1. Focal Point Responsibilities
Creating and Editing Users
Backing up Configurations (users and configuration bundle)
Backing up Data (cases and incidents)
Exporting to the IR
Creating Reports
Compilation
This is an overview of the responsibilities of the GBVIMS+ focal point.
In your organization in each country, you will need to determine who is responsible for the GBVIMS+? There are a number of responsibilities included with this role.

2. Focal Point Responsibility: Creating and Editing Users
Click on Settings in the header navigation bar.
Click on User from the left panel navigation bar.
Click on Create User.
Add the mandatory fields: name, username (must be unique), password, and re-enter the password, organization (agency).
Then, select none, one or multiple of the roles, modules (should be only GBV), user groups, and other optional information such as phone, , position, and location.
Click on the Save button once all the information is entered.
Let’s talk about the first responsibility – creating and editing users.
Users are the individuals using GBVIMS+ who each have a unique username and password. Before setting up users, the roles, user group and agency for that user MUST be set up.
To create a new user, click on settings, then user, then create user. Then, you’ll need to add the mandatory fields (username, password, user code, role, module, user group, and agency).
To edit an existing user, click on settings, users, find their name and click on edit to make changes. This is also how you can change user passwords if they forget it.
It is recommended NOT to delete a user unless it was created in error as this may have a negative impact on any users who have been assigned that role. Instead, it is recommended that a user access be disabled if they are no longer working with the organization. Disabling a username will prohibit that username from being used to log in to GBVIMS+
To disable a user:
Click on Settings in the header navigation bar, then click on users.
From the list of users, find the username to be changed and click Edit in the right column. Check the box at the bottom of the form as shown below to disable the Username and click on the Save button.

3. Focal Point Responsibilities: Export Configurations
Once your configuration is set you need to regularly save it in JSON format.
To export the configuration:
Click on Settings.
Click on Actions in the Anchored Header Bar.
Click on Export, then Configuration Bundle/User
Set the password and file name.
The next responsibility of the focal point is to back up the configurations. This is ESSENTIAL to make sure your customization is saved. Any time you make a change to the configuration you need to export it and save it, so you have a back up. To do this click on settings, action, export, then configuration bundle. Set a password (not 123 or GBVIMS or anything like that) and save it with a file name. Ideally your file name would be called Country Name Configuration Bundle and include the date.
A similar process is needed anytime you add a new user to the system. You’ll need to export and save the user file as well. Click on settings, then actions, then export, then Users. Finally set a password and file name and save.

4. Focal Point Responsibilities: Export DATA
To export the configuration (do this for cases and incidents):
Click on Cases/Incident.
Click on Actions in the Anchored Header Bar.
Click on Export JSON.
Set the password and file name.
In addition to the configuration and users, you also need to back-up your data. This applies to both cases and incidents which have to be saved separately.
Go to cases, click on actions, then export JSON. Name the file like Cases Country Name and Date and save it. Do the same thing in the incident section to save the incident data.
This should be done once a month.

5. Focal Point Responsibilities: Maintenance
You (if you’re the focal point) need to regularly back-up your configuration, users, incidents and cases on your computer.
If you are updating the system, export each of these before the update. Then after update, import them back.
Configuration Bundle
Users
Incidents
Cases
Backing up your data is a regular action that needs to be done, and also you’ll need to go through these steps if you are updating your version of Primero. You can walk through the steps we just went through to save the configuration bungle, the users, the cases and the incidents.
Remember the metaphor:
If we update the system (the foundation)
We need to make sure the design (configuration is saved)
We need to make sure who has access to the room (users) are saved
We need to make sure the contents of the room (incidents and cases) are saved
Then when we get a new foundation, we can easily import these things and our house will remain in tact (and improved)!

6. Focal Points Responsibilities: Import Configurations
If you need to import/update a configuration you can import an exported configuration bundle.
To import the configuration/users:
Click on Settings.
Click on Actions in the Anchored Header Bar.
Click on Import, then Configuration Bundle/Users
Enter relevant password
If your system is updated, you will then need to import your configuration bundle, users and cases and incidents.
For the configuration bundle and the users. Go to settings, actions, import configuration bundle or users, and enter the password.

7. Focal Points Responsibilities: Import Configurations
To import the cases/incidents:
Click on Cases/Incidents.
Click on Actions in the Anchored Header Bar.
Click on Import, then choose the file
Enter relevant password
For the cases and incidents. Go to cases or incidents, actions, import, and enter the password.
If you experience any problem, unzip the file first and then import.

8. Export to the IR
To export information from GBVIMS+ to the IR for analysis, follow these steps:
Click on Incidents in the header navigation bar.
Click on Actions in the anchored header bar.
Click on Export, then Incident Recorder.
Enter a document name and set the password.
Analysis in GBVIMS+ is limited (for now) so you may want to export to the incident recorder for analysis and to not disrupt inter-agency data sharing if you’re using the monthly statistics report.
To do this, click on incidents, actions, export to the IR. Add a name and password and save.

9. Import into the IR To import GBVIMS+ information into the IR:
Open the GBVIMS+ modified IR.
Open the exported excel file and enter the password
Highlight and copy the cells with data (not the column headers) in the excel file. Don’t copy reporting agency code.
Click on the first open cell on the GBVIMS+ tab in the modified IR.
Right click and select Paste Special > Values and Numbers Formats.
Copy and paste from this tab into the incident data tab
Check to make sure everything pasted appropriately.
Then, you can open that file and your incident recorder. In the export file, copy the cells (not the column headers) and paste special (values and numbers formats) into the IR. Check to make sure everything pasted appropriately.

10. Creating a New Report To create a new report:
Click on Reports in the header navigation bar.
Enter the Name of the report.
Enter the Module = GBV.
Enter the Record Type = Incident.
Choose the data field under group by row (at least). Can also pull out column data field for comparison.
Enter Date Ranges.
Enter any Filters.
Click Generate a Graph (if needed).
There is a limited reporting function in GBVIMS+. This can be particularly useful if you want quick information – for example the types of violence. Once you create a report it will be saved in the system.
To create a new report, click on Reports, then create report. Enter at least the minimum mandatory points like name, module (GBV), record type, group by row and any date ranges or filters.Remember for filters – to consider if the data will leave your organization, you need to exclude anyone who did not consent to share. You can choose to generate a graph and then save the report.

11. Compilation No need. It’s automatic! Cloud It’s simple – only 4 steps!
Roving
The final responsibility for focal points is to compile the data regularly. If you are using a cloud hosting instance, this is done for your automatically. If you are using a roving instance, we’ll go through the steps.

12. Compilation for Roving Instances
Under Cases/Incidents
Click Actions, Export JSON
Name the file and add a password
Send the file as an attachment to your organization’s compiler
The file is compiled by clicking Actions, Import JSON
To compile for a roving instance, click on incidents, actions, export JSON. Then name the file and add a password. the file to the focal point for compilation. The focal point can import it by click on cases, then actions, and import JSON. The same process for the incidents.