BASIC INFORMATION AND MINIMUM CRITERIA CHECKLIST FOR

AGENCIES INTERESTED IN SETTING UP THE CHILD PROTECTION

INFORMATION MANAGEMENT SYSTEM+ (CPIMS+/PRIMERO)
The CPIMS+ consists of a software application and accompanying tools: template paper forms, data
protection template and checklist as well as information sharing protocols. It is designed to support the
case management process for child protection programs. This document has been developed to help child
protection partners make informed decisions about whether or not the CPIMS+ is an appropriate tool for
their program. It outlines basic information about the CPIMS+/Primero and the minimum criteria that
should be in place to implement the system.
To ensure that the CPIMS+ software platform will add value in your context and be sustainable, several key
components need to be in place. The software will only enhance an existing program or process. A
functioning case management system is a prerequisite for CPIMS+ implementation. It is important to
understand that the CPIMS+ software application is not a substitute for trained professionals and cannot
provide guidance on how cases are managed. Partners will need to be clear about how they are supporting
children and ensure that their teams have adequate child protection expertise to make complex decisions
about individual cases. The CPIMS+ software application is the most effective when used in adequately
resourced case management programs with an on-going focus on capacity building and regular technical
support.
Usage of the CPIMS+ must be agreed in consultation with the the CPIMS Steering Committee in order to
receive the appropriate guidance and support for the rollout1.
Please find below:
A. Basic Information on the CPIMS+/Primero:
1. What is CPIMS+ and Primero and what is their relationship?
2. What are the features and functionalities of the CPIMS+?
3. What is the difference in functionality between the IA CPIMS and the CPIMS+?
4. What are the steps to gain access to information, tools and support for the CPIMS+
rollout?
5. What resources are required for the CPIMS+ rollout?
6. What are the phases and timeline for roll out?
7. What are some of the common challenges in the rollout the CPIMS+?
B. Minimum Criteria Checklists, one for minimum roll out consideration for individual agencies, and
one for Inter-Agency roll outs

A. BASIC INFORMATION ON THE CPIMS+/PRIMERO

1.

What is Primero and what is the relationship between Primero and the CPIMS+?

Primero (the Protection Related Information Management System) is an open source, browser-based
application that supports protection programs by providing supporting secure case management, family
tracing and incident monitoring capabilities. This software platform supports several independent modules:
1

Elaborate roll out guidelines are being finalized and will be shared as soon as they are finished that will
explain the whole process in detail.

the CPIMS+, the GBVIMS+ (Gender Based Violence IMS) and the MRMIMS+ (Monitoring and Reporting
Mechanism IMS). As the modules in Primero function on a common framework, it allows users to decide
which modules they need to use and to what extent they share information between them. It is userfriendly and gives protection workers an easy way to monitor their daily work, schedule and manage
activities, flag cases and report on their progress.

Note: See www.primero.org for more information

2.

What is the CPIMS (+) and why is it interesting for child protection programming?

The Inter-Agency Child Protection Information Management System (IA CPIMS) was developed as an interagency effort in 2005 (IRC, Save the Children and UNICEF) and consists of the database and accompanying
tools such as template paper forms, data protection checklists and information sharing protocols. It was
launched to promote the use of one standard inter-agency information management system for the child
protection sector to support effective case management. The CPIMS+ is an enhanced version of the IA
CPIMS and the software, as explained above, is a part of Primero.
a. Different Deployment and Hosting Options: (Please See Document 2. Deployment and Hosting
Options Prior to CPIMS+ Roll out)
b. What are the capacities and benefits of the CPIMS+? Case Management - The database
software allows caseworkers to store and organize childrens information in electronic case files that
can be adjusted and edited as a childs case progresses over time. The system can be programmed to
flag tasks that are due (or overdue) for each child in his/her caseload, thereby encouraging timely
management and follow-up of each case.
c. Family Tracing and Reunification The database systematically records children who are
separated/unaccompanied and those who are reported missing by their family or caregivers. It
facilitates instantaneous matching of records, allowing for quicker identification of possible lost or
relocated parties.
d. Data Aggregation, Analysis and Dashboard - The database can produce reports based on a users need
for information and can generate data analyses of aggregate data and trends in data over time. Such
data analysis can be used to inform a child protection programs design, strategy and plans for
resource allocation. Reports produced by the database can be used for advocacy purposes, influencing
governments and fulfilling donor-reporting requirements.
e. Information Sharing - The system allows information to be shared internally within an agency, with
other CPIMS+ users working within a common information sharing agreement, and externally, with
other systems e.g. the GBV and MRM IMS. Records can be synchronized easily between child
protection agencies and/or sub-offices using Primero, allowing for near real time data sharing.
Childrens case files can be electronically transferred from one agency to another, as determined by
the child protection staff. For partners not using the Primero system, the application produces

