For VPR Coordinators

Overview

VPR Coordinators are council officers that access their local register through Crisisworks.  The VPR Coordinator is responsible for coordinating and supporting agencies within their local area, and resolving any changes to an agency's client relationship.

The following video summarises the key information needed by VPR Coordinators to use the system.

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You should also watch the Agency User Overview video to understand how agency users will work with the system.

Note: some organisations block video streaming into their networks, and if this is the case, try viewing from another device such as a 3G-enabled iPad. The videos are only small in filesize.  

Accessing the VPR

1) Log in to Crisisworks

2) If you have previously been set up to access the VPR, you can simply click the "Vulnerable Persons Register" link in the left-hand side panel from the Dashboard.  This will automatically log you into the register. If you haven't been set up with VPR access, you will need to request that the Crisisworks Administrator update your user permissions.

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Note: If you are a VPR Coordinator for multiple LGAs, it is possible to configure common access across all the LGAs you work in, regardless if which Crisisworks you access the VPR from.  

Viewing the Agency List

The Agency List will display any agencies that you have permission to view and/or edit.

To access the agency list:

1. Sign in as a VPR Coordinator.

2. Select the "Agencies" tab in the main menu.

The agency list is a datagrid which offers several navigation features including:

• Filters - filters the list using the applied criteria

• Sortable Columns - click each data column to re-sort table ascending or descending

• Data Export - exports a CSV (Excel spreadsheet compatible) file containing the contact details for each agency matching the currently set filter

The agency status field is set based on the agency's primary clients. If all clients are verified, the agency is verified. If any client is requiring validation or is unverified, then the agency record will also show that state.  Additionally, the new status is used to identify new agencies that have self-registered but are not yet active. 

Viewing an Agency

To view an agency, follow these steps:

1) Click 'Agencies' at the top navigation bar to view a list of all agencies in your area.

2) Then, click the ID of the agency you wish to view.  You can also filter your agency list using the filters to the left.

Managing Agency Users

As a VPR Coordinator, you can add and edit agency users on behalf of your agencies. 

This allows you to:

• Add new users to an agency

• Edit the details of an existing agency user to update their email address, password and contact information

• Make a user active or inactive

• Promote or demote the user from the Agency Admin role

Step by step:

1. Log in as a VPR Coordinator

2. Click Agencies and search for the agency you wish to manage

3. Click the agency in the search result to view the agency details. The agency's users are listed on the right hand side of the agency details screen. 

4. To edit a user, click the user you wish to manage to view that user's profile, then click "Edit". If adding a new user, click "Add User" instead.

5. From the edit screen, change the details you wish to change, then click Save to update the details. 

Adding New Agencies

VPR Coordinators may register new agencies into the system.

To add a new agency:

1) Sign in as a VPR Coordinator

2) Select the "Agencies" tab.  (This tab is only visible to VPR Administrators)

3) Push the "Add" button at the bottom of the datagrid

4) Complete the Agency details in the Agency Registration form. Details on how to use this form can be found in the Agency Registration section.

Approving or Denying new Agency Requests

Before an Agency user can access the system, the Agency must be approved by a VPR Coordinator of the responsible LGA.

VPR Coordinators will receive an email notiffication when Agencies have requested to be added to the VPR.  Newly added records will be marked with a status of "New".

Only VPR Coordinators can approve agencies.

Approving Agencies

To approve an Agency request:

1) Sign in as a VPR Coordinator

2) View the Agency Page marked with the status of "New" that you wish to aprove (click on the Agency link in email notification, the Agencies list etc)

3) Push the "Approve" button.  Once approved, the Agency will be sent a notification and be able to begin using the VPR.

Declining Agencies

To decline an Agency request:

1) Sign in as a VPR Coordinator

2) View the Agency Page marked with the status of "New" that you wish to aprove (click on the Agency link in email notification, the Agencies list etc)

3) Push the "Decline" button.  Once declined, the Agency will be removed from the VPR.

Managing Council VPR users

Council users are managed from within Crisisworks, by the Crisisworks Administrator. 

To grant VPR access, edit the user's profile and add the VPR Coordinator position and save.

It is possible for a single VPR Coordinator to span multiple councils

The procedure for doing so is as follows:

1. Decide on a primary email address for the user, and temporarily set the user's email address in the profile of each Crisisworks instance.

2. In each Crisisworks, now activate the VPR Coordinator position for that user.

3. Once you have done this, the email addresses within Crisisworks can be reset to their previous settings.

By following this procedure, a VPR Coordinator with user accounts in multiple Crisisworks installations will be able to get visibility in the register across all their councils at once, regardless of which Crisisworks they use to log into the register. 

Removing persons from the register that have no primary agency

A VPR Coordinator can permanently remove clients that have no assigned agency.
 
Before removing the client, the onus is on the VPR Coordinator to ensure that the client is no longer vulnerable for the purposes of the VPR system.  Important: this client will no longer be considered vulnerable by police and they will no longer appear in any searches or reports.
 
To remove the client:

1. Log in as a VPR Coordinator

2. Find the vulnerable person

3. Verify the person has no primary agency

4. Click the Remove button and specify the removal reason.

The following screenshot shows how to verify the person has no primary agency, along with the location of the remove button.

Advanced Topic: Sharing access across multiple LGAs

Some VPR Coordinators will be the same across multiple councils, and in this case, the Vulnerable Persons Registers system allows for that user to create a single view across multiple LGAs.

To set up a common view across multiple LGAs, follow these steps.

1. Decide upon an email address to be your primary email address.

2. In each Crisisworks that you are a VPR Coordinator, edit your email address to set it to the common email address.

3. Now, have your Crisisworks Administrator add the VPR Coordinator role to your account. If you have already had this role, uncheck the box and save your profile, then recheck the box and save again.

4. Now you should be able to log in from any of the Crisisworks instances, and view clients and agencies across all your boundaries.

5. After you have logged in from each Crisisworks for the first time, you can change your email address in Crisisworks back to whatever it was originally.

If you have any problems then please contact our Service Desk for assistance.