Part 1: User Guide for Individuals User Guides Part 2: Administration and Reporting Functions Part 1: User Guide For individuals Overview of the process Here is an overview of the process for connecting with organisations and using the App 1. Create an account to login Once the App is downloaded, create an account in the App 2. Joining an Organisation If your organisation has sent you a code to link your assessment with the organisation, you need to enter this before you start doing your assessment. You can be linked with multiple organisations, or skip this step if you are just doing the assessment for yourself For instructions on how to set up organisations and access reports, see Part 2: Administration and Reporting 3. Complete your Assessment Choose which organisation you are completing an assessment for, or select 'My Personal Assessment'
1. Getting Started Once you have downloaded and opened the app you will be required to sign in The first time you do this you will need to set up an account, once set up, you will be able to enter your user login details in future. Click on sign up now to create a new account Then, enter the email address that you want associated with this account. If you have already signed up as an organisational owner or administrator, you will need to use that login. See Part 2: Administration and Reporting Functions
Once you enter your email, you will need to click on send verification code. You will receive a verification email to the registered email address. This will give you a code that you will need to enter to verify your email address for security purposes. Then, create a new password Once you have signed in, you will see the screen below. You can either click on: - Simple Strategies which will show you a list of simple strategies from the Carer Guide for each partnership standard - My Assessments which will take you to your assessments - Menu button on the top left hand side of the screen
When you click on the menu button you will see this screen: This allows you: - Person icon this shows who is logged into the account - Simple Strategies to Consider shows a list of strategies for each partnership standard to support your practice - My Assessments shows your personal assessments. Once you are connected with an organisation, you will also see those here - My organisations to see which organisations you are currently connected with (this requires a code to be provided by your organisation and entered under codes - Codes this is how you can connect with your organisation to enable organisational level reporting for all users that are part of the organisation
2. Joining an organisation: If you have received a code from your organisation, click on the Codes icon. This will allow your assessment data to be reported de-identified, to the person who established the organisation. Note, the users cannot be identified in organisation reports, however any free-text entered in the App could be identifiable, so we suggest care is taken in what information is entered into free text fields. You can be a member of multiple organisations, simply enter each of the codes you have been provided with and you will see your list of organisations under the My Organisations icon. You can do your assessment linked with an organisation, or you can do your own personal assessment where data will only be stored on your account. 3. Complete your Assessment Go to My Assessments You will then see My Personal Assessment (this is not linked to any organisations) and if you are linked with organisations, each organisation will be listed here (see example below) Click on the organisation you want to complete the assessment for, or click on My Personal Assessment.
The self-assessment will then appear, starting at Partnership Standard 1 - on each page, when you are ready to progress, click next Then enter your rating for each activity in each partnership standard Red = not met Orange = partially met Green = met If you rate the activity as not met or partially met, include an action plan for what you need to do next to improve the rating for this standard. Then click next and do this for all activities. You can go back in at any point in time and update your ratings. If you are a member of an organisation, reports will show the ratings and action plans at a selected point in time. The assessments are ongoing and live and should be revisited regularly.
Part 2: Administration and Reporting Functions Setting up Organisations, Users & Reporting Contents Overview of the process... 1 1. Login to the Carer Guide Administration Portal... 9 2. Create Organisational Structures... 2 3. Set up Owners and Administrators... 12 4. Create and Distribute Codes so that others can join your organisation... 14 5. Reporting Functions... 18 To access the website to set up, manage and report on Organisations for the Carer Guide App, go to https://admin.carerguide.com.au
Overview of the process Here is an overview of the process for setting up organisations, generating codes and accessing reports. 1. Create an account to login Set up a Carer Guide login via www.carerguide.com.au or via the Carer Guide App 2. Create Organisation Structures Make sure you are authorised to create an 'organisation' for your organisation, mental health service, non-profit organisation, etc. Create an organisation, departments and sub-departments that you want to be able to report against 3. Set up Owners and Administrators Decide who should be owners and administrators and set these up 4. Create User Codes This links App users to your organisation so you can access reports on data entered. Send out codes and start getting assessments for your organisation 5. Generate Reports Start analysing your assessment data
