Try, Test and Learn – Part 1 webinar held 23 May 2018

Transcript for Try, Test and Learn Part 1 webinar held 23 May 2018

Welcome everyone to this training session on the Data Exchange for the Try, Test and Learn program. My name is Rose Pearson. I am with the Data Exchange training team and it is my pleasure to be taking you through the session today. 

This presentation should take about 90 minutes, including any questions that you may have, so please get yourself comfortable and also do not forget to stretch during this time.

We are meeting today on many traditional lands throughout the country and I would like to acknowledge the traditional owners of those lands and pay our respects to elders past and present.

Using the webinar control panel slides

Firstly some reminders on how to use the webinar functionality. For some of you this may be the first time using this type of technology and for some, this will be a refresher on how to use it throughout the webinar.  Remember there is a control panel that should have appeared on your screen. Normally on the right-hand side. Remember to check your sound. Your microphone symbol will be red to indicate that your audio is on mute. Please ensure that your audio is muted.  Otherwise, we can actually overhear any dinner plans that you might have and you may have some unexpected guests turn up. If you could mute those and especially if you are meeting in a conference room. As the session continues you may find that your panel will actually collapse. All you need to do is click on the orange little arrow there and the control panel will actually expand for you to use. 

I would like to remind you that the webinar today will be recorded and will be placed on the Data Exchange website under the Webinar library tab in the coming weeks. 

Agenda slide

Let’s take a look at what we will be discussing today. We will be providing a broad overview of the Data Exchange and talking through how it applies to the Try, Test and Learn Tranche 1 projects. We will cover its policy background, reporting periods and methods of uploading data. There are two datasets in the Data Exchange known as the priority requirements and the partnership approach, will be exploring what that means and what information they include. We will also touch base on where you can go for assistance if you need it as well, and during this webinar, please use the question functionality via the control panel. We have Andrew from the Data Exchange team and Lara from the Try, Test and Learn policy team who will be providing responses to any specific questions that you may have.  If there are any questions that are not responded to during the session today, we will forward them on to our helpdesk to have them responded to. As well, at the end of the session, we will leave the webinar open for 10 minutes so that you can continue to send those questions through as well.

Poll 1 slide

What we are going to do first of all, is just have a poll for all of you that are attending to rate the knowledge that you have of the Data Exchange, I am going to launch that and we will just have about 20 to 30 seconds in that. How would you rate your knowledge of the Data Exchange; Excellent I am a DEX pert, or Okay I know a little bit to get me by and Nada, nothing at all. If you are able to put that through and thank you so much. I could see those responses there, coming through, and will just leave it open a few seconds more for everyone else to participate. Now we will have some polls throughout this just to keep you engaged throughout the webinar as well and again, as I mentioned just send through any questions that you may have.

That is fantastic, I am going to close that and I am going to share those results there with you. We have about 36 percent that know a bit to get you by and we have got about 40 percent that are excellent, that they are a DEX-pert, that is fantastic. 

We do understand that some of you attending today sessions will have seen this information and other information or training sessions that you have attended and for others this will be new. We thank you all for joining us today and hope that the information either reinforces what you need to do or provides direction for you.

Handouts slide

We will continue on with the presentation. Now you will notice that you have got the handouts screen showing. In the control panel is a handout section and we have four documents for you to grab a copy of. We have got the Appendix B for Try, Test and Learn activity only.  It is just the extract of that information for you. We have got out the Additional guidance for using SCORE with clients as well. We have got a case study in there from Relationships Australia, New South Wales, and that is actually very interesting. What I love about that particular case study is that it explains their journey into the outcomes recording and the method that they are using and that they schedule half an hour between clients for recording their information and outcomes. The point that I loved was that a key data message for staff is if it is not recorded or is not recorded correctly in our system it is like the work never happened. That is something that I found very interesting from their case study, and I am sure when you read it you will find it interesting as well. We also have a copy of the presentation for you. If you find that you cannot download those documents from the handout box, please let us know. Just type that information through in the question box and we will send you a copy.

Who uses the Data Exchange?

Alright, let’s look at what is the Data Exchange. Since being released in 2014, the Data Exchange has grown and reporting via the Data Exchange is becoming the norm for programs funded by the Department.  It is currently used by a number of funded programs from Families and Communities, which was our first set of programs through to the Home Interaction Program for Parents and Youngsters known as Hippy and they joined us in 2017. We also have the Volunteer Management Activity along with New South Wales State government pilot for Families and Communities, along with our Try, Test and Learn, and we have got WA HACC also joining us in 2018.

Now you will notice that when we step through the web-based portal, there might be data items in there that you would not report against and this is because the Data Exchange has a broad range of programs and services reporting to it. At the moment we have over 60 programs with around 2,500 organisations and approximately 13,000 users, with the Data Exchange growing every day and we have an astounding number of 60 million plus sessions created and delivered since it is released. 

Principles of the Data Exchange

What is the Data Exchange and why is the Try, Test and Learn program using it.  The Data Exchange is a program performance reporting tool. It is an easy to use IT system that accommodates the sectors varying business processes, regardless of a provider size, type, or delivery focus. 

The Data Exchange was a project that began in October 2013. Extensive consultation with policy areas and organisations inform the design decisions to create a single, streamlined system focused on client outcomes. The principles for this project were to reduce the data entry requirements for organisations, capture outcomes that clients are achieving due to access to services, and to improve service delivery and program policy. 

The name Data Exchange reflects the two-way partnership of information sharing between funding agencies and organisations, and enabling both to find smarter and more efficient ways of improving service delivery and understand the overall outcomes that have been achieved for families, individuals and communities. 

It is really important for you to understand that the data that you enter to the Data Exchange, you as an organisation will be able to see via your self-service reports and also the Department will be able to see this data as well. 

The Department considers there is tremendous value, including Try, Test and Learn program data, in this approach to reporting. As you are aware, the Try, Test and Learn fund aims to trial new and innovative approaches to improve the lives of members of identified priority groups who are at risk of long-term welfare dependence with the ultimate goal of moving them onto a path towards independence. 

The ability to look at client pathways on a de-identified basis, through the Data Exchange statistical linkage key, is a unique opportunity to better understand how this innovative approach improves the lives of these groups and opens the door to other programs that are offered by the Department. The Data Exchange will enable this type of analysis across programs and at a national level without the need for specialist evaluations or research. With the Try, Test And Learn program the government is testing different strategies that have been developed and delivered through the different projects. 

The data that you report will provide evidence if the program that you are delivering is working or not, and  it is learning that will be used with the development, delivering and funding of other similar future programs. All of you have a very important role to play in the Try, Test And Learn program.

Tranche 1 slide

Now a bit of background on Try, Test And Learn just in case you were not aware of it. The first tranche of the Try, Test and Learn fund was open for ideas from 9 December 2016 to 24 February 2017.  It attracted nearly 400 submissions from individuals and organisations across Australia. The focus of this initial tranche was young carers, young parents of students at risk of moving to long-term unemployment. On the screen you can see the projects that are part of Tranche 1.

