IRIS Training Notes - Quarterly Data Export for Financial Counselling

Contents

Background

Timelines

Set up

Add lead agency email address to IRIS

Activate lead agency email address for Financial Counselling – DoJ cases

The IRIS quarterly data export

How to perform the quarterly data export to a lead agency

How to send the data export file manually

The quarterly data export to Department of Justice

How to perform the quarterly data export to CAV

Contact the IRIS Helpdesk

Background

Under the Consumer Affairs Victoria (CAV) funded financial counselling program, some agencies have a lead/partnerarrangementfor providing servicesto clients (also known as subcontracting.) At the end of each quarter, partner agencies that use the Integrated Reports & Information System (IRIS) perform a quarterly dataexport of the IRIS data and send it to their lead agency. The lead agency receives quarterly IRISdata from each of the partner agencies and consolidates this as a single report. The lead agencythen submits the consolidated quarterly data to CAV via the funded services data reportingwebsite:

This guide is designed to assist agencies with exporting and submitting their data.

Timelines

All completed CAV quarterly data reports must be submitted within 30 days of the end of the quarter. The submission dates for CAV quarterly data reporting are the sameevery year:

• 30thJanuary
• 30thApril
• 30thJuly
• 30thOctober

Quarter 1

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

Quarter 2

(1st October – 31st December) due 30thJanuary

Quarter 3

(1st January – 31st March) due 30thApril

Quarter 4

(1st April – 30th June) due 30thJuly

Lead agencies will give their partner agencies an earlier deadline so the lead agency will have sufficient time to collect and collate all data then upload it to the funded services data reporting website by the submission due date.

Set up

This set up needs to be performed once only by an IRIS administrator in each partner agency to allow their IRIS data to be sent to the lead agency. Do this after installing IRIS and before the first quarterly data export.

Add lead agency email address to IRIS

1. Log into IRIS and select Agency Maintenancefrom the Agency menu
   
2. The agency maintenance screenhas fields for the lead agency contacts under the sub-heading Export Agencies
   
3. Enter the name and email addressesof (up to 3)contact people at the leadagency that you will export your IRIS data to.
   
4. ClickOK to save.
   

Activate lead agency email address for Financial Counselling – DoJ cases

1. Select Case Maintenancefrom the Agency menu to display the case maintenance screen.
   
2. Highlight Financial Counselling – DoJin the case list to display case details. Here you can enter text in the Description field if required
   
3. Checkboxes below the heading ‘Transfer To’ indicate where the data files will be emailed
   
4. Place a tick next to at least one email address of the lead agency
   
5. Select OKto save and close. You are now ready for the quarterly data export.
   

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The IRIS quarterly data export

How to perform the quarterly data export to a lead agency

Figure 1 Export IRIS data screen

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1. Select File then Quarterly Data Export
   

The Export IRIS data wizard will start up (Figure 1). A list of numbered tasks on the left hand side shows where you are in the export process.

1. Click Next to begin
   
2. The Select date range screen will appear.
   Select last quarter to dateand click Next
   
3. The export summary statistics screen will appear (Figure 2). Case types with green ticks will be included in the quarterly data export and those with red crosses will not.These selections can be changed by clicking on the tick or cross.
   In our example there will be one IRD export file generated to send to the lead agency ‘Financial Counselling – DoJ’ (with the green tick).
4. Remove the tick from the Send statistics checkbox.

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Figure 2Export summary statistics

Figure 3 Export File Location screen

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1. Click Next to display the Export file location screen (Figure 3). 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.
2. Click Next to move to the Summary of export screen.
3. 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 IRD export file will be created for each case type that was selected with a green tick.
4. On completion, the export finished window will appear with two tabs.The first tab is a message confirming that your data export files were created and are ready forsending.
   
   The second tab contains a log of what files were generated and whether emails were alsoprepared.
   
   The lead agency must receive your export (IRD) file.
   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.

1. IRIS does not automatically send the emails it creates. You will have to press ‘send’ on each one. If you have email disabled and would like it enabled, call your organisation’s information technology (IT) 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).
2. From the Export finished window click Done.
   

If the IRIS quarterly data export process did not allow you to email your IRIS files successfully, you will need to perform a manual Data Export.

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 field enter email address of your lead agency.
5. In the Subject field enter ‘IRIS Data Export’
6. Attach the IRIS export IRD filesby navigating to the Location for Export Files folder and selecting them. Be sure that you attach the correct files. Check the file names, types and dates.
7. If you have exported other IRD files to send to DHHS attach them to a separate email and address it to
8. Send your emails.

The quarterly data export to Department of Justice

How to perform the quarterly data export to CAV

At the end of the quarter, lead agencies need to follow the instructions below to send their consolidated quarterly data to CAV. This procedure also applies to ‘stand-alone’ agencies (those not involved in any subcontracting arrangement.)

1. CAV FCP client data extract program for the current version of IRIS must be installed before proceeding.The file and installation instructions can be found on the IRIS website:
2. Select quarterly data DoJ export from the file menu.
   
   If this option is not available see step one above.
3. If you receive a security warning,click ‘Run’ to allow the program to run.
   
4. The data extract window will display. Select ‘Last quarter’ as the period. Make sure the displayed dates correspond to the reporting period.
5. If you want to change the location for the extract file click the folder icon and select a different location.
   
6. Click ‘Run Extract’
   
7. When the extract has completed click the ‘Open file location’ button to open the folder where the extract file has been saved.
   
8. Submit the file according to instructionsavailable from the funded services data reporting website:

The funded services data reporting website

The CAVfunded services data reporting website is located at and provides:

• The data reporting templates
• Guides to assist with the completion of the data reporting templates
• Instructions for uploading the data reporting templates

Contact the IRIS Helpdesk

If you require assistance with IRISplease contact the IRIS Helpdesk on (03) 9096 6919 or

More information on IRIS can be found in the IRIS User Guide which is included with the IRIS installation. Data dictionaries and other IRIS resources are also available. Ask the IRIS Helpdesk or your contact person within the relevant government department.

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