DSS Submissions Process Guide v4.8.2.0 - Athena Software · Athena Software 4 DSS Submission process: New client records Client records created in Penelope User action in Penelope

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penelope case management software DSS Submissions Process Guide

v4.8.2.0 and higher

athena software

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Table of contents

Submitting records to DSS ........................................................................................................................ 3About submitting data to DSS from Penelope ......................................................................................................... 3DSS Submission process: New client records ........................................................................................................ 4

Client records created in Penelope ..................................................................................................................... 4Record queuing begins ..................................................................................................................................... 6Record submission begins ................................................................................................................................ 6

DSS Submission process: After initial synchronisation .............................................................................................. 8DSS record submission checklist ........................................................................................................................... 8Mark a record as not for submission ...................................................................................................................... 8Mark all errored records as for submission .............................................................................................................. 8

Reviewing DSS submissions .................................................................................................................... 10The DSS Submission List ................................................................................................................................... 10

About the DSS Submission List ....................................................................................................................... 10View the DSS Submission List ......................................................................................................................... 10DSS Submission List tabs ............................................................................................................................... 10

Queued tab ............................................................................................................................................... 10Error .......................................................................................................................................................... 12History ....................................................................................................................................................... 13

DSS Reports ..................................................................................................................................................... 14Appendix ............................................................................................................................................... 16

Appendix 1: DSS submission data fields with corresponding fields in Penelope ........................................................ 16Client data (Individual Profile) ............................................................................................................................. 16Case level data (Service File or Group) .............................................................................................................. 18Session level data (Event) ................................................................................................................................ 19

Appendix 2: Additional resources from DSS .......................................................................................................... 20Legal notice ........................................................................................................................................... 21

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Submitting records to DSS

About submitting data to DSS from Penelope Submitting client records from Penelope to DSS requires the completion of both standard Penelope and DSS-specific data collection fields on the Individual Profile, Service File/Group, and Service Event/Group Event.

DSS classifies the types of data they collect as Client, Case, and Session-level data. These types of data correspond to Penelope records in the following way:

DSS Terminology Penelope Terminology

Client level data Individual Profile

Case level data Service File or Group

Session level data Service Event or Group Event

The types and number of fields available at each level will vary on a number of factors including but not limited to:

• Whether your agency participates in the Partnership Approach for the Case Service type • Whether the Activity Type configured for the Case Service belongs to a CHSP or Family Law Program

For information about the specific data fields used in DSS submissions along with their corresponding Penelope fields and location, see Appendix 1: DSS submission data fields with corresponding fields in Penelope.

When each data level is completed, records synchronise between Penelope and DSS. To ensure that the automation can occur, you’ll need to be aware of the submission process for records in Penelope.

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DSS Submission process: New client records

Client records created in Penelope

User action in Penelope DSS record submission state Additional information

Individual(s) are created using the Intake Wizard or Add Individual.

DSS Client (Individual) Is not yet added to the queue

The Individual is not added to the submission queue until you’ve created and/or completed subsequent DSS record requirements (i.e. the client is enrolled in a DSS-based Case Service and booked into the first Event). Exceptions exist where the Individual was previously submitted as part of another DSS Case.

(Optional) DSS Client-level Information is completed on the Intake Wizard or Add Individual screens

DSS Client (Individual) Is not yet added to the queue

You have the option to complete DSS Client-level data during Intake or later depending on your agency’s processes.

If not completed during intake, you can update the same DSS Client-level fields on the:

• Individual Profile > DSS tab • Service File/Group page > DSS tab >

DSS Members box

Service File created or the client(s) are added to a Group (i.e. DSS Case is created)

DSS Case (Service File/Group) is not yet added to the queue

The Service File or Group is not added to the submission queue until you book at least one Event and complete the DSS Session-level data.

DSS Case-level information is completed for the Service File or Group

DSS Case (Service File/Group) Is not yet added to the queue

DSS Case Member information is completed for the Service File or Group

DSS Case Members (Service File/Group) are not yet added to the queue

DSS Case Member information to be completed for each Service File or Group member.

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You can optionally complete (or update) the DSS Client Information on the same screen as these values sync between the Individual Profile and Service File/Group pages.

Service Event or Group Event is booked (i.e. DSS Session is created)

DSS Session (Event) is not yet added to the queue

Attendance is recorded and DSS Session information is completed for the Event

DSS Session (Event) is added to the queue

Depending on your agency’s configuration, you may need to record attendance before the DSS tab appears for the Event. Recording attendance is required for the queuing and submission processes to complete regardless of when DSS Session-level data is completed.