Through the trial initiatives implemented in Tranche 1, we aim to obtain new insights into what works to improve the lives of participants from each priority group, either by helping them remain in education or enter the workforce with the ultimate goal of facilitating them to move beyond the welfare system. Tranche 2 is now open until 28 September 2018 and you can find out more about that on the Department s website.

Reporting Periods slide

When we think about the reporting periods for the Data Exchange, there are two six-month reporting periods per annum and they were what you can see on the screen. The first one spans from 1 January to 30 June and the second spans from 1 July to the 31 December. Organisations also have a 30 day closing period at the end of each reporting period, to check and finalise their data. The closing periods are 30 July for the January to June period and 30 January  for the July to December period.

Upload Options slide

Organisations can enter their data for a reporting period at any time within that reporting period. Some choose to enter their data every day, once a week, once a month or even every three months. The Department encourages organisations to enter data regularly as reports are refreshed each night and can assist in monitoring targets.

For the Try, Test And Learn program, your grant agreement stipulates that you are strongly encouraged to submit your data every month and your activity work plan every three months. You will be able to review, update and evaluate your data regularly, and this will provide early insights into what is occurring in your programs and the outcomes your clients are achieving and that will actually be valuable for everyone.

Data that you enter will be available to you approximately 24 hours after your upload. And you will also be able to check it for quality and update it.

The Data Exchange allows you as an organisation to submit data in three different ways. These methods are system-to-system, bulk XML upload and using the free web-based portal. XML and system-to-systems are applicable for organisations that wish to use their own client management system to meet their reporting requirements and organisations considering this approach should refer to the appropriate technical specifications which can be found on the Data Exchange website.

System-to-system transfer means that you have and you wish to continue to use your own client management system. Your IT vendor modifies the specifications of the software so that the Data Exchange relevant fields are automatically uploaded to the Data Exchange at regular intervals such as midnight each night. It is similar to having an automatic direct debit set up to your bank account. Technical specifications on the coding required can be found on the Data Exchange website and I will show you where those are.

Bulk upload is similar to system-to-system transfer except that in this case, your IT vendor can create a function where you need to manually go in and bulk upload your data in XML format. This means again that the relevant fields to the Data Exchange extracted from your software as an XML file and it will be the Data Exchange organisation administrator that uploads the file to the web-based portal. Again it is similar to paying your account online where you physically need to do the bank transfer. The reference data codes that are required to be sent to your IT vendor are found in the web-based portal. We do recommend that you have your IT vendor or specialist contact our helpdesk for access to a staging environment so they can test and check your uploads before submitting live data into the Data Exchange. This will reduce or assist in reducing any errors that will occur or may occur. 

The third option is the free web-based portal, this allows a user to directly enter and report their data. This is a free tool for providers who do not have their own client management software or do not wish to enhance the software that they have. The web-based portal provided by the department allows for recording client service and outcomes data that meets all the data requirements for your programs and allows you and your staff to confidentially manage your client information. 

Most of you attending will be using the web-based portal to enter your data. User support, task cards and e-learning modules are available on the Data Exchange website to help users navigate the portal and enter their data effectively and during this presentation, we will go through and demonstrate how to add your client, sessions etc. using the web-based portal, and you can see how easy it is.

No option is preferred by the Department. You should choose the method that best suits your organisation.  Please note that you can switch between the different methods at any time.  For example, you might want to start entering data in the web-based portal while working with your IT developer to build the system-to-system or bulk upload capability for the longer term.  That is definitely an option.

System enhancements slide

I do want to make you aware that system enhancements to the Data Exchange will occur in August 2018. There will be an introduction of optional fields as well as the updating of SCORE domains and it is going to be a lot easier to record SCORE in the web-based portal for clients. Once these enhancements have been implemented and go live, we will be holding a webinar that will demonstrate how to use the enhancements. In the meantime, a system enhancements webinar has already been delivered that discusses some of what these enhancements are using just screenshots. This webinar is available on the Data Exchange website under the Webinar library tab. I will touch on some of those changes throughout this presentation. Please  that the technical specifications that are currently on the Data Exchange website reflect the August enhancements so please ensure that your IT vendor or specialist is using this version if you use system-to-system or bulk upload.

Data Exchange User roles

We will have a look now at the different Data Exchange user roles. You may have heard me use that term Data Exchange organisation administrator. Basically with an organisation administrator, you have access to all areas.  It allows the user to create, amend and view records and manage user access within the organisation. It is the highest level of access and you are automatically granted full access to all the outlets and program activities that your organisation delivers. It is also required because the organisation administrator will be the one who will do the bulk upload of the XML files. We recommend that an organisation has more than one Data Exchange Organisation administrator in case of staff absences or departures. 

The following system roles can be created and managed by the organisation administrator in the web‑based portal, providing you with flexibility and allow you to be self-sufficient in creating and removing editors and your other users.

We have the organisation editor and as the name suggest they are able to create, amend and view records, but only for the outlets and programs that they are attached to by the organisation administrator. 

The organisation view only user. They are only able to view records for outlets and programs that they have been attached to or given permission to by the organisation administrator. They are not able to actually create or amend any client records.

It is very important that when you go into the report, you can only see the information for the outlets and programs that you have been given permission to by the Data Exchange organisation administrator.   

Getting started slide

Let’s look at getting started. How does it all happen because some of you attending might be uncertain as to what your next steps are. We have just put this handy tip guide together for you and we have a ‘Quick start getting started’ task card which is available on the website. There is a range of materials on the website and if you do need additional support, please contact your funding arrangement manager. 

You will also need to apply for an AUSkey. Some of you may already have an AUSkey as it is used for other online government services. However, because obtaining an AUSkey can take some time, we would recommend that you do this as soon as possible if you do not already have one. 

AUSkey’s come in two forms. There is an administrator AUSkey and a standard AUSkey. The administrator AUSkey is totally different to the organisation administrator for the Data Exchange. Administrator AUSkey holders are normally a chief financial officer level type person within an organisation. They are required to set up the Data Exchange system for their organisation, including outlets, programs, and setting up access for other users. 

The standard AUSkey holder is normally a practitioner or somebody on the ground in the office, who are  required to input client level data on sessions and clients, etc. Administrator AUSkey holders must be careful about how they set up the system and organisations to ensure privacy is protected.  Administrator AUSkey holders can create standardised keys for the rest of the organisation users. Someone who has a standard AUSkey, can be the Data Exchange organisation administrator.  You do not need to be the administrator for both.

An organisation can have more than one AUSkey administrator to the Data Exchange. This is something that we recommend in case someone leaves the organisation. Also, to allay any fears out there, the obtaining of a standard AUSkey for access to the Data Exchange does not mean that anyone in your organisation will automatically have access to the financial information that is stored at the ATO. An AUSkey will get you into the building, but you need different access for the Data Exchange to get you into the room within that building, so it is a different type of access. 

The Australian Business Register (ABR) are the guardian of all things AUSkey. Please contact them if there are any issues with AUSkey and they also have a wonderful document that is called AUSkey Registration Guide that is available to answer many questions on AUSkeys. Type in AUSkey registration guide into you preferred search engine and that will bring up with lots of information in regards to AUSkey. 

