Contents

Change Request

How do I raise a change request related to LS/CMI?

Change requests related to the LS/CMI system or practice should be submitted by an identified LS/CMI mentor using the Change Request Form. Once completed, this form should be sent to Julie McDonald and Ian McIntosh as Change Manager(s) for LS/CMI.

For further information on the Change Control process and guidance visit the Mentors section of the website.

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Document Library

What is the Document Library?

The Document Library can be used by services to upload relevant materials related to LS/CMI for all users of the system to then access e.g. Email Address List for Exporting LS/CMI files.

(Since Version 5 of the LS/CMI system relevant training videos and updated IT User’s Manual are now automatically uploaded to the Document Library during installation of the upgrade)

Why can I not see the Document Library link on my dashboard (home page)?

If the Document Library link is not visible on the dashboard, contact the system business administrator within your service to ensure the appropriate library permissions are assigned to those groups who need it. Further information on the library can be found within the Guide for Team Leaders.

How do I add/remove materials from the Document Library?

Users with the appropriate system permissions for the Document Library can upload relevant documentation for other users of the system to view. For more information on uploading and system permissions see the Guide for Team Leaders.

How do I add/change the local authority logo on the CJSWR template?

Since Version 5.1 of the system users with write access to the Document Library can upload the local authority logo to display on the CJSWR template.

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Importing and Exporting

How do I import or export an LS/CMI file?

Refer to the Guide for Team Leaders for step-by-step guidance on importing or exporting.

How do I re-export a file?

A file will need to be re-exported when something has ‘gone wrong’ during the exporting process (e.g. selecting the wrong export destination).

To re-export, the case will need to reopened and closed back down again. The file should then become available within the export drop down list to enable you to proceed with exporting again.

I am trying to import a file but am getting error message saying ‘wrong export destination’. What should I do?

If the file is definitely for your service, the exporter has selected the wrong destination. You will need to contact the service that sent the file and ask that they re-export it (see FAQ on re-exporting, above).

I am trying to import a file but am getting an error message saying I have ‘tried to import a case from an older version of the application’. Why is this?

This will likely happen when a new version of the system is in the midst of being installed around the country. New releases nearly always interrupt the import/ export process as a result of compatibility issues. That is, a service can only import a file if it is using the same version of the system as the exporter. 

To find out which version of the system you are using, look at the number just below the log in box.

When a new version is being released, before starting the exporting process, the exporting service is advised to:

  • contact the service they plan to export to and check which version of the LS/CMI system they are using and
  • postpone exporting until both areas are using the same version.

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Locked Assessments

Why is my assessment locked? 

This is one of the new features within version 5.1 of the system. Assessments will lock once they have been completed to the point where decisions have been made. That is:

  • The initial assessment will lock once it has been completed and the outcome from court has been recorded on the disposal screen;
  • The full LS/CMI 1-8 will  lock once it has been completed and the assessor proceeds onto the management planning section where the decision will be one of the following:

– No plan is required

– A case management plan is required or

– A risk management plan is required

How do I update a locked assessment?

If an assessor wishes to amend or update an assessment, the following should be considered:

  • A case should be closed when the individual is no longer needing to be assessed or managed by your service. If a further assessment is required (e.g. for court report purposes) a new case should be created rather than reopening the closed case.
  • Where a full LS/CMI 1-8 has been completed to inform management planning decisions but the assessment needs to be updated to a significant degree, reassess should be selected. See the FAQ on reassessment for more information.
  • If there is a mistake within the assessment that was not noticed before deciding to lock it down then it can be temporarily unlocked by whoever has the appropriate access rights within your service (likely to be a Team Leader) to allow the error to be corrected. Guidance on how to unlock assessments can be found in the Guide for Team Leaders.

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MFMC

Who do I contact regarding MFMC queries?

The RMA helpdesk is not responsible for answering queries related to the MFMC aspect of the overall LS/CMI system.

If your query relates to practice please contact your local Treatment Manager.

For system/technical related queries contact the central IT support helpdesk (NVT) at customerservice@nvt.co.uk.

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New Court Report Assessment

A new court report has been requested for a case that is already open on the system. How do I access the Initial Assessment to inform the new court report?

This question is most often asked when an individual is currently subject to statutory supervision. In such cases a fuller assessment (the LS/CMI Sections 1-8) should have been completed to inform the case management plan.

The full LS/CMI will provide a more comprehensive assessment than the initial assessment content ever would. In addition, where a case plan has been devised (Section 9) and the individual’s progress (Section 10) has been updated, this would also provide useful information to inform any new court report.

Therefore, there should be no need to access and apply the initial assessment content if the  person is subject to supervision. Instead, the court report author should use the fuller assessment, case planning and progress record to inform any new court report.

Note #1: There may be occasions where a new court report request would warrant a full reassessment. See the FAQ When should I reassess a case?

Note #2: The court report template can be generated from a number of points within the system: not only at the conclusion of the initial assessment but also at the end of the fuller assessment and via the report link within the system cases table of the dashboard.

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Reassessment

When should I reassess a case?

