Novation process

cover

Task card 16

Before commencing a novation, the following steps will need to be considered:

Providers should generate any standard reports for their previous organisation prior to migration as they will no longer have access to reports once user accounts have been moved.

Step 1

Confirm with the Australian Business Register website (https://abr.gov.au/) that the current AUSkey is sufficient or if a new AUSkey is required.

If your organisation retains its Australian Business Number (ABN) but changes its Legal name, there is no need to get a new AUSkey. An AUSkey does not have a connection to the legal name of the entity; it has a connection to the ABN of that entity. Please keep in mind the time required to obtain a new AUSkey.

Step 2

Contact the Data Exchange Helpdesk dssdataexchange.helpdesk@dss.gov.au to have the link between your old AUSkey and your Data Exchange account broken. This will then enable you to log into the Data Exchange. Please keep in mind that it can take up to 10 working days to have this step completed.

Step 3

Are the organisation(s) receiving new email addresses as part of the novation?

Yes
  • All users will need to complete a DEX System User access request form stating their new email address and organisation details.
  • The Data Exchange Helpdesk will modify user accounts and move the user to the new organisation record.
No
  • All users will need to complete a DEX System User access request form stating the new organisation details.
  • The Data Exchange Helpdesk will move the user to the new organisation record.

Step 4

The organisation will need to:

  • Re-create outlets and assign program activities.
  • Re-create any current and continuing client records.
  • Create cases and sessions for any service delivered since the start of novation date for the new entity.

 

More information on outlets, clients, cases and sessions can be found in the Data Exchange Protocols and the Training resources tab.