The next step is to decide upon your upload method. Again, you will choose which method works best for you.  As mentioned earlier, an organisation can change the upload method from manual entry to bulk upload at any time. It is very important that you ensure that the client ID for the new method of upload starts after the one for the previous method otherwise you will lose all that data that is already there.  For example, if your last client ID was A1234 and you started with your new upload method from A0000 it will actually wipe everything out. You need to make sure that it would start at A1235.  We do have a task card which is the ‘Upload methods’ task card that explains that in further detail. If ever in doubt about anything in regards to upload methods, please contact our helpdesk and we have a wonderful team there that is only too helpful to assist you.

Once your upload option is decided, you can apply for access to the Data Exchange by completing a user access request form. The person/s who will be the Data Exchange organisation administrator complete the form. Once they have access, they can go into the system and create other users. We will demonstration this shortly.

You will need to have your grant agreement identification number to put on the request form. This can be found in your grant agreement, or if you are unsure, contact your funding arrangement manager, they will be able to help you with finding this piece of information. If a user has been given editor or viewer only access but you now require them to become a Data Exchange organisation administrator, you would need to complete the user access request form and up the top, there is little section there ‘why are you completing this form’ and you would just tick that you have changed your role and you would submit that to the Helpdesk.

The next step is for the Data Exchange organisation administrator to set up outlets and users and you would input your data. We do encourage you to start entering data now and continue to do so regularly, regardless of your upload method because the more data you enter the more you will see in your reports and as I have mentioned previously that it does take approximately 24 hours for the data to upload. Again, remember that it is strongly recommended for you to enter data every month. 

Data Exchange web-based portal slide

I am going to pause the screen here for a moment because I will now a tour of the website as well as the Data Exchanged portal.

If we work along the top of the webpage, we have the Homepage that we are on; next there is the About page which tells us about the Data Exchange. Next there is the policy guidance tab which contains the Data Exchange Protocols. The protocols are the reference guide as to the policy and the data items that are used in the Data Exchange. I would recommend for you to print this document out and to keep it handy.  If you continue down, we have got information on the importance of data quality and we have got a bit of a checklist as well that you can go through just to make sure that you are hitting the mark in regards to your data and making your data count. On the right-hand side there is a heading that is about SCORE which we will be discussing shortly in the webinar.

We have the IT access tab and here is the Quick start guide that I had mentioned earlier that is useful to print out or refer too.  We also have the User access request form that the Data Exchange organisation administrator would need to complete and send to the Data Exchange helpdesk. 

Next there are the Technical specifications. These include the specifications for system-to-system transfers and the bulk file upload specifications. There is also further information in regards to any frequently asked questions for technical questions and if there are errors occurring in the bulk upload, some common errors and explanations. 

The Training resources tab is where you will find the Quick start guide, a User access request form and a  hyperlink to the Protocols. This is where you will find the task cards and e-learning modules. Information for Self-service reports is located here also and we will touch on reports in part two of the webinar series. Here you will find task cards on the functionality of the reports, how to use reports, how to filter, how to add a story, and how to export data.   

The website also has the Helpdesk information and the hours of operation.  The helpdesk operates between 8.30am to 5.30pm Monday to Friday Australian Eastern Standard Time.

We will now go back to the Homepage and check out on the right hand side; the green buttons. The first button provides access to the Webinar library, where there are past webinars including the System enhancements webinar button that I mentioned earlier.  This webinar will give you a preview of what is coming up in August. This is also where this webinar will be published once it becomes available.

Next is the Find training page which most of you found and were able to register for this event.  We recommend that you subscribe to the Data Exchange website so that you can receive regular updates that we have. Now, unfortunately, we do not offer any free holidays or set of steak knives or anything like that, but we provide information about handy hints on how to improve your data quality, any training that is coming up or webinars, and also information about what to remember because it is the end of the reporting period.  We do suggest that after you finish the session today, you subscribed to the website.

There is the contact us button and feedback buttons that will take you to those particular areas, and if we scroll down you can see here we have our Notifications, Latest updates and top 5 Helpful Resources area . The notifications area will provide information about any maintenance that is coming up, or any other information. The latest updates provides information on webinars or guidance documents that have been released and Top five helpful resources will provide links to find the user access request form and other important documents. Just at the top, there is a little search icon that you can type in information and it will find it for you too.

Demonstration of the web-based portal

I am just going to pause my screen while I go into the portal itself. 

We have just had a question sent through asking to clarify what we said about the Try, Test and Learn reporting requirements. The Data Exchange has got two 6 month reporting periods per year that all organisations need to report their information by. However with the Try, Test and Learn program, it is expected and there is a requirement that you would need to report your data every month. Hopefully that answers the question and I am sure that Lara and Andrew be able to provide a bit more information.

When you log into the web-based portal, this is what it will look like for now until August when there are a few minor changes being introduced. You will notice from the left-hand side that we have our Find a client and Find a case buttons. These are to find clients and cases that we have already entered in the system. 

We also have Add client, case and session and we have our ‘Access myDEX reports’ link at the bottom of the page. This is where you find your reports and get your data.

What we are going to concentrate on now is the ‘My organisation’ section. This is a section that is for the Data Exchange organisation administrator as this is where you need to come in and set up your organisation and your users. We will go into the ‘Manage organisation’ hyperlink and you will notice that you will have the details about your organisation. You will have information on your outlets on your program activities. The program activities will automatically be uploaded because it will come through from your grant agreement so you do not need to go in and add your program activity at all.  What you will need to do though is to go in and add your outlets and I will demonstrate that in a moment.

But first you can go into your ‘Edit organisation’ button on the top right-hand side and you will see that there are two sections that have a red asterix. Anything within the portal that has a red asterix next to it means that it is a mandatory field and you will not be able to complete the pages or the process unless you have information in there. 

You will see here that you have the Preferred organisation name which can be very different to your Source organisation name which is your legal name that is attached to your ABN. You might want to put in here the name that you are known by in the community or a trading name to make it easier for people to find you. 

We have here the ‘partnership approach agreement’ button. As we know, for the majority of you attending today the partnership approach is mandatory for you and there is an expectation that you will be reporting those partnership approach items. The Data Exchange organisation administrator will need to go and actually manually change this from a No to a Yes. The next three fields you cannot change at all. I will select Save and you will see that information displayed on the screen as I have changed it. 

Next, you will need to go in and set up your outlets. To do that you select the ‘Add outlet’ button and you enter in the outlet name, address, etc. There are some guidelines around adding outlets. With an outlet, the address or the name should not be a sensitive location such as a refuge or an individual’s residential address, and there should not be any PO or post office box numbers used as addresses either. When you submit an outlet request, they are verified and approved, normally within five working days and a copy is sent to your funding arrangement manager in an email saying that you have requested an outlet address. We do recommend that you set up these outlets early before the end of the reporting period because we do find that there is an influx of outlet requests at this time and so we do not want anything to be delayed for you. 

Let’s pretend that we have set up our outlet. The ‘Save’ button will change to green and we select it. The next step would be going in and attaching your program activity to the outlet. The program activities are already preloaded.  I am going to my outlet at Penguin primary and I am going to add the activity.  I select from the drop-down list select the activity that I want. Now only the activities that I am funded to actually deliver will be here, you can see that this one has got the Try, Test and Learn fund Tranche 1. I can select. I am going to save that and I can see if I go to the next page here that that activity has now been attached to that outlet.  More information and a step-by-step on how to do this process is found in the Create and manage outlets task under that Training resources tab on the website. 

