Once you have completed reviewing your organisation's data, you can proceed to the next step i.e. generating and submitting the DEX report.
Click the 'Reporting tab' at the top of the screen. Then, click on 'DSS DEX Export' button in the toolbar -
Process Advocacy Records
Include client advocacy records in the DEX report.
Process Education Sessions
Include education session records in the DEX report. It is unclear to 1024 whether organisations are required to, or even meant to, report education sessions. Documentation provided by the DSS in 2017 indicated that it was, however some of our clients received pointed feedback from the department regarding having "too many unidentified clients".
Therefore, at this time, this option is switched off by default.
Process Systemic Issues
Include systemic issue records in the DEX report.
Include inquiries in the DEX report.
The department has provided guidelines to report inquiries in two ways -
- If the client record can be provided (that is, personal information such as date of birth, gender, location, country, language etc) then you can (should?) do so
- Otherwise, the inquiry can be reported anonymously. Ivo does this by grouping all such 'anonymous' inquiries under a Case ID of "AnonInq_<OutletActivityId>".
Session records for inquiries are automatically given the "Information / Advice / Referral" service type (as instructed by the department).
Inquiries have a 'meaningful outcome' if x minutes or longer
The department has said that inquiries should only be reported if it is believed they "will lead to a meaningful outcome", however they have not defined what this means. For the purposed of this reporting period, we have provided the option to say that if an inquiry went for longer that x minutes, then it was 'meaningful'. The next update to Ivo will include a specific question related to this when creating inquiry records.
Process all inquiries as 'anonymous'
If you would prefer to treat all inquiry records as anonymous you can do so by selecting this option.
Process 'non-accepted' Waiting List/Intake Records
... As Inquiries
... As Advocacy
Ivo includes the option to process 'non-accepted' Waiting List/Intake records as either inquiries or advocacy. 'Non-accepted' means waiting list records that were ultimately declined, withdrawn or non-contactable.
Limit output to x records of each type and Don't generate XML
These settings are useful for testing purposes
Once you have set the settings as you require, click the 'Generate DSS DEX Report' button in the toolbar.
Once the process is complete, you may be shown a message saying that x number of records can't be submitted because they are missing key data -
All such records are highlighted in red. These records cannot be submitted to the DEX until the key requirements are met.
If there are many incomplete records, it will be better to just view those records by changing the “Records to View” field in the results screen as the prompt suggests. Once we click on “Incomplete” in the “Records to View” field, we are only shown the incomplete records below:
From this view, we can select a client and start filling in missing data requirements.
When you select a client (highlighted below) you will see their personal details on the top right and the "Missing Data Summary" on the bottom right. It can be seen that this client does not have a Date of Birth, Gender, Locality, or any "valid file note".
For any missing DEX data field (in the top-right portion of the screen), simply click the blue underlined link for a field to complete it.
The screenshot above also says that "Activity 387 does not have any valid file notes." "Valid file note" means a file note dated within the chosen reporting period, and that has the "Service Type" and "NDAP Topic" DEX fields completed. (Note, the "NDAP Topic" field is only visible in NDAP activities, not NDIS Appeals activities.)
If you open the activity record (by clicking the blue hyperlink), and see that there are file notes present, then make sure to check the dates of the file notes to see whether they are within the chosen reporting period.
Please also be aware that Ivo takes into account file notes from the activities intake/waiting list record, if there is one, and includes any such file notes in the DEX report.
You can use the "Create file note" link to jump directly to creating a new file note for this particular activity.
Fields that are coloured orange are still required by the department, however Ivo will use the "Not Stated" value for these if they cannot be ascertained.