Primero is the foundation. Configuring GBVIMS+ GBVIMS+ is one room. CPIMS+ is one room. MRMIMS+ is one room. Primero is the foundation. This is about configuring, or customizing, the GBVIMS+ to your setting. Going back to our house metaphor from the first video in this series: The rooms are the different modules in the system – all in the Primero house. The configuration are the ways we make each room unique. How we design each room. This is the configuration. We need to specifically design each room according to the module and the setting. Configurations are important because it means we have a way to design the room and to save that design.

Configuring GBVIMS+ Contact Information Modules Program User Groups Roles Agency Users Forms There are multiple components that need to be customized or configured in the system before you start to use it. Many or most of these will be customized for you by the technical team, and after implementation should only be edited by an organization focal point on Primero. Contact Information This is where you can put contact information for the helpdesk for GBVIMS+. Modules This is where you select what module you will be using – for us, it’s GBV.   Program This section provides descriptive information about the program.   User Groups User groups represent teams of users working together. For example, there may be a team of social workers in a particular refugee camp providing services to GBV survivors. There may be another group of social workers in a different camp. A manager of a user group will have some level of access to all of the data managed by the group of users they work with, but not to the data of a different group with a different manager.   Roles Users will have Roles, which define what particular users are allowed to do: read records, modify records, run reports, configure the system, etc. Some examples of roles are: GBV Social Worker, GBV Manager, and GBV Coordinator. Along with defining what actions the user is allowed to perform, roles also limit what kind of information is visible about individual records for a specific user. For example, a GBV Social Worker may be allowed to view and edit personally identifiable information (such as name, age, and sex) about a particular client, while a GBV Coordinator may only see a reduced set of information about that same person (age and sex, but not the name), and may not be allowed to edit any of it. Agency Agency is a required field. This should be your organization’s name. In this section, you can also configure the logo(s) that appear in the top right corner of the Primero application. Users Users are the individuals working for service-providing organizations who use the system. Forms A form contains information about an individual, similar to the way you would collect information with a paper-based form.

Configuring GBVIMS+ The GBV module comes with a default set of configurations and forms. These configurations can be further customized in country, if need be, but again should be initially customized by the GBVIMS technical team. GBVIMS+ can be configured by clicking on the ‘settings’ button in the header navigation bar. Several configurations will only in very rare circumstances need to be altered after implementation – that includes system settings, contact information, modules, program and agency. These should not be regularly altered. The configuration components that will need to be changed more often includes user groups, user, and roles. Each individual using the GBVIMS+ needs at least one role and one user group assignment. This will customize user access to records (cases or incidents) and functions.

Configuring GBVIMS+ The Users are the individuals using GBVIMS+ who each have a unique username and password. Their Role sets the actions they can and cannot perform - write, export, flag, import, etc. and the data they can see - their own, their group or all. Their User Group creates teams of users who can share information. However, what the users in this group can see is governed by the data set in the role. Each of the above elements is created or edited from the Settings function.

User Groups User Groups are teams of users Typically set by site User groups are teams of users. These groups are usually determined by site. The value of having a user group is that if you have a case management officer who oversees three casework staff in Site A. You an set that case management officer to have access to all the records of the users in her group because she is supervising them. She will not have access to anyone else’s records. This helps uphold the principles of ‘need to know.’ You may want to start by doing a role mapping in your officer to determine all the staff that will interact with the system, who reports to who and what their functions are. This will help you determine your user group structure.

Roles and Users The Users are the individuals using GBVIMS+ who each have a unique username and password. Their Role sets the actions they can and cannot perform - write, export, flag, import, etc. and the data they can see - their own, their group or all. Roles are created to determine what actions someone with that title can perform in the system. Each user must have a role, but not all roles must be assigned to a user. Some may sit in the system for future use. The Users are the individuals using GBVIMS+ who each have a unique username and password. Their Role sets the actions they can and cannot perform - write, export, flag, import, etc. and the data they can see - their own, their group or all. A couple of important notes here- Roles are created to determine what actions someone with that title can perform in the system. Each user must have a role, but not all roles must be assigned to a user. Some may sit in the system for future use.

Roles and Users – Example A Data Collector / Service Provider Maya Sara Data Entry Oversight / Casework Supervisor Fatima Program Coordinator Sophia In this example, you can see there is more than one user assigned to a role (which is fine) There is also no one assigned to one of the roles (which is fine). We leave that role in the system even if not used because 1) it doesn’t hurt anything, and 2) if there is a need for it in the future, you have it there and ready Senior Management Farah Focal Point Mohammed

System Functions Read (cases, incidents) Write(cases, incidents) Flag Assign Refer and Transfer Import Export Before we look at roles –let’s look at what functions in the system we need to determine access to. Read – this means view – who is able to view what Write – this means who is able to create data (or enter data) and edit that data. Flag – this means who is able to flag cases or incidents for some kind of follow-up Assign – this means who is able to assign cases to someone else Refer and Transfer – determines who is capable of referring or transferring cases Import and Export- determine who can bring data into the system and who can bring data out of the system

Snapshots of Roles: Data Collector/Service Provider Access: only their records (incidents and cases) Permissions: Incidents and Cases: Read, Write, Flag, Import [Refer and Transfer for cases only], override consent Now, let’s look at each of the core roles pre-configured into the system. The data collector or service provider is the casework staff entering their own cases into the system. They have access to the cases and incidents section, and can read, write, flag, import, refer, transfer and override consent. The import function is for importing referrals. They only have access to their records.

Snapshots of Roles: Data ENTRY Access: only their records (incidents and cases) Permissions: Incidents and Cases: Read, Write, Flag, Assign Cases, Import [Refer and Transfer for cases only] The data entry role may not be needed in your setting, but is pre-configured into the system. This role can read, write, flag, refer and transfer as well as assign cases. On the latter point because they are data entry and not case management staff, they may enter the case and then assign it someone else who can manage it over time. They can only access their records.

Snapshot of Roles: Oversight / Casework supervisor Access: records of users in their group (incidents and cases) Permissions: Incidents and Cases: Read, Flag, Assign Cases, Import, Export JSON, [Refer and Transfer for cases only] Read and Write Reports The oversight/casework supervisor – supervises the work of case work staff. For this reason, they can read, flag, assign, refer and transfer, as well as import and export JSON. Exporting JSON files is for the purpose of system data backing up. This role can also read and write reports, and has access to the records of the users in their group. They cannot edit any cases and cannot see names of survivors that have been hidden.

Snapshots of Roles: Organizational Program Coordinator Access: all records (not individual level) Permissions: Incidents and Cases: Read, Flag, Import Users: Read, Export, Import, Assign Read and Write Reports The organization program coordinator can read, flag or import. They can also read and write reports and for users, they can read the list of users, export the list, import a new list or assign. They can access all records, but they cannot see individual level data.

Snapshots of Roles: Organizational Focal Point Access: all records* Permissions: Incidents and Cases: Read, Flag, Export (xls and JSON, IR), Import, Assign, [Refer and Transfer for cases only] Roles: Read, Export, Import, Assign Users: Read, Export, Import, Assign Read and Write Reports The organizational focal point has the most functions in the system and the most responsibilities as well. They can read, flag and export, import, assign, refer and transfer. They can read, export, import and assign users and roles and can read and write reports. They have access to all records.

Order of Configuration Contact Information Modules Program Agency User Groups Roles Users The order of configuration should be as follows – this is what makes logical sense in the system. Going out of order for configuration will create system errors.