For VPR Coordinators

This page explains how to use the Vulnerable Persons Register for VPR Coordinators at councils.

Overview

VPR Coordinators are council officers that access their local VPR 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.

A VPR Coordinator cannot add clients to the VPR. Only an Agency user can do this. It is possible for a VPR Coordinator to also be set up as an Agency.

The following 9 minute video summarises the key information needed by VPR Coordinators to use the system:

Please note the url for the Vulnerable Persons Register has changed since the recording of this video. Please go to vpr.crisisworks.com to access the VPR.

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Understanding the Vulnerable Person's Register and Coordinator Access.mp4

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

Some organisations block video streaming into their networks, and if this is the case, try viewing from another device such as a mobile data-enabled iPad. The videos are only small in file size.

Accessing the VPR

1. Log in to Crisisworks

2. If you have previously been set up to access the VPR, you can simply use 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 your Crisisworks Administrator update your user permissions.

Vulnerable Persons Register link in Crisisworks

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.

Location of the Agencies list in the main menu

The agency list is 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:

1. Access the Agencies tab in the main menu to view a list of all agencies in your area.

2. Then, use the ID blue link for the agency you want to view. You can also filter your agency list using the filters to the left.

Location of the Agency ID links and filters

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. In the Agencies tab search for the agency you wish to manage and View the agency details. The agency's users are listed on the right hand side of the agency details screen.

3. To edit a user, open the user you wish to manage to view that user's profile, then use the Edit button. If adding a new user, use the Add User button instead.

4. From the edit screen, change the details you wish to change, then use the Save button 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. Access the Agencies tab

3. Use the Add button at the bottom of the screen

Location of the Agencies tab and Add button to add new Agencies

1. 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 notification 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 New 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 approve (use the Agency link in email notification, the Agencies list etc)

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

Location of the Approve button on the New Agency profile

Declining New 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 decline (use the Agency link in email notification, the Agencies list etc)

3. Use the Decline button. Once declined, the Agency will be removed from the VPR.

Location of the Decline button on the New Agency profile

Editing an Agency

To update the details of an Verified Agency, use the Edit Agency button at the bottom of the form. You cannot edit an Unvalidated or New Agency until it has been approved.

The edit form can be used to update the Agency Name, Email, Website, Service Summary, Phone contacts, Administering Local Government and Emergency Contacts among other details.

To edit an agency:

1. Find and view the Agency you wish to edit

2. On the Agency profile page use the Edit Agency button at the bottom of the Agency profile screen

Location of the Edit Agency button on the Agency profile screen

Deactivating and Reactivating Agencies

You can deactivate a Verified Agency using the Deactivate button when editing the Agency record at the bottom of the screen next to the Update button. If the Agency has clients it cannot be deactivated. In such a case the clients should be transferred to another agency first.

Update and Deactivate buttons

An Inactive Agency can be Activated similarly if it becomes active again using the Activate button.

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.

The VPR Coordinator position in a Crisisworks user account

VPR Coordinators spanning multiple councils

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, 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 instances 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.

Important: 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. Use 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.

Location of the Remove button in the Client Details screen (only available to VPR Coordinators)

Removing Agency from vulnerable person’s record

If an Agency is now longer actively managing a client and the VPR Coordinator is unable to contact the Agency they remove themselves as the Primary Agency, the VPR Coordinator will need to remove the Agency. This is currently done by submitting a request to Datalink Support. To do this, the VPR Coordinator should Contact Support with the following details:

• The record ID of the person

• The name of the Agency to be removed.

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.