penelope case management software DSS CONFIGURATION GUIDE FOR AGENCIES NEW TO DSS

Last modified: June 24, 2015

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TABLE OF CONTENTS getting started ......................................................................................................................................... 3  

About this guide ................................................................................................................................................. 3  About the dss module ........................................................................................................................................ 3  Administrator permissions you need to configure ............................................................................................... 3  Install a DSS license key ..................................................................................................................................... 3  About Obtaining DSS Web Service credentials ................................................................................................... 4  

configuring the dss module for the first time ............................................................................................ 5  Process flow: Configure DSS ............................................................................................................................. 5  Configure DSS options for the first time .............................................................................................................. 5  

Step 1: Configure DSS settings ...................................................................................................................... 5  DSS configuration options .......................................................................................................................... 5  

Step 2: Receive a successful ping .................................................................................................................. 7  Troubleshooting: I received an error message when attempting a ping ....................................................... 7  Communication details options ................................................................................................................... 7  

Step 3: Update outlet activities, reference tables, domains, and scores .......................................................... 8  Step 4: Configure Additional system administration configuration options ....................................................... 9  Step 5: Add a DSS Program ......................................................................................................................... 10  

updating dss case services ................................................................................................................... 11  Add a DSS Program ........................................................................................................................................ 11  Remove an existing DSS Activity ...................................................................................................................... 11  Update an existing DSS Activity ....................................................................................................................... 11  

updating dss configuration settings ....................................................................................................... 12  About synchronising Penelope with DSS .......................................................................................................... 12  

Enable or disable automatic synchronisation to DSS .................................................................................... 12  Complete a one-time synchronisation to DSS ............................................................................................... 12  

Enable or Disable the search client first option ................................................................................................. 12  Enable or Disable the Partnership approach ..................................................................................................... 12  Enable or disable displaying the home summary option ................................................................................... 13  Set who receives DSS alerts ............................................................................................................................ 13  Set the default origin code (ATSI), language, and country of birth ..................................................................... 13  Switch between the production and pre-production DSS databases ................................................................ 13  Modify your DSS Web Service credentials ........................................................................................................ 14  Update outlet activities, reference tables, domains, and scores ........................................................................ 14  

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getting started

ABOUT THIS GUIDE The DSS module helps you manage the submission of eligible services to Australian Government Department of Social Services. The guide provides instructions for configuring the DSS module in Penelope v4.3 and later to meet your organisation's needs. This guide is intended for those responsible for your agency’s System Administrator and/or Super Users are responsible for setting up the DSS module.

ABOUT THE DSS MODULE To submit client records to DSS, you must configure DSS related options from the System Administration side of Penelope. Once you have configured DSS, you must set up all DSS-funded Case Services for the DSS information to appear for the Service File, Service Event, Referral, Group, and Group Event pages.

ADMINISTRATOR PERMISSIONS YOU NEED TO CONFIGURE When you perform the configuration tasks in this guide, you will need to log in to Penelope using a System Administrator account and either an Intake-Mgmt or Admin Exec account with access to the Setup sidebar. For more information about creating user accounts, visit penelopehelp.com/2012/10/05/add-user/.

INSTALL A DSS LICENSE KEY To access the DSS features in Penelope, you must obtain and/or purchase a license. A DSS license is required for both your production and sandbox databases. License keys are issued according to your agency’s Support Package meaning that the start and end dates for the DSS license match the terms of your Support contract. When you have installed a valid DSS license in your database, the DSS module is enabled. Similarly, when your DSS license key expires, you will no longer be able to connect to DSS Web Services to submit data or refresh other values including Outlet Activities, Reference Tables, Domains and Scores. To continue to submit data to and or refresh other values including Outlet Activities, Reference Tables, Domains and Scores DSS, you will need to obtain a new valid license key. For more information about obtaining and/or purchasing a DSS license, please contact us at 08 7200 0277. Prerequisite: You must be logged in to Penelope using a System Administrator account.

1. In the System Setup section, click System Setup & Maintenance. 2. In the Licenses section, click Add. 3. In the License Key field, paste your DSS license key. 4. Click Save.

