Add a case
Task card 9
A case is the first step in recording service delivery information within the Data Exchange. A case reflects how you deliver a service on the ground. Depending on the nature of your program, a case may relate to an individual, a couple, a family or a group of unrelated individuals.
A case captures where the service was or will be delivered, the program activity under which it was funded, and the client(s) who have or will attend this service.
Step 1 – Add a case
From the Data Exchange home page, select under the Add menu.
Figure 1 - The Data Exchange home page
The Add a case – Case details screen will display.
Step 2 – Enter case details
Enter the case details.
Fields marked with an * are mandatory and must be completed before you can move to the next screen.
Figure 2 - Add a case - Case details screen
Table 1 - Case details field descriptions (Refer Figure 2)
FIELD / DESCRIPTION /Case ID / Enter the Case ID or leave it blank for numerical auto-generation.
Outlet / Select the Outlet where the service is being delivered from. If a case is delivered across multiple locations, record the most frequently used office from where the case is delivered.
You will only see Outlets within your organisation to which your Administrator has provided you access.
Program activity / Select the Program activity that the service is delivered under. If a client is receiving a service from within multiple programs then separate cases will need to be created for each program activity.
Total number of unidentified clients associated with case / The "unidentified clients" field should only be used where it is not possible or practical to record each participant with their own client record.
If using this field, enter the total maximum number of clients that you expect to attend for the life of the case. For example, if you expect 300 people to attend this case, you would enter 300 in this field.
Note: If the number of actual attendees at the session level is greater than the number at the case level, you will need to edit the case record and increase the number of clients expected to attend before recording the session.
Next / Select Next. The Add a case – Attach clients sceen will display.
Step 3 – Attach clients to a case
Figure 3 - Add a case - Attach clients screen
Attach the relevant client(s) to the case.
This can be done using the Search clients field at the top of the screen, or by the Results section.
To attach a client:
Select the tick box next to the client's name/profile, select ATTACH SELECTED CLIENTS and then select NEXT.
Refer to 'Add a Client', for more information on Tags.
Step 4 – Review
The last stage of creating a new case is the review screen:
Check the information for the new case is correct and select < BACK to edit the details if required.
Select SUBMIT if all the details are correct.
The new case is now created. A numeric Case ID will be created if no case ID has already been defined.
The Partnership Approach
If your organisation has opted-in the Partnership Approach you can record where the client was referred from and the reasons they are seeking assistance. To record this information select the REFERRAL SOURCE AND REASONS button in the Add a case – Finish screen.
Figure 4 - Add a case – Finish screen shot
The Referral source and reasons screen will display.
Figure 5 - Add referral source and reasons screen
Select the Referral source if desired, from the drop down list.
Select the Primary (main) Reason for seeking assistance. You can also add secondary (additional) reasons.
Select SAVE and the Referral source and reasons screen will display with the updated information.
Special Data Entry Fields
Additional information for sub-contracted or consortia arrangements