Once you have completed reviewing your organisation's data, you can proceed to the next step, Generating and Submitting the DEX Report.
Click the Reporting tab at the top of the screen, then click on the DSS DEX Export button on the toolbar.
Important Note - 'Identified' vs 'Unidentified' vs 'Anonymous'
Firstly, Ivo submits all client data anonymously - that is, no client names are included in the DEX report.
However, for advocacy clients, it is mandatory that clients are 'identified'. Because names are not included in the report, this is done through the use of a 'Statistical Linkage Key' (SLK) that is made up of letters from the client's name, their date of birth, and gender (an SLK looks like this - "ITHOH198507131"). The client's location is also required.
'Unidentified' clients are those where the data required to form the SLK is not available. The Department only allows for inquiries to be reported as 'unidentified'.
General Settings
The General Settings is where you can set the various options that control the DEX report -
1. Process Advocacy Records
Ticking this box will include client advocacy records in the report. You now have the option to select the "Include Partnership Approach Fields" and "Include Assessments (SCORES)" functions for the report.
2. Process Education Sessions
Includes education session records in the 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.
3. Process Systemic Issues
This includes systemic issue records in the report.
4. Process Inquiries
Includes Inquiries in the report.
The department has provided guidelines to report inquiries in two ways -
- If the client's personal information - date of birth, gender, location - has been provided, then you should report the client as 'identified'.
- Otherwise, the inquiry can be reported as 'unidentified'. Ivo does this by grouping all such 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 purpose 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.
Only process identified clients - Recommended
Some organisations have been contacted by the Department advising that they have too many 'unidentified' clients, despite the fact that the Department has provided the advice that allows for their use.
In these instances, you can use the 'Only process identified clients' option so that 'unidentified' client inquiries will be excluded from the report.
Process all Inquiries, both 'identified' and 'unidentified'
All inquiry records will be processed. Where a client has a full name, date of birth, gender, and location specified, the inquiry will be reported as 'identified' (but of course, the client's name will not be included in the report).
Any inquiry record where one of more of those data fields is not specified, will be reported as 'unidentified'.
Process all inquiries as 'unidentified'
If you would prefer to treat all inquiry records as 'unidentified' you can do so by selecting this option.
5. Process 'non-accepted' Waiting List/Intake Records
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.
You can choose to process these records as inquiries or advocacy.
Funding Sources
Select the Funding Sources to include in the report by ticking the boxes.
Run the DEX report for specific clients
If you need to run a separate DEX report for specific clients (for example, if a single client 'failed' to upload in a previous report), tick the box and manually enter the Entity IDs of the clients (separated by a comma), then click on the Generate Report button to view the results.
Special Settings
Specialised purpose reports - Not used as part of the regular DEX reporting process. These settings are useful for testing purposes.
This option can be used to update client data for clients submitted in previous reporting periods.
Limit output to x records of each type
Tick this box if you want to limit the output of records run in the report.
Don't generate XML
This is useful if you just want to view the clients that will be included in the DEX report, however please note that client data is NOT checked for completeness.
Saving Settings
Once you have chosen the settings you require you can save them as the 'default' settings for future reports.
When you are ready to run the report, click the Generate Report button in the toolbar. There may appear a dialog box that will alert you to the number of client records that cannot be submitted due to 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 you click on “Incomplete” in the “Records to View” field, you are only shown the incomplete records below -
From this view, you can select a client and start filling in missing data requirements.
As shown in the series of screenshots below, when you select a client (1) from the report list, you will see their personal details on the top right of the screen (2) and the Missing Data Summary (3) on the bottom right. It can be seen that this client does not have a Date of Birth, Gender, Location, Country of Birth, Main Language at Home or Indigenous Status listed in the fields.
For any missing data in the DEX data fields (in the top-right portion of the screen), simply click the blue underlined hyperlink for a field to complete it.
The screenshot above states that Activity 437 does not have any file notes for the period 1-Jan-2023 to 30-Jun-2023.
Here, 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 the data cannot be obtained.