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ABOUT OBTAINING DSS WEB SERVICE CREDENTIALS You must contact DSS to obtain your Web Service credentials. When you contact DSS, you must specifically request for Web Service credentials. Please note that these will be different than their Web Portal credentials. For more information visit www.dss.gov.au/ You may also wish to obtain an AUSkey to sign in to and use the DSS Web Portal. An AUSkey is not required to use the Web Service (which Penelope uses) for system to system submission of records. However, if you want to sign into the DSS Web Services to view or verify records, DSS requires the use of an AUSkey. For more information regarding DSS’s requirements and AUSKey visit abr.gov.au/AUSkey/.

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configuring the dss module for the first time

PROCESS FLOW: CONFIGURE DSS Prior to completing any DSS-related configuration tasks, you must ensure that you are running Penelope v4.3 or later and have installed a valid DSS license key.

1. Configure DSS options 2. Receive a successful ping from DSS 3. Update your Outlet Activities, Reference Tables, Domains, and Scores 4. Configure additional DSS options 5. Add a DSS Program

CONFIGURE DSS OPTIONS FOR THE FIRST TIME

STEP 1: CONFIGURE DSS SETTINGS Prerequisite: You must be logged in to Penelope using a System Administrator account.

1. In the System Setup section, click DSS. 2. On the DSS tab, click Edit. 3. To enable synchronisation to the DSS database, click the Synchronisation Enabled option. 4. To search for a client in the DSS database prior to having Penelope add the client, click the Search Client

First option. 5. To enable the Partnership Approach features, click the In Partnership Approach option. 6. To display the submission summary on the home page, click the Display Home Summary option. 7. To select which group of staff should receive notifications of DSS-related error messages, from the Send

Alert To drop-down, select a Worker Category. 8. To set a default for Origin Code (ATSI), Language, and Country of Birth fields, from the appropriate

drop-down, select the desired option(s). 9. In the System section, choose one of the following options

a. To connect to the DSS test database, click Pre-Production. b. To connect to the DSS live database, click Production.

10. In the DSS Organisation Name field, type your organisation name as provided by DSS. 11. In the User Name field, type your DSS Web Services user name. 12. Click the Change Password option. 13. In the New Password and Retype New Password fields, type your DSS Web Services password. 14. Click Save.

DSS CONFIGURATION OPTIONS

Category Setting Description

Configurations Synchronisation Enabled • This option allows you to submit DSS information to the DSS Web Services.

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• If this option is not enabled, records will build up in the queue and will not be submitted to DSS until enabled or the Sync option in the Communication Details section is clicked.

• Note: This option should not be enabled for sandbox databases to avoid sending test data to DSS.

Search Client First • This option directs Penelope to first search the DSS database for existing client records prior to adding a new client to the DSS database

• It is recommended to enable this option if you have historically manually submitted client records via the Web Portal or file upload to avoid duplicating clients

In Partnership Approach • You should enable this option if you have registered to participate in the Partnership Approach with DSS.

• Enabling this option provides the agencies with additional options for recording data in Penelope and submitting that data to DSS within the parameters of the Partnership Approach.

• If this option is not enabled, the additional data collection options will not be available to staff.

Display Home Summary • This option allows staff with an Intake-Mgmt or Clinical Worker account to see the submission list on their home page in Penelope.

Send Alert To • An option to choose which Worker Category should receive an error message for submission issues.

Default Settings Origin Code (ATSI) • You can choose the default options for the Origin Code (ATSI), Language, and Country of Birth that will display for each client. You can modify the default selection for each client as needed.

Language

Country of Birth

Integration System • Production refers to the live database for DSS. • Pre-Production refers to the test database for DSS. • You should enable the Pre-Production option for any

testing activities completed in a sandbox database to avoid sending test data to the live DSS database. The only exception would be to sync their tables to get the reference values, but they should disconnect from Production immediately following the sync

• If you do not have credentials for the Pre-Production database, you must contact DSS directly. For more information visit www.dss.gov.au/

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DSS Organisation Name • Your agency’s Organisation or Account name for the DSS Web Services as provided by DSS

User Name • Your Web Services user name as provided by DSS.

Change Password • Your Web Services password as provided by DSS.

STEP 2: RECEIVE A SUCCESSFUL PING Prior to completing any further DSS configuration tasks, you must receive a successful ping from the DSS server.

