Phase 3: Implementation

You are ready to deploy CPIMS+!

You have completed planning and are ready to set up the CPIMS+. 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 and train the system administrator and CPIMS+ focal points.

The Primero Team will set up the software and provision your CPIMS+ instance. Your system administrator will be provided access to the newly deployed CPIMS+ demo and production environments via email. Once the system is deployed, the system administrator 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.

If you have not purchased the Primero Subscription, the technical team installing Primero will provide access to the software. Please note there will be no applied configuration (forms, and roles) or direct technical support from the Primero Team if you choose to set up Primero via the open source repository. If support is needed, visit the Primero Support Hub.

STEP 2: Configure the demo environment.

Prior to making changes in the demo site, you must agree on the forms, lookups, roles, user groups, users, agencies, services, referral forms, reports, and locations. We have made it easy for you to do in the workplan with examples in each tab to help guide you.

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.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 SOPs. All configurations are made in the demo environment and tested before applying in production. The System Administrator will work with the desingated Primero or CPIMS Steering Committee member to:

• ​​​​​​​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 translate the app (as needed)

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 thorough review and testing on the demo environment before promoting any changes to production. Here are some sample tests you can do once you make a change. To test, 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.

STEP 3: Testing and verification.

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. Here is a sample UAT test suite which you can follow. UAT can be coordinated by your team and with the participating agencies with a designated representative in the group of end-users (case/social workers, managers, coordinators and service providers). All feedback should be tracked and resolved. 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. It is important to identify a focal point (such as the system administrator) who can coordinate UAT across partners and make the changes in the system once all partners agree to a change. ​​​​​​​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.

Update the configuration based on feedback from testing.

• Review the UAT feedback 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: Training

Once forms and workflows are configured, end-users (case workers, case managers, coordinators) can be trained 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 team. Reach out to the Primero team for translated materials. Once training is completed, add case workers and managers to the production site.

STEP 5: Use and Go-Live!

Celebrate the success of the implementation of CPIMS+ in a go-live ceremony! 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.