Update: 22 July 2019

End of the reporting period – one week to finalise your data entry

This is your last week to finalise your data entry for the January to June reporting period. Please ensure you submit your data as soon as possible before 30 July, to limit the risk of errors for bulk uploads, and allow time to review the data you have entered for this reporting period.

Did you know that you can access your organisation’s reports to look for recently uploaded data 24 hours after submission? In the Data Exchange web portal, you can review your uploads immediately after submission.

Please note that data not entered into the Data Exchange before 30 July will have missed the cut-off and you will not be able to share data about your organisations good work for this reporting period.

Your Funding Arrangement Manager is your primary contact point and the Data Exchange Helpdesk can offer support on technical queries between 8.30am – 5.30pm AEST Monday to Friday (via email DSSDataExchange.helpdesk@dss.gov.au or phone 1800 020 283).

Data Quality

The Data Exchange reports reflect the data your organisation has submitted and can help you identify any errors or inconsistencies.

The Organisation Data Quality report highlights and tracks key data quality issues that arise when data is missing, incorrect, inconsistent, or not recorded within the required timeframes.

This report helps you manage and improve your organisations data quality. We encourage you to look at this report prior to 30 July to ensure the data submitted is correct.

Data Exchange access

Important note: Organisation Administrators can create and manage Data Exchange access for their staff in the web-based portal rather than submitting these requests to the Data Exchange Helpdesk. Go to the Add and edit a User task card for more help.

Unidentified clients

There are some funded activities that deliver services to the community. These can include information sessions and public events. The purpose and delivery of this work differs across activities but can include early intervention and prevention, education, awareness raising, and capacity building. Sessions can range in size and there may be identified clients (where a client record is created for each individual attending), and unidentified ‘group’ clients (where only an aggregate attendance figure is recorded), or a mix of both.

Organisations should capture client records for as many individual participants as possible in a group (such as a regular playgroup). If it is impractical to collect information about individual participants, for example in community outreach activities where several hundred members of the general public attend, the aggregate number of unidentified ‘group’ clients can be recorded. This demonstrates how many individuals attended an event, but does not include any further data (such as Aboriginal and Torres Strait Islander status, Culturally and Linguistically Diverse (CALD) background, age groups etc.).

Tip: some services collect client demographic data through their intake form; others collect client details over several sessions to help build rapport with clients and spread data collection over a period of time.