1. In the Communication Details section, click Attempt Ping. Note: If the ping is successful, the information in the Last Connection column will update to show the current date and time, and the Outlet Activities, Reference Tables, Domains, and Scores can now be updated.

TROUBLESHOOTING: I RECEIVED AN ERROR MESSAGE WHEN ATTEMPTING A PING

Error type Next steps Notes

Timeout Click Attempt Ping again.

Credentials Verify your DSS Web Services user name and password.

• If you attempt to contact DSS with incorrect credentials five times, your account is automatically locked by DSS. Contacts are considered ping attempts, updating outlet activities, reference tables, domains, or scores, as well as submissions

• If you lock your DSS account, you must contact DSS directly to unlock it. For more information visit www.dss.gov.au/

• Note: Penelope will automatically stop all submissions after one connection attempt fails due to incorrect Web Services credentials. After correcting the Web Services credentials, you must establish a successful ping. Once a successful ping has been established, Penelope will automatically restart submissions.

COMMUNICATION DETAILS OPTIONS

Option Description

Ping • The ping option is what establishes a connection to the DSS server and enables you to synchronise Outlet Activities, Reference Tables, Domains, and Scores and submit records to DSS.

• You must receive a successful ping from the DSS server before updating Outlet Activities, Reference Tables, Domains, and Scores or submitting records to DSS.

• The date and time of the last successful ping is shown in the Last Connection column.

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Outlet Activities • This option allows you to connect to DSS Web Services to update the existing list of Outlet Activities in Penelope with those in the DSS database.

• The date and time of the last successful update of Outlet Activities is shown in the Last Connection column.

Reference Tables • This option allows you to connect to DSS Web Services to update the existing list of Reference Tables in Penelope with those in the DSS database.

• The date and time of the last successful update of Reference Tables is shown in the Last Connection column.

Domains, Scores • This option allows you to connect to DSS Web Services to update the existing list of Domains and Scores in Penelope with those in the DSS database.

• The date and time of the last successful update of Scores and Domains is shown in the Last Connection column.

Sync • This option allows you to do a one-time push of all records in the submission queue to DSS.

• As records will automatically submit to DSS when the Synchronisation Enabled option is selected, you will not typically need to click the Sync option. If if there is a disruption to the submissions or if enable submissions are turned off, you can use this option to complete a one-time push of data.

• The date and time of the last successful synchronisation (including automated syncs) will be recorded in the Last Connection column if applicable.

• If you attempt to contact DSS with incorrect credentials five times, your account is automatically locked by DSS. Contacts are considered ping attempts, updating outlet activities, reference tables, domains, or scores, as well as submissions

• If you lock your DSS account, you must contact DSS directly to unlock it. For more information visit www.dss.gov.au/

STEP 3: UPDATE OUTLET ACTIVITIES, REFERENCE TABLES, DOMAINS, AND SCORES Updating the Outlet Activities, Reference Tables, Domains, and Scores options will update the drop-down values associated with each option. Prerequisite: You must establish a successful ping prior to updating the Outlet Activities, Reference Tables, Domains, and Scores.

1. In the Communication Details section, click Update next to each of the following items: a. Outlet Activities b. Reference Tables c. Domains, Scores

Note: When you click Update, the DSS retrieval process begins in the background. This process can take a few minutes to complete. Once complete, an updated time will appear in the Last Connection column in the Communication Details section.

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STEP 4: CONFIGURE ADDITIONAL SYSTEM ADMINISTRATION CONFIGURATION OPTIONS

Section Setting Notes

Event Display DSS Tab Only When Event Marked As Show

• When enabled, the DSS tab only appearing in an event once the attendance for an event has been marked as Show. If left unchecked, then the tab will appear regardless of the event attendance (including when in booked status).

Security Class Allow Marking DSS Records Not For Submission

• If enabled, this Security Class setting allows staff to mark DSS records as not for submission.

• Once a record is marked as not for submission, it and subsequent child records will be unable to be submitted to DSS.

• By default, staff will not have access to or see the “Mark not for submission” option on DSS related records.