1. Login to the Carer Guide Administration Portal If you have already used the Carer Guide App and set up a username and password, enter it here. Otherwise, click Sign up now to create an account Once you have created an account either here or via the Carer Guide App, you use the same login for both and will need to use this login for all Carer Guide devices you are using. When you sign up for an account, you will receive a verification email to the registered email address. This will give you a code that you will need to enter to verify your email address for security purposes. 2. Create Organisational Structures The first step is to create a new organisation. Only authorised people from an organisation should set up a new organisation as they will have access to create and delete organisational structures and view all reporting data. Seek permission from your organisation before this is established. Think carefully about how you want to set this up as your data will start to populate against each of the departments and sub-departments you create once you send out linking codes to Carer Guide App users. You may only have one organisation, an organisation with multiple departments, or you may have multiple organisations you want to set up separately. It is important that only authorised representatives from the organisation set up the organisation structures as they become the owners of the organisation and can make changes, delete structures and see all the reports. Click on create a new organisation structure
Whatever the top level of the organisation is, type this name in first then you can add departments later. Then click save. The term departments below could also represent services, units, community teams etc. To add departments to the organisation, click add next to the organisation you want to add levels to: You will now see that Department 1 has been added and sits under the Example organisation To add more departments, go back to the top level of the organisation and click add again
It would then start to look like this where the 3 departments listed are all part of the Example Organisation If you wanted to create another sub-department, you can do this by clicking Add under the relevant level, e.g. Department 1 It would then start to look like this: Notes: You can set up as many organisations, departments and sub departments as you need. You may only have the one organisation and not want or need to split it into separate departments. However, there are advantages to setting different levels, this allows you to report at different levels, e.g. the whole organisation, a specific department or a specific sub-department or you may want to create reports to compare various departments, sub-departments or organisations, these can all be easily extracted via the Reports section of the site.
3. Set up Owners and Administrators Owners have the ability to create and delete departments and organisations, create and remove owners and administrators plus access to all areas that Administrators have access to (see below). You can only add owners at the top organisational level (i.e. you cannot add owners to departments or sub departments). Think carefully before adding owners as the more owners you have the higher the risk of data loss if organisations or departments are accidentally deleted (which cannot be recovered). Generally, you would set up 2 owners to provide a backup mechanism if the original owner was no longer available and to limit the level of risk for accidental deletion. Owners selected require relevant approval to view data at the highest organisational level and we recommend owners are individuals with intermediate IT skills and are authorised by the organisation to undertake this task. Administrators are authorised to access reports for organisations, departments or sub-departments that they have been given access to, and to generate codes to link users with the organisation via the Carer Guide App. This may include your department managers, regional managers, state managers, etc. You can set up each Administrator to have access to the specific departments or subdepartments that you want them to be able to access reports for. To add a new Owner, click on the Owners link on the right hand side of the organisation Type in the email address of the owner you would like to add, click Add Owner. Once added, when they login using that email address, they will now see the organisation that has been established. All current owners email addresses will be displayed at the bottom of the page.
To delete an owner, click on the Delete link next to the email address. Make sure you don t try and delete the only owner of the organisation, there should be a minimum of 1 owner. To add a new Administrator, click on the Administrator tab at the top of the page Go to the level that you want to add an Administrator to and click Manage Administrators. The levels are in a hierarchy, so in the example above, an Administration added to Example Organisation will have access to all Departments and Sub Departments underneath it. An Administrator added to Department 1 will also be able to view Sub Department 1 and 2, but not other Departments. An Administrator added to Sub Department 1 will only have access to that sub department. Then, enter the email address of the Administrator you want to add. When they then login (or register) with that email address they will have access to the code and reports for the level they have been given access to.
At any time you can delete Administrators, by clicking on the delete link next to their email address 4. Create and Distribute Codes so that others can join your organisation Now you have established your organisation levels, you need to be able to distribute codes to others so that they can link their self-assessment completed in the Carer Guide App to the organisation. This allows reporting for all users that have linked their self-assessment to the organisation. Go to the Codes tab at the top of the screen Select the relevant Department or Sub Department you want to generate codes for. Note you can only create assessment codes for bottom level departments to ensure data is recorded at the correct sub-level.
Type in how many codes you want to generate. Note that each code is unique to a single user, so you need to generate a code for every user you want connected to your organisation, department or sub-departments. You can come back at any time and generate more codes when you need them. Once you enter how many codes you want (maximum of 100 each time) and click Generate, the codes will be listed on the bottom of the screen Download a file containing my codes is an option if you want to open an excel sheet with all the codes listed so you can keep a record of who you have sent them to, to avoid double up or missing anyone.