password protected, encrypted files in multiple formats that can be securely shared via email and
uploaded as long as the systems are synchronized.
f. Data Protection and Confidentiality The database has built-in safeguards that protect childrens
information and promote best practices in confidentiality by allowing different levels of user
permission/access to information stored in the database. There are options to withhold or encrypt
information when sharing files and there is a function that allows data protection requirements
specific to each childs wishes to be stored. Only those who need to see the data have access to it. The
home page of the database is a case management dashboard. The dashboard provides a snapshot of
important information specific to the user.
g. Adapting the CPIMS+ to the context The program provides database administrators a high level of
flexibility, discretion and autonomy in designing the CPIMS+ to meet the needs of their specific
program. This allows users to use the tool in emergency contexts, development contexts or both
(across the continuum of care).
h. Connectivity - The CPIMS+ can be deployed as both an online and offline system. In contexts where
internet connectivity is reliable, the application provides works most effectively when deployed to a
cloud server. Independent of the type of deployment and hosting chosen, in order to set up the
CPIMS+ internet access will be required.
i. Exchange of data: Data can be shared between modules but also with external systems. The
application has a JSON API and also supports CSV, Excel, and PDF formats. All exports are encrypted
and password protected.

3. What can the CPIMS + currently not do?

No mapping (we produce exports that can be used for mapping, but no native mapping
functionality)
No skip logic
No User Interface customization (you can add logos, but nothing else)
No batch matching for FTR
No searching of non-standardized fields or text fields
No password reset (this must be done by system administrator)
No advanced analytics
Limited phonetic search
CPIMS+ mobile is limited to registration, confidentiality, family details, and services/follow up (no
settings, reports, transfers/referrals via mobile at this point)
For Version 2 of the CPIMS+, some of these items will be included depending on the needs from the field.
Work on V2 is planned for the end of 2016 but this needs to be confirmed. However, if specific functionality
needs to be built into the CPIMS+ in the meantime, this is possible if budget is available.

4. What is the difference between the CPIMS + and the IA CPIMS?

For country programs currently using the CPIMS who want to transition to the CPIMS+, the following table
provides an overview of the 2 systems functionalities:

CPIMS+/Primero
Deployment
options
Internet
accessible?
Real time
data?
Role based
access?
Granularity?
Data types
Data
rendering?
Usability
Referrals
Mobile
API2
Helpdesk

Standalone, local network, cloud

Online and offline
Instant data aggregation (sync) or manual
(import/export) (will save time)
Yes, User and role authorization (this locks
down/secures certain features)
Record and field level access to records (this locks
down access to data)
Incidents, Cases, Tracing enquiries
Case management dashboards, manager and
administrator dashboards, reports
In test phase perceived as user friendly
Ability to do referrals while preserving confidentiality
due to roles
Yes (Android is under development)
Yes, API for data exchanges with external system (is
under development)
Yes, at global level

IA CPIMS
Standalone, can be networked on
server
Offline
Manual consolidation (import/export)
Yes, but limited
No lock down on access to data
Cases, tracing enquiries
Reports
Short training
Yes, but limited
No
No
No helpdesk support available at this
stage, troubleshooting services will
need to be found locally if any issues
arise.

Technical
support
Deployment
Costs?

5.

