all the actions made the time they were made, user that made them and a description

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Filtering Audit Logs

On the right of the screen, you can find the audit logs filter.

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Audit logs can be filtered by time or by who performed an action.

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In order to apply a filter:

1. Pick time and choose the date for “From” and “To”
2. Pick Performed by
3. Click Apply

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Exports and Custom Exports

Exporting cases

• To export information from CPIMS+ follow these steps:
• Click on Cases in the header navigation bar.
• Check the box(es) for specific case/s. If you are exporting one case you can go into the case itself. Not selecting any case is equivalent to selecting them all.
• Click on Actions in the anchored header bar.
• Click on Export.
• Choose the type of export and create a password and a file name.

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Exporting cases: Steps 1 to 4

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Exporting cases: Step 5

Exporting cases: Custom

Custom allows you to export all the fields or forms that you specify into an excel document. When in you click on Export and pick Custom you will get a window similar to the one in the picture on the right.

• Pick CP in Select Module
• Choose between Form or Field
• Choose the fields you want to export
• Create a password and create a file name
• Click on Export

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Viewing Reports�- For Manager and Monitoring and Evaluation Officer-

Reports

In the navigation bar, you can select the Reports icon to go to the Reports page.

Reports

On the Reports page, you will see a list of pre-created reports. You can click on the name of any these.

Reports

You will see a graph and table outlining information in the report

Reports

To download the graph or table click on the icons in the corner, the first one would download it as an image format and the second in an excel format.

Excel format

Image format

Offline Mode

Online Mode

Online mode will show when user is connected to the internet on the top of the screen next to CPMS+ Primero logo.

Offline Mode

When the user choose to go offline or lose internet connectivity the system go into offline mode. Offline mode will be featured on the top of the screen near the CPMS+ Primero logo.

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Functionality that Are Not Accessible in Offline Mode

When in offline mode, the following functionality doesn’t work:

• Navigate home screen
• Tasks
• Exports
• The user information

When offline, you can:

• Create and edit cases
• Enable, disable cases
• Request approvals
• Close and reopen cases

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Making a Case Available Offline

In order for a case to be available offline, the user need to make sure they opened while they were still logged in and online. These cases will appear in black (1)

The cases that were not open when the user was online will appear in gray (2) and won’t be accessible while the use is offline.

Note: we are building a functionality in 2022 that will allow you select multiple cases from a case list and save them as available offline.

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Editing a case

To edit a case:

1. Click on it.
2. Click on the pencil icon.
3. Once you finish editing click on the tick symbol on the top right of the screen.

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Actions on a Case

In offline mode you can submit an assessment, case plan or case closure for approval. To do so:

1. Click on the 3 dots icon (action button).
2. Click on “Request Approval”.
3. Pick the Request approval for field.
4. Click on the tick symbol.

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Actions not Possible in �Offline Mode

In offline mode you cannot refer, transfer nor assign a case.

You also cannot export a case

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Never Logout in �Offline Mode

When logging out in offline mode:

• You will not be able to login again
• You will lose the data that you added or changed while in offline mode

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Returning to Online Mode

When back online, the indicator on the top of the screen will change from offline to online. All changes made will be synchronized and automatically saved.

More Information

Changing the language

Click in the bottom left corner to switch languages.

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Support Videos

For More information visit the following link where you will find videos explaining the different described steps in this document: https://www.youtube.com/playlist?list=PLSnTMDfTYBLgPMh7jm_XOj_WR0b6NUJdI\

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Additional Slides (Use As Needed)

User Management

User Management

Go to the Settings tab, and select Users

Users List

Question: “Which users will I see here?”

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Answer: All users in my user groups

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User Groups

User groups let managers keep track of the case workers in their team.

• A manager in one user group will see the cases of all the users in that user group.
• A manager in two user groups can see the cases of the users in both of these user groups.

User Groups

From the Users page, you can click on “User Groups” to go to the User Groups page.

Question: “Which user groups will I see here?”

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Answer: Only your own user groups.

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Creating a User

Click “+NEW” to create a new user

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Creating a User

Fill out information on user, including:

• User Name
• Password
• Default Language
• Email Address
• Location
• Agency
• Role
• User Group
• Services
• Position

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*Mandatory Fields are marked with an asterix

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Creating a User

• Password - 2 options to set user’s password, see screenshot below
• Email Address - if user has no email address, then use the following formula to create a dummy email:
• [username]@demo-cpims-lebanon.primero.org
• Location - pick as specific a location as possible, preferably down to the kaza level
• User Group - you can only add users to your own user group
• Services - used to filter users by services for referrals. If left unfilled, defaults to the agency’s services

Assigning User Roles

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Roles can be viewed by going to the settings tab, and selecting Roles:

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Roles:

• Control and limit the actions a user is allowed to perform
• Roles are essential for maintaining confidentiality
• Every user must be assigned a role
• Each user may only have one role

Editing a User

Similar to creating a user, except that you cannot change the Username

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Resetting a User’s Password

There are 2 ways to reset a user’s password if they lose or forget it:

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1. Manually resetting the password on the User page

Password standards:

• Minimum 8 characters
• Must contain both letters and numbers

Resetting a User’s Password

2. Sending a Password Reset link via email

Reports Creation

Reports

In the navigation bar, you can select the Reports icon to go to the Reports page.

