Understanding IT Authority Systems
CRC teams retained their structures on all authority systems such as Delius, OASYS, Interventions Manager and NDMIS after they transferred to the new Probation Service. This was to ensure we minimise the amount of change and potential disruption our colleagues experience.
Since unification, legacy CRC teams have begun moving into the Probation Service structure using a phased approach. This is happening between July and December 2021.
Please see the timeline (below) for information on your relevant region and CRC.
Migration timetable
This is the migration timetable for CRC caseloads:
| CRCs | Migrating into region | Dates |
|---|---|---|
| Bench, Essex and Norfolk and Suffolk | East of England | Friday 23 July Saturday 24 July |
| Durham Tees Valley & Northumbria | North East | Friday 20 August Saturday 21 August |
| Thames Valley & Hampshire & Isle of Wight | South Central | Friday 20 August Saturday 21 August |
| Dorset, Devon & Cornwall & Bristol, Gloucestershire, Somerset & Wiltshire | South West | Friday 10 September Saturday 11 September |
| Wales | Wales | Friday 10 September Saturday 11 September |
| London | London | Friday 24 September Saturday 25 September |
| Warwickshire and West Mercia (WWM) & Staffordshire & West Midlands | West Midlands | Friday 15 October Saturday 16 October |
| Derbyshire, Leicestershire, Nottinghamshire and Rutland (DNLR) & *Humberside, Lincolnshire & North Yorkshire (HLNY Part 1) | East Midlands | Friday 29 October Saturday 30 October |
| Kent, Surrey & Sussex | Kent, Surrey & Sussex | Friday 29 October Saturday 30 October |
| West Yorkshire, South Yorkshire & *Humberside, Lincolnshire & North Yorkshire (HLNY Part 2) | Yorkshire & the Humber Region | Friday 19 November Saturday 20 November |
| Cheshire & Greater Manchester | Greater Manchester | Friday 10 December Saturday 11 December |
| Cheshire & Greater Manchester, Merseyside & Cumbria & Lancashire | North West Region | Friday 10 December Saturday 11 December |
New nDelius accounts
If you are transferring from a CRC into the new Probation Service, you will have received your new Delius account before contract end, on 26 June. This will have your new username and will require a password reset. If you have not received a new username, please contact your IT team to request one.
This new account will have CRC permissions applied until contract end. However, as it is a Probation Service account, it will allow the central nDelius team to apply the Probation Service data set after contract end. This means you will be able to access all areas of Delius. It is imperative your new account is set up and used as soon as possible to avoid any unnecessary issues as CRC accounts will be removed after contract end.
nDelius caseloads
It is important that our regions do not mix existing caseloads until legacy CRC teams have moved into the Probation Service structure.
If regions want to start working towards mixing caseloads due to resourcing requirements, new allocations can be allocated to either Probation Service or legacy CRC teams. We are in regular contact with your teams through digital CRC migration meetings, so please liaise with us to understand any regional requirements and we will do our best to support what we can.
OASys
It is important that your email address is accurate as this is used to send new passwords and may eventually be your login ID. Checking and correcting your email address is straightforward:
- Log into OASys as normal.
- Select ‘Admin’ from the menu bar.
- Select ‘Profile’ from the drop down
Input your new email address if required and tick the ‘Make this Email my Forgotten Password Email’
Click on the ‘Save’ button followed by the ‘Close’ button.
Reporting
NDMIS reporting will remain separate for legacy NPS and CRC teams until the migration is complete. Staff currently with access to NDMIS will continue to see the data for their current organisation until the migration. As part of the Delius migration activities, legacy CRC staff will be given access to the relevant NPS dataset and these changes will be reflected in NDMIS the following day.
P&Q teams – ONR reporting will remain separate for legacy NPS and CRC teams until the migration is complete. Staff currently with access to ONR will continue to see the data for their relevant organisation until the migration. As part of the migration activities, new ONR accounts will be created for CRC staff with access to the relevant NPS dataset.
Workload Measurement Tool (WMT)
CRC teams will be reflected in the WMT from Day 1 (26 June 2021) and will show in their current structure until the legacy CRC teams are migrated into the Probation Service structure.
If your CRC has its own Workload Measurement Tool, this may have been migrated across and can continue to be used for allocation purposes until such a time that alignment can be achieved.
For Day 1, WMT will show all staff as full time FTE, except for those who have previously requested the CRC information be updated with contracted hours and any reductions. If these are currently shown on the WMT Staging environment, they will be transferred to the WMT on Day 1. Any staff remaining with an FTE of 37 hours should be checked by their Senior Probation Officer (SPO) to ensure their contracted hours, and any reductions which should be applied, are updated to the WMT.
All staff with an @Justice account will have access to WMT. SPO’s who require additional access to enable changing of FTE’s/reductions should request this via the ICT Portal or contact: Jay.wright@justice.gov.uk.
More information on the WMT can be found on this Hub page.
Need more information?
Please send any questions to:
Jus Kooner, Business and Systems Change Manager
Jus.Kooner@justice.gov.uk
Ben Sheppard, Delivery Manager
ben.sheppard@digital.justice.gov.uk