This is an evolving article; we are updating it as we learn more.
CARMIS is fully aligned with IRCC’s new data collection points and system updates. As IRCC transitions towards the newer structured and automated data management approach starting April 1, 2025, CARMIS ensures compliance with all new requirements, including bulk upload timelines, updated service tracking, and improved language training modules.
We are excited to announce that CARMIS will be at Metropolis 2025 in Toronto. Attendees are welcome to visit and discuss how CARMIS supports non-profits and service providers in seamlessly integrating with iCARE’s evolving framework.
iCARE Training Highlights and Module-Wise Summary
1) Client Success Measurement
- Comparative analysis of similar clients to measure differential progress when the same set of services is provided.
- Year-end reports will soon be available with insights on challenges and innovations.
2) Data Collection & Funding Determination
- Data informs funding decisions and crisis response reporting.
- Language proficiency tracking and gender-based outcomes are now key assessment areas.
3) Information and Orientations Module and Community Connections Module
- Reorganized and consolidated activities / topics covered with added clarities on their definitions and usage.
- Updated lookups on some data points
- Removed few data points, such as "service location type", rather increased focus on "Activity Location" (similar to Agency Location in CARMIS)
- Changes coming to CARMIS: CARMIS will release the new activities for iCARE in early April, after our clients have performed Bulk Uploads for March 2025. Please look out for more information, to help you plan and implements the changes to activities mappings in CARMIS.
4) NAARS Module
- Streamlined and structured approach to conducting NAARS using
- Updated list of needs with comprehensive IRCC and non-IRCC referrals; providing clarity for the users
- Addition of client assets / soft skills
- Workflow updates to track periodic follow-up NAARS (3-6 months).
- Helps evaluate client needs and service eligibility.
- Focus on client-driven decisions and goal achievement.
- Changes coming to CARMIS: The current NAARS form will be updated to reflect the emerging changes from IRCC. Users will be able to schedule follow-up NAARS using the integrated appointments calendar feature.
5) Case Management Module
- Enhanced tracking for client interactions.
- Streamlined case management for service providers.
- It will be an independent module.
- Changes coming to CARMIS: New functionalities will be added in coming months to fulfill the new Case Management functionalities.
6) SWIS (Settlement Workers in Schools) Module
- Now a standalone module within iCARE.
- School-based vs. settlement-based services:
- School-based: Services targeted at students.
- Settlement-based: Services aimed at parents.
- Now, we can identify if the service is being provided to a student or a parent/guardian.
- If funded for NAARS, create an assessment under NAARS; otherwise, refer to a NAARS-delivering organization.
- Changes coming to CARMIS: Enhancements to the existing SWIS Intake Assessment form; and new iCARE activity mappings.
7) Employment Related Services Module
- Designed for targeted groups, sectors or specific occupations.
- NOC codes are now updated to NOC2021.
- New Tracking of language referrals and assessment requests.
- Reorganized and consolidated activities / topics covered with added clarities on their definitions and usage
- Changes coming to CARMIS: CARMIS will release the new activities for iCARE in early April, after our clients have performed Bulk Uploads for March 2025. Please look out for more information, to help you plan and implements the changes to activities mappings in CARMIS. New data points when recording case notes, workshops and work experiences.
8) RAP (Resettlement Assistance Program) Module
- Service tracking is now based on hours/days instead of dates.
- One service record per month per client.
- Changes coming to CARMIS: CARMIS will update the Bulk Uploads process to comply with evolving data requirements. iCARE will share new templates in coming months, and updates will be shared as received.
9) Digital Support Services
- New support stream for digital access and literacy assistance.
New Language Training Module
CARMIS has already implemented a dedicated language training module that aligns with IRCC’s updates. This ensures:
- Tracking of CLB levels (Listening, Speaking, Reading, Writing).
- Course management for creating, editing, or pausing language training programs.
- Client waitlist handling, ensuring enrollment flexibility.
- Attendance tracking with automated compliance reporting.
iCARE Bulk Uploads
- For privacy reasons, usernames for iCARE accounts are being removed; users will be identified by their email addresses. If a user’s email is associated with multiple organizations, they will choose the appropriate organization.
- Discouraging sharing of usernames.
- No separate accounts for domestic and pre-arrival clients.
- Client email is now mandatory. This is a change from current state where either an email address or a phone number is required. If unavailable, use example@example.com.
- Client validation will be renamed to "Client Lookups".
- One service record per month per client per activity.
- A new Data Locks process will be implemented in iCARE, with new limits related to submissions. Backdated data will be allowed maximum up to 30 days only, as against current 90 days limit.
- Activities shall not be "Ongoing" by end of the month; and no more the concept of Projected Dates. All activities performed within a month, must be closed and reported. Continuing services under same activity must be added afresh next month.
- Bulk upload for client profiles is being discontinued; this information will now be included in each individual bulk upload (cumulative bulk uploads per activity type per client per month, as against individualized records currently).
- SWIS and Case Management are now separate modules.
- iCARE now provides more information on why a file shows an "error" after upload.
- Interpretation now refers to spoken services, while translation refers to written services.
Important Dates
- March 31, 2025 – All LINC courses must end, but waitlists can remain open.
- April 2025 – Start collecting new data points in CARMIS. "Old" iCARE will continue till end-April.
- May 1, 2025 – New record creation enabled in iCARE.
- June 2025 – New bulk upload system goes live.
- Until then, users of bulk uploads should continue adding data in CARMIS with new data points. Once live, they can upload.
- Alternatively, users can manually enter data into iCARE’s new screen.
Both approaches are acceptable.
- 5th business day of each month – Cutoff date for iCARE data submission. Any corrections will be processed the following month.
- September 2025 – Breaking date rules for bulk uploads begins. A data lock will be implemented instead of the previous 90-day rule; data must be uploaded and updated within 30 days.
CARMIS remains committed to supporting non-profits with seamless iCARE integration. Join us at Metropolis 2025 in Toronto to see how our solutions align with IRCC’s evolving framework.