Simply click the box to download a file containing your codes instead of displaying them on the screen, then click Generate When you open the downloaded folder it will open in Microsoft Excel and look like this. You can then type in who you have given each code to and save this for your records if you like. There is still no way to identify who has completed which self-assessment, simply who has been sent a code. Email the code to other people Send an email to each person you want to link their self-assessment to your organisation, department or sub-department. You may want to include how to download the Carer Guide App in your email if they have not already used it. When they open the Carer Guide App, they will be able to click on the Codes section and enter their unique code see flow chart on following page or more detailed instructions in Part 1: User Guide for Individuals.
1. Click on codes on the App screen 2. Enter the code provided by the Administrator (left hand side) or owner 3. Go to My assessments on the App screen (left hand side) 4. Select the organisation or department 5. Commence your self-assessment for the Relevant organisation or department
5. Reporting Functions To generate reports, go to the Reports tab Individual Service by Activity Report This report displays performance information for a specified service at the activity level at a point in time. You can select just a sub-department, a department to see results for all of the sub-departments in a consolidated report, or at the Organisational level to see results for all departments and subdepartments.
Simply select at which level you want to view the report and enter the date you want to view it.. If no date is entered, it will default to today s date. Then click Generate
The report will look something like this: The report shows you the range of total responses that you have i.e. how many people have completed the assessment. In this example there are less than 5 respondents that have done the assessment. You can see the spread of Green = Met, Orange = Partially Met, Red = Not Met and Grey = No response as yet. You get a snapshot view of how the service is going against each criteria within each partnership standard. To navigate back to the reports, either click the back button to go back to this report, or click the Reports tab again to get the main menu of reports. Individual Service by Partnership Standard Report This report displays performance information for a specified service at the partnership standard level at a point in time.
You can select just a sub-department, a department to see results for all of the sub-departments in a consolidated report, or at the Organisational level to see results for all departments and subdepartments. Simply select at which level you want to view the report and enter the date you want to view it. If no date is entered, it will default to today s date. Then click Generate The Report will look something like this You can see the spread of Green = Met, Orange = Partially Met, Red = Not Met and Grey = No response as yet. You get a snapshot view of how the service is going against each activity within each partnership standard. To navigate back to the reports, either click the back button to go back to this report, or click the Reports tab again to get the main menu of reports.
Individual Service Snapshot Comparison Report This report compares performance information for a specified service over two points in time. You can select just a sub-department, a department to see results for all of the sub-departments in a consolidated report, or at the Organisational level to see results for all departments and subdepartments. Simply select at which level you want to view the report and enter the date you want to view it as at. Then select the two dates you want to see a snapshot for. Then click Generate
The report will look something like this The first date you entered will be the one that is shown on top and the second date will be below it. On this example it shows that as at the first date, there were no responses. However, over time as your responses are being updated, you will be able to generate useful data on the improvements or changes in ratings over time. This helps to see if initiatives/actions that are undertaken are making a difference to the self-assessment ratings. Service Comparison by Partnership Standard Report This report compares performance information for specified services at the partnership level at a point in time.
You will need more than one service, or department or sub-department to be able to generate a comparison report. Simply choose at least 2 up to as many as you like from the list below to do the comparison report The report will look something like this. As you can see Departments 1 and 2 do not currently have any responses, but the third one does have data. It also shows you the range of respondents, in all cases below, there are less than 5 selfassessments completed.
All Services Comparison Report This report compares performance information for specified services against all other services in the system at a point in time. What this means is that you can see how your organisation, departments and/or sub-departments are rating compared with all other App users. You can select one or multiple departments and select a point in time. If there is no date entered, it will default to today s date. Then click Generate.
The report will look something like this: In this example, my organisation is currently performing the best against the partnership standards compared to all other organisations in the system. As more organisations are established by App users, there will be an increase in the number of results displayed. If my organisation had results that were not at the top level, it would show where my organisations results sit compared to others. The identity of the other organisations you are rating against, are not revealed. Action Plan Report This report displays action plan information for a specified service at a point in time.
Simply select at which level you want to display the action plans for. If you want to see all action plans for an organisation, click on the organisations name. Otherwise click on the Department or Sub-Department level you want to view. Then, enter the date you want it to report. If no date is entered, it defaults to today s date. Then click Generate.
The report will look something like this: Each individual user action plan is listed and categories under either not met or partially met depending on what their rating was for the specific activity. All assessments marked as Met do not have an action plan as the activity has already been met.