OCASI Client Management System (OCMS)

Logo of OCMSThe OCASI Client Management System (OCMS) is a newly developed, powerful and sophisticated website that can be used by multi-service agencies across Canada to record and retrieve important client information while generating detailed real-time reports on individual and group activities.

OCASI has long wanted to create a reliable and affordable system that any agency can use. The new system will provide agencies with a secure and updated place to access:

  • Detailed client profile forms
  • Needs assessment, information and orientation and employment forms
  • Internal and external referral partner lists
  • Settlement planning tools
  • Automated email follow-up notifications and reminders
  • Workshop administration forms
  • Advanced reports based on client parameters (age, gender, location, etc.) and services delivered (workshops, referrals, needs assessments, etc.)
  • Automated iCARE Bulk Uploads

We have been developing this tool since 2010 and it is now ready to use.

Please note: Citizenship and Immigration Canada does not fund OCASI to undertake the development or maintenance of OCMS.

This page lays out some of the main features and processes of OCMS to help you decide if the system is right for your agency.

Contents

Home Page Overview

Your Dashboard

Staff can quickly get updated on their most recent client interactions and find any forms that need to be completed.

Find a Client in Your Agency

This feature ensures the client is not already registered with your agency and only a single profile is created for each client.

You can search for a client by entering the client name, phone number or any of the specified fields below. 

Registering Clients

Client Profile (“Named”)

A named client is a person seeking information, orientation or referral services. 

The first screen is the privacy statement.  This states that your client understands and accepts that the information you collected will be entered in the OCMS system and shared only within your agency. The image below shows more of the Client Profile form.

Client Profile (“Anonymous”)

You can also work with clients who want to remain anonymous. 

Sessions

A Session profile is filled out every time you provide a service to a client. This service can be in person, on the phone or by email. You can add one or more funders to the session, if applicable.

Needs Assessment Form

A needs assessment is filled in the first time you provide a service to a client. Only enter answers for questions you have asked the client and leave all others as "Not Set".

If you have referred the client or given them a task, click on the Tasks & Referrals button at the top of the page once you have completed the Needs Assessment Form.

Tasks & Referrals

Tasks & Referrals is where you record the details of any internal or external referrals your agency makes. 

You can set email reminders for staff and clients.

Information & Orientation Form

The Information & Orientation Form collects the information captured as an outcome of a meeting between a program worker and a client to provide information, orientation and referral services.

Client Dashboard

A place to quickly access client notes and history of services received.

Security

Aside from the many technical ways we keep your data secure OCMS lets you decide who within your agency can access Client information.

Staff can be assigned to Programs and only staff within that program can see Forms created by the other Program members.

Manage Settlement Plans

Under Manage Settlement Plans, you can add follow-up information to existing settlement plans, review current progress and do much more.

Notifications

A listing of all the notifications you have sent a client will be under the Notifications tab. No notifications will be here if the client's email address is not in the database under the Client Profile. You will see checkmarks for notifications that were sent and the date they were sent.

File Attachments

You can attach files to your client's profile or Service forms. They are all centrally available in the Client Dashboard.

Group Activities

Information & Orientation (Group) Sessions

This form captures information about the various information sessions or other group activities delivered as part of your program. Only fill in the fields that apply to a given session or activity. You have the option to add your presenter, keep track of your evaluations and rate the service.

Track Support Services

You can also input any support services received by each client for your group activities (or individual services).

Reporting

OCMS can produce reports on all data collected. There are many different report types available including the Bulk Upload report for use with the iCARE system.

Report Criteria Page

All report criteria pages are basically the same unless you wish to add the additional options listed below. These additional options allow you to run reports based on gender, immigration status and much more. New filters are being added all the time.

Report Criteria - Additional Options

Report Look and Feel

OCMS reports contain a mix of graphical and numerical displays. All information that is entered into the database can be reported on through the many reporting options.  Below is just a fraction of the information available in the reports.

Service Report

Client Report

Bulk Upload to iCARE

You will be able to use the information you entered into OCMS (client and service records) to quickly create Bulk Upload files that contain the data needed by iCARE to submit your monthly report.

Error Checking

OCMS will ensure that your Bulk Upload files are iCARE-ready by letting you know if your report is missing data required by iCARE. If anything is missing, OCMS will show you which client or workshop records need updating and which worker entered the information.

File to Upload

An example of the final Bulk Upload file is below. It is the exact format required by iCARE to enter multiple records all at once. The alternative to OCMS Bulk Uploads is for each worker to do individual entries which would require hours of duplicate entry. OCMS is a time-saving alternative that allows your agency to maintain a client-focused and independent client management system.

Frequently Asked Questions

Is it hosted in Canada?
Yes, in Toronto at a professional hosting company.

When will it be ready?
It is ready now! There are over 35 agencies currently using the system. Agencies of all sizes and from across Canada are already onboard.

Can we import our existing clients?
Most likely. We will provide a template for you to add your client information. However, it is unlikely we will be able to import any individual service records you have.

Who can see my agency data?
Only those within your agency can see your clients' data.  We have tools to allow agencies to work in “Trusted Partnerships” but that is a separate process.

Funders do not have any access to OCMS data beyond what you have to share for reporting purposes.

Isn't iCARE enough for my agency?
iCARE is not a Client Management System. It is a data entry and reporting tool designed for and controlled by a specific funder. There are many basic features and services that iCARE does not provide. 

Pricing

This service is currently not funded by any level of government so we are charging to sustain the system and add new features as required.

The Annual Fee comprises:

  • $3000 ($CDN) Maintenance Fee
  • $100 / individual User License Fee (up to 50 accounts)
  • $40 / individual User License Fee for any accounts after the first 50

* There is a reduced total annual cost for agencies with 5 or less User Licenses ($2500 flat rate)

What do we get for this fee?

  • Access to the advanced OCMS tool and reports
  • Training for your staff and ongoing telephone and email support
  • Updates to the system to accommodate requirements of major sector funders
  • Ability to quickly Bulk Upload your monthly reports to iCARE
  • Knowledge your data is secured and backed up

OCMS Feature Chart

KEY CLIENT MANAGAMENT FEATURES

OCMS

Client-related

 

No restrictions on what type of clients can be recorded and reported on

Handles any client immigration status

Handles both anonymous and named clients

Can connect clients by family code

Able to print client profile as intake form

Built-in confidentiality and privacy controls

Agency-specific

 

Customized follow-up emails/reminders/surveys/notifications

Customized internal referral lists

Customized external referral lists

 

Shared client profiles to save on duplications and aid time management

Reporting

 

Workers can create reports of own activities

Create reports by location

Create reports by worker

Create reports in real-time

Aggregated reports for funders

Case Management

 

Record and review past client sessions

Record and review case notes of client sessions

Create, update and share detailed settlement plans between staff and clients

Record and track follow-up for referrals

Update settlement plans/forms indefinitely

Monitor progress of settlement plan

Restrict who in the agency can see client forms
Upload files to Client Profile or Service forms

Action plans and referrals can be created ad hoc

Group Orientations/Workshops

 

Organize attendance of group activities

Group activity name customization

Report on workshop trends and topics

Clients can be added ad hoc to group activities - client profile to be completed at a later date

Track different group activities

Time Savers

 

Automated client/worker email notifications/reminders

"Trusted Partnerships" to share referral information between partners

Bulk export of records for importing into funder databases

Customized and shared referral lists (internal/external)