CPIMS Steering Committee

CPIMS Steering Committee

Hosting & SSL certificates3 (for cloud) = $10002000/year

No hosting costs if standalone

What are the steps to gain access to the CP IMS+ tools and support to implement the CP
IMS+?

The Steering Committee (SC) is comprised of members from Save the Children, the International Rescue
Committee and UNICEF. The Steering Committee provides strategic oversight to the CPIMS project and can
be contacted through the CPIMS Inter-Agency Coordinator. Additionally, the CPIMS Inter-Agency
Coordinator and the Steering Committee Members are responsible for ensuring support to new and current
users of the CPIMS (+) software and associated tools and resources.
The CPIMS Inter-Agency Global Coordinator is: Tessa Marks tessamarks2@gmail.com
2

An Application Program Interface (API) is a list of commands as well as the format of those commands that one
program can send to another. It is used so that individual programs can communicate with one another directly and
use each other's functions.
3
SSL certificates are needed to secure browsing. An organization needs to install the SSL Certificate onto its web
server to initiate secure sessions with browsers

The members of the steering committee for each agency are:

IRC - Crystal Stewart - Technical Advisor Child Protection - Crystal.Stewart@rescue.org

And Annalisa Brusati - Senior Child Protection Technical Advisor Annalisa.Brusati@rescue-uk.org
Save the Children - Katharine Williamson - Senior Humanitarian Child Protection Adviser
k.williamson@savethechildren.org.uk
UNICEF - Ibrahim Sesay Child Protection in Emergencies Specialist Isesay@unicef.org

Please contact the CPIMS Global Inter-Agency Coordinator for both general enquiries about the project and
information management, as well as queries about how to set up and use the database to support a CP
program.
Below are the steps in order to gain access to the CPIMS+
a. Make a request for information and access by email to tessamarks2@gmail.com
b. Complete the minimum criteria checklist and participate in a CPIMS+ information session
c. Participate in the consultation process (see below) with the Inter-Agency Global CPIMS
Coordinator
d. If the CPIMS+ is considered appropriate for your context, complete an in depth assessment and
submit to the Steering Committee (through the CPIMS Inter-Agency Global Coordinator). This is to
help further reflect on and anticipate feasibility, challenges and constraints etc. in rollout
e. Final agreement between the country program and the SC and planning of next steps.

6. What are the phases and the timeline for rollout?

In the table below, please find an overview of the roll out phases as well as estimated timelines for each
phase. The timeline for rollout depends on several factors:
- Level of preparedness of the agency (resources in place, etc.)
- Type of deployment chosen please see Annex 1C for the different deployment types
- Level of support needed from the CPIMS SC and roll outs underway (The CPIMS SC might place
you on a waitlist depending on deployments already underway/planned)

Phase 1:
Assessment

Phase 2: Planning

Ensure the practicality, feasibilit, impact and requirements for the CPIMS+ and work towards an the
agreement for rollout with the CPIMS Steering Committee (faciliated by several information and
coordination meetings)
Timeline: 2 weeks to 2 months (depending on type of deployment and individual or inter-agency
setting)

Finalize requirements and decide the type of deployment of the CPIMS+ (hosting, infrastructure, etc.),
the key staff involved, ensure training for the System Administrators, Focal Points and IT, ensure
mapping and configuration of the CPIMS+ and create a Deployment and Implementation plan
Timeline: 1 - 4 months (depending on type of deployment and individual or inter-agency setting)

Migrate data to the CPIMS+, train end-users, start data-entry (with test-phase) and finalize the ISP for
Inter-Agency roll out
Phase 3:

Timeline: 1-2 months

Implementation

Phase 4:
Maintenance

Refresher trainings, data quality checks and DPP and ISP review.
Timeline: duration of the use of the CPIMS+

