Run a standard report

Run a standard report cover image

Task card 14

Your level of access to reports reflects your user access in the Data Exchange. A Data Exchange Administrator can generate a report for the whole organisation.  Other levels of user accounts can only view the programs and outlets they have been provided access to.

Step 1 – Data Exchange home page

At the Data Exchange web-based portal home page, select GO in the Access MyDEX reports section.

Figure 1 – Data Exchange home page

This is an image of the Data Exchange home page, highlighting teh Access MyDEX reports GO button. Selecting this button will display the Reports home screen.

The Reports home screen will display.

Step 2 – Reports Login

Figure 2 – Reports home screen

figure 2 - reports home screen

At the Reports home screen, select Standard Report.

The Login screen will display.

Figure 3 – Login screen

This is an image of the Login Screen highlighting the different options for login: Forms Login, AUSkey login and Government (single sign on) login.

Select AUSkey.

The IBM Log on screen will display.

Step 3 – IBM Log on screen

Figure 4 – IBM Log on screen

This is an image of The IBM login screen.

At the IBM Log on screen, select External and OK.

The Public Folders tab will display.

Step 4 – Public Folders tab

The different reports available will display.

Figure 5 – Public Folders tab

This is an image of the Public Folders tab that displays the different reports available.

For this example, we will select the DEX Organisation Overview Report – XP0031 from the list.

Figure 6 – Public Folders tab highlighting DEX Organisation Overview Report

This is an image of the Public Folders tab displaying the reports available for selection. The DEX Organisation Overview Report - XP0031, the DEX Standard Program Report CHSP - XP0066 and the DEX Standard Programme Report - XP0030.

The Data Exchange Organisation Summary Report home page will display.

Step 5 – Select the report period and organisation

Select the required report period end date from the Reporting Period End Date drop down list.

At least one session must be recorded as occurring within a reporting period for the organisation name to appear in the Organisation drop down list.

Select your organisation name from the Organisation drop down, then select Run Report.

Figure 7 – Data Exchange Organisation Summary Report home page

This is an image of the DSS Data Exchange Organisation Summary Report page where you would select the reporting period end date and the organisation.

The Data Exchange Organisation Summary Report page will display.

Step 6 – Filter the report

The default view for this report is to show all outlets and activities (program activities) you have access to.

Filter the report to a specific activity or outlet by using the filters at the top of the report.

Figure 8 – Data Exchange Organisation Summary Report Page

This is an image of the first page of the organisation summary report.

Figure 9 – Activity and Outlet Filter boxes (close up)

This is an image of the Activity and Outlet filter box function.

Select the activity and/or outlet you wish to filter the report by selecting the tick box/s, then

Select Apply Activity Filter, or Apply Outlet Filter.

Step 7 – View the report

To view and move through the report, use the navigation buttons on the bottom left of the screen.

A glossary of terms is available on the last page.

Figure 10 – Navigation buttons

This is an image of the Navigation buttons available to view the pages of the report.

Step 8 – Exporting the report to PDF

The default is to display the report in HTML format.

To view and save the report in PDF format, select HTML on the top right of the screen and select View in PDF Format.

Figure 11 – View options

This is an image of the view options available. These include View in HTML Format, View in PDF Format and View in Excel Options.

The View in Excel Options function is not active.

Step 9 – Emailing the report

An email version of the report is available by selecting Keep this version drop down on the top right of your screen.

Select Email Report.

Figure 12 – Keep this version function

This is an image of the Keep this version function highlighting the options of Email Report and Save as Report View.

The Set the email options pop up box will display.

Figure 13 – Set the email options pop up box

This is an image of the Set the email options pop up box.

Enter the appropriate email address and other details as required, then

Select OK

DEX Standard Program Report

To access the DEX Standard Program Report, complete Steps 1 to 3 as per the above instructions for the DEX Organisation Overview Report.

Step 4a – Public Folders Tab

Select the DEX Standard Program Report – XP0030.

Figure 14 – The Public Folders tab

This is an image of the Public Folders tab displaying the different standard reports available.

The Data Exchange Standard Program Report home page will display.

Step 5a – Select the report period and outcome

Figure 15 – Data Exchange Standard Program Report home page

This is an image of the Data Exchange Standard Programme Report home page.

Select the required report period end date from the Reporting Period End Date drop down list.

Select the required outcome from the Outcome drop down list.

Select Run Report.

The Data Exchange Standard Program Report page will display.

Step 6a – Filter the report

The report will display results at a state and national level.

Select the required program from the Program Name drop down list.

Figure 16 – Data Exchange Standard Program Report screen with Program filter

This is an image of the Data Exchange Standard Programme Report screen with the filter options for Programme Name, Programme Activity and Outlet State.The Programme Name is highlighted.

Once the Program Name displays, select the Program Activity from the drop down list.

Figure 17 – Data Exchange Standard Program Report screen with Activity filter

This is an image of the Data Exchange Standard Programme Report screen with the filter options for Programme Name, Programme Activity and Outlet State.The Programme Activity is highlighted.

Once the Program Activity displays, select the Outlet State from the drop down list.

Figure 18 – Data Exchange Standard Program Report screen with Outlet State filter

This is an image of the Data Exchange Standard Programme Report screen with the filter options for Programme Name, Programme Activity and Outlet State.The Outlet State is highlighted.

The report will display results for the selected State and at a National level.

Figure 19 – Data Exchange Standard Program Report screen

This is an image of the Data Exchange Standard Programme Report screen highlighting the results of the selected filters.

To view, export and email the Program Report; complete Steps 7 to 9 as per the instructions for the Organisation Overview report.

Commonwealth Home Support Program (CHSP) report

To access the CHSP report, complete Steps 1 to 3 as per the instructions for the above standard report.

Step 4b – Public Folders Tab

Figure 20 – The Public Folders tab

This is an image of the Public Folders tab with the DEX Standard Program Report CHSP - XPO0066 report selected.

Select the DEX Standard Program Report CHSP – XP0066.

The Data Exchange Standard Program Report CHSP home page will display.

Step 5b – Select the report period and organisation

Figure 21 – Data Exchange Standard Program Report CHSP home page

This is an image of the Data Exchange Standard Program Report CHSP home page displaying hte Reporting Period End Date, Activity and Organisation drop down fields.

Select the required report period end date from the Reporting Period End Date drop down list.

Select the required program activity from the Activity drop down list. Only one activity can be selected at a time.

Select your organisation’s name from the Organisation drop down list.

Select Run Report.

The Data Exchange Standard Program Report CHSP page will display.

Step 6b – Filter the report

The default view for this report is to show all outlets for the selected program activity.

Figure 22 – The Data Exchange Standard Program Report CHSP page

This is an image of the Data Exchange Standard Program Report CHSP page highlighting the outlets for the organisation's selected program activity.

Filter the report to specific outlet/s by selecting the tick box/s in the Outlet Filter section.

Select Apply Outlet Filter.

To view, export and email the CHSP report; complete Steps 7 to 9 as per the instructions for the Organisation Overview report.

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