Now what you will notice here is I can actually go back to the Homepage on this right-hand side under the ‘I want to’ or I can go to the Homepage on this topic left-hand side so that I might do select that now and we back to the Dashboard or Homepage here for the portal. The next step as a Data Exchange Organisation administrator would be to now set up my users, I select Manage users and I would now go in and add a user, and again here we can see the mandatory fields I would entry my given name, family name, phone number. The email address must be the same email address that your AUSkey is connected to that the users AUSkey is connected to, otherwise it will decline, so that is very important. That is what you need to apply for your AUSkey early.

the system role. You would select what role this particular user will have. Will it be View only where they can only view records for the program and outlets that you would attach them too, or will they have an Editor role where they can create, amend and view records as well for outlets and programs that you have attached them too. Once you have entered those details you would again select ‘Save’, and that information will be there. 

Let’s go back to the Homepage and I am going to be using the right hand ‘I want to’ menu now, and we will go now to the Reference data field. This is for organisations that are using bulk upload as their upload method to submit their data. The Data Exchange organisation administrator will need to go in here and download these files that are here that are required to be sent to your IT vendor or specialist for them to do the coding. Now this is updated regularly. We recommend that you go in every three months to actually get this information. And when it is time for you to do that upload data so every month or week or weekly or monthly with you want to do, but the expectation is that it will be monthly. You would go into the Uploaded files area, select Upload new file. You would find your file and you could put in a comment that it is for the month of whatever is, May, or for the week beginning of, and you would submit.  This would become green and you would select that ‘Submit’ button and that is something that the Data Exchange organisation administrator will need to do manually every time.

Now the next button here is the ‘Manage action items’, and sometimes with organisations we have got what is called a Handshake agreement. There may be a lead organisation that has delivery partners that are delivering programs for them and the lead organisation may request to actually be able to access the reporting information. They would send through a request and it will sit here for the delivery partner to either accept or decline. 

Now what I do want to do is I just want to go back to the Manage organisation area because I nearly forgot with the program activity just in regards to the partnership approach. We mentioned here that you need to actually go and change the radio button from No to Yes. You will need to do the same and I will just go into any program activity, so the first one there of Assistance with Care and Housing, ‘Edit the program activity’ you would need to do the same.  Pretend that that is No, with your program activity you need to change it to Yes as well. That is what you will need to do for the Try, Test and Learn program. You have to go in at the organisational level first of all and go in at the program activity level and check that the radio button has changed from a No to a Yes, and that way the data that you enter, you will be able to actually retrieve from the reports, the partnership approach reports.

Poll 2 slide

I will go back to the Homepage and now just going to pause my screen and we will get back to the presentation, we won’t be a moment I am just loading that up now. I will just show that the screen again so you should have Poll Question 2 on there so we have got another question. Let’s get this one going through and I launch this, so, just a bit of a pop quiz. Even though there are two reporting periods for the Data Exchange per year, how often are you encouraged to submit your data? We have got the items there so we will leave that open again for the 20 to 30 seconds and will get everybody’s response. I can see those coming through, so thank you everyone for participating in these polls. That is fantastic.  I will just close that there and I will now share those results. As we can see were resounding 95% there, every month and we have got a few there are with every three months.  I just want to reiterate that while the grant agreements encourage monthly reporting, reporting on a more regular basis is beneficial for all parties. The encouragement there is for the TRY, TEST AND LEARN program that it is monthly reporting.

I will go back now again to the presentation and we going to look at the priority requirements information.

Data Exchange Framework slide

As you can see on the screen the Data Exchange is made up of four different parts of this diagram represents those parts and the framework of the Data Exchange. The priority requirements are the basic dataset that all organisations must report and they are captured under the concepts of clients, cases, outlets and sessions and this basic data is included in the standard report which is available to all users of the Data Exchange.

The Data Exchange client survey, which is the next section there in blue, has been paused as we work through the feedback and evaluate the pilot.  It aims to collect client outcome and service experience feedback directly from clients. Now some of you delivering the Try, Test And Learn programs took part in the client survey pilot and we thank you for your valuable insight and feedback. We are currently working through this feedback and will update you once we have got more information. There will be a tailored client survey for Try, Test And Learn that we are currently developing in consultation with the Try, Test And Learn evaluator, the University of Queensland (UQ), and we will again keep you updated as it progresses. KPIs one to three in your grant agreements are drawn from the output information entered for the priority requirements.

On the right-hand side are the items for the partnership approach. All but one project are expected to take part in the partnership approach. Again, you will note this is required as it will be included in your grant agreement. The partnership approach is focused on outcomes measurement in the capture of client pathways data. Organisations participating in the partnership approach will be able to access additional data and insights into their clients via suite of partnership approach reports which include information drawn from other government and population datasets and these reports will also include further client demographic information, service delivery and outcomes data, and you’ll see that when we go through part 2 of the webinar series which actually goes into the reporting to see how fantastic they are. Now KPIs four and five for your grant agreement are drawn from outcome information entered for the partnership approach.

Now on the screen are some commonly used terms for what we would class as a case, session, service type, client, and support person. Some of them may be different to what you’re used to using but they are the definitions as defined for the Data Exchange and that those definitions are found in the Protocols document as well. We will refer to these as we go through the next few slides. 

Priority requirements items slide

Let’s look at the priority requirements. These are the mandatory fields that all providers must complete to add a client. In the Data Exchange a client is defined as an individual who receives a service as part of a funded activity that is expected to lead to a measurable outcome. We understand with your program, you will be seeing clients face-to-face or in a group settings. The information collected and recorded here are the first name and last name, a date of birth or an estimated year of birth if a specific day and month are unknown for personal, religious or cultural reasons.  We have gender, which the different definitions here are male, female, intersex or indeterminate, clients that do not fit the typical binary notions of male or female bodies, or not stated or inadequately described.  We have the residential address and the minimum information that is collected, there is at a suburban, state and postcode.  We have cultural and linguistic diversity which is captured through two questions; main language spoken at home and the country of birth, we have the Indigenous information. Whether the client identifies as having an Aboriginal and/or Torres Strait Islander background and disability information, which includes disability, condition or impairment. 

Now the first four items, the first and last name, date of birth and gender information, automatically generate a statistical linkage key or an SLK. Now that is an algorithm that is made up of fourteen characters which include numbers and letters.  The SLK de-identifies client data, but it enables it to be matched over time and programs. This information does not include information that identifies a client at all or information that can be used to re-identify a client in any way. More information on SLK’s again is in our Protocols document that you can refer too.

Unidentified group clients slide

Sometimes with some programs there is large events, such as a program barbecue or a community day, that might be held and it might be impractical and impossible to collect and record client individual information. Similarly there are some types of service delivery such as website services, where it may not be practical to collect individual details. Allowance is made for this with the possibility of recording only aggregate number of unidentified group clients to the session. Recording unidentified group, clients will demonstrate how many persons attend a session, but it does not include any further data such as Indigenous status, age groups, disability status or cultural and linguistically diverse CALD background information. Your reports will have the output count of how many people attend the group or community event, but there won’t be any background information that we just mentioned are previously.

