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					Iris Data Dictionary For Family Services Program                                                      May 2007
The IRIS Data Dictionary has been developed to promote greater consistency and reliability of IRIS Family Services data.

IRIS records key data about the client and service profile within Family Services. All data fundamentally derives from practice - from the initial
referral to Family Services, through key client issues and service activities to the case outcome and closure reason. IRIS data therefore
provides a window to analysing the broad characteristics of Family Service interventions and client families and is the primary source for
information about the performance and capacity of the Family Service program.

From April 2007, IRIS data will be used to generate Family Services Reports in order to inform:
      Government, about the performance and value of its investment in Family Services in Victoria
      Department of Human Services, about the progress of the legislative implementation and program performance
      Family Services agencies, about client needs, service responses, agency capacity and future planning
      Family Services catchments about operational management, service coordination and service planning
      Family Services practitioners and managers about allocation prioritisations, demand, capacity and workload, client characteristics and
      supervision

For the Family Services reports to be of value, the data that is entered must have a consistent interpretation. Critical to this is the role of the
Family Services staff who enter the data. Workers at times feel frustrated when entering data as they are not sure what is expected of them or
how the data will be interpreted by someone else. Different workers or different workplaces have different ideas about expectations and
meanings of the data. These differences affect the reliability and consistency and therefore value of the data.

The purpose of the IRIS Family Services Data Dictionary is therefore to establish an agreed state-wide taxonomy of terms used within IRIS,
and an explanation of how the data will be interpreted and counted for reporting purposes in order to increase the consistency and reliability
and therefore value of the data.

The Data Dictionary includes a General Overview and subsequent sections organised as per IRIS in terms of:
      Non-substantive cases                                Substantive cases                                        Groups

(‘Projects’ will be not included at this stage but will be added after further field consultation.)

Fields, values and processes used within IRIS are listed as they appear on the separate screens. Each section presents explanation about
terms, definitions and counting, and interpretation.

For additional support in applying the terms described in this Data Dictionary, please contact your regional DHS Family Services Program and
Service Advisor.


Family Services IRIS Data Dictionary May 2007                                                                                                    1
                                                                              Table of Contents

     Iris Data Dictionary For Family Services Program                       May 2007                                                                                                        1
     1      GENERAL OVERVIEW                                                                                                                                                                3
     Client and Case ....................................................................................................................................................................... 3
     Client and Case Identifiers ........................................................................................................................................................ 4
     Measures and terms for counting clients and cases, tracking cumulative harm, and integrated catchment service delivery to families ...... 6
     2      NON SUBSTANTIVE CASES                                                                                                                                        screen nc01 9
     3      SUBSTANTIVE CASE                                                                                                                                                               11
     CLIENT LIST FUNCTIONS (new, open, delete, export, refresh)                             ........................................................ screen cl01…………………………….11
     CLIENT INFORMATION                         ..................................................................................................... screen cl02……….…………………..13
     SEARCH FILTER OPTIONS                         .................................................................................................. screen cl01…………………………….17
     CASE FUNCTIONS (new, open, export, delete, merge, refer)                              ..........................................................cases tab……………………………….20
     CASE ALLOCATION VIA REFER CASE OR INTRA-CATCHMENT REFERRAL ........................................................................................ 21
     Refer case                  ......................................................................................................................under cases tab…………………….22
     Refer case (cont.).................................................................................................................................................................. 23
     Importing cases                  ................................................................................................................under File toolbar………………….24
     Exporting Cases to DHS: Updating Child FIRST                       .............................................................................under File toolbar………………….26
     Exporting Closed Referral Cases back to Child FIRST                       ......................................................................under File toolbar………………….26
     CASE INFORMATION                        ......................................................................................................... screen ca001…………………………27
     Case Category ...................................................................................................................................................................... 31
     Terms.................................................................................................................................................................................. 33
     Definitions............................................................................................................................................................................ 33
     Counting and Interpretation .................................................................................................................................................... 33
     RELATED PERSONS                        ........................................................................................................... screen ca00-2………………………34
     ISSUES                    ......................................................................................................................... screen ca00-3………………………36
     SERVICES AND HOURS OF SERVICE                              ....................................................................................... screen ca00-4……………………..43
     CLOSURE                       .................................................................................................................... screen ca00-5……………………..49
     4      GROUP WORK                                                                                                                                screen gp01……………………….53



Family Services IRIS Data Dictionary May 2007                                                                                                                                                2
1      GENERAL OVERVIEW
This information has been provided primarily to assist agency and catchment managers to better understand the structure of the IRIS data for
planning, research and evaluation purposes. All the critical information for practice purposes is provided under the relevant screen details to
follow – though understanding some of these broad underlying principles will be very beneficial to the quality of data entry.

Client and Case
IRIS makes a distinction between information attached to the client and information attached to the case.

Screen cl02 is the only screen where client data is entered on IRIS. This includes the client name, DOB, address, Indigenous status, as well as
the client code and user code. The Client list can be searched by a number of the fields entered on this screen. This client information is also
what is used to filter and populate client reports. Client code and user code are both free field options in IRIS that can therefore be used to
designate particular client sub types that can then be reported on as a group. This may include for example, clients receiving a holding
response, or clients for whom the agency has primary case management.

All other information in IRIS is case information. This includes referral source, related persons, issues, service activities and the new data fields
introduced to support the Children, Youth and Families Act 2005 (Protect referrer identity; Case category, including significant concerns about
wellbeing; intake outcomes; and children recorded). The case fields are used to populate the case reports eg Case Summary; Case Details;
Case Throughput; and Case Statistics reports.




Family Services IRIS Data Dictionary May 2007                                                                                                       3
Client and Case Identifiers
All IRIS data is entered and interpreted in relation to its ‘client’ and ‘case’ identity. These terms are therefore crucial to being able to track a
child’s cumulative history within IRIS and to use IRIS data to report about numbers, circumstances and experiences of Family Services clients.