Show Link to DSS submissions list from home page

• If enabled, staff will have DSS Submissions lists in the links sidebar on their worker homepage. The Submission list is where they will be able to view submissions, fix errors and mark the relevant record(s) for submission after the errors are fixed.

• By default workers would only have access to this information via the Home Page Summary or via the DSS tab on the specific records they have access to.

Allow Access to DSS submissions of workers other than self

• If enabled, staff will be able to access DSS submissions for other users in the database.

• By default users are restricted to only accessing their own DSS submissions

Hide DSS Reports • If enabled, staff will not be able to view or access any reports in the DSS Reports section on the View All Reports page.

Report Security Class

DSS Error Detail Report • If enabled, staff will have access to the agency wide DSS Error Detail Report.

• This report lists out all records in error status along with details about the record in error status.

DSS Error Summary Report • If enabled, staff will have access to the agency wide DSS Error Summary Report

• This report lists out all current errors (but without record specific details).

My DSS Error Detail Report • If enabled, staff will have access to a restricted version of the DSS Error Detail Report that is limited to only their own records.

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STEP 5: ADD A DSS PROGRAM The list of eligible Activity Types indicates the eligible activates that your agency has funding for. The specific list of options will vary depending on your agency’s contract with DSS. We recommend creating a key for your staff to help them choose the correct outlets. Prerequisite: You must be logged in to Penelope using either an Intake-Mgmt or Admin Exec account that has access to the Setup sidebar.

1. On your Home Page, in the Setup sidebar, click Services List. 2. Click the Case Service that you want to update for DSS. 3. Click the DSS tab. 4. Click Add DSS Program. 5. In the Activity Type drop-down list, select the applicable Activity Type. 6. In the As of Date field, select the effective date of the DSS funding. 7. Click Save.

After you finish: Once an Activity Type and As of Date have been saved, Penelope will display all eligible Outlets from DSS that this Activity is available for and any applicable valid from and to dates. Note: Repeat steps 2 through 7 for each applicable Case Service.

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updating dss case services

ADD A DSS PROGRAM The list of eligible Activity Types indicates the eligible activates that your agency has funding for. The specific list of options will vary depending on your agency’s contract with DSS. We recommend creating a key for your staff to help them choose the correct outlets. Prerequisite: You must be logged in to Penelope using either an Intake-Mgmt or Admin Exec account that has access to the Setup sidebar.

1. On your Home Page, in the Setup sidebar, click Services List. 2. Click the Case Service that you want to update for DSS. 3. Click the DSS tab. 4. Click Add DSS Program. 5. In the Activity Type drop-down list, select the applicable Activity Type. 6. In the As of Date field, select the effective date of the DSS funding. 7. Click Save.

After you finish: Once an Activity Type and As of Date have been saved, Penelope will display all eligible Outlets from DSS that this Activity is available for and any applicable valid from and to dates.

REMOVE AN EXISTING DSS ACTIVITY Prerequisite: You must be logged in to Penelope using either an Intake-Mgmt or Admin Exec account that has access to the Setup sidebar.

1. On your Home Page, in the Setup sidebar, click Services List. 2. Click the Case Service that you want to update for DSS. 3. Click the DSS tab. 4. Next to the applicable DSS Program, click Remove. 5. When prompted to confirm that you would like to remove the activity type, click Okay.

UPDATE AN EXISTING DSS ACTIVITY Prerequisite: You must be logged in to Penelope using either an Intake-Mgmt or Admin Exec account that has access to the Setup sidebar.

1. On your Home Page, in the Setup sidebar, click Services List. 2. Click the Case Service that you want to update for DSS. 3. Click the DSS tab. 4. Next to the applicable DSS Program, click Edit. 5. In the As of Date field, select the effective date of the DSS funding. 6. Click Save.

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updating dss configuration settings

ABOUT SYNCHRONISING PENELOPE WITH DSS Synchronising Penelope with DSS is what allows you to submit DSS information to the DSS Web Services as well as update Outlet Activities, Reference Tables, Domains, and Scores. You can choose to enable automatic synchronisation, or you can manually synchronise Penelope with DSS. Manual synchronisation is typically recommended only if there is a disruption to the submissions or if Synchronisation Enabled is not enabled.