Again, further information can be found in the Appendix B handout that you have got there for the Try, Test and Learn program, and it is under the ‘Should unidentified group clients be recorded’ heading. For the TTL program  the use of unidentified group clients is set at 5% of your clients or less as the project that you will be delivering provides face-to-face support where clients are known to you.  If you find that the number of group clients is higher than what specified in Appendix B, speak to your funding arrangement manager about this.  The exception to this is the Strengthening Students Resilience project.  The nature of this project may mean that there is a larger percentage of unidentified clients.  However, collecting data on individual clients is preferred as this allows the Department to follow participants over time. 

Demonstration 1 – Create a client record slide

What we’re going to do is we are now going to have a demonstration of creating a client record and I will step you through that. Again, I am just going to pause my screen and get back into the web-based portal.  Ok we will get you back on track here fantastic, and what we do is we going to add a client. Select the ‘Add client’ button here so we have got time just an example, a little bit of a scenario of Chloe who is a former student under the age of 25 who has recently finished her study and is now unemployed and receiving an income support payment. Let’s go in and add Chloe in and will actually have a look at some of these fields.

First of all, of the screens you’ll find the other client, case and session screens.  They do look very similar. Notice here that we have got a task bar at the top with these little roundabouts, as you move through the pages you will see those items turned to blue and it is saying that you are successfully completing the process. Again, we have different fields that are marked with a red asterix indicating that the mandatory fields that must be completed. 

What you’ll notice here is the client ID now this does not have a asterix next to it, you can actually go in and enter a client ID that you want. You may have one that you’re using a particular system there in the office and you might want to use that particular record so you can do that. What we do say though is not to use any sort of information that will be able to identify that client in anyway. no names, individual or family names.  No CRN numbers, the customer reference numbers at all, that can identify that clients are. What I will do is, I am going to leave that field blank because the system were actually auto populate a client ID for me.  Once we have completed that I will show you where you see can have a look at it. 

What we need to do is go in here and enter in Chloe’s details as she has provided them to us so that is, as the client identifies that we would get this information. Now Chloe if she wants, this name that she has used could be a pseudonym. She is within her rights to do that. We would just tick that off if it is a pseudonym. What we would probably ask of Chloe is that next time she actually comes to us and access one of our services or goes to an organisation to access a different service, is that she uses that same pseudonym so that the SLK, we can follow her progress through the different services that she is accessing.

Chloe is also able to provide an estimated date of birth if she is not sure of what her date of birth is or doesn’t want to provide a date of birth. What you would do is tick that there and enter in a year of birth. You might think, okay Chloe looks about 21, you would put the corresponding year there. What you would see in your information as it comes through is that it would record the date of birth as being the first of the first and the year that is actually selected.  However, in this particular example, Chloe knows her date of birth and I am going to enter it in or you can use the calendar function.  I do find though with this one for date of birth’s it is easier to type in, so I am just going to put in her date of birth as is specified.

We come to the gender, so it is as the client identifies. Okay she has identified as female there, however, if she does not want to identify we could put in Not stated, however, with this we are asking the question and that is what she has identified as.

You will notice the next field here is the Tags field and again it is not mandatory and this is used within organisations because you could put particular items in here about the client that you can search on within your particular organisation. Chloe might be interested in quilting or maybe she does not have a car or something like that.  You could enter that in and there may be other clients within your organisation that had those particular features as well, and you may be organising some sort of information session or newsletter that would go to them. More information on how to add tags is in our ‘Add a client’ task card.

We come to the two consent questions here. Now you can see that they are pre ticked just for ease.  We would expect that as an organisation, you would already be providing or obtaining consent from your clients with for you to collect their particular details and this is now consent for this information to be stored on the Data Exchange. In this particular example Chloe has said ‘yes it is okay’ to actually have this information recorded, so we are leaving it ticked.  If she said no, we would uncheck this we would need to take note of the client ID because it strips that information away and it just has Name hidden there.  Chloe could come back and say ‘look, I do want to provide my consent’, and you can tick that back in there at any time.

The next box is about Consent for future contact also for survey research evaluation. At times we have research facilities, universities, etc. that do want to have these particular surveys that go ahead.  We would never provide these organisations with clients personal details, but we could say ‘look, we have got some organisations that are delivering to this particular client group that you are looking at doing this research on, you can get in contact with them’. It does not mean that she will be contacted but she is open to that possibility of having that experience. In this particular example we are going to leave those items there as ticked. We can continue on to the ‘Next’ button.

The next field that we come to is the residential address and you will notice that only the Suburb/ town, State or Postcode has been marked as a mandatory item, that is all we need to collect.  We do not need to collect her street number or street name if Chloe does not want to provide that. I am just going put in the information that I have here for this example, and you can again as you can see here use the drop down by selecting the State and put in the Postcode and selecting the ‘Next’ button. 

What you can see with these pages, the taskbar has moved along.  That is mean that we successfully starting to add Chloe in as a client into the Data Exchange. The next fields that we come to are the Country of birth. What we can do here is we can either open the drop-down here and make the selection or we can actually just click into that field and start typing in the information. I just typed in ENG that is bought me up to English, and we can select that and bring that into that field there. These particular fields for Country of birth and the Main language spoken at home, are taken from the Australian Bureau of Statistics, the ABS. We do have a lot of the Indigenous languages there, if there is one that is not there and you think should be, please let us know because we will refer that on to the ABS. 

The next item here is the client of Aboriginal or Torres Strait Islander origin? Again, it is how the client self identifies and we would make that selection there as appropriate.

We have the question about Does the client have one or more of the following impairment, conditions or disabilities? Again it is how the client identifies as to what they have. If they do identify as having a condition they do not need a medical or doctors certificate to actually prove that, you would make the selection and you can select more than one. Definitions for those particular conditions, impairments or disabilities are found in the Data Exchange Protocols document on page 20, and I would recommend that you look through what they are, because they have been grouped together and it may not be particularly obvious if somebody comes in with a particular condition that they would fit under that group. Please have a look at those definitions that are found in the Protocols document. In this particular instance, there is no condition, impairment or disability that Chloe has self-identified with. 

We are at the ‘Next’ button and we come to the Review page, we can review the information that we have actually entered in for Chloe. If we find that we are actually duplicating a record we can cancel this record by selecting Cancel. If we find that I have actually spelt Chloe’s naming incorrectly or some other details I can select the Back button and work through those pages again, update the information and come back to where I am now. 

However, this information is correct so I am going to select ‘Submit’. We now come to the Finish screen so we can see a few things here.  Firstly, the taskbar has come to the finish line. That is fantastic. We have got the tick of approval saying that the client has been successfully added. If there were any issues throughout the pages, in this information box it would say ‘hang on, warning, I need this information, this is not correct’.  But in this case, everything is okay. We come to the Client ID and this system has auto generated this client ID form me, I would note this down. There is the information there on Chloe. 

