penelope case management software DSS CONFIGURATION GUIDE FOR AGENCIES MIGRATING FROM FSP TO DSS

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1 penelope case management software DSS CONFIGURATION GUIDE FOR AGENCIES MIGRATING FROM FSP TO DSS Last modified: June 24, 2015

2 TABLE OF CONTENTS Getting started... 3 About this guide... 3 About migrating from fsp to dss... 3 Administrator permissions you need to configure... 3 Install a DSS license key... 4 About Obtaining DSS Web Service credentials... 4 Migrating from fsp to dss... 5 Process flow: Migrate from FSP to DSS... 5 Migrate from FSP to DSS... 5 STEP 1: Modify the FSP shut off date... 5 Step 2: Configure DSS settings... 5 DSS configuration options... 6 Step 3: Receive a successful ping... 7 Troubleshooting: I received an error message when attempting a ping... 7 Communication details options... 8 Step 4: Update outlet activities, reference tables, domains, and scores... 9 Step 5: Configure Additional system administration configuration options... 9 Step 6: Modify the final submission date for an fsp program Step 7: Add a DSS Program Updating dss configuration settings About synchronising Penelope with DSS Enable or disable automatic synchronisation to DSS Complete a one-time synchronisation to DSS Enable or Disable the search client first option Enable or Disable the Partnership approach Enable or disable displaying the home summary option Set who receives DSS alerts Set the default origin code (ATSI), language, and country of birth Switch between the production and pre-production DSS databases Modify your DSS Web Service credentials Update outlet activities, reference tables, domains, and scores

3 getting started ABOUT THIS GUIDE The DSS module helps you manage the submission of eligible services to the Australian Government s Department of Social Services. This guide provides instructions for closing out the FaHCSIA module and configuring the DSS module in Penelope v4.3 and later. This guide is intended for those responsible for your agency s System Administrator and/or Super Users who are responsible for configuration tasks associated with the transition from FSP to DSS. ABOUT MIGRATING FROM FSP TO DSS FSP has indicated that Web Service submissions will cease to be available after July 1, In preparation for this change, you will need to ensure that all of your agency s submissions (including referral follow-ups and error corrections) are submitted no later than June 30, After this date, all records will be submitted to DSS instead of FSP, and all FSP information and FaHCSIA records in Penelope will appear as read-only. To prepare for this transition, you will also need to upgrade your Penelope database to v4.3, which includes the new DSS module. You will also need to obtain and install a valid DSS license key from Athena Software. When you upgrade to v4.3 of Penelope and enter a valid DSS license key, FaHCSIA-related features are relabeled to DSS/FaHCSIA and the options for migrating from FSP to DSS become available. If a record is specific to FSP (for example, an FSP Parenting Agreement) or if a record is shared with Penelope functionality (for example, referrals), you may be restricted from adding, modifying, or deleting all or parts of the record as they pertain to FaHCSIA. You will first need to indicate your agency s FSP Shut Off Date. The Shut Off Date indicates when submissions will switch from FSP to DSS and also prevents all FaHCSIA records from being altered after the Shut Off Date. The default FSP Shut Off Date is automatically set to June 30, 2015 in accordance with the standard date mandated by FSP. You can adjust the Shut Off Date forward (beyond June 30, 2015) if you have been granted an extension for submissions by FSP. Note that Penelope will not allow records to be submitted to both DSS and FSP at the same time, so if an extension is granted by FSP, the records will still only be able to be submitted to one or the other from Penelope. Case Services with FSP enabled will have a corresponding default Final Submission Date of June 30, 2015 if not previously set. The Final Submission Date within the Case Service will determine which date all records within that Case Service will be able to switch from submission from FSP to DSS. Note that the Final Submission Date for a Case Service cannot be extended beyond the Organisation FSP Shut Off Date. To submit client records to DSS, you must first configure DSS-related options in the System Administrator account in Penelope. Once you have configured DSS, you must set up all DSS-funded Case Services for DSS information to appear on 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/. 3

4 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 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. 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 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/. 4

5 migrating from fsp to dss PROCESS FLOW: MIGRATE FROM FSP TO 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. If applicable, modify the FSP Shut Off Date 2. Configure DSS options 3. Receive a successful ping from DSS 4. Update your Outlet Activities, Reference Tables, Domains, and Scores 5. Configure additional DSS options 6. If applicable, modify the Final Submission Date for a Case Service 7. Configure Case Services for DSS MIGRATE FROM FSP TO DSS STEP 1: MODIFY THE FSP SHUT OFF DATE As FaHCSIA-based records will no longer be submitted to FSP, the FaHCSIA information will become read only, and you will be unable to modify these records in Penelope. The FSP Shut Off Date is the hard cut-off for when FaHCSIA based records can no longer be submitted to FSP. When you upgrade your Penelope database to v4.3, the Shut Off Date is automatically set to June 30, 2015 by default. Unless you have been granted an extension from FSP directly, you should not modify this date. Agencies that have been granted an extension can modify the Shut Off Date as applicable (Note: The Shut Off Date can only be pushed forward; it cannot be backdated). Setting the FSP Shut Off Date is a permanent action and cannot be undone once chosen. You should only complete this task when you no longer wish to submit any records to FSP. 2. Click the FSP tab. 3. Click Edit. 4. In the Termination section, in the Shut Off Date field, select the date as indicated by your FSP extension. 5. Click Save. STEP 2: CONFIGURE DSS SETTINGS 2. On the DSS tab, click Edit. 3. To enable synchronisation to the DSS database, click the Synchronisation Enabled option. 5