IRIS has a number of different ways of assigning ‘identity’ to client and case characteristics that are therefore important to understand.

Term
                     Definition
Client name
                     The client name entered on IRIS is the ‘representative’ for the family – usually the mother or primary carer. This name will
                     be the primary and most critical field within IRIS when searching for previous or subsequent case entries in order to link
                     the cumulative case history of a family to the one identity.
                     When the child(ren)’s family name is different to the primary carer’s, the child(ren)’s family names must also be recorded
                     under Client name, linked to the primary name by / (eg Smith/Brown). If an alias is known indicate by (brackets).
                     Always search using * and key letters in the family name(s) to maximise linking new cases to existing client identities in
                     IRIS or to identify when same children are provided services within different household/family groups. See later terms for
                     more detail: Client‘s name       Search         Merge client
                     The client name is NOT exported to DHS ie DHS has only access to de-identified data.
Client code
                     The client code is generated by agencies as a unique identifier for that client family within the agency. Agencies have all
                     developed coding conventions to assigning unique client codes within the agency. All subsequent cases attached to the
                     client name with this code therefore have the same client code. The client list can be filtered and searched using the client
                     code. The client code also provides a filter for Client Reports eg: Client Summary Report.
                     Note that client codes only have relevance in the agency in which they are identified. With the exception of the new ‘refer
                     case’ capacity and reference code (and to some extent the SLK, see below), IRIS has no other means of recognising when
                     the same clients are presenting at different agencies. While this is a problem for best tracking of cumulative history for
                     children and for accurate reports of numbers of users of Family Services, it exists as an important privacy protection for
                     clients. The new integrated FS partnerships, and the requirements to receive referrals and undertake risk assessments for
                     children with significant wellbeing concerns, however, challenge traditional organisation specific privacy boundaries. How to
                     better support these needs will be reviewed as we move toward the CRISSP (Client Record Information System Service
                     Providers) IT system. See also ‘Measures and terms for counting clients and cases..,’ below.




Family Services IRIS Data Dictionary May 2007                                                                                                          4
Term
                      Definition
Reference code
                      The reference code is automatically generated by IRIS (from April 2007) every time a new case is established in IRIS. This
                      ‘travels’ with the case when exported via refer case to a catchment partner agency and will enable information about this
                      case to be linked back to the same client and case at the referring/exporting agency (eg Child FIRST/Central Intake.)
Statistical linkage
                      Automatically generated from the client’s name, DOB and sex. The SLK is the only means for the DHS data analyst to
key
                      identify when same clients are presenting at different locations across the State (though DHS cannot identify the name of
                      the client as names are not exported to DHS). (It is essential for this purpose that the identical spelling is used when a
                      client is referred to Family Services – as per the name on the Medicare card.)
User Code
                      Optional free text field for the agencies own use. Agencies may use this field to track client or program characteristics of
                      internal value to the agency or catchment. Examples of this are:
                         •   To use the user code to designate that your agency has primary case management responsibility for the case when
                             allocated to more than one agency
                         •   To designate that the case is receiving a holding service (also enter hours under ‘active holding’)
                      The Client list can be searched, or Client Reports can be filtered, using the user code. Eg: a Client Summary Report may be
                      produced for all holding cases or all clients receiving case management from the agency.
Case type and
                      All cases created for DHS funded Family Services are selected as ‘Family Services’ cases. Two funding sources are available
funding source
                      – DHS and Child FIRST. (In addition, a Family Services – Drought selection is available for Family Services agencies in
                      receipt of specific Drought funding). Only Child FIRST uses the Child FIRST option (NOT other Family Services teams in the
                      Child FIRST agency nor other agencies in the Child FIRST catchment). For all other Family Services cases, including Central
                      Intake referrals, select the DHS funding source. Any other funding sources attached to Family Services cases (eg
                      Innovations) are not to be used after April 2007. If agencies want to distinguish between different case types within the
                      DHS funding source, use the case or user codes. Agencies may set up alternative case or funding sources for cases that
                      are not funded by DHS Family Services. These will not be reported on by DHS.
Case code
                      Not a Mandatory field. Free field that can be used to designate case types of interest to the agency. These cases can then
                      be reported on as case code is a filter for Case Reports eg Case Summary report.
Case owner
                      The case owner is the case manager or the person in the agency responsible for the case. The case owner is reported as
Staff
                      ‘staff’ in case reports and on the case screen. (Note on the client screen and in client reports staff is the person who
Service Provider
                      created the client record). A secondary worker can be added as the service provider against the relevant service activity.




Family Services IRIS Data Dictionary May 2007                                                                                                        5
Measures and terms for counting clients and cases, tracking cumulative harm, and integrated
catchment service delivery to families

IRIS collects data on an organisation-by-organisation basis. A state-wide aggregate is developed when each agency exports its de-identified
data to DHS (on a mainly quarterly basis), creating a valuable platform for research, evaluation and performance management.


A critical limitation of IRIS, however, is that it has no state-wide whole-of-data base capacity to search for previously known clients to Family
Services beyond individual organisation (server) boundaries. This was built into IRIS as a safety mechanism for client privacy, and this remains
a relevant concern. With the move to the integrated Family Service agency partnerships within sub-regional catchments, and the requirement
for heightened vigilance for children legislatively defined as having significant concerns about their well-being, the landscape has changed.
Increased capacity to share information across agency/organisation borders is essential to meeting the objectives to ensure the safety and
wellbeing and prevent cumulative harm to these and other vulnerable children known to Family Services.


In accordance with these requirements, the IRIS upgrade of 2007, has established increased capacity to share information for case and
operational management across organisational boundaries within catchments only. Cross-catchment, state-wide identification of clients within
IRIS remains limited. This continues to be regarded as a safety mechanism to enable time to evaluate client impacts of increased information
sharing; for clients to gain increased awareness of the integrated basis to Family Service delivery; and to ensure technology supports, rather
than leads developments in this sensitive ethical area.


