Access reports

Scripting for the Data Exchange

Welcome

Welcome to the e-Learning module Data Exchange – Access reports.

Introduction

As part of the Data Exchange, all organisations that use the Data Exchange will have access to their own set of reports that reflect the information collected by their organisation.

Reports include Priority Requirements data, and will include Partnership Approach data if the organisation is participating in this.

This module will discuss how to access the suite of reports that hold the Priority Requirements.

Please note that your level of access to reports reflects your user access in the Data Exchange.

A Data Exchange Org Administrator can generate a report for the whole organisation whereas users with editor and view only access are limited to the programs and outlets they have been provided access to.

Reporting periods

There are two reporting periods for the Data Exchange.

They are the 1st of July to the 31st of December and the 1st January to the 30th June.

Both reporting periods have a 30 day close off period where data can be reviewed and corrected if necessary before the period closes.

The reporting period the 1st of July to the 31st of December closes on the 30th of January and for the reporting period the 1st January to the 30th June it closes on the 30thof July each year.

Frequency of data input

After this 30 day close off period, no data will be accepted into the Data Exchange.

Therefore it is recommended that data is entered regularly during each six monthly period.

The frequency of data input is up to the organisation and data could be updated:

  • daily
  • weekly
  • fortnightly, or
  • monthly, depending on what works for that organisation.

Report types – Priority Requirements

Reports are available for the Priority Requirements and for those organisations that are participating - the Partnership Approach.

The DEX Standard Programme Report and the DEX Organisation Overview Report reflect information captured as part of the Priority Requirements.

These Standard Reports are available any time during the six month reporting period and will provide your organisation with up to date information on data entered within 24 hours of upload.

For example, if you entered data on a Tuesday afternoon, by Wednesday afternoon you would be able to see that data in these reports.

Benefits of reports

There are a number of benefits for organisations in being able to access and view these reports:

  • An organisation has visibility of the data that has been entered.
  • An organisation has visibility of their data quality and integrity.
  • An organisation can promote the services that they are delivering with evidentiary support.

How to access reports

To access reports you must have access to the Data Exchange web-based portal.

Your organisation must also have recorded sessions during the reporting period for data to be displayed in the reports.

Further information on how to access the Data Exchange web-based portal and on adding sessions can be found in the relevant task cards and e-Learning modules located under the Training Resources tab on the Data Exchange website.

Select the tab below to access these resources.

Log into the Data Exchange web-based portal

The first step in accessing reports is to log in to the Data Exchange web-based portal. This can be done via the Log In tab or button.

AUSkey Login page

The AUSkey login page will display. Select your AUSkey and enter your AUSkey password. Then select Continue.

MyDEX Dashboard page

The Data Exchange home page will display. From here select the Go button found in the Access MyDEX reports area.

Reports page

The Reports selection screen will appear.

Two different report options will be displayed:

  1. One for standard reports which are relevant to the Priority Requirements.
  2. The other is for the Partnership Approach reports for those organizations' that are participating in the Partnership Approach.

If your organisation is not participating in the Partnership Approach then this field will be greyed out and not accessible.

For this example we will look at the standard reports area. So we select Standard reports.

DSS Analysis and Reporting page

The DSS Analysis and Reporting screen displays.

You will notice that there are three tabs at the top of this page.

  • Welcome External Users
  • Public folders, and
  • My folders.

Welcome External Users tab

The first tab is the Welcome External Users tab.
This tab contains notifications and alerts regarding reports and the Data Exchange.

Public Folders tab

The Public folders tab currently contains the hyperlinks for the DEX Standard Programme Report and the DEX Organisation Overview Report.

Both reports provide a snapshot view of the information captured as part of the Priority Requirements.

This information includes a summary of the:

  • number of new and existing clients, and
  • service delivery information captured at the case and session level.

The DEX Standard Programme Report collates data at a program level and the DEX Organisation Overview Report collates data at an organisation level.

My Folders tab

The third tab is the My Folders tab.

The My Folders tab is where you can save your favourite reports and be able to access these at a later time.

Instructions on how to save reports to this tab are discussed in an upcoming slide.

Firstly though let's go back to the Public Folders tab and access our reports.

DEX Organisation Overview Report

As mentioned earlier the Public folders tab contains the hyperlinks for the DEX Standard Programme Report and the DEX Organisation Overview Report.

For this example on how to access reports we are going to look at the Organisation Overview Report.

We select the hyperlink DEX Organisation Overview Report - XP0031.

Organisation Summary Report page

The Data Exchange Organisation Summary Report page displays.

There are two fields that need to be selected before you can run the report.

These fields are the Reporting Period End Date and the Organisation Legal Name.

Select the drop down arrow and then select the required reporting period. For this example we are selecting the reporting period ending 30 June 2016.

Please note that this drop down list will only display the reporting periods that you have entered data against.

Next select the drop down arrow and select your organisation name.

Once those selections have been made, select Run Report.

The 'Your report is running' box will appear.

Instead of waiting for the report you can click on the Select a delivery method hyperlink to run the report in the background and have it sent to you via email once it has been completed.

You can also cancel running the report by selecting the Cancel button.

First page of the report

The first page of the report will display. Let's take a look at the different functions you can perform.

Options for viewing and saving reports are at the top right hand corner.

The buttons featured are:

  • Keep this version option – will allow you to email the current report or to save the current report view to your My folder tab
  • The blue arrow button will return you to the initial report filter page.
  • The HTML button expands to a drop down menu which allows you to choose the format in which you wish to view the report. Options are web based HTML and PDF.
  • Reports in PDF format can be printed and/or saved to your computer. They can also be emailed to other staff in your organisation.
  • The Excel Option is not yet available.
  • The Add the report button will allow you to add the report to your My Folder tab or add it to the webpage bookmarks.

Buttons at the bottom left hand corner of the report display will allow you to move between pages.

  • Top will take you to the first page of the report.
  • Page up will take you to the previous page of the report
  • Page down will take you to the next page of the report, and:
  • Bottom will take you to the last page of the report which includes a Glossary of Terms.

Use of filters

When the report first appears you will notice that the default view shows data for the whole organisation.

If you are an Org Editor or have View only access, the report will only show which programs and outlets you have been given permission to view by your Org Administrator.

Filters can be used to narrow the content shown within a report.

You can filter for the program only by using the Activity Filter, selecting the appropriate program name and then selecting the Apply Activity Filter button. This will display that program activity for the whole organisation.You can either Select all orDeselect all by clicking on the relevant hyperlinks.

You can also filter by outlet by selecting the appropriate Outlet name found under the Outlet Filter heading and then selecting the Apply Outlet Filter.

This will display the programs delivered under that outlet.And again you can either Select all or Deselect all by clicking on the relevant hyperlinks.

If you want to see the report for an activity at a particular outlet, select that activity and the Apply Activity Filter button, wait for the results and then select the Outlet and Apply Outlet Filter button. The results for the activity at that outlet will display.

The Return to filter page button will take you back the report selection page for you to start the process again.

Filters are also used the same way in the Standard Programme Reports.

More information

Further information on how to run reports and other tasks that can be performed in the Data Exchange can be found under the Training Resources tab on the Data Exchange website.

Select this tab to access these.

This concludes the Access reports e-Learning module.

Select the Exit button to close the module.

Scripting for Data Exchange – Access reports1