Okay, you will notice that this is the banner here is about the partnership approach. This is where I would go and enter in some Extended demographic details. I am not going do this right here at the moment, I will do this when we come to that section so that you know what the extended demographic information is that you will need to collect. However, you can see where it is.

Poll 3 slide

What I might do some going to go back to the Homepage just to get me ready for the next demonstration that I am going to do for you okay, but I will pause the screen and will go back to the presentation. Okay and we should be up to Poll 3, just a little bit of a pop quiz let’s load that poll. The first name, last name, gender, and what is used to create a client’s SLK? We have got the residential address, indigenous status, disability status or date of birth. Which one do you think it is? Okay we will just leave this open for a few more seconds. We are going to close that poll and I will share that with you. Fantastic, a hundred percent success rate so date of birth that is fantastic. Thank you for that and we will continue one now with the presentation.

What is a case?

The next item that we have is the case, we registered the client, created the client recording the Data Exchange. Let’s have a look at now, this client needs to be attached to a particular case. The information that has here is that the case is the first step in recording service delivery information within the Data Exchange. A case captures one or more instances of service delivery, which is known as Sessions and that is expected to lead to a distinct outcome. A case record is only created once for each unique case you wish to create and when used appropriately, you can actually use that case over multiple reporting periods, just like you can actually use a client over multiple reporting periods. Depending on the nature of the service, a case could be linked to an individual, a couple, a family or an unrelated group of individuals.  Now the there is no specific case structure or naming conventions for this program, so I have just used some examples here on the screen that I have called this particular case Education and skills training May 2018. Or I have got a case here where it actually is related to an individual but I have actually coded it in a way that there is no identifying information about that individual at all.

Sometimes we get asked the question ‘can I create a case that covers two program activities or two outlets?’ If a client receives services under a number of different funded activities, each of these is treated as a separate case. Cases, even though they can go across reporting periods, they can’t go across program activities or cover more than one program activity, nor can they be attached to more than one outlet. You would need to create a separate case. More guidance is in our task card of creating a case and also the Protocols. 

Demonstration 2 – Add a case slide

What we going to do now, is we are going to create a case so I am just pausing and we will go to the portal and from the home screen. We are back at the Homepage and I am going to go ‘Add case’, and the screen looks very similar to adding a client does not it? We have got the taskbar, we have got some fields and we got mandatory items within those fields. What I can do is again, with the Case ID entering the case and again not using anything that will identify my client or clients. I am going to call this case Education and skills training – interview. I am now going to select my outlets, this is the training database and I have got quite a number of fictional outlets.  The one that I am going to select though is the Tuggeranong outlet here.  This is where this program is being delivered from okay and I am selecting the program activity which is under Try, Test and Learn. A program activity will not appear or display in this field, unless you are actually delivering that.

We have the Total number of unidentified clients associated with this case. If you’re going to be holding some sort of large event, you would put the expected number of people that you think will be attending. So could be to 250, 300 etc. like this, but in this particular scenario, I know the people that are going to be attending this particular case that I have this particular training. I will leave that as zero.

I select ‘Next’ and I now move on to where I can actually connect or attach my clients to this case. I can search for my clients. What I can do is I can actually just start typing in, say, FRA, and select search and any record that has FRA in the name will display. What you’ll also notice is that the last client that you entered is the client that will display at the top of the list. I have Chloe, now also attached to this case there is Chloe, Gillian, Jennifer, Joe, Terence and Samantha that are going to be attached to this case during the lifetime of this case, I go to Attach selected clients.  Their names will now drop underneath that heading as Clients attached to the case. If I have made a mistake, I can select a client and remove them from that listing but everything is okay, they are my clients that are attached to this case and I am going to go ‘Next’. 

I am now at the Review stage okay, just checking that the information again is correct, everything is fine and I am going to select ‘Submit’. Again you see the task has been completed. I have got the tick of approval saying that this case has been successfully added, and that a ‘session must now be added for clients to be counted in reports’.  Okay, we will be doing that in a moment. I have my partnership approach information button that I can go straight into. I can either add a session from this hyperlink or again, I can go from on the right-hand side under ‘I want to’. I will just go back to the Homepage for now and I am going to pause and we will actually go in and create the session. 

What is a session slide

Let’s just go back, so on the screen you should have information about the session. Okay, that it is an individual instance of service. When it actually occurred that these people, these clients that you had, actually came and attended the activity that you were delivering. The sessions actually drive the report so a session must be recorded within the relevant reporting period for it to display in reports.  We also mention there, the dates that session occurred, the clients that attended and service type.

Service Types slide

Service types do differ from program to program and the portal will only allow you to enter the service type that is relevant to the program that was covered.

On the screen you can see the service types that relate to the TTL projects. Information again on these projects can be found in the Appendix B information extract that I had presented there as a handout and also please note that not all service types are applicable for all projects. Also, you will notice that when you go through Appendix B and also when you enter your data that we have the term ‘service intensity’.  Service intensity is a new concept for the Data Exchange and that we use this approach rather than requiring organisations to report the exact amount of time a session has taken. We would appreciate your feedback on how this works for you if you think that it makes sense, and I will show you that in a moment.

Demonstration 3 – Add a session

We are now going to demonstrate how to add the session. I will first of all go and find my case. Again I can search for my case if I want to here with the Case name in the Case ID field, but because the last one that I have actually created here Education and skills training, I will select my case. There is the information there and if I scroll down the page you will notice ‘Sessions associated with the case’ is Add a session so I will select that button.  It has a very similar look to Add a client and Add a case, so I can go in and create or add a Session ID in here but the system will automatically populate one for me if I do not.  

I can go in and add my Session date, so it is when the session occurred. I cannot put a session date that is in the future.  I can only do today’s date or back, but it must be within the reporting period.  So if you miss putting one in for reporting period. Once the reporting period is closed, you miss actually in getting that information at all. This session occurred on the 1st May. The Service type that we have here, I have got as Intake and assessment.  Because this is actually my clients coming in and we discussing the need for this particular training that they are having and its Medium intensity. If we look at Intake and assessment and Medium intensity in relation to the Appendix B extract that you have got, it is saying this is taking longer than 20 minutes, but it is up to an hour to complete. Have a look at those different in service intensity levels to see which one you would need to select. The number of unidentified clients, now I know who my clients are some I am going to leave that as zero and if I wanted to say there was an interpreter present.  I can either select either ‘Yes’ or ‘No’ but in this case I do not need to do anything and is not mandatory. 

I will go to ‘Next’ and I am now going to select my clients that attended this session, so actually Chloe, Gillian, Jennifer, Joe, and Samantha all attended the session as clients.  I am going to attach them as a client.  Okay, now also Terence, he did attend the session, but as a support person.  He came to support Chloe. I am going to select Terence and I am going to attach him as a support person. We can actually record support people attending sessions, however, and their information will need to be recorded and registered within the Data Exchange as well.  What you will notice is that the participation type on the left-hand side we got a number of Clients, but we have got Terence as a Support person, and that is how it  will display in your reports as well. 

I am going to go ‘Next’. I am reviewing the information now just to make sure that it is all correct it. That is fine and I am submitting. What you can see here is I have got the Session ID that is been auto populated, the date of the session, what the service type was, and the intensity and the people that attended the session. 