The means for IRIS to share information across agency boundaries is through the new refer case functionality. This enables cases referred to
Child FIRST or Central Intakes (Family Support Innovation Projects) to transfer client and case information to partner agencies within the
catchment and, where the track progress facility is selected, for Child FIRST to be updated about ongoing client issues, related persons and
service activities for these cases. Over time, Child FIRST will establish a growing record of all families referred into the catchment through Child
FIRST and be able to report on catchment-wide client and service profiles for these cases.


Where it is not appropriate to track progress in this way (in the absence of Child FIRST and associated catchment governance arrangement that
incorporate privacy considerations for clients), agencies may refer to each other within a catchment by using the new intra-catchment referral
referral source (more information is provided in later sections of the Data Dictionary). When a case is referred to a partner agency using the
intra-catchment referral referral source this will indicate integrated agency activity to program managers and evaluators and enable the overall
count of service to be adjusted to count an additional case but not an additional client family within the catchment.


The critical data to tracking cumulative harm and client and case numbers within Family Service catchments follows.


Family Services IRIS Data Dictionary May 2007                                                                                                     6
Term
                     Definition
Integrated Service
                     Within the integrated catchment partnerships, any single intake to Family Services may result in a number of agencies
delivery within
                     providing services, with each agency’s effort recorded as a separate case for that client. This scenario will therefore be
catchment and
                     counted as one family (one registered client as above) but multiple cases.
case numbers
                     A new case is established every time a family is referred to Child FIRST or a Central Intake, and every time a family is
                     referred onto or between partner agencies within an integrated catchment partnership (using either refer case or intra-
                     catchment referral referral source). The multiple cases combine as the service response provided by one or more agencies
                     to the initial referral of the family/client to Family Services, until final closure of that service episode. All hours of service
                     are recorded against cases within each individual agency. The total number of hours of service within a catchment (ie
                     across agencies) as a result of a single referral for a family into Family Services can be aggregated by Child FIRST or DHS
                     (from export data) only when track progress is used in refer case.
Number of
                     A client is a family receiving a service from a Family Service agency. One family may be a client in multiple
Families and
                     agencies at the same time (with the possibility of more than one client identity and more than one case across agencies).
number of clients
                     Duplicates can only be excluded by matching same reference codes and SLKs, (as described elsewhere). With increasing
                     numbers of referrals originating through Child FIRST, the count of families accessing Family Services within catchments will
                     however become an increasingly reliable figure (via matching reference codes). Key counting rules are:
                     •   The number of families referred for Family Services in any period will be counted as the number of referral sources
                         (less intra-catchment referrals) within the specified reference period (plus non-substantive cases). This will therefore
                         exclude double (or more) counting of clients receiving services from multiple Family Services agencies within the same
                         catchment (referred to partner agency via refer case (includes transfer of the original referral source) or as an intra-
                         catchment referral in response to the same initial referral).
                     •   The number of families who ever receive service from Family Services will be an adjusted estimate taking into account
                         number of different client codes less intra catchment referrals and additional client codes attached to the same case
                         reference number (ie same family receiving service following refer case from a partner agency in a catchment). Where
                         different, additional client codes associated with same statistical linkage keys may also be subtracted from total family
                         numbers to capture same clients accessing Family Services in different parts of the State.
                     •   The number of clients receiving a service from Family Services at any point will be the number of individual cases
                         across all agencies (allows that one family is a client in multiple agencies at the same time)
                     •   Only families with cases with service activity over the past three months will be counted as active Family Services
                         clients (to exclude cases ‘open’ due administrative errors or over-sights in case closures).
                     •   Child FIRST (and specified Central Intake sites) clients/cases will be adjusted to factor in cases open due to
                         administrative updating of track progress activity (n= no. open clients – no. refer case exports)


Family Services IRIS Data Dictionary May 2007                                                                                                         7
Term
                   Definition
No. of children
                   No. of children will be counted from all child related person relationships for the unit being considered (family/client/case).
Counting for
                   Each agency in its Funding Agreement has an allocated no of targets. For Family Services performance reporting purposes
Funding
                   a target is the service provided to a client, defined as a case x the number of hours per service in an individual
Agreement target
                   agency. The total number of targets (clients receiving a service from Family Services at any point) will be the total
purposes
                   number of individual cases for all clients across all agencies. Targets are reported for funding purposes as the number of
                   clients in receipt of Family Services.
Tracking of
                   Cumulative harm may be indicated by reference to one or more of the following:
Cumulative Harm
                   •   Families, and children of families, with an assessment of significant concerns about wellbeing
                   •   Previous entries to Child FIRST
                   •   No. of previous Family Service cases
                   •   IRIS issues for these families (no. and type)
                   •   Amount of time open in Family Services this case and across cases (hours and months)




Family Services IRIS Data Dictionary May 2007                                                                                                    8
2      NON SUBSTANTIVE CASES                                                                                    screen nc01
A non-substantive case is where less than 2 hours of service is provided and one or more of the following is known:

•   Insufficient information is known about the family to officially register the family with the agency and establish an official agency file
•   The family is assisted by a one-off intervention, ie service activities are not ongoing beyond one day
•   The agency does not make a comprehensive assessment to identify the family’s issues
•   The family does not receive more than 2 staff-hours of service (from all staff combined).
•   Are generally restricted to information and advice type enquiries
•   Can be used to track professional follow-up with Family Services after case closure
•   When totalled, contribute considerable numbers of hours to your agency’s performance and funding record.
•   Must be linked to any substantive cases to enable a full cumulative service history for the child (Search and attach client)

Non Substantive cases include all ineligible case records. If a more comprehensive family or service profile is required then a substantive case
should be registered, even if little time is spent.