Note: (for Partnership Approach only) Queueing and submission of Referrals is completed in conjunction with the DSS Session submission. If a referral is completed after the DSS Session is queued or submitted, the Session is resubmitted.

(Optional) SCORE Assessment(s) are completed

DSS Assessments are added to the queue

SCORE Assessments are applicable to Case Services where Partnership Approach has been enabled.

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Record queuing begins


– DSS Session (Event) is queued

The Event is queued automatically when attendance and DSS Session-level data is completed.

When the Event is queued, this triggers the queuing of the Service File or Group.

– DSS Case (Service File/Group) is queued

Triggers DSS Case Members (Individuals) being added to the queue.

The DSS Case remains on the queue until all DSS Case Members (Individuals) are successfully submitted

– DSS Clients (Individuals) are queued

Triggers submission of Individual(s)

Record submission begins


– DSS Clients (Individuals) are submitted

Once all Case Members (Individuals) are submitted successfully, triggers submission of the DSS Case (Service File/Group)

– DSS Case (Service File/Group) is submitted Triggers submission of DSS Session (Event)

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– DSS Session (Event) is submitted

Triggers submission of DSS Session (Event) Asessments

– DSS Score Assessments are submitted

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DSS Submission process: After initial synchronisation Once you complete the initial record synchronisation, the resubmission and synchronisation process is fairly simple: If you update a record, that record will queue and submit to DSS. For example:

• If you modify a client’s address, the Client record (Individual Profile) will queue and submit • If you modify the Outlet for an Event, the Session record (Event) will queue and submit • If you modify an Assessment, the Assessment will queue and submit

DSS record submission checklist If you are unsure why your client is pending synchronisation, check all of the following aspects of the client’s record are complete: Client-level data (for each DSS Case Member)

ü Item Location in Penelope

c Date of Birth Individual Profile > Profile tab

c Gender Individual Profile > Profile tab

c Suburb Individual Profile > Profile tab > Address box

c State Individual Profile > Profile tab > Address box

c Post Code Individual Profile > Profile tab > Address box

c DSS Client-level data Individual Profile > DSS tab

c DSS Primary Outlet Service File/Group > DSS tab

c DSS Case Member data (for each listed member) Service File/Group > DSS tab > DSS Members box

c DSS Session Details Service/Group Event > DSS tab

Mark a record as not for submission If you do not want to submit a record to DSS, you mark that record as Not for Submission.

1. Browse to the record you want to mark as not for submission. 2. In the DSS Status box, click Mark Not For Submission.

Mark all errored records as for submission 1. Browse to the DSS Submission List > Error tab. 2. Select the applicable Search Criteria for the submissions you want to queue and click Go. 3. In the Results section, click Mark All For Submission. 4. Click Okay to confirm your action.

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After you finish: The records will then be queued for submission and visible on the Queued tab as To Be Synchronised until they are submitted. You can return to the Error tab to review if any resubmitted records have returned further errors

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Reviewing DSS submissions In addition to accessing DSS submission information from the record itself, you can review DSS submissions using the DSS Submission List as well as a number of built-in reports in Penelope.

The DSS Submission List

About the DSS Submission List The DSS Submission List is a tool you can use to review queued submissions, a list of submissions that have returned an error, and a history of past submissions (including successfully synchronised and errors). Access to the Submission list as well as the specific records you’re able to view is managed by Security Class settings. Generally, you’re able to view your own submissions unless your System Administrator has allowed you to access submissions of other workers. There are three tabs available in the DSS submission list: Queued, Error, and History.

View the DSS Submission List Depending on your agency’s configuration settings, you can access the DSS Submission List in the following ways:

• On your home page, in the Links sidebar, click DSS Submission List. • On your home page, in the DSS Summary box, click one of the numerical values. • From the DSS tab of the Individual Profile or Event record, click View Log. • From the DSS tab of the Service File or Group record, next to View Log By, click Service File or Group.

DSS Submission List tabs

Queued tab

You can use the Queued tab to review records that have not yet been submitted to DSS.

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Section Field Description

Main Status Filter search results based on their status: • Waiting: Records with some aspect of the DSS record is

incomplete and is not yet ready for submission. For example, a Session submission pending the submission of the associated DSS Case.

• To be synchronised: Records that are ready for submission and are in the sub queue.

• Pending: Records that are “ready to go” in that all DSS information is complete but the Event occurs in the future (future events cannot be submitted).

On queue for more than [X] days

Filter search results by the number of days they have been on the queue.