6 4. To search for a client in the DSS database prior to having Penelope add the client to DSS, 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. 1 DSS CONFIGURATION OPTIONS Category Setting Description Configurations Synchronisation Enabled This option allows you to submit DSS information to the DSS Web Services. 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 6

7 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 Language each client. You can modify the default selection for each client as needed. 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 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 3: 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 Credentials Click Attempt Ping again. 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 7

8 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 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. 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 8

9 If you lock your DSS account, you must contact DSS directly to unlock it. For more information visit STEP 4: 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. STEP 5: CONFIGURE ADDITIONAL SYSTEM ADMINISTRATION CONFIGURATION OPTIONS Section Setting Notes Site Site FaHCSIA Outlet For each Site, the option to specify a Site FaHCSIA Outlet will be editable until FaHCSIA submissions are disabled. Once FaHCSIA submissions are disabled, this field becomes read-only. Event Security Class Display DSS/FaHCSIA Tab Only When Event Marked As Show Allow Marking DSS Records Not For Submission Show Link to DSS/FaHCSIA submissions list from home This option, previously available for FaHCSIA submissions will be relabeled to DSS/FahCSIA. When enabled, the DSS/FaHCSIA 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). 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. This option, previously available for FaHCSIA submissions will be relabeled to DSS/FaHCSIA. If enabled, staff will have FaHCSIA and DSS Submissions 9

10 page Allow Access to DSS/FaHCSIA submissions of workers other than self Allow Access to FRC Surveys 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/FaHCSIA tab on the specific records they have access to. This option, previously available for FaHCSIA submissions will be relabeled to DSS/FahCSIA. If enabled, staff will be able to access DSS and FaHCSIA submissions for other users in the database. By default users are restricted to only accessing their own FaHCSIA or DSS submissions This option, previously available for FaHCSIA submissions will become read-only after the FSP Shut Off Date has passed. Hide DSS/FaHCSIA Reports This option, previously available for FaHCSIA submissions will be relabeled to DSS/FahCSIA. If enabled, staff will not be able to view or access any reports in the DSS/FaHCSIA Reports section on the View All Reports page. Report Security Class FRC Survey Report Once FaHCSIA submissions are disabled, this field becomes read-only. This report lists information regarding completed FRC surveys. DSS / FaHCSIA Error Detail Report DSS / FaHCSIA Error Summary Report My DSS/ FaHCSIA Error Detail Report This option, previously available for FaHCSIA submissions will be relabeled to DSS/FaHCSIA. If enabled, staff will have access to the agency wide DSS/FaHCSIA Error Detail Report. This report lists out all records in error status along with details about the record in error status. This option, previously available for FaHCSIA submissions will be relabeled to DSS/FaHCSIA. If enabled, staff will have access to the agency wide DSS/FaHCSIA Error Summary Report This report lists out all current errors (but without record specific details). This option, previously available for FaHCSIA submissions will be relabeled to DSS/FaHCSIA. If enabled, staff will have access to a restricted version of the DSS/FaHCSIA Error Detail Report that is limited to only their 10

11 own records. Worker Profile FSP ID This field appears on the Clinical tab of each Worker Profile for staff with an Intake-Mgmt or Clinical Worker account. This field will be editable until FaHCSIA submissions are disabled. Once FaHCSIA submissions are disabled, this field becomes read-only. STEP 6: MODIFY THE FINAL SUBMISSION DATE FOR AN FSP PROGRAM The Final Submission Date is the end date for which all FaHCSIA submissions for the Case Service will no longer be submitted. To set up DSS for a Case Service, an End Date must first be specified for the FaHCISA setup. All FaHCSIA related records in Service Files in this Case Service with dates after this end date will appear as readonly. 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 / FaHCSIA tab. 4. Click Setup FSP. 5. In the Final Submission Date field, select the date as indicated by your FSP extension. 6. Click Save. Note: Repeat steps 2 through 7 for each applicable Case Service. STEP 7: ADD A DSS PROGRAM When you add a DSS Program, you must specify and effective date that is after the last FSP submission for the Case Service. If you specified the FSP Service End date after upgrading to v4.3, the last submission will be the same as the FSP Service End date. If you specified an FSP Service End date prior to upgrading to v4.3, you may have submissions that were sent to FSP after the FSP Service End date but before the DSS Effective date. If this is the case, the DSS Effective date may need to be set to a date later than the FSP Service End date. A Case Service can only be associated with one active DSS Activity or FSP Service Type at a time. To add a new DSS Activity or FSP Service Type, the previous one must have an end date specified and the new one must start after the end date of the previous one. 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. Click Add DSS Program. 2. In the Activity Type drop-down list, select the applicable Activity Type. 3. In the As of Date field, select the effective date of the DSS funding. 11

12 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. 12

13 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 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. COMPLETE A ONE-TIME SYNCHRONISATION TO DSS 2. In the Communication Details section, next to Sync, click Synchronise. ENABLE OR DISABLE THE SEARCH CLIENT FIRST OPTION 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. ENABLE OR DISABLE THE PARTNERSHIP APPROACH 3. Complete one of the following options: 13

14 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. ENABLE OR DISABLE DISPLAYING THE HOME SUMMARY OPTION 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. SET WHO RECEIVES DSS ALERTS 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. SET THE DEFAULT ORIGIN CODE (ATSI), LANGUAGE, AND COUNTRY OF BIRTH 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). SWITCH BETWEEN THE PRODUCTION AND PRE-PRODUCTION DSS DATABASES 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. 14

15 MODIFY YOUR DSS WEB SERVICE CREDENTIALS 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. 15

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