        Terms                            Description                                        Counting and interpretation
Case type                 Family Services                           Case type and funding source are selected via case type. Select Family
                                                                    Services – DHS or Family Services – Child FIRST (Child FIRST Providers
                                                                    only)

Funding source            Options are:                              Every DHS funded Family Service, except Child FIRST, selects the ‘DHS’
                                                                    funding source, including partner agencies in Chid FIRST catchments.
(Selected through Case    - Child FIRST
Type)                                                               Only Child FIRST is to use the Child FIRST funding source
                          – DHS
                                                                    ‘Innovation Projects’ or ‘IP” remain on cases opened before the 23 April
                                                                    2007 as funding source due to their link to now historical case entries. These
                                                                    funding sources will not be active ie: they will not be able to be selected
                                                                    after 23 April 2007.

Date                      Date of service provision

Duration                  Length of service                         Non-substantive cases are funded as Entry level targets. Recording of all
                                                                    hours of service is critical to agencies performance accountability.




Family Services IRIS Data Dictionary May 2007                                                                                                      9
         Terms                        Description                                         Counting and interpretation
Travel time             Length of travel time                    This is counted along with duration as total funded hours

Agency                  Defaults to Agency number

Interpreter             Required or not

Outcome                 Eligible: needs met                      The non-substantive Outcomes will be reviewed and modified to be better
                                                                 descriptive of non-substantive Child FIRST/Central Intake purposes and
                        Eligible: offer of service declined
                                                                 outcomes as part of a subsequent IRIS upgrade.
                        Eligible: unable to provide service
                        (lack of Capacity)
                        Ineligible
                        Referred on

First name &            If the non-substantive case is linked    Linking non-substantive to substantive cases is critical to
surname                 to an existing substantive case these    establishing the full cumulative case history for the child. Always
                        fields will be automatically populated   search substantive and non-substantive lists before creating a new
Sex
                        from the existing case record            client.
Suburb
LGA                                                              To link non-sub case to an existing substantive case (includes auto-
                                                                 population of client details), highlight client on list, then click ‘attach client’.
                                                                 To link non-sub case to a subsequent substantive case, click ‘attach client’
                                                                 once the client has been registered as a substantive client.




Family Services IRIS Data Dictionary May 2007                                                                                                       10
3      SUBSTANTIVE CASES
CLIENT LIST FUNCTIONS (new, open, delete, export, refresh)                                                             screen cl01

When a new referral is received by Family Services, the client list must be searched to establish whether that family has previously been
registered as a client in IRIS in this agency (see Client search filters below: remember to search using * by the primary carer’s and children’s
family names). If the client is found, use the ‘Open’ function to open the client and create a new case for this client (refer to Case Functions).

If the client family is not found after searching the client list, select ‘New’ to register or enrol a new client before the you can create a new case.

Other case functions are ‘Delete’, ‘Export’ and ‘Refresh’ as described to follow.

A new client function client merge is included in IRIS from April 2007 to remove duplicate clients from the Client List (see below).

Note that there is a distinction in IRIS between these client functions and similar functions for cases (See Case functions screen cI02 below)

                   New                     Open                      Delete                       Export                  Refresh



Function                 Definition and Use

New                      Always search the agency client list (including inactive) before registering a client as new. Select ‘new’ to create a new
                         entry and register a client. Only select if the client has not previously been registered with the agency.

Open                     Highlight the client’s record on the client list, select open to access the client record.

Delete                   Highlight the client’s record on the client list, select delete to erase the client record.




Family Services IRIS Data Dictionary May 2007                                                                                                        11
Export                  Use this function to transfer a client record to another agency that is in a different catchment or Region eg: client is
                        moving to another area. The agency’s IRIS Key code will be required to undertake this function. Highlight the client’s
                        record on the client list and select export (client). Once selected the wizard will guide you through the steps to export
                        the selected client record to another agency.
                        IRIS makes a distinction between information attached to the client and information attached to the case. Export client
                        transfers only information collected about the client (screen cl02). Alternatively ‘export’ case (in cases screen) will
                        transfer information only about the case eg: Related persons, services, issues etc. When transferring IRIS records to
                        another agency you may export both or either the client details or the case details. Use this export function only for
                        cases that will no longer receive service from your agency.

Refresh                 This function is selected in conjunction with the search filter options (see below)

Client Merge            Client merge is used when the same client family is registered under two names leading to double counting of the
                        number of users of Family Services and most importantly, splitting the child’s Family Service history between the two
                        IRIS records. Merge files when:
Note Client merge
                           •   A client name is misspelt, creating two client records (Searching with * and key letters in the family name will
is located under file
                               generate other spellings – see Search)
on the toolbar
                           •   IRIS clients have been established in both parent names even though at the one address. Select one only as the
(this requires IRIS
                               representative person for the family and merge other client to this identity. (Remember more than one family
Administrator
                               name can be entered eg Smith/Brown)
access to use)
                           •   After importing clients referred from Child FIRST/Central Intake that are already registered with the receiving
                               agency, merge the new Child FIRST client to the existing agency client to avoid client duplication. When the
                               clients are merged, the referral case will be added as an additional case under the existing agency client. The
                               reference code on the referral case will enable the case to be matched back to the Child FIRST client identity.
                               (Advise Child FIRST of agency client name if different to the Child FIRST name for Child FIRST to register the
                               agency name as an alias) See also Importing clients under Case Allocation… below.
                        Client merge is supported by a self-explanatory wizard that steps you through merging the ‘from’ client with the ‘to’
                        client. When clients are merged, all client details of the ‘from’ client (name and demographics on screen cl02) are
                        erased from IRIS, though the previous case and its associated case data is included as an additional case under the
                        now single registered client. In these circumstances only, two Family Services cases may be open in the same agency,
                        though usually one would then be closed.




Family Services IRIS Data Dictionary May 2007                                                                                                     12
CLIENT INFORMATION                                                                                                              screen cl02

When you register a new client, the following information must be entered – or updated if entering a new case for an already existing client.


When you apply any of the client list functions of delete client, merge client or export client it is this client information that is respectively
deleted, exported or merged.


