There are a few different classes of user in the VPR, but only Agency Users can add or edit vulnerable persons records.
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If an agency has no clients at the time of validation, a message appears above the Vulnerable Persons data grid with a link that they can click to assert that they have no vulnerable clients at this time.
There is no direct way for VPR Coordinators to validate agencies in the system. The role is instead to coordinate the agencies themselves to help them to revalidate their own agencies.
The system is designed to have a primary municipality that is responsible for this role, however, in practice any VPR Coordinator at any LGA can reach out to any agency to which they have a relationship, to help them to revalidate their client records.
Only VPR Agency Users can edit clients.
The role of a VPR Coordinator is to coordinate agencies to manage their own client records and revalidation. Therefore VPR Coordinators can not add, edit or update clients.
There is sometimes confusion on this point because it's sometimes the case that the same council officer is both a VPR Coordinator for their council and an Agency Coordinator for their HACC service.
If you are trying to edit a client on behalf of your council's HACC service, you must log in using the user account for the agency administrator via https://vpr.crisisworks.com, rather than clicking the link from within your Crisisworks installation.
If you need to determine which user account to use, log in as a VPR Coordinator, find your council's agency and you will find the list of authorised agency users for that agency. You can add yourself if you are not on that list, and you can reset the user's password by editing that user's profile. Once you know the email address and password you can log in at https://vpr.crisisworks.com.
The VPR system uses the authoritative government address database known as Vicmap. Sometimes addresses in rural areas can have well-known but informal addresses, and these addresses may be known to other service providers such as Australia Post or Google, but are not in the Vicmap database.
You should speak with your GIS Officer for advice on the best way to resolve the address. They can either locate the formal address, or advise Vicmap of the missing address.
It is important that all clients have Vicmap addresses, because all the emergency services agencies also use Vicmap for their work, and they may not be able to help that client in times of need if they cannot find them easily.
See if you can find the address in https://mapshare.vic.gov.au/mapsharevic/ if it is not there, then contact the council to see if they can figure out why it is not in VicMap.
As a VPR Coordinator, you do not have the ability to edit a Client record, only Agency Users have this level of access.
The role of a VPR Coordinator is to coordinate agencies to manage their own Client records and revalidation. Therefore VPR Coordinators can not add, edit or update Clients.
VPR Coordinators however can remove a Client from the VPR when they no longer have an Agency assigned.
If the Client is no longer vulnerable, and does not need to participate in the VPR program, then follow the removal process.
If the Client is still vulnerable there are two options:
There is an Agency responsible for this Client.
Contact the responsible Agency and ask them to add the Client into the VPR. The system should recognise that the Client already exists and prompt the Agency to add an 'exisiting' Client.
There is no responsible Agency.
The Emergency Management contact at your regional DFFH office should be able to provide advise.
The "Clients Requiring Attention" is a count of clients with a "revalidate" or "unverified" status who also have an associated primary agency.
This is why its value is often different to the combined totals of 'To Revalidate' and 'Unverified' counts.
Overtime, as different people come and go from an organisation, you might find that the same agency has been added into the VPR more than once and their clients are spread across these agency account and they wish to consolidate them. To do this:
An RMB ("Regional Mail Box") address is an older style of address used in rural areas.
These addresses were phased out over 10 years ago, and are no longer valid addresses in Victoria. Each RMB address was replaced with a standard address format with a street number and street name, where the street number was the number of metres from the start of the road. For example, 1600 Country Road would be 1.6 kms from the start of Country Road.
As RMB addresses are no longer official property addresses, you will need to get the property's official address. You can do this in a number of ways:
Once you have the valid address, you can enter that into the VPR.
The VPR system uses the authoritative government address database known as Vicmap. This is important because all the emergency services agencies also use Vicmap for their work.
If you cannot find your client's address in Vicmap, it's possible that you have the wrong address. It's also possible that Vicmap does not contain the address.
Either way, follow these steps to resolve the issue:
Agency accounts are accessed via individual user accounts, so if a user leaves the organisation without handing over their access credentials, you may find your agency is locked out of the VPR.
To obtain access, contact one of the following people for assistance:
Only the VPR Coordinator can grant access to locked-out agency accounts. The regional Emergency management contact can look up your VPR Coordinator for you.
You can also enter your email address into this form (https://vpr.crisisworks.com/vpr/support) to see if it can look up your VPR Coordinator based on your email address.
There is no automatic way to merge the two client records.
The best approach is to select the client that is the most accurate (lets call this the primary record) and copy across any information that is needed into this record from the secondary record.
Place a comment against the primary record including the id of the secondary record. For example "Merging information from duplicate client id 12345".
Once this is done, then remove the secondary client record using the process outlined in the VPR documentation in the section headed "To remove a client when the client is no longer vulnerable".
During the removal process make sure to add a comment making reference to the primary client record for future reference. For example "Removing duplicate client. This client is a duplicate of client id 54321.".
Police users are managed by VicPol, so please contact your MERC or REMI for access.