Inter-Agency Child Protection Information Management System (IA CP IMS) January 2012

1. Inter-Agency Child Protection Information Management System (IA CP IMS) January 2012

2. Goal and Objectives Goal: To have an integrated inter-agency child protection information management system that facilitates case management and data analysis of children with specific vulnerabilities. Objectives: • Promote compatibility across child protection programs and agencies in managing information on children • Improve timeliness of response (assessing, addressing and making referrals) to vulnerable children • Invest in one standard tool used by multiple child protection actors, in multiple countries. • Facilitate the effective and safe use of information to measure, advocate for and monitor children’s protection on a larger scale.

3. What constitutes the IA CP IMS? 3 central components standard set of forms Data Protection and Information Sharing protocols Database

4. Who populates the data • Each country/agency • Is responsible for collecting, entering and managing their CP IMS. • Has administrative rights to customize the forms and database to the needs of the program. • Encrypted/partial data can be shared across agencies for transfers, referrals or reporting

5. Case Management • Stores detailed information on children in separate “case files” that can be adjusted and edited as the child’s case progresses over time. • Organizes children’s information in a coherent and accessible way. Reminds case workers of tasks that are due or over-due for each child, ensuring timely management and follow-up. • Indicates the status / progress of each child’s case, allowing case workers to quickly identify children who continue to remain vulnerable, allowing case managers to prioritize actions related to follow-up and referral of children. • Allows social workers to transfer out electronic case files to other organizations (as needed) and to receive electronic case files from organizations (as needed)

6. Family Tracing and Reunification • Records children who are unaccompanied or separated in emergency settings in a systematic way • Records children who are reported missing by their parents or other adult (caregiver) in a systematic way. • Facilitates instantaneous matching of records between like databases and allows for identification of missing/separated children • Informs child protection workers of children’s cases pending successful family tracing and reunification

7. Customization • Allows database administrators complete flexibility, discretion and autonomy to design the database to meet the needs of their specific program (without having to adhere to a prescribed set of data points that may be inadequate or inappropriate for the context in which the IMS is being used). Can add, delete or edit any of the following: • Forms to be included in case load files • Questions to be included on the form (including type of response requested; order of questions; whether a question is mandatory or not, etc) • Language used by database operators (English and French – in 2011/12 Spanish and Arabic versions will also be available) • Allows users to use the tool in emergency contexts, development contexts or both (across the continuum of care) • Facilitates collaboration among partner agencies using the database in a country (or region) in that it reflects the data agreed upon by all participants, rather than reflecting only information from a template or single agency form (which may not be adequate or appropriate for other agencies).

8. Data Protection and Security • Allows for different levels of user permission / access to information stored within the database, as well as the ability to alter the database backend, share case file information and run reports. • Gives a different password to each user, who has distinct user rights, as determined by the database administrator. • Encrypts each child record to allow for the electronic transfer of files from one database to another. • Stores data protection requirements specific to each child (based upon informed consent) and is associated with his/her file within the database • Provides safeguard measures (flags /warnings) when user attempts to export/transfer information which should remain confidential (according to specific data protection requirements of each child).

9. Data Analysis • Analyzes trends in data over time to inform program design, strategy and resource allocation • Generates reports in graph and table format which are automatically updated as data is entered into the database • Generates lists with partial or all the information to promote a more coordinated response • Can extract reports into excel format for ease of sharing with partners who may not have CPD system

10. CP IMS in use Case studies: • Sri Lanka • Data analysis used to review program design and advocate for release of children • Ethiopia • Registered child information used to protect child against child marriage

11. New Features New features developed in 2011 include: • List of overdue tasks • Customizable phonetic search for children in database to reduce double counting • Customize time scale targets for each individual child • Synchronization between different languages • Encrypt sensitive information when exporting

12. Future Activities • TOT training • Compatibility with other IMSs • Excel • GBVIMS • ProGres4 • MRM • RapidFTR • Move to web-based system • Viewing restrictions on case files

13. Training on IA CP IMS • Focus on: • Role of lead agency • Coordination • Purpose of CP IMS for CP program • How to use CP IMS • Collecting data • Data analysis • Database and customization is the last part of the training • CP as well as database staff at training

14. Training Outline • Background of the IA CP IMS • Determining whether CP IMS is necessary • Setting up a CP IMS • Coordination • Case Management customization • Using the database • Ethical guidelines – confidentiality and BIC

15. Any Questions?