The registered client identity is the first and arguably the most critical data item in IRIS. It allows us:
       To track client history across serial case entries to Family Services and therefore to create a continuous and cumulative history of the
       child and family needs and service outcomes, enabling assessment of cumulative harm to the most vulnerable children
       To realistically report on the demand for service on Family Services and to ensure that resources and funding are matched to need.



        Always search substantive and non-substantive lists before creating a new client to avoid duplication
        and to ensure all service history for the child and family is accumulated under the one client identity.


Due to the critical importance of ensuring consistent and identifiable client identities in IRIS, caution and agreed conventions must be used
when establishing the identity of the ‘registered client’ in IRIS. Only then can we have confidence that we are best collating the child’s
cumulative service history under one identity (or more if the child lives between different families).


In IRIS the registered client is the ’representative’ for the family (children) receiving service. Convention is that the ‘representative person’ is
wherever possible the mother or primary care giver. This may or may not be the presenting person.


From April 2007 you are required to include both the primary carer and children’s surnames when registering a client. If parents
present together or it seems more appropriate, both parents’ names can be entered as ‘the client’ (see Client name under Client
Information below).


Further information about the children’s identities is entered through related persons attached to the case for this client. From April 2007
numbers of children in families and their ages will be routinely included in reports, and children’s names included where relevant in agency IRIS
reports.

Family Services IRIS Data Dictionary May 2007                                                                                                        13
        Terms                        Definitions                                         Counting and interpretation
Agency code             Each agency’s code automatically         This is a unique identifier code assigned to the agency by DHS.
                        appears in IRIS.
                                                                 Catchment agencies will be able to identify partner agency input through the
                                                                 agency code. Agency codes are located at the bottom of any screen in IRIS.

Client Code             Mandatory field. This is an identifier   Any subsequent referral must be linked to existing clients to enable cases to
                        code assigned by the agency for new      be linked as a cumulative service history. In order to monitor cumulative
                        clients (unless the worker links a new   history of the children and to avoid double counting of families in
                        referral to an existing client and       Family Services it is critical to link new cases to existing client names
                        therefore an existing client code).      and codes.

Statistical linkage     Automatically builds with the input of   The SLK allows the DHS data analyst to identify when same clients are
key                     client details, generated from the       presenting at different locations across the State (though DHS cannot identify
                        client’s name and DOB and Sex.           the name of the client as names are not exported to DHS). It is essential for
                                                                 this purpose that the identical spelling is used when a client is
                                                                 referred to Family Services – as per the name on the Medicare card.

User Code               Optional free text field for the         Agencies may use this field to track client or program characteristics of
                        agencies own use.                        internal value to the agency and or catchment. Examples of this are:
                                                                 • to use the user code to designate that your agency has primary case
                                                                   management responsibility when allocated to more than one agency
                                                                 • to designate that the case is receiving a holding service (also enter hours
                                                                   under ‘active holding'
                                                                 • use in Child FIRST to designate which outlet the case is allocated to. If
                                                                   allocated to 2 agencies both can be nominated
                                                                 Searching by *user code will retrieve all clients with that code. Can also be
                                                                 used as a filter for reports.




Family Services IRIS Data Dictionary May 2007                                                                                                    14
         Terms                       Definitions                                          Counting and interpretation
Clients Name            Mandatory field. The name of the         The registered client is the ‘representative person’ for the family. This may or
                        ‘representative person’ for the family   may not be the same presenting person for a subsequent referral. A key
                        – usually the mother or primary          priority is to record all contacts about the same children in a family under the
                        caregiver of the child. Wherever         same client name, wherever possible.
                        known use the spelling on the
                                                                 When the child(ren)’s family name is different to the primary carer’s, the
                        family’s Medicare card.
                                                                 child(ren)’s family names must also be recorded under Client name, linked to
                                                                 the primary name by / (eg Smith/Brown). If too many names, names can be
                                                                 shortened to key letters (as in internet searches). If an alias is known
                                                                 indicate by (brackets).
                                                                 Always search using * and key letters in the family name(s) to maximise
                                                                 linking new cases to existing client identities in IRIS or to identify when same
                                                                 children are provided services within different household/family groups.

Date of Birth           Mandatory field. The date of birth of    Either enter the DOB or tick the DOB declined box. Date of birth will allow
                        the client is recorded. Where the        IRIS to link de-identified data for clients who present in different regions or
                        client declines to give their date of    catchments through the statistical linkages key (name, DOB, sex).
                        birth, tick the DOB declined box.

Sex                     Mandatory field. Male or female

Address                 Street name and number and PO Box        Entering client suburb and LGA is essential to undertaking place based
                                                                 catchment planning and to being able to provide reports specific to the
Suburb                  Mandatory field.
                                                                 different LGAs within the catchment for example to support LGA based
LGA                     Defaults to LGA once suburb is           allocation processes.
                        entered.

Country of Birth        Mandatory field. Select from list        Country in which the client was born

Indigenous status       Mandatory field Identify whether the     To be entered for all related persons as well as the primary client. Very
                        client is Aboriginal and/or Torres       important to enter this information for all children in the family.
                        Strait Islander or whether this could
                                                                 Child FIRST or any Family Service intake is to directly ask at referral whether
                        not be ascertained.
                                                                 or not the family is Aboriginal or Torres Strait Islander. If so families are to be
                                                                 offered options for involvement of Indigenous services and Family Services is
                                                                 to consult with Indigenous services subject to local agreements and
                                                                 processes.


Family Services IRIS Data Dictionary May 2007                                                                                                      15
        Terms                        Definitions                                          Counting and interpretation
First Year Arrival      Non mandatory. If the client was not
                        born in Australia complete this field
                        by entering year of arrival eg 1983.

Migration Program       Non mandatory field. If the client
                        has migrated to Australia, indicate
                        the migration program through which
                        the client has migrated.

