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Data Exchange

DEX 101

June 2017

Agenda

DEX Basics: What is the Data Exchange?

Standard Report: How to run and read

Data Entry Scenarios: Demonstration of the web-based portal

Q & A

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DEX Basics

What is the Data Exchange?

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Reporting Periods

• Data must be submitted to DSS by the end of each 6 monthly period.

• Data can regularly be entered anytime during each 6 monthly period.

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The Data Exchange IT System There are 3 simple ways to submit data:

1. System-to-system transfer

2. XML Bulk upload

3. Web-based portal

Technical Specifications

can be found on the

Data Exchange Website

The Developer Support

Helpdesk can assist with

technical questions and a test

environment

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Create DEX

users

Create DEX

outlets

Upload clients Upload service

delivery

System to System n/a n/a Yes Yes

XML Bulk Upload n/a n/a Yes Yes

Web-based portal Yes Yes Yes

(create)

Yes

(create)

System-to-system

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Data Exchange Servers Client Management Software (CMS)

Bulk XML Upload

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Data Exchange web-based portal

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Data Exchange Browser

Requirements

Using the latest internet browser on your computer helps improve your

security. In order to access all DSS Online Services, you will need to

use one of the following browsers:

• Internet Explorer 9 or later

• Mozilla Firefox 25 or later

• Apple Safari 7 or later

Data Exchange Framework

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Priority Requirements

• First name

• Last name

• DOB

• Gender

• Residential Address

• Cultural and Linguistic Diversity

• Indigenous status

• Disability status

• Service delivery information

(Activity, outlet delivered from, date of service, service type)

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CHSP Specific

• Accommodation setting

• Living arrangement

• DVA card status

• Carer flag

• CHSP specific service type(s)

• Amount of Assistance provided

(time, quantity, cost, type)

Client Information (SLK, address, demographics)

Outlet Information

Program Activity

Session Information (date, service type, attendance)

What is a ‘Case’?

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CASE

Service Types

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• Service types differ from program to program

• The portal will only allow you to enter a service type relevant to

the program assigned at the case level

• Guidance on service types can be found in Appendix A of the

DEX Protocols: Service Type Matrix

The Partnership Approach

SCORE Standard Client Outcomes Reporting

Circumstances

Goals

Satisfaction

Community

• Homeless Indicator

• Household composition

• Main source of Income

• Income frequency

• Approx. Gross Income

• Month / Year of first arrival in Australia

• Visa Type

• Ancestry

• Reason for seeking assistance

• Referral source

• Referral type (Internal or External)

• Referral purpose

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SCORE assessments need to be collected for 50% of clients All these items are optional

Purpose: Improving the lifetime wellbeing of individuals

and families in Australia

SCORE

GOALS

Changed behaviours

Changed confidence to

make own decisions

Changed engagement

with relevant support

services

Changed impact of

immediate crisis

Changed knowledge &

access to information

Changed skills

COMMUNITY

Community structures &

networks to respond to

the needs of the targeted

clients / communities

Group / community

knowledge, skills,

behaviours to better

address own needs

Organisations

knowledge, skills &

practices to better

respond to the needs of

targeted clients /

communities

SATISFACTION

I am better able to deal

with issues that I sought

help with

I am satisfied with the

services I have received

The service listened to

me & understood my

issues

CIRCUMSTANCES

Age-appropriate

development

Community participation

& networks

Employment, education

& training

Family functioning

Housing

Material wellbeing

Mental health, wellbeing

& self-care

Money management

Personal & family safety

Physical health

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Client Goal SCORE SCORE goal domain 1:

No progress in

achieving goals

2: 3: 4: 5:

Goals fully

achieved

Changed knowledge

and access to

information

No progress in

increasing

awareness and

knowledge in areas

relevant to clients’

needs and

circumstance

Limited progress to

date in achieving

knowledge goals—

but emerging

engagement

Limited progress to

date in achieving

knowledge goals—

but strong

engagement

Moderate progress

to date in

achieving

knowledge goals

Full achievement of

goals related to

increasing

awareness and

knowledge in areas

relevant to client’s

needs and

circumstance

Changed skills No progress in

increasing skills in

areas relevant to

clients’ needs and

circumstance

Limited progress to

date in achieving

skills goals—but

emerging

engagement

Limited progress to

date in achieving

skills goals—but

strong engagement

Moderate progress

to date in

achieving skills

goals

Full achievement of

goals related to

increasing skills in

areas relevant to

client’s needs and

circumstance

Changed behaviours No progress in

changing behaviours

in areas relevant to

client’s needs and

circumstance

Limited progress to

date in achieving

behaviour goals—

but emerging

engagement

Limited progress to

date in achieving

behaviour goals—

but strong

engagement

Moderate progress

to date in

achieving

behaviour goals

Full achievement of

goals related to

changing behaviours

in areas relevant to

client’s needs and

circumstance

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1. Number of clients assisted

(counted as the number of unique client records within a reporting period)

2. Number of events/service instances delivered

(counted as the number of sessions within a reporting period)

3. Percentage of participants from priority target groups

(measured as the percentage of the total unique clients who identify as being from the relevant

priority target group(s) of a program)

4. Percentage of clients achieving individual goals related to independence,

participation and well-being

(measured using SCORE, benchmarking and the Client Survey )

5. Percentage of clients achieving improved independence, participation and

well-being

(measured using SCORE, benchmarking and the Client Survey )

Standard Data Exchange KPI’s

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Standard Report

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Report Period

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Navigation and View Methods

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Filter Options

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Take home messages

• Reduce use of aggregate (unidentified) clients wherever possible,

understanding the demographic profile of your participants is

important and part of the story.

• Not stated responses are a lost opportunity and will impact KPI

benchmarking

(KPI 3 covers ATSI, CALD, Disability).

• The quality of the data you put into DEX will directly influence how

useful it is to you when it comes out via reporting.

• There are resources available to assist in client engagement (privacy

brochure, DEX website)

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Partnership Approach Reports

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Demonstration of web-based

portal

(slides not included)

https://dex.dss.gov.au/

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For more information…

Data Exchange website: https://dex.dss.gov.au/

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Questions Mailbox

Data Exchange Helpdesk

dssdataexchange.helpdesk@dss.gov.au

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