7. What resources are required for a CPIMS+ roll out?

Human resources
The need for human resources depends on the scale of the program and the child protection team on the
ground (number of cases, locations, case workers, etc.). However, a (senior) child protection manager, a
dedicated System Administrator (can be the same person) and an IT focal point will be necessary for rollout
at agency level. At Inter-Agency level a CPIMS National Coordinator, will be needed to facilitate the InterAgency roll out and to coordinate with the CPIMS Steering Committee. See below for more information on
key roles and responsibilities.
CPIMS+ Key Roles and Responsibilities
Who is who, who is in charge of what, and what support can be expected?
CPIMS Steering Committee
The CPIMS Steering Committee (SC) provides overall guidance, support and decision making authority to
the global CPIMS project. They will provide support through coordination meetings and technical support.
The CPIMS Steering Committee will be responsible for approving the use of the system.
The Inter-Agency Global CPIMS Coordinator provides technical guidance and support and centralizes
communication with the CPIMS SC.
National Inter-Agency CPIMS Coordinator
CPIMS National Inter-Agency Coordinator is the primary point person for inter-agency roll outs and
facilitates the roll out process. This person will interact with the Steering Committee/Inter-Agency
Coordinator on behalf of all the organizations working in that setting. This person is usually in country or at
the regional level and is part of a coordinating child protection body.
Typically, the National Inter-Agency Coordinator does not directly manage the data collected by
organizations.

CP (Senior) Management Staff

An individual(s) based in an organization that provides direct case management services to children. The CP
management staff would handle the assessment of the applicability of the CPIMS+ in their situation.
CPIMS Systems Administrator/Focal Point
The Systems Administrator plays an important part in the roll out process and takes general responsibility
for the maintenance of the system after the roll out and be the only one allowed to make configuration
changes.. This person can be a CP program person but also M&E or Data Entry. This person will take needs
to have sufficient time to attribute to this role.
IT Support Staff
The roll out of the CPIMS+ requires IT capacity and IT support staff. The time needed for set-up and ongoing
support will depend on the type of deployment chosen.
Helpdesk
The CPIMS+/Primero helpdesk global helpdesk for troubleshooting
End-users
The end-users of the CPIMS+ software are preferably the case workers themselves. Preferably they are
familiar with web-based navigation. That means staff need to have experience and familiarity with using
the Internet: navigating between pages, using an Internet browser, basic troubleshooting.
Material and Financial Resources
There are several financial considerations to be made before possible roll-out the CP IMS+ program, such
as the resources needed for hosting, staffing, equipment, training and materials. See table below for
estimated costs for the roll out and maintenance of the CPIMS+ software and trainings. The costs depend
on the type of CPIMS+ deployment that has been chosen. Please see attached documents 2. Hosting and
Deployment Options to Consider Prior to CPIMS+ Roll Out and 3. Resources checklist for more details.

CPIMS+/Primero Hosting and Deployment ESTIMATED Budget Range (6 months)

Number of
Item
Unit
Units
Unit Cost Ranges
Training and Technical Support
Mission costs for support from CPIMS+/Primero
Global Team (based on need and amount of
people to come and support)
Mission
1
$4,000 - $20,000
In-country training costs (varies by scale and
reach of deployment)
Trainings
3
$1,000 - $5,000
Sub-total for Training and Technical Support Costs
Hardware and Services
Cloud hosting / virtual servers
Computers, phones and internet connection
(depending on what in country costs and what is
already available)
Production support and maintenance
(depending on need for customization and
budget available)

Total Ranges

$4,000 20,000
$3,000 - $15,000
$7,000 - $35,000

Monthly Fee

$100 - $200

$600 - $1200

Lumpsum

$200 - $15,000

$200 - $15,000

1
$3,000 $20,000
Sub-total for Hardware and Technical Costs
Total Program Budget (depending on needs/hosting and deployment type etc.)

$3,000 20,000
$3,800 $36,200
$32,880 - $71,200

Lumpsum

8. What are a few of the common challenges rolling out the CPIMS+?

a.

b.

c.

d.

e.

f.
g.
h.