How well speaks         Mandatory field. Select from list        If English is not a client’s first language, indicate how well the client speaks
English                                                          English or whether this could be ascertained. For clients whose first language
                                                                 is English use the very well option.



Language other than     Mandatory field. Indicate the client’s   Will be reported in the new Family Profile statistics report from mid 2007.
English                 preferred language (select from list).

Partner Language        Non mandatory field. Indicate the
other than English      client’s partner’s preferred language.

Interpreter/Bilingual   Non-mandatory. Select from options       Identifies whether interpreter or bilingual service are required for the client.
Worker
                                                                 Typing ‘N’ into the selection field will bring up the ‘neither’ option

Household Type          Non-mandatory. ABS definitions used      Important data for demographic analysis and evaluation.

Ancestry                Non-mandatory field . Select from        The ancestry recorded as the first option will be reported in the Family Profile
                        list. Allows up to four options to be    Summary as the family’s CALD status, that is as the primary cultural identity
                        recorded.                                of the family.




Family Services IRIS Data Dictionary May 2007                                                                                                   16
SEARCH FILTER OPTIONS                                                                                               screen cl01

Only name(s) entered as the registered client can be searched using the search filter options.


The Search Filter Options enable you to search by First Name; Surname; DoB; User Code; Client Code – and more as seen below.


The primary search filter will be surname –Always include any children’s surnames preceded by * in the search to identify all client records that
may include the child and always include ‘inactive cases’ in your search to ensure you are not excluding closed cases.



           When you have selected the filter option to search by, select ‘refresh’. The Client list will narrow
           down to match the selected field. Select ‘clear filters’ before entering another search option.



        Terms                          Definitions                                         Counting and interpretation
Surname                   Family name of:                           From April 2007 you are required to include both the primary carer and
                                                                    children’s surnames when registering a client. (See Client Information:
                             •   *primary carer, usually mother
                                                                    Name below). Correspondingly, you are required to search using the leading
                             •   *father or /partner (optional)     asterisk * to capture different spellings and different family constellations
                                                                    that may include the subject children.
                             •   */children
                                                                    When searching the client list prior to registering a new client, therefore,
                             •   *alias (in bracket)
                                                                    always search by *primary carer, *other possible carer, and *child(ren)’s
                                                                    surname before you select the new client option.

First Name                Of client                                 To narrow the client list down by first name, any part of a registered client’s
                                                                    first name can be searched using the * eg: *ae will narrow the client list to
                                                                    any clients with the letters ae in their first name such as Anne or Andrew.
                                                                    The * does not need to be used if correct spelling of first name is entered.

DoB                       A search can be undertaken by             Only those clients registered with the date of birth selected will appear in the
                          entering a date of birth. Enter Date of   client list. If the client name incudes multiple surnames, DOB is to refer to
                          Birth and select refresh.                 the primary carer, usually the mother.

Family Services IRIS Data Dictionary May 2007                                                                                                      17
         Terms                        Definitions                                            Counting and interpretation
User Code               Enter the user code and select refresh.      The User Code is an optional free text field for the agencies own use.
                        Only those client/s with the specified
                                                                     Client list can be searched by the user code. Depending on agency use of the
                        user code will appear in the client list.
                                                                     User Code this would therefore select for example, all clients for whom the
                                                                     agency has primary case management, or all clients receiving a holding
                                                                     service or allocated from Child FIRST etc. The user code can be used for
                                                                     more than one purpose Search with * to ensure your selection is canvassed
                                                                     when the user code is used for multiple purposes

Client Code             Enter the client code and select             The Client code is a mandatory field. Client list can be searched by the client
                        refresh. Only the client with specified      code. If more than one client has the same code, the file needs to be
                        client code will appear in the client        merged (if the same family) or the client code needs to be changed where a
                        list.                                        duplication in code has occurred for different client families.

Last updated            To narrow client list down to those          Date Section range:
                        clients whose records have been
                                                                     Last 30 days, Last 3 months, Last 6 months, Last 12 months, Last qrt-to-
                        updated within a specific period
                                                                     date, Year-to-date, Fin year-to-date.

Agency                  Where any agency has more than one           Defaults to first listing. Agencies with more than one agency listing will need
                        outlet registered on IRIS the drop           to use the drop down box to select another listing.
                        down box will display options for
                        selection.

Group                   Select a group name and refresh.             Group participants can also be viewed via the Groups function button by
                        Only clients that are participants of        selecting the specific group.
                        this group will appear in the client list.

From – To               Date range search. Once a date range         Date range selection field. If ‘from’ is selected (and not to) all entries from
                        has been entered, select refresh.            the date selected will be displayed.
                        Only entries created within this date
                        range will appear in the client list.

Clear Filters           To clear all selected fields – select        Once a search filter is selected, it will remain as a selection until the clear
                        clear filters.                               filter is selected: eg: First name selected (filters not cleared) and then a date
                                                                     range is selected, both options will influence the search.
                        To return full client list to screen –
                        clear filters and select refresh.


Family Services IRIS Data Dictionary May 2007                                                                                                      18
        Terms                          Definitions                                           Counting and interpretation
                        Select clear filters before entering
                        another search option.

Current Only            If selected (tick box) ‘Current only’ will   Only select ‘current only’ if you are specifically searching open cases. This
                        include only those cases that are open       will be when the search is for agency/catchment planning purposes.
                        currently.
                                                                     Before registering a new client always search all cases – current and inactive


Include Inactive        If searching for a client record that        When searching prior to registering a new client always tick ‘include inactive’
                        has previously been closed, tick             to ascertain whether client has previously been registered.
                        ‘include inactive’.

Limit 100 entries       Defaults to ‘Limit 100 entries’. Can be      If there is any possible likelihood that search field may be greater than 100
                        cleared to include more than 100             entries, clear the default limit to ensure that you are not excluding clients
                        entries.                                     from your search




Family Services IRIS Data Dictionary May 2007                                                                                                        19
CASE FUNCTIONS (new, open, export, delete, merge, refer)                                                                  cases tab

Whenever a new referral is made to Child FIRST/Family Services a new case must be created. As for all IRIS case functions, NEW CASE is
accessed by clicking on the cases tab at the top of your screen. For new clients, a client must be registered/enrolled before a case can be
created.

