How to view your RIS client data in the Service Agreement Module

Table of Contents

Introduction......

Using this guide......

Viewing RIS Client Data......

Querying the data......

Viewing all financial years......

Exporting data to Excel......

Reports......

Introduction

My Agency, the secure area of the Funded Agency Channel (FAC) website, provides registered users from funded organisations access to funding and payment information about their service agreement. If you require access to FAC and/or are not a registered user, please refer to the Accessing My Agency section of the FAC home page at:

Within My Agency, the Service Agreement Module (SAM) allows funded organisations to access their service agreement information and to update some records and documents through interactive modules.

Through My Agency and SAM, we are continuously improving the availability of data to enable organisations to better understand the requirements of their service agreements.

Organisations that provide services toclients with client attached funding through the disability services output are now able to access detailed information relating to this funding for activities such as Individual Support Packages, and Futures for Young Adults. This data derives from the department’s RIS (Regional Individual Support Package System) Client Data.

Using this guide

In this document we will show you:

  • how to navigate to the RIS-Client data tab to view RIS data
  • how to export the data to Excel

A red bordered box is displayed on each screen shot in the guide to identify the area you need to select, action or note. In this example, the organisation name is being identified for selection. Note that any text in blue is a hyperlink which takes you to another screen.

Example only:

Viewing RIS Client Data

  1. Please note RIS Client Data is only available for organisations providing services related to client attached funding.
  2. When you log into My Agency, select the Service Agreement Module – [External Link] link located under the Service Agreement Module section towards the top of the My Agency page.
  3. A new window will open and the Service Agreement Module will display. The Current Agreements tab at the top of the screen will default.
  4. Select the hyperlink (blue text) with the Agreement ID of your service agreement held with DHS.
  5. The Current Agreements tab will expand to display a number of sub tabs. The Funding - Simple sub tab will default
  6. Select the RIS - Client data tab which is the first of the sub tabs for the selected agreement.

  1. RIS client data fields include: Service Plan #, Division, Fin Year, Sub-Activity, Start Date, End Date, Salutation, First Name, Mid Name, Last Name, Description, LGA, Funding, Qty, Unit Price and Variation.
  2. The Description field displays the service provided to the client.
  3. The total of the Funding field may not be the same as the total funding for the Service Plan as the Service Plan may include other activities not covered by RIS.
  4. If there are more than 10 records you may scroll through the pages using the arrow on the right hand side of the page directly above the client data

Querying the data

  1. If you wish to view the data for a single client, you may Query the RIS Client Data by selecting the Query button below the Heading
  2. The query screen will display. You may enter details in any field but the Last Name field is likely to be the most useful.
  1. Complete the Last Name field then press the Go button.
  2. The data will now relate to the selected client only.
  3. To return the view to all clients, select Query then select Go without completing any field.

Viewing all financial years

  1. You may view all financial years for the current agreement by selecting the Show All FY button. This will display client data for any past financial years, the current financial year and up to three years in the future. For example, if 2014/15 is the current year, the Fin Year column will contain 14/15, 15/16, 16/17 and 17/18.
  2. By selecting the up and down arrows next to the Fin Year heading you may sort the financial years in either ascending or descending order.
  3. To return to the current year only select the Current FY button.

Exporting data to Excel

  1. To export the data to Microsoft Excel, select the Export button. A pop up window will appear.
  2. You do not need to change anything on this window. Select Next.
  3. A pop up window will display to either Open the file in Excel or Save the file.
  4. It is recommended that you save the file then open from within Excel or via the file system.
  5. If you choose to open rather than save be aware that the file is in a temporary folder that empties each time your computer is turned off. You should choose File > Save As to save the file in your file system.
  6. When you have finished viewing or updating the spreadsheet, select File > Save, then File > Close or Exit to return to SAM.
  7. Close the Export pop up window by selecting Close. You will now return to the Service Plans sub tab.

Reports

  1. Reports on the client attached funding your organisation receives are available from the "Regional Individual Support Package System (RIS) Reports" link under the Data and Performance section in My Agency.

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© State of Victoria, April 2015
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How to view your RIS Client Information V1.1.doc1 of 4

Published on 4 May 2015