Reports

On the Reports page, you will see a list of pre-created reports. You can click on the name of any these to open the report.

Reports

Primero displays reports in two formats: a table and a graph.

Reports

You can download either of these using the download buttons in the top-right corner of the page.

Export formats:

Tables: CSV*

Graphs: PNG

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*Exports in Arabic may need additional reformatting.

Creating a Report

On the Reports page, click New.

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NOTE:

Typically, only the national admins should create reports.

Creating a Report

Here, you fill out basic information about the report.

Creating a Report

The only module available for creating reports will be CP for “Child Protection”

Creating a Report

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You can choose from record types that are either forms or subforms.

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Reporting on a form:

• Case: Each Case gets counted once.
• Incident: Each Incident gets counted once.

Choosing a Record type

Creating a Report

Reporting on a subform:

• Each subform gets counted once.
• Lets you report on fields inside the subform (example: Type of Service)

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Includes: Service, Follow Up

Choosing a Record type

Creating a Report

Irrelevant Record types for Lebanon:

• Tracing Request
• Violation
• Protection Concern

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You can ignore these.

Choosing a Record type

Creating a Report

• Your reports will have attributes displayed in table rows and in table columns.
• To select an attribute, type in the name of the attribute, then select one from the matching results.
• NOTE: You can no longer report on date fields. This overloads the system.

Creating a Report

You can select one or two (but no more) attributes to display per row or per column.

Creating a Report

Selecting attributes for rows and columns changes what appears in the report table.

Creating a Report

NOTE: Graphs will only include one attribute per row / column. (Example: Risk Level and Type of Service are included here.)

Creating a Report

If you use “Age” as an attribute, you can use age ranges to organize your report

WITH

WITHOUT

Creating a Report

NOTE: If you do not check the “Generate a graph?” box, your report will not include a graph.

Adding Report filters

You can add “filters” to your report, which will limit which records get counted.

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Adding Report filters

Click “New” to add a new filter, the trash can to remove one, and the arrow to edit one.

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Adding Report filters

Every report comes with default filters. Case reports by default filter for Open and “valid” (i.e. not disabled) Cases.

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Adding Report filters

To create a report with cases in March only, use Date Filters, like so:

Only Cases registered after March 1

Only Cases registered before April 1

Adding Report filters

Example filters

Only include individuals older than 10

Adding Report filters

Example filters

Only High- and Medium-risk Cases

Adding Report filters

Example filters

Only Cases where the Service has been implemented.

Editing a Report

You can always go back and edit a report you’ve created by clicking the “Edit” button on the Report page

Who sees which reports?

• Users with access to reports can see all reports in the system.
• For this reason, it is best to limit the number of users who can create reports.

Who sees which reports?

The numbers one user sees in a report will be different from what another user sees.

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• Some roles will see only the Cases in their own groups (i.e. districts or regions).

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• While other roles will see numbers which reflect all cases in the system.

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Report or Export?

Sometimes it is easier to export cases and run analysis in Excel

Reports are better for:

• Relatively few attributes
• Example: “How many cases are at each step of the workflow, at each agency.”
• Large number of records

Exports are better for:

• Analyzing data over time
• Example: “How many cases with each protection concern were registered each month.”
• A large number of attributes and conditions
• Example: “For each governorate, of the cases without a case plan, how many are high risk or have more than five vulnerabilities?”
• Advanced graphics (Primero only supports bar graphs right now)

Report or Export?

Exports can also create performance issues.

Tips for avoiding export problems:

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• Instead of including all fields in your export, use the Custom Export feature to only include the fields you need.
• DO NOT export all of the system’s cases at the same time. This may crash Primero.
• Instead, for large exports, try exporting about 100 or so Cases at a time.
• Avoid running exports during peak usage times (working hours).

Report or Export?

Exports can also create performance issues.

Tips for avoiding export problems:

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• You can use the filters on the Case List to limit the number of Cases you want to export at one time.

Custom Export

Other Case Actions - Exports

Note that if you choose Custom, you can choose one of the following Excel formats:

• Form: You select which fields to include in the file, with each form getting its own tab.
• Field: You choose which fields to include, with all fields in a single tab.
• Form, but choosing individual fields: Just like the Form format, but you also get to choose which fields are included in each form’s tab of the spreadsheet.