I have also got my information in regards to the partnership approach, SCORE assessments and also Referral to other services that I can go in and add. I am going to do is go back to the Homepage and I am just going to show you another feature. What I can do, something that is very handy in here, is I can actually copy this session, I am just going to go in and add another session just to give you the example. The next session that occurred actually occurred on the 8th May and now this session was for ‘Information, advice, referral,’ and this was just a general one because it was less than 30 minutes and I am following the guidelines in my Appendix B. Now this here is telling me that the people that attended the session. What I want to do in this one because I am copying it just copies over that first session that I have copied. So I am going to remove some of the clients. Now the people that attended where Chloe, Gillian and Jennifer. I am actually going to select Joe, Terence and Samantha and remove them. They come up the top. I have got ‘Selected clients or support persons that attended the session’ here, Chloe, Gillian and Jennifer so that is correct. I go to ‘Next’ and I ‘Submit’. What I have now got if I go back to my Homepage and I find my case, there is there is a top one when I scroll down, there is my session information, you can see that there.

How it all fits together slide

I will go back to the presentation because we can look at how it all fits in. Just to recap, we have there on the screen those elements of the case, etc. So we have the overarching activity, which is TTL, we have got the case ID, so what I have named it. We have got the outlets so where the physical location that it was delivered from or if staff had to travel, where their administrative centre is and we have got the clients that are actually associated with the case. On the right-hand side you will see that we got the first session, the 1st May, what the service type was and the clients that attended. we have got session two, the date, the service type and the clients that attended and you get the idea of session three, etc. the clients that attended there as well, so that that is how it all fits together.

The partnership approach slide

We going to now go to the partnership approach information. Now, along with the prior requirements most organisations funded to deliver the TTL initiative are also required to capture data for the partnership approach within the Data Exchange and this includes SCORE and data for an extended dataset as can be seen on the screen. Organisations in the partnership approach, you enter the priority requirements data plus you enter SCORE, which is not so much a method of collecting client outcomes, but for recording those outcomes in a consistent way across all programs that use the Data Exchange.

You have got Extended client demographic details such as Homeless indicator through to Ancestry. We have Client needs and circumstances such as Reasons for seeking assistance and Referral purposes. For Extended client demographic details you are welcome as part of the TTL program to collect and enter all of these details if you think it is appropriate for your program and for your clients to do so.  Now in exchange for providing this information, you do see that back in the reports and remembering that what you actually enter is what you will receive back. 

However, with the TTL, the policy team recognises that collecting this full dataset will not be feasible for all programs. Therefore, they have identified a minimum dataset that they expect to be collected under the partnership agreement for the Extended client demographic dataset they expect the ‘Main source of income’ question to be collected.

I am sure you will see that the benefits of participating in the partnership approach is that you got the ability to demonstrate outcomes that the clients are achieving, you have got a rich set of additional reports, and you also got access to those hard data reports all this information, you will get back in your reports. 

SCORE domains slide

We now come to the SCORE which stands for Standard Client Outcome Reporting and it has four components that you can select which is Circumstances, Goals, Satisfaction and Community. The first three, they are actually there to SCORE against individual clients and the one in yellow is against community events in a large events such as harmony day or a program barbecue when it is impractical to collect SCORE on every person attending. Each of the SCORE components, they do target specific areas and they have a separate set of domains relating to possible client outcomes so circumstances it looks at the longer term changes or impacts the program will have on the clients. Goals looks at a progress of a client in achieving specific goals and that is over a shorter term and Satisfaction measures the clients perceptions of the responsiveness of the value of the organisation’s ability to meet client needs. 

Now the Department realises that while one domain may relate to services being delivered by one organisation, another may not. They are all included in the SCORE because the Data Exchange is used by a broad range of programs run by different funding agencies.  Now they do also use a Likert scale of 1 to 5 so that it ensures consistency in recording and reporting and I will demonstrate that for you shortly.  So again, using the domain that is relevant to you. Now what I will just advise you that the TTL policy area has identified the domains highlighted on the screen. You should see them there with the red boxes.  You are encouraged to collect more if it is useful to you, but we have identified a minimum dataset. So we would like also to stress that working with the University of Queensland or UQ on the evaluation capacity building, such as developing your own program logic and evaluation framework will help you to identify which additional domains beyond the minimum dataset that your program addresses and which ones you would therefore like to have evidence for. Please keep that in mind as you recording these during your program. 

I would like to just highlight we did mention earlier that there were system changes coming ahead in August, so I have just got on the screen in relation to SCORE there will be some changes and also to remember you will get a copy of this presentation in the handouts.  If you would like us to send you another copy let us know, but these are the changes of what the current state is in regards to the SCORE domains to what the proposed change will be in August and we have more on the next screen. 

How are client outcomes assessed? slide

When we look at client assessments there are a number of ways that clients can be assessed; through the client actually providing their own assessment, through the practitioner providing assessment, or a joint assessment by both the client and practitioner together, or the use of a clinical evaluation tool.  Guidance on how to collect SCORE outcomes from your clients can be found in the Additional guidance using SCORE with clients document that has been provided in the handouts. 

Using SCORE to directly measure outcomes by the Likert 1 to 5 scale rating is the preferred method for TTL programs.  If you already use the Data Exchange and are reporting via a clinical evaluation tool, please contact us via your funding arrangement manager and let them know which one you are using.  Regardless of the collection method, the Client outcomes report that you will see in the reporting ones will show pre and post and that is really good information. 

How are client outcomes recorded? slide

When we think about how outcomes are recorded, as I mentioned there is a pre-and post-SCORE.  The image that you see on the screen is that when a client comes to you initially start to engage with your service, that you would select the domain.  We know that with TTL program they have identified ‘Employment, education and training’ one as suitable for Circumstances you would do your rating. Over a period of time either at the end of the service, or periodically throughout them engaging with your service, if it is a long time, say it is 12 to 18 months, you would do periodical SCOREs along the way.  You would use the same domain there under the particular SCORE component and you would do your rating. We have a starting point and a midpoint or an ending point and we can see via those different points that are achieved what they started but also what they are now achieving. This could be a positive outcome, a neutral outcome or a negative outcome and that is the language that we use in the reports. 

I know we are very close and I have only got a few more bits of information to go through so if it is okay with you I will just continue on but we should not be too far off from finishing so I do apologise it is taken little bit longer than expected here to go through this information but we will be finished very shortly.  If you do need to leave us that is totally understandable.  As I said this will be recorded and this information will be available to you shortly.

Extended demographics and SCORE demonstration

We will go to the web-based portal okay and what we going to do is go back to the Homepage so I will show you the screen at the moment. I am just going to demonstrate two things for you. First of all we mentioned there that we had the ‘Main source of income’ as the Extended demographic information that we want to collect so I go to my Find a client and now I am going to look up Chloe James because I want to add information for her so let me do that for you. We select Chloe’s record and you will notice here on the right-hand side there is ‘Edit client details’.