The case functions – including to create a new case or for Child FIRST/Central Intake to refer a case to a partner agency within the LGA or
catchment are provided as tabs on the right hand side of the cases screen:



               New Case                 Use to open a new case for a newly referred client or to open a new case for a client
               New Case                 already registered on IRIS


               Open Case                Use to open an existing case record. Highlight on the case and double click on open case



               Export Case              Use to export case information eg: related persons, services, issues etc. Follow the steps in the
                                        wizard after selecting this option.



               Delete Case                Use delete case only where a case has been created in error eg: wrong ‘new case’ type selected.
                                          This function will delete the case including all associated services and issues


                                        Use to merge one case into another case for a particular client, when the case types are the
               Merge Case
                                        same. The 'to' case will retain its Case Details and Case Notes. The 'from' case will be deleted
                                        and its Case Details and Case Notes (if any) will be lost. Information and warnings are given in
                                        the merge case. This is a different function to ‘merge clients’ which merges the client details.



               Refer Case
                                        See Refer case below.




Family Services IRIS Data Dictionary May 2007                                                                                                 20
CASE ALLOCATION VIA REFER CASE OR INTRA-CATCHMENT REFERRAL

Refer case is used by Child FIRST and Central Intakes in Family Services to allocate cases to partner agencies within the catchment or LGA for
further casework. Allocation is a case practice decision, made within the allocation process for the catchment. The refer case function supports
this case practice decision by exporting a copy of the IRIS client and case record to the allocated agency (or agencies) for ongoing casework.
The refer case function establishes referral cases by creating a copy of the original client and case information and exporting the copy to a
designated partner Family Services agency in the catchment. The partner agency does not have to re-enter the transferred client and case
information. Two options are available when using the refer case function: to track the case progress, or not.
Child FIRST will always track case progress. This means that each quarter, when the agency exports its IRIS data to DHS, Child FIRST IRIS is
also updated with that quarter’s service activity for the family. Consistent with the legislative objectives for Child FIRST, this enables Child
FIRST to establish a single client list of families referred to Family Services in the catchment, and most importantly to establish a cumulative
history of all cases and services received by the family through Family Services in the catchment. This is critical to enabling comprehensive
assessment of needs and risk to the child in the event of subsequent referrals, to intervene early and effectively, and prevent cumulative harm
to the child. (Note that catchments that enable referrals directly to local agencies may receive general family referrals independent of Child
FIRST. All cases must be included in the catchment prioritisation and allocation process, and all significant wellbeing concern cases must be
registered in IRIS at Child FIRST. Any referrals of local entries to partner agencies use the intra-catchment referral referral source).
Once allocated through refer case, Child FIRST or Central Intake has no ongoing case management responsibility. This is so even though the
case stays open on the Child FIRST IRIS to track case progress and update the cumulative history in the event of subsequent referrals (ie not
to monitor or oversee case decisions in the current agency case). Responsibility for case management, including case planning and outcomes,
is that of the agreed partner agency. Child FIRST, as a participant in the catchment allocation and review process, may have further roles in
allocating the case for further services within the catchment Family Service Alliance. A trigger for this may be the assessment of significant
concerns about the child.
While any review, coordination or re-allocation processes occur, case responsibility stays with the allocated agency. Once a practice decision is
made that the case is to be re-allocated to a further Family Service agency, the case is again exported to this next agency by Child FIRST using
the refer case function. If more than one agency is allocated the case, the agency with case management responsibility must be nominated and
agreed. At case closure, all IRIS referred cases must be exported back to Child FIRST to be closed at CHILD FIRST (as well as at the allocated
agency). This completes the track progress function.
Due to the increased expectations for intra-agency processes, it is not recommended that Central Intakes use the track progress option unless
corresponding governance and business processes are established. Refer case can still be used for the initial case allocation, but any
subsequent allocations to partner Family Service agencies within the LGA/catchment should be used with the intra-catchment referral referral
source (indicating that the client should not be double counted). Nor is there a requirement that the case be returned to Central Intake for
closure. In the event of subsequent referrals, Central Intake will know where the case was initially referred, but not the outcome. When using
intra-catchment referral, agencies can increase capacity to track cases for same clients across agencies by manually entering the IRIS
generated Reference Code as the Case Code in the new case at the next agency.


Family Services IRIS Data Dictionary May 2007                                                                                                 21
Refer case                                                                                                  under cases tab

Refer case is used by Child FIRST or FSIP Central Intakes to electronically transfer the IRIS intake case to the partner agency the case is
allocated to. IRIS does this by creating a copy (a ‘shell’) of the Child FIRST (or Central Intake) case – the ‘referral case’ - and exporting this
copy to the partner agency via the refer case function. Child FIRST/Central Intake can modify their own version of the case but cannot modify
the referral case (the exported copy). When ‘track progress’ is selected, the referral case is updated at the time of the partner agency export to
DHS, and at closure.


Child FIRST (or Central intake) can allocate cases to more than one agency at a time. Where Child FIRST (or Central Intake) allocate to more
than one agency simultaneously or concurrently after closure of a previous referral case, Child FIRST (or Central Intake) can only electronically
transfer their original intake case, not the updated referral case. Each export via refer case generates a separate referral case at Child FIRST
that is updated at the time of the export to DHS or at closure by the allocated agency (when ‘track progress’ is selected).


To use the Refer Case function: Open the clients record and select the Cases tab. Highlight the case to be referred. Select ‘Refer Case’ from
buttons on right hand side of the screen. Dropdown box gives the options of ‘To Self’ or ‘To other Agency’.


