Client incident management system

A new IT solution has been developed to support the implementation of the CIMS. The department is working with third party software providers to facilitate the transition to the new IT system.

All service providers are required to have a client incident register (CIR) to be able to store and transmit client incident reports, investigations and reviews.

Availability of the department-built CIR

The department has built a CIR for department-delivered services including Child Protection, Disability Accommodation Services and Secure Welfare. We can provide access to a department-built CIR if funded organisations do not have access to their own.

Funded organisations intending to use the department-built CIR and who have not completed the CIMS CIR onboarding process for their organisation before 15 January 2018 are requested to do so urgently or risk non-compliance with their service agreement obligations.

Start the CIMS IT onboarding process by completing the CIMS information technology form.

Application Program Interface (API)

Funded organisations intending to use the CIMS API but who have not completed this are required to use the department-built CIR until their systems are ready.

To use the department-built CIR and start the CIMS IT onboarding process, complete the CIMS Information technology form.

The CIMS API will allow external service provider systems to electronically submit client incident information from existing IT platforms to the department.

A new version of the CIMS API specifications was released in August 2017. They are as follows:

• Application programming interface specification (CIMS) (word)
• Application programming interface release notes (CIMS) (word)
• Application programming interface certification how to guide (CIMS) (word)
• Application programming interface test guidelines (CIMS) (word).

CIMS IT e-learning modules and user guides

To support users of the department-built CIMS IT solution, the department is developing e-learning modules and user guides.

To support the implementation of the CIMS, a range of learning and development modules and classroom based sessions have been developed.

Understanding the CIMS policy

Four downloadable, self-paced learning modules to support service provider staff in their understanding of the CIMS policy have been developed.

Each module will take participants between 1 to 2 hours to complete. They include the learning objectives for participants, a number of self-checked learning activities and a participant feedback form.

Module 1: The CIMS end-to-end model (word)

Module 2: Responding to and reporting client incidents (word)

Module 3: Investigating client incidents (word)

Module 4: Reviewing client incidents (word)

Training for staff involved in investigating and reviewing client incidents

One day, classroom based training programs, aimed at service provider staff involved in investigating and reviewing client incidents, have been developed:

• CIMS Investigating client incidents
• CIMS Reviewing client incidents

To book a session, see the CIMS classroom training portal.

Using the CIMS IT

Two self-paced, e-learning modules to support service provider staff to use the CIMS IT have been developed.

Each module will take participants up to an hour to complete. These modules are easy to navigate and include simulations of tasks undertaken within the CIMS IT and an opportunity for participant to practice some tasks.

• E-learning module 1: CIMS IT incident report webform
• E-learning module 1: CIMS IT client incident register

CIMS IT user guides

Two detailed CIMS IT user guides support service provider staff to use the CIMS IT have been developed.

CIMS IT client incident report form user manual

The CIMS IT client incident report user manual is designed to be used by service provider staff who are required to report and manage client incidents via the department-built CIMS IT.

• CIMS IT user manual client incident report form (word)

CIMS IT client incident register user manual

CIMS IT client incident register user manual is a guide to support service provider staff using the CIMS IT client incident register to assess, approve and submit client incident information. In particular it provides information for the manager and Chief Executive Officer/ delegated authority roles.

• CIMS IT client incident register user manual (Word)

CIMS IT training environment incident report webform

A training environment version of the CIMS IT incident report webform is available to support service provider staff to use the CIMS IT.

The training environment CIMS IT incident report webform can be used by service provider staff to support them to use the department-built CIMS IT.

Please note that in the training environment:

• Users must select ‘Department of Health and Human Services (DHHS) as the service provider organisation
• The function to ‘save and return to a draft incident report’ is not enabled.