ENABLE OR DISABLE AUTOMATIC SYNCHRONISATION TO DSS Prerequisite: You must be logged in to Penelope using a System Administrator account.

1. In the System Setup section, click DSS/FaHCSIA. 2. Click Edit. 3. Complete one of the following options:

a. To enable synchronisation to the DSS database, click the Synchronisation Enabled option. b. To disable synchronisation to the DSS database, clear the Synchronisation Enabled option.

4. Click Save.

COMPLETE A ONE-TIME SYNCHRONISATION TO DSS Prerequisite: You must be logged in to Penelope using a System Administrator account.

1. In the System Setup section, click DSS/FaHCSIA. 2. In the Communication Details section, next to Sync, click Synchronise.

ENABLE OR DISABLE THE SEARCH CLIENT FIRST OPTION Prerequisite: You must be logged in to Penelope using a System Administrator account.

1. In the System Setup section, click DSS/FaHCSIA. 2. Click Edit. 3. Complete one of the following options:

a. To enable searching for clients in the DSS database, click the Search Client First option. b. To disable searching for clients in the DSS database, clear the Search Client First option.

4. Click Save.

ENABLE OR DISABLE THE PARTNERSHIP APPROACH Prerequisite: You must be logged in to Penelope using a System Administrator account.

1. In the System Setup section, click DSS/FaHCSIA. 2. Click Edit. 3. Complete one of the following options:

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a. To enable the Partnership Approach features, click the In Partnership Approach option. b. To disable the Partnership Approach features, clear the In Partnership Approach option.

4. Click Save.

ENABLE OR DISABLE DISPLAYING THE HOME SUMMARY OPTION Prerequisite: You must be logged in to Penelope using a System Administrator account.

1. In the System Setup section, click DSS/FaHCSIA. 2. Click Edit. 3. Complete one of the following options:

a. To enable the Home Summary option, click the Display Home Summary option. b. To disable the Home Summary option, clear the Display Home Summary option.

4. Click Save.

SET WHO RECEIVES DSS ALERTS Prerequisite: You must be logged in to Penelope using a System Administrator account.

1. In the System Setup section, click DSS/FaHCSIA. 2. Click Edit. 3. To select which group of staff should receive notifications of DSS-related error messages, from the Send

Alert To drop-down, select a Worker Category. 4. Click Save.

SET THE DEFAULT ORIGIN CODE (ATSI), LANGUAGE, AND COUNTRY OF BIRTH Prerequisite: You must be logged in to Penelope using a System Administrator account.

1. In the System Setup section, click DSS/FaHCSIA. 2. Click Edit. 3. To set a default for Origin Code (ATSI), Language, and Country of Birth fields, from the appropriate

drop-down, select the desired option(s). 4. Click Save.

SWITCH BETWEEN THE PRODUCTION AND PRE-PRODUCTION DSS DATABASES Prerequisite: You must be logged in to Penelope using a System Administrator account.

1. In the System Setup section, click DSS/FaHCSIA. 2. Click Edit. 3. In the System section, choose one of the following options

a. To connect to the DSS test database, click Pre-Production. b. To connect to the DSS live database, click Production.

4. Click Save.

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MODIFY YOUR DSS WEB SERVICE CREDENTIALS Prerequisite: You must be logged in to Penelope using a System Administrator account.

1. In the System Setup section, click DSS/FaHCSIA. 2. Click Edit. 3. In the DSS Organisation Name field, type your organisation name as provided by DSS. 4. In the User Name field, type your DSS Web Services user name. 5. Click the Change Password option. 6. In the New Password and Retype New Password fields, type your DSS Web Services password. 7. Click Save.

UPDATE OUTLET ACTIVITIES, REFERENCE TABLES, DOMAINS, AND SCORES Updating the Outlet Activities, Reference Tables, Domains, and Scores options will update the drop-down values associated with each option. Prerequisite: You must establish a successful ping prior to updating the Outlet Activities, Reference Tables, Domains, and Scores.

1. In the Communication Details section, click Update next to each of the following items as applicable: a. Outlet Activities b. Reference Tables c. Domains, Scores

Note: When you click Update, the DSS retrieval process begins in the background. This process can take a few minutes to complete. Once complete, an updated time will appear in the Last Connection column in the Communication Details section.