Create and manage outlets

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Task card 4

As defined by the Data Exchange Protocols, an outlet is “the location from where a service is primarily being delivered”.

An outlet identifies the physical location where a service took place, or where staff travelled from to deliver a service. Each outlet can have different staff, service information and contact details.

Where a service is mobile in nature, delivered at a client’s home or sensitive location (such as a refuge), record the outlet as the nearest administrative premises where staff are based.

Step 1 – Access the ‘Manage organisation’ screen

From the Data Exchange web-based portal home page, select > Manage organisation found in the My Organisation menu.

Figure 1 – Data Exchange home page

This is an image of the Manage organisation hyperlink found under the My Organisation heading on the Data Exchange home page.

The Manage organisation screen will display with the following information:

  1. Your Organisation Details, which are pre-loaded from your grant agreement.
  2. Your organisations current Partnership Approach status.
  3. Outlets you have created. If this is the first time you have accessed the web-based portal, no outlets will be listed as you have not created them yet. Refer to Step 2 for guidance.
  4. Program activities your organisation is funded for, which are pre-loaded from your grant agreement.

Figure 2 – Manage Organisation screen

This is a screen shot of the Manage organisation screen.

Step 2 – Add an outlet

When creating an outlet name and address, DO NOT include any sensitive information, such as a person’s home address or a protected location such as a refuge. If you deliver services to clients’ homes, use the address of the place where your staff is based as the outlet address.
To create an outlet for a refuge, use the address of a non-identifiable, public building nearby, such as a post office, police station or shopping centre.

At the Manage organisation screen, select ADD OUTLET.

The Add outlet – Community Organisation screen will display.

Figure 3 – Data Exchange Add outlet – Community Organisation screen

Add outlet - community organisation screenshot from Data Exchange web portal.

Enter the name and address of your outlet. This name will be displayed when creating cases and within your reports.

Refer to Appendix B for recommended naming conventions of outlets for your program activity.

The Data Exchange will use IQ office validation software to cross-check the address entered. If the details do not match, select a valid address from the list that will display.

Complete all required fields, then select SAVE.

Step 3 – Add a program activity

Each outlet must be assigned the program activity(s) that it delivers. You will not be able to record data at the case and session level until this step is completed.

To add a program activity, select the outlet name found in the Manage organisation screen located under the Outlets heading.

Figure 4 – Manage Organisation screen

This is an image of the Manage organisation screen

The Outlet details screen will display.

Figure 5 – Outlet details screen

This is an image of the Outlet details screen.

Select ADD ACTIVITY.

The Add activity screen will display.

Figure 6 – Add Activity screen

This is a screen shot of the Add activity screen.

Select a program activity from the drop down box. Program activities are pre-loaded from your grant agreement. You will not be able to select a program your organisation is not funded to deliver.

Review and edit (if required) the Start and End dates.

Select SAVE.

Repeat these steps for any other program activities delivered from the same outlet.

Repeat these steps for each outlet location you create.

Editing and Maintaining Outlets

An outlet address cannot be changed once it has been created, nor can it be deleted once used in a reporting period. Outlet names however, can be changed at any time.

Go to the Outlet details screen and select EDIT OUTLET DETAILS.

The Edit Outlet Details screen will display.

Amend the Outlet name, then select SAVE.

Figure 7 – Edit Outlet details screen

This is an image of the Edit Outlet details screen.

How to update participation in the Partnership Approach

Your organisation can elect to opt in or out of the Partnership Approach for one, some or all of the program activities your organisation delivers.

Changes to your organisation’s participation in the Partnership Approach must be reflected in your grant agreement. Contact your grant agreement manager to discuss this further.

Once your grant agreement has been updated, your organisation will be able to access Partnership Approach reports.

More information about the Partnership Approach can be found in the Data Exchange Protocols. Task cards on how to run Partnership Approach reports can be found on the Data Exchange website under the Self-Service reports tab.

Part A – At the organisation level

From the Data Exchange web-based portal home page, select > Manage organisation found in the My Organisation menu.

Figure 8 – My Organisation screen

This is a screenshot showing the selection of the Manage organisation hyperlink located under the My Organisation heading on hte Data Exchange web-based portal.

The Manage organisation screen will display.

Select EDIT ORGANISATION DETAILS.

Figure 9 – Manage Organisation screen

This screenshot highlights the selection of the Edit Organisation Details button.

The Edit organisation details screen will display.

Select Yes or No to indicate whether your organisation is or isn’t participating in the Partnership Approach, then select SAVE.

This will apply to all program activities your organisation delivers. If you have only elected certain program activities for the Partnership Approach, complete the steps outlined in Part B.

Figure 10 – Edit organisation details screen

This screenshot highlights the locatio of the partnership approach buttons.

Part B – At the program activity level

Your organisation can opt out of the Partnership Approach for an individual program activity even if they have opted in at an organisation level.

If your organisation delivers the same program activity at multiple outlets, each of these outlets must all opt-in or out, as participation cannot be assigned at the outlet level.

To opt in or out of the Partnership Approach for an individual program activity, go to the Manage organisation screen and select the appropriate Program activity hyperlink.

Figure 11 – Program Activity selected at the Manage Organisation screen

This screenshot highlights the selection of the individual program activity at the Manage organisation screen.

The Program activity screen will display.

Select EDIT PROGRAM ACTIVITY.

Figure 12 – Program activity screen

This screenshot is of the Program activity screen highlighting the Edit Programme Activity button.

The Edit programme activity screen will display.

Change the Partnership Approach agreement radio button as required, then select SAVE.

Figure 13 – Edit programme activity screen

This screenshot shows the Edit programme activity screen highlighting the Partnership Approach selection buttons.

How to update program activity start and end dates

If your organisation receives an extension to their grant agreement and to one or more program activities therein, you need to update the information within the Data Exchange before you are able to continue entering data. An Organisation Administrator must change the dates for the affected outlets.

Step 1 – Check the start and end date

Your program activity start and end date is pre-populated from your funding agreement. Check that these dates match your organisation’s signed funding agreement. If these dates do not match, then follow Step 2.

Figure 14 – Start and End dates

This is an image of start and end dates found in the Manage organisation screen.

Step 2 – Select the outlet

Select the hyperlink of the outlet that needs to be updated.

Figure 15 – Select Outlet

This is an image of the Outlets headin found in the Manage organisation screen.

The Outlet details screen will display.

Step 3 – Amend the start and end dates

To edit the start and end dates, select This is an image of the pencil icon selected to edit an program activitiy's start and end date. found under the Activities delivered by outlet heading for the relevant program activity, then select EDIT PROGRAM ACTIVITY.

Figure 16 – Activities delivered by outlet section

This is an image of the Activities delivered by outlet heading and items.

The Edit activity screen will display.

Amend the start and end dates as required, then select SAVE.

Figure 17 – Edit activity screen

This is an image of the Edit activity screen.

The outlet Status will now display as Ready for approval.

Figure 18 – Ready for approval status

This is an image of a program activity displaying the Ready for approval status.

Step 4 – Ready for approval

Amending your start and/or end dates triggers an automated request to the Data Exchange Helpdesk for approval. Please note that this approval process is subject to normal Helpdesk turn-around times.

Once approved, you will be able to continue entering data against the program activities that have been updated.

More information on the Data Exchange can be found in the Data Exchange Protocols and the Training resources tab.