Where a full LS/CMI has been applied for somebody subject to supervision, completing a reassessment would serve a purpose where (a) a significant period of time has elapsed since the last assessment was undertaken or (b) where a ‘significant event’ has occurred.

(a) In many cases, it would not serve much purpose to reassess at the 3 & 6 month review stage as any identified risk/ needs are unlikely to reduce within the first 12 months.

(b) What constitutes a significant event is a matter of judgement – but for it to be considered significant it would need to be something which might result in a significant change to the conclusion of the current assessment &/or management plan for the individual.

A significant event could be positive: the individual is fully engaged with and completed a lengthy groupwork programme for example or the individual is coming to the end of a successful period of supervision (reassessing could be used to inform decisions such as applying for early termination and allow for a pre & post comparison i.e. what has changed and by how much?)

Alternatively, a significant event could be negative e.g. previously no evidence of violent behaviour, but new information comes to light that the individual has been convicted of offences involving violence.

A new court report requested during a period of supervision should not automatically trigger a need for reassessing the individual. The report might relate to old offences or new offences of the same nature. Where the new court report is for offences of a different type/ nature then this is more likely to constitute a significant event.

The main consideration should be ‘is the current assessment still valid for the task in hand or are there grounds for conducting a full, new assessment?’

Note: If reassessing, you can select either ‘keep existing data’ which will pull through the content of the previous assessment items to review/amend/ update as required or ‘create new data’ to complete a new assessment from scratch.

I clicked on ‘re-assess’ and the previously completed assessment (LS/CMI 1-8) and case plan has disappeared. What has happened to it?

The full LS/CMI and case plan has not been lost. Choosing to ‘re-assess’ would be when a full, new LS/CMI 1-8 is required to be completed on a current case (see the FAQ ‘When should I reassess a case?’)

When you choose to re-assess the previously completed assessment will only be available to view or print out via the ‘report’ facility. In addition, when choosing to re-assess, it is not possible to amend or update the management plan until the new assessment has been completed. Because the system locks down the management planning screens until the reassessment has been completed, it can look as if the plan has been ‘lost’ – but it hasn’t.

If you need to look at the plan before completing the re-assessment use the report function for that case within the system cases table.

To view or print off previously completed full assessments, click on ‘report’ → ‘select assessment’ a drop down list will appear with all previously completed full assessments to then select the appropriate assessment. Once the appropriate assessment has been selected → ‘select report’ → pick LS/CMI 1-8 and then ‘select format’ → ‘export’ → print.

I clicked on ‘re-assess’ by mistake & I can no longer access the management planning screens. Is there anything I can do to avoid having to complete a new LS/CMI 1-8?

The new LSCMI 1-8 that has been started can be deleted which would allow you access to the planning screens again. You will need to find out who in your area has the permissions to allow deletion of parts of the record (in some areas Team Leaders have this permission whilst in other areas it is the responsibility of those with Business Admin rights) and request that they delete the latest 1-8 for that particular case.

Further guidance on how to delete can be found in the Guide for Team Leaders.

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Technical/IT queries

Who should I contact regarding technical queries?

Queries or issues of a technical nature (such as error messages or something not working within the system) should be submitted directly to NVT via the helpdesk email address customerservice@nvt.co.uk for resolution. Please note no client specific details should be provided as part of communications with NVT.

Ensure the following is included within the email subject field: LS/CMI System

Within the email, provide the following information:

Your name

Your telephone number

Your email address

The local authority or prison you are based in

Details of the issue

For more information on NVT please visit their webpage

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Unlocking accounts/ adding new users

Can the RMA unlock my account / add a new user to the system?

The Risk Management Authority do not have access to LS/CMI servers within each local authority area or prison establishment so are unable to carry out these functions.

Contact should be made with the local business support (such as business admin, team leaders, Scottish Prison Service HQ) to carry out these tasks.

Further guidance on these and other business support tasks can be found within the Guide for Business Administrators.

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Training

Who do I contact about LS/CMI training?

Community Justice Scotland are responsible for the scheduling and delivery of LS/CMI training courses. Email Community Justice Scotland at LDI@communityjustice.scot for further information.

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URN

Can mistakes with the URN be amended?

Yes, but only by users with the appropriate access rights (system permission 115 – Case Handling – URN Edit). Further information on system permissions can be found within the Guide for Team Leaders.

How do I create a record for a client with no URN?

The system can be used to generate a number within the URN field. This facility should only be used if the user is certain no URN exists for the individual.

To generate a number, click on the “Unknown” link next to the URN field.

Services may want to monitor the extent of these system generated reference numbers to ensure they are only used where no URN exists for the individual. Any system generated reference number can be easily identified by the symbol “$” at the end of the sequence of numbers.

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View/ Report

I am trying to look at a case in the system but the View/ Report links are missing. Why is this?

Where a case has been restricted only the assigned worker can access, view or print that record. The ability to lock out others from viewing or printing the record is intended for particularly sensitive cases.

If it is decided that such a case no longer needs to be restricted, whoever is assigned to the case will need to untick the box marked restricted (located on the very first screen of the Offender History Form) and select Next to save this change.

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