IT Access

The Data Exchange provides a streamlined IT solution for data capture and reporting.

Organisations can choose to provide data in three different ways:

  • Direct entry through the web-based portal, which can be used like a free case management system
  • System-to-system transfer
  • Bulk uploads

Getting started

The Quick start guide can help you get started. Once completed, this will provide your organisation with access to the system. The key steps are outlined below:

  1. Obtain an AUSkey login. If you are not already registered for AUSkey, registration information is available on the Australian Business Register website.
  2. Complete the User access request form and email the form to dssdataexchange.helpdesk@dss.gov.au.

Once access is granted, a range of other training resources and guidance material is available to support organisations use the Data Exchange. A pre-production environment is also available to developers for testing system-to-system transfers and bulk uploads and can be accessed by emailing dssdataexchange@helpdesk.gov.au.

Web-based portal

A free web-based portal is available for organisations to submit their program performance data.

The web-based portal can be accessed from the ‘Log in’ tab, on the top right hand corner of any screen on this website.

Technical specifications

The Technical specifications are designed for organisations wanting to use system-to-system transfers or bulk uploads to submit their data to the Data Exchange. There are two documents – one describing the process for system to system transfers, and the other outlining the requirements for the bulk upload functionality.

These documents provide technical details about the data format and system requirements, and are primarily aimed at IT managers, system developers and software providers. From time to time, the specifications will be updated to reflect enhanced functionality and features. These changes can occur through a combination of user feedback as part of our continuous improvement process, or as new program activities come on board.

System to system transfer

The Web services technical specifications (system-to-system transfers) covers the following:

  • Interface availability
  • Service interface listing
  • Message definitions
  • Interface method definitions

Bulk uploads

The Bulk file upload technical specifications covers the following:

  • Interface details – technical infrastructure, security and authentication
  • Reference data
  • Bulk upload XML file – data formats, commonly used data terms, examples
  • Error processing

Request to re-open the Data Exchange

As per the Data Exchange Protocols, service providers can choose to enter data any time within a reporting period. Following the close of a reporting period, organisations have an additional 30 days to enter their performance data.

Once a reporting period has closed (30 January and 30 July) data cannot be submitted to the Data Exchange, except under exceptional circumstances.

Organisations are encouraged to upload data regularly throughout the six-month reporting period and use the self-service reports in the Data Exchange to monitor data quality and service delivery.

Organisations that have not submitted their data in the Data Exchange by the end of the reporting period will not have met their reporting requirements in accordance with their grant agreement.

Should your organisation experience exceptional circumstances which prevent you from meeting the reporting requirements, please ensure you contact your Funding Arrangement Manager to discuss the situation.

In certain situations, the Data Exchange system may be re-opened after submitting an Extension Request Form. This will only be approved when exceptional reasons can be demonstrated by the organisation. The Funding Arrangement Manager will guide you through this process, should exceptional circumstances apply.

Completion of a system re-opening request form does not guarantee that an extension will be approved.

The System re-opening request form – Task card for Service Providers and Extension request form – Task card for Funding Arrangement Managers provide guidance on how to complete the form.

Further information

A Frequently Asked Questions document for technical questions is available.

A Bulk XML upload errors & explanation document is available to assist those organisations undertaking the file upload method of data transmission.

The importance of data quality fact sheet provides information on how high quality data provides more valuable insights into service delivery models, and demonstrates the outcomes achieved by clients.