Submission Type

Filter results by the Submission Type: • Client (Individual Profile) • Case (Service File or Group) • Session (Service Event or Group Event) • Assessment

Service Filter results by your agency’s Case Service types.

Primary Worker/Client Site Filter results by your agency’s list of Sites.

Primary Worker Filter results by a specific Primary Worker. Note: Depending on your agency’s DSS configuration, the Primary Worker field may default to the logged-in user.

Client Filter results by a specific client.

More DSS Client ID Filter results list by DSS Client ID.

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The DSS Client ID can be found on the Individual Profile > DSS tab in the DSS Status box

Penelope IDs Filter results by the following Penelope record IDs: • Service File ID • Service Event ID • Group ID • Group Event ID

Error

You can use the Error tab to review records that have returned an error after submission.


In error for more than [X] days Filter search results by the number of days they have been in error.

Submission Type Filter results by the Submission Type: • Client (Individual Profile) • Case (Service File or Group) • Session (Service Event or Group Event) • Assessment





More DSS Client ID Filter results list by DSS Client ID.

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The DSS Client ID can be found on the Individual Profile > DSS tab in the DSS Status box


History


Main Submission Date Filter results by submission date using either the Submission Date drop-down with predefined options or the From and To date pickers to select a specific date range.

Submission Result Filter results by the submission result: • Synchronised: Submissions successfully synchronised with

DSS • Error: Submissions returned in error and not successfully

submitted • Expired: Submissions in error that were not resolved within

the reporting period

Submission Type Filter results by the Submission Type: • Client (Individual Profile) • Case (Service File or Group) • Session (Service Event or Group Event) • Assessment



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More DSS Client ID Filter results list by DSS Client ID. The DSS Client ID can be found on the Individual Profile > DSS tab in the DSS Status box


DSS Reports There are a number of DSS-specific reports you can use to monitor submissions including:

Subject Reports Description

General submissions • DSS Client Submission Report • DSS Case Submission Report • DSS Session Submission Report

These reports display a list of records in Penelope that have a successful add or update submission to DSS for a specified timeframe where the timeframe is the date of the first successful add or update in DSS. Report details include:

• Client: Individual name, Case, DSS Client ID, Site, Date added to DEX, and date updated with DEX.

• Case: Service File ID, DSS Case ID, Outlet, Activity, Primary Worker, Date added to DEX, and date updated with DEX.

• Session: Event ID, Event Date, Outlet, Service Type, total fees, duration, number of unregistered clients, number of clients, number of supports, sum of total fees, and duration.

Errors • (My) DSS Error Details Report This report displays a list of DSS error details for submissions. If run from the “My Reports” section, the report displays DSS error details

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only for submissions for records assigned to the worker running the report. If run from the My Reports section, the report displays DSS error details only for submissions for records assigned to the worker running the report. Note: You can also run this report from the DSS Submission List by clicking Print Errors.

Record compliance • Incomplete DSS Individual Record Report • Incomplete DSS Case Record Report • Incomplete DSS Session Record Report

These reports display a list of records with missing mandatory information for DSS.

• Individual: An individual is included in this report if they are missing one or more of the following criteria: Address (Suburb, State or Post Code), Country of Birth, Origin, and/or Language.

• Case: A Service File is included in this report if it is missing one or more of the following criteria: Outlet, Member Primary Reason for Assistance, and/or Member Participant Type.

• Session: An Event is included in this report if it is missing one or more of the following criteria: Outlet, Service Type, and/or Event Status.

Note: These reports exclude records marked not for submission.

For more information about these and other DSS-based reports in Penelope, see the DSS Reports Guide: https://penelopehelp.com/2016/06/06/dss-reports-guide/

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Appendix

Appendix 1: DSS submission data fields with corresponding fields in Penelope

Client data (Individual Profile)

DSS data field Penelope data field Location in Penelope Availability limitations

Client ID DSS Client ID Individual Profile > DSS tab

Given name* First Name Individual Profile > Profile tab Not included in submission when Penelope is the Primary Information System

Family name* Last Name Individual Profile > Profile tab Not included in submission when Penelope is the Primary Information System

Date of birth* Date of Birth Individual Profile > Profile tab

Estimated date of birth Is Birth Date An Estimate? Individual Profile > DSS tab

Pseudonym used Is Using Pseudonym? Individual Profile > DSS tab Only available where Penelope is not the Primary Information System

Gender Gender Individual Profile > Profile tab

Residential address Addr 1. Addr. 2 Suburb State

Individual Profile > Profile tab Addr. 1 and Addr. 2 are not included in submission when Penelope is the Primary Information System

