IRIS - quarterly data export process
IRIS training notes

Contents

Timelines

Background

How to perform the quarterly data export

How to send the data export file manually

Contact the IRIS Helpdesk:

Timelines

The Integrated Reports & Information System (IRIS)quarterly data export is always due on the following dates:

  • 15th January
  • 15th April
  • 15th July
  • 15th October

Data is submitted for each quarter of the financial year:

Quarter 1

(1st July – 30th September) due 15th October

Submit data any time from 1st October

Quarter 2

(1st October – 31st December) due 15th January

Submit data any time from 1st of January

Quarter 3

(1st January – 31st March) due 15th April

Submit data any time from 1st April

Quarter 4

(1st April – 30th June) due 15th July

Submit data any time from 1st July

You have two weeks from the end of each quarter to send in your quarterly data export. Your organisation’s IRIS data must be received by the Department of Health andHuman Services (the department) before close of business on the 15th of the following month (or the next business day if the 15th falls on a weekend or public holiday).

The two week export ‘window’ occasionally falls within the Victorian school term holiday periods.Organisations that will be closed during the export window can do their quarterly data export before the end of the quarter (but after their data for the quarter has been entered).

Only those who have an IRIS user ID with supervisor or administrator privileges are able to do the data export.

Background

The information that is exported to the department is de-identified information – there are no client names and addresses and no notes. Data on all client and case fields (yellow and white) that have been completed or changed in the quarter are exported. All data files sent to the department are encrypted.

How to perform the quarterly data export

  1. Check the IRIS database and build numbers on your installation. This number is visible in the active title bar at the top left of your IRIS window. In the example below the IRIS database number is 1.10.0 and the build number is 15135.

If you don’t have the latest IRIS database please upgrade IRIS before exporting your data.
If you’re not sure what the latest IRIS database and build numbersareplease visit the IRIS website where you will also be able to download the files you need to upgrade your IRIS installation.

  1. Select File then Quarterly Data Export from the drop down menu.

    The Export IRIS data wizard will appear (Figure 1).A list of numbered tasks on the left hand side shows where you are in the export process.
  2. Click Next to begin

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Figure 1 Export IRIS data wizard,first screen


IRIS training notes – IRIS quarterly data export process1

  1. The Select date range screen appears.

    Select the Rolling 6 months option unless you have missed sending some data exports (in which case you should selectAll data.)
  2. Click Next

    The Export summary statistics screen appears (Figure 2). The case types displayed on your screen will depend upon what your organisation has received funding for.
    If you tick the Send statistics checkbox at the bottom of the screen IRIS will create an extra stats (IRS) file that contains general database table statistics. It does not contain any identifiable client data. It is not mandatory to send this file.
    If you manually email your data please ensure that you send all the correct files. The IRIS database will generate one export file per case type and (optionally) one stats file.
  3. Deselect the case types that you are not responsible for exporting in the list below Case funding. Click on the green tick next to each case type you are NOT responsible for sending. The green tick is a toggle switch that will change to a red cross when clicked and turn back to a tick when clicked again.
    Case types with green ticks will be included in the quarterly data export and those with red crosseswill not be included. In our example there willbe four data export files and one stats file to send to the IRIS Data mailbox.
  4. Click Next to display the Export file location screen (Figure 3).

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Figure 2 Export summary statistics screen

IRIS training notes – IRIS quarterly data export process1

IRIS training notes – IRIS quarterly data export process1

Figure 3 Export File Location screen

IRIS training notes – IRIS quarterly data export process1

The Location for Export Files pathway tells you where the export files will be stored on your computer. It is important to note this location if you have to manually prepare your emails and attach the IRIS files. The default is C:\IRIS\ExportFiles\ but it can be changed by clicking on the Browse button and selecting another folder.

  1. Click Next to move to the Summary of export screen.
  2. Click Next again to perform the export.
    IRIS will generate the files and store them in the target folder mentioned above (either C:\IRIS\Export Files\ or one specifically created by you). One export file will be created per case type and also a stats file will be created if the Send statistics checkbox was ticked.
  3. On completion, the Export finished window will appear with two tabs.

    The first (Message) tab confirms that your data export files were created and are ready for sending.

    The second (Log) tab contains a log of what files were generated and whether emails were also prepared. IRIS will prepare one email per file, address it to , and attach an IRIS file to each.
    In the example above there will be four data export files and one stats file. You will need to access your emails and press the send button for each email to send it to the department. You can check each email but be aware that the attached files contain de-identified data and are encrypted so you will not be able to read them.
    The departmentmust receive all of your export (IRD) files. The stats (IRS) file is optional.
    You may receive messages from your network system requesting permission to prepare the emails with attachments. Select Yes or OK to allow the data export and email preparation to proceed.

Click Yes to repeated email access requests from IRIS.
IRIS does not automatically send these emails; you will have to press send on each one. There will be one email per case type plus the stats email.
If you have email disabled and would like it enabled, call your organisation’s information technology support or local IRIS database administrator and determine whether it is possible to enable it.
If you have email disabled you will need to send the export files manually (see below.)

  1. From the Export finished window click Done.

Within one day you should get an automatic response acknowledging receipt of your data export. If you do not receive this message contactthe IRIS Helpdesk.

If the IRIS quarterly data export process did not allow you to email your IRIS files successfullyyou will need to send the export files manually (see below.)

How to send the data export file manually

  1. Perform the quarterly data export as per the instructions above.
  2. On the Export file location screen (Figure 3 above) note down the Location for Export Files pathway. The default is C:\IRIS\ExportFiles\.
  3. Open a new email.
  4. In the To fieldenter the IRIS data email address:
  5. In the Subject field enter‘IRIS Data Export’
  6. Attach all the IRIS export files (one per case type) and the stats file (if you createdone) by navigating to the Location for Export Files folder and selecting them. If you need assistance attaching the files to an email, contact your organisation’s information technology support.
    Be sure that you attach all of the correct files. Check the file names and types and dates. The departmentmustreceive all of your export (IRD) files. The stats (IRS) file is optional.
  7. Send your email.

Within one day you should get an automatic response acknowledging receipt of your data export. If you do not receive this messagecontact the IRIS Helpdesk.

Contact the IRIS Helpdesk:

By phone: 03 9096 6919

Helpdesk email:

Data mailbox:

To receive this publication in an accessible format phone 03 9096 6919, using the National Relay Service 13 36 77 if required, or email
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© State of Victoria, October 2015
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