If we do not capture that information straight away we can always go back to the clients record and update the information. Now I am scrolling down the page and I will come to a section that has Extended demographic details.  What you notice that none of these fields are mandatory because they do not have a red asterix.  However, it is recommended for your program that you do select the ‘Main source of income’. I am going to select the drop down there and just find out okay Chloe’s on ‘Government payments’ at the moment, so that is what I am going to select the and I am going to ‘Save’ that. If I found that there were other fields within that area of those items, I can select those as well but as long as I am selecting that ‘Main source of income’ for the TTL program. Chloe’s record has been updated. I will just go back to the Homepage. I guess I like going back to the Homepage because it is just the centre there where the all the activities, something that is coming with the August enhancements which is very exciting is actually going to make it easier for you to record SCORE in the web-based portal because you will have an ‘Add SCORE’ button underneath here under session and a Find SCORE button in here as well. That is going to be really terrific. 

Okay, now I am going to add Chloe’s SCORE, so again I will just go to the client record for Find a client, I am selecting Chloe’s name. I am now going to do a pre assessment on Chloe, so I am going to go to her first session as that is when the assessment was made. I select that session hyperlink and you’ll notice that here is the clients that attended the session. I am finding Chloe’s name and if I move along you’ll see ‘Client’s SCORE’ and there is a medallion icon. That is the SCORE icon. I will click that and that now takes me to the ‘Client SCORE’ field and I can go now and ‘Add a client SCORE’. Chloe’s details will come up.  It will come up under the Case ID, the date the session was held and the service type. So we have two mandatory fields here, the ‘Assessment phase’, which is what type of SCORE assessment is it?  This is her first SCORE so it is a pre-SCORE. The ‘Assessment type’ is the assessment was made under the Circumstances - she wanted to change Circumstances. I select ‘Show domains’. Now if I need a definition of the domains, I can select my definitions tab or I can go to that Additional guidance using SCORE for clients information and at that I have, or I can go to the Protocols document. The information is there as well. Now, just to let you know too that all the training task cards information, Protocols, etc. They will all be updated when the system enhancements go live. 

What you see here we have gone a range of Circumstances domains that fall under here and again, remembering that we have a broad range of programs using the Data Exchange and recording their SCORE information so that is why that is there so you do not need to select all of them. For the TTL program it is been identified that ‘Employment, education and training’ will be used. That is what I am going to select now when I look at here and the information that I got in my hand out for the ‘Additional guidance for SCORE’, is that Chloe has come in and she has had a lot of difficulty finding and remaining in work or education and this is having a profound negative impact on her daily life. Depending on where the assessments been made.  I am going to make that as one which equals ‘Very poor negative impact’ and I am going to ‘Save’. I can see there is her SCORE there.

I am now going to go back to the top here and I am going to go back to the ‘Case ID’ hyperlink because sometimes passed. Let’s pretend that we have had three or four months down the track and I am now going to record a SCORE assessment against another session that Chloe has attended because I just want to see how she is travelling. Again I find the session that I want to record the assessment against and that the assessment has been made there is her name.  I go to my client SCORE and I go in and ‘Add the client SCORE’. Now the ‘Assessment phase’, I have of already done a pre-SCORE so I now need to do a post-SCORE.  I need to select the same component of SCORE that I had originally selected because if I select Goals, it won’t actually give me what the difference or average change has been because I have not got a starting point.  My pre-SCORE was originally in Circumstances, this is what my post-SCORE is. I select ‘Show domains’ and now I go and again record it under the same domain that I had recorded the pre-SCORE for. Chloe’s has made some improvements there and she is occasionally recording looking at moderate or middle ground, the definition ‘I occasionally have difficulty finding and remaining work or education and this sometimes has negative impact on my life’, so that is how I have measured this as to the joint assessment that we have made and I would select a particular rating and I would go Save and I can see the SCORE there. 

That is been a very quick demonstration of how to record SCORE for this client Chloe. Again, we do have more guidance in the task cards and the e-learning modules.

Key points on SCORE slide

What we going to look at now are just some key points on SCORE here for you. For TTL organisation you are expected to record Circumstances and Goals outcomes for clients where practical and within reason, and in alignment with ethical requirements so your client might not be able to have the assessment made at that particular time. It might be a sensitive time for them or they might not wish to have the assessment at that time, so you would need to choose a time that is more suitable for them and record it against that session. 

For TTL organisations are expected to record Satisfaction outcomes for all clients and these would only be post-SCOREs because unfortunately we cannot have a pre-satisfied client, so they are only the post-SCOREs that you would need to collect. You would report against the minimum data set domains that were highlighted in the previous slide. You can select additional ones if you wish, but these are the must do domains for you to report against, and there is no right or wrong in the outcomes being achieved by your clients, your SCOREs should reflect what is happening to them at that particular moment that your recording these and that if you are calling them correctly and accurately it actual provides integrity to your data. 

The benefits of outcomes slide

We can see the benefits of outcomes on the screen. It really gives you an understanding of what does and does not work, the ability for you to monitor the impact of the initiatives that you have, it will also be your resource for the evaluations that will take place for the projects that you are delivering, and you have actually seeing if the clients are achieving those intended outcomes and you will be able to adjust that as time goes by. 

TTL Minimum data set slide

We do have for you a list on the screen of the TTL minimum data set, just to give you an idea of the information that is required. For the one project that is not participating in the partnership approach you would concentrate on the Organisational level and Priority requirements data. This is a takeaway for you to give you an idea of what your minimum data set is. 

Where to get help slide

Where to get help? We have got your funding arrangement manager. If you do have any issues in regards to your data entry or milestone KPI concerns, please give them a call we have a wonderful team that will be  able to assist you. If you are using system-to-system or bulk upload, your IT vendor and specialist please give them a call and direct them to the technical specifications that are required for the coding and just a reminder as mentioned earlier, that the technical specifications that are available on the website - they do have the coding ready for the August enhancements, just make sure that your IT vendor does have that.

Contact the helpdesk because again they can provide further assistance with technical questions. They can also provide your IT vendor with a staging environment for them to test their coding and their programs, just to make sure that when it is live and you push that button or that automatically uploads, that it all goes through successfully. Now just a point of interest, we will be holding an IT vendor specialist specific webinar very shortly, in the coming weeks. More information on that will be on the website under the Find training page. Just keep an eye out for that and that your IT vendor note to keep an eye out for that register to attend.

We have the information there on the website, we have got training material, support material and most importantly also subscribe to receive the updates as we do want you to get that information as it is released.

More information slide

We have some details there about the website, we have got the Helpdesk number and a reminder to subscribe. I do want to remind you is that we have got part two of the webinar series being held on Wednesday the 30th, again starting at 1:30PM. We are going to be going through some of the reports, we will have a look at the standard reports that we have, as well as the wonderful suite of partnership approach reports which you will be able to access.

If you have not already done so, you can still register via the link on the Find training page. After this session, when we do close webinar there will be a feedback survey. If you could complete that, we do value your thoughts on what you liked, what you did not and what you would like to see.  If you have information on how we can improve reports, or the website or the information that we collect, please send them through because we do value that we do listen to that.

Questions slide

I would like to thank you all for your attendance, participation and also your patience as we went through this information here this afternoon. Thank you and enjoy the rest of your day.


This webinar provides an introduction on the Data Exchange for the Try, Test and Learn Tranche 1 program.

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