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DSS data field Penelope data field Location in Penelope Availability limitations Post Code

Indigenous status Origin Individual Profile > DSS tab

Country of Birth Country of Birth Individual Profile > DSS tab

Main language spoken at home Language Individual Profile > DSS tab

Disability, impairment or condition indicator Disabilities Individual Profile > DSS tab

Consent to have personal information stored in the web-based portal

Consent to Providing Details? Individual Profile > DSS tab Only available where Penelope is not the Primary Information System

Consent to participate in follow up research, surveys and evaluation

Consent to Future Contact? Individual Profile > DSS tab

Accommodation setting Accommodation Type Individual Profile > DSS tab CHSP programs only

Living arrangements Household Composition CHSP programs only

DVA card status DVA Cart Status Individual Profile > DSS tab CHSP programs only

Existence of Carer Has Carer? Individual Profile > DSS tab CHSP programs only

Homeless indicator Is Homeless? Individual Profile > DSS tab Partnership Approach only

Household composition Household Composition Individual Profile > DSS tab Partnership Approach only

Main source of income Main Source of Income Individual Profile > DSS tab Partnership Approach only

Income frequency Income Frequency Individual Profile > DSS tab Partnership Approach only

Approximate gross income Approx Income In Period Individual Profile > DSS tab Partnership Approach only

Month of first arrival in Australia First Arrival in Australia (month) Individual Profile > DSS tab Partnership Approach only

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Year of first arrival in Australia First Arrival in Australia (year) Individual Profile > DSS tab Partnership Approach only

Visa Type Migration Visa Category Individual Profile > DSS tab Partnership Approach only

Ancestry Ancestry/Ethnicity Individual Profile > DSS tab Partnership Approach only

Household composition Household Composition Individual Profile > DSS tab Partnership Approach only

Case level data (Service File or Group)


Case ID Case ID Service File/Group > DSS tab

Outlet Outlet Service File/Group > DSS tab

Program Activity Activity Type Case Service > DSS tab > DSS Program

Unidentified clients attending this session Non-identified Count Group > DSS tab Group programs only

Attach clients DSS Members Service File/Group > DSS tab

Fees charged Total Fee Charged Event > DSS tab (based on Service Units entered on the Cart tab)

Was a parenting agreement reached? Parenting Outcome Service File > DSS tab Family Law programs only

Date of parenting agreement Parenting Effective Date Service File > DSS tab Family Law programs only

Did a legal practitioner assisted with formalising agreement?

Use Legal Practitioner Service File > DSS tab Family Law programs only

Section 60(I) certificate type Certificate Type Service File > DSS tab Family Law programs only

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Date agreement issued (Section 60(I) Certificate)

Issued Date Service File > DSS tab Family Law programs only

Reason for seeking assistance Reasons for Assistance Service File/Group > DSS tab > DSS Member

Partnership Approach only

Referral source Referral Source Service File/Group > DSS tab > DSS Member


Client exit reason Exit Reason Case Service File/Group > DSS tab > DSS Member

CHSP programs only

Session level data (Event)


Session ID DSS Session ID Event > DSS tab

Session date Event date Event

Unidentified clients attending this session Non-identified Count Group Event > DSS tab Group Events only

Client attendance Attendance Event tab

Service type Service Type Event > DSS tab

Amount of assistance provided Assistance Time Assistance Total Cost Assistance Quantity

Event > DSS tab CHSP Programs only (for applicable Service types)

Fees charged Total Fee Charged Event > DSS tab (based on Service Units entered on the Cart tab)

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Referral type Referral Direction Event > Referral Partnership Approach only

Referral purpose Referral Purposes Event > Referral Partnership Approach only

SCORE domains Assessments Event > DSS tab > Assessments


Appendix 2: Additional resources from DSS

Title Link

What is the Data Exchange? https://dex.dss.gov.au/about/what-is-the-data-exchange/

Training resources https://dex.dss.gov.au/training-resources/

Using SCORE to report outcomes https://dex.dss.gov.au/about/using_score_to_report_outcomes/

Web Services Technical Specifications https://dex.dss.gov.au/web_services_technical_specifications/

Data Exchange Protocols • Appendix A – Service Type Matrix • Appendix B – All Programs

https://dex.dss.gov.au/data-exchange-protocols/

DSS Data Exchange Framework https://dex.dss.gov.au/policy-guidance/data_exchange_framework/

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Documents

DSS Submissions Process Guide v4.8.2.0 - Athena Software · Athena Software 4 DSS Submission process: New client records Client records created in Penelope User action in Penelope