Limited case management capacity is a serious constraint (and the CPIMS+ should not be rolled out in
case). While the CPIMS+ software application can facilitate the collection of accurate and secure data,
without trained actors to use the data, the CPIMS+ will not add value. It is important to note that the
CPIMS+ fits into a larger case management or FTR process and protocol. Often, specific data clerk
capacity aids in the speed of deployment and the effectiveness of CPIMS+. It should also be noted
that CPIMS+ will require trainings for case managers and data managers, and that this may draw away
from field response capacity during these trainings.
There needs to be a strong commitment at country level and the agencies must take full ownership of
the program in order to be able to maintain the system and ensure data quality and sustainability of
the CPIMS+.
The absence of clear Standard Operating Procedures (SoPs) for case management and/or FTR: one of
the recommended checklist components for deployment is for partners in the country of focus to have
clearly defined SoPs before deployment is activated. This can be discussed on a case-by-case basis,
but particularly in cross-border scenarios this is essential.
Acquisition of hardware: sometimes it can be quite difficult to locally source hardware, especially in
rapid onset or complex emergency environments. It can also take a significant amount of time for
hardware to clear customs should it be shipped from a supply warehousing facility.
Low power and low connectivity environments: power and communications infrastructure can be
weak in many countries, especially in rural areas. While the CPIMS+ is built to work in low or noconnectivity and power environments, the lack of these will slow the ability of the system to enter
records into the system.
Working with multiple systems and the complexities of data transfer between them
Lack of long-term funding commitments
Reliance of the CPIMS+ software component may slow down case management work when the system
fails or has problems. Limited IT support can be another important constraint in this case

B. MINIMUM CRITERIA CHECKLISTS

The minimum criteria below are essential considerations for the roll out of all or parts of the CPIMS+; please
remember that the CPIMS+ consists of the software (database) component, but also of the standard forms,
and Data Protection and Information Sharing Protocols. It will support the agency (ies) decide if the CPIMS+
is a suitable module to adopt (at this time) and will help the Steering Committee to provide you with further
guidance on next steps.
1A: Quick checklists for minimum roll out considerations for an individual agency

How do I know if the CPIMS+ is right for my organization?

Yes

No

Comment

Does your organization provide case management/FTR services to

children? (If your organization does not provide case management or FTR
services the CPIMS+ is not suitable for your context).
Is there an operational case management system in place or planned to
be in place?
Does your organization provide services to at least 200 to 300 children
every 3 months in a country program (A lower caseload than this does
not mean that the other tools that come with the CPIMS+ (ISP, DDP and
agreed data collection forms) cannot be put in place, it is only
recommended not to use the electronic database yet. However the
forms should be designed in such a way that should their caseload

increase, they can easily configure and start using the electronic system
with some additional training.)
Do you have dispersed programming (programs in various locations with
information that needs to be centralized)?
Does your organization have the necessary infrastructure or budget to
acquire it? (computers, secure offices, internet connectivity, printing
facilities)
Does your organization have the necessary human resources (please
answer yes or no for each of the staff members below):
Child Protection Manager
CPIMS+ Systems Administrator
End-users with experience in web-based navigation
IT Staff
Does your organization have the financial resources to implement a data
management system (see resources checklist)?
Does your organization have the organizational commitment to
implement a data management system?
The minimum criteria for a CPIMS+ Inter-Agency appropriate setting are in the next checklist; please note
that each individual agency in the Inter-Agency setting will need to comply with the individual agency
minimum criteria:

1B: Checklist for minimum inter-agency rollout considerations

How do I know if an Inter-Agency CP IMS+ set-up is right for

Yes
this context?

No

Comment

No

Comments

Is there a demand or interest in referring and transferring child protection

cases between agencies?
Is there a demand or interest in the setting for compiled data regarding
CP information?
Are there standard Inter-Agency Case Management forms customized to
the country context?
Is there an individual or agency that could coordinate and lead the rollout
process?
Does the coordinating agency have the resources available to lead
training and provide follow-up and technical support to potential
participating organizations throughout the rollout process?

Tools required if you are considering an inter-agency rollout

Yes

Are there SOPs for case management in place?

An Information Sharing Protocol in place (essential, if not in place will
need to be developed as part of the process)
An active Child Protection Working Group on Case Management and/or
FTR in country (recommended)

Any additional information/comments/questions for the CPIMS Steering Committee?

10