To Self: Child FIRST or Central Intake providers select ‘To Self’ to transfer the case to other Family Services teams with the same
agency/outlet code within their own organisation. If the agency-outlet code is different, use ‘To Other Agency’ option (as below). Once ‘To Self’
is selected, a Family Services- DHS Case will automatically be created as the ‘referral case’. For Child FIRST this action converts the Child FIRST
funding source to the generic DHS funding source. (A central Intake case is already created as a Family Services –DHS case). Whenever the ‘to
self’ option is selected, the referral case progress is automatically tracked and updated. (Note for Central Intakes they cannot close the intake
case until the referral case is closed by the Family Services team).




Family Services IRIS Data Dictionary May 2007                                                                                                   22
Refer case (cont.)

To Other Agency: When this option is selected the ‘transfer IRIS Data’ wizard will appear on the screen. The Refer IRIS Case number will
appear on the top left hand side of the wizard box. Clicking the next button will progress through Steps 1 to 5.
Step 1: Start export for single entity.
Step 2: Select a target agency – A box will appear with the Client Name & Case eg: Family Services – Child FIRST.
   •   The Referred as box requires a selection from the drop down box. Always select DHS.
   •   The ‘track progress’ box defaults to the selected status (tick). This is the valid option only for funded Child FIRST providers (or
       Central Intakes with Office for Children approval to use this option). Selecting ‘track progress’ allows for updates about services provided
       for the referral case to be sent back to Child FIRST when DHS data exports are carried out. Moreover, Child FIRST cannot close the case
       until the referral case is closed at the allocated agency and returned (via export) to Child FIRST for closure or re-allocation. (See
       Exporting cases below). Only funded Child FIRST catchments are seen as having the degree of inter-agency understanding and
       transparency in place to manage the high level of administrative oversight and inter-agency data sharing, supported by client awareness
       of the implications of the integrated partnerships, to enable the ‘track progress’ capacity.
   •   Agency has complied with all privacy and related legislation box must be ticked. Ensure information sharing consent processes (written
       and/or verbal) inform clients about the integrated Family Services relationships and processes in place in our LGA/catchment and who
       information will or may be shared with under what circumstances. You cannot proceed to the next step until this option is ticked.
   •   ‘Send to Agency’ box will default to last used code. This code should be changed to the IRIS code of the agency the case is being
       referred to. Contact the agency to request their code and email address and advise that the referral is being processed.
   •   ‘Email address’ – enter the email address of the agency that the case is being referred to.
Step 3: Export file location
   •   Location for Export Files – defaults to location in C Drive with IRIS Export Files once set up
Step 4: Run export
   •   A message will appear with the status of the transfer
Step 5: Export finished.


Refer also to the IRIS Procedure Notes that accompany the April 207 Upgrade.




Family Services IRIS Data Dictionary May 2007                                                                                                   23
Importing cases                                                                                            under File toolbar

When a case is transferred to another agency via either refer case or export case (see below), the receiving agency must import the case to
update IRIS with the new information from the other agency. In Family Services, agencies will import cases in the following circumstances:


   1. When a case is allocated from Child FIRST or the FSIP Central Intake via refer case to a partner agency, the partner agency will import a
      case to include the referral case on its Client List.

      The agency importing the case must search its Client List to ascertain whether the imported client is already known to the agency, or is
      a new client. If the client is already known to the importing agency, the agency must use the ‘client merge’ function to merge the Child
      FIRST client (the ‘from’ client) with the importing agency client (the ‘to’ client). Merge client is described under Client List Functions
      above. Merging clients deletes from IRIS the client information of the ‘from’ client, though the case information is included as an
      additional case under the now single client identity. The case reference code enables the referral case to be linked back to the Child
      FIRST client at times of update or closure (see below).

      If clients have different names but are recognised as the same family, the clients should still be merged. The importing agency should
      add the Child FIRST name as an alias (indicated by brackets) to their client name. Conversely, Child FIRST should be advised to add the
      agency name as an alias to their client name. It is not advised to change the name in the importing agency as this name may be known
      to other IRIS programs in the agency (at agency discretion). The FAX Proforma supporting the IRIS refer case processes includes
      capacity to advise the receiving agency of any client alias. (See Proformas)


   2. At the time of any export of agency data to DHS, all referral cases in partner agencies with ‘track’ indicated will simultaneously be
      exported to Child FIRST to update the Child FIRST ‘shell’ case about the case progress (see Exporting to DHS… below). Child FIRST will
      import the case(s) to enable this update.


   3. When a ‘track’ case referred from Child FIRST is closed by the partner agency, the case must be returned to Child FIRST to enable Child
      FIRST to (a) close the case at Child FIRST or (b) re-allocate the case to another partner agency for further casework if this decision has
      been made between the catchment partners (as per individual catchment processes). To enable either option, Child FIRST must import
      the case exported from the partner agency in order to close or re-allocate. (See Exporting closed referral cases.. below)




Family Services IRIS Data Dictionary May 2007                                                                                                 24
To import cases:

1. Open the export email from the partner agency and save the attached file to the designated folder on your computer. Note that agencies
   are advised to set up an ‘Import cases’ folder under IRIS on the preferred drive in their agencies.

2. In IRIS, select the ‘Data Import’ option under the File toolbar to open the IRIS import wizard. Clicking the next buttons will progress
   through steps 1 to 6.

       Step 1:       Start Import.
       Step 2:       Select the file to import. A box will appear with the data file. Search for where you saved the import email attachment and
                     select the file to be imported.
       Step   3:     Import Summary Statistics.
       Step   4:     Summary of import.
       Step   5:     Run import.
       Step   6:     Import finished.

After the file has been successfully imported AND the exporting agency has been advised (verbally or via FAX Proforma) of the import (referral
received), the files may be deleted from the Import Cases folder.

See also IRIS Procedure Notes, April 2007.




Family Services IRIS Data Dictionary May 2007                                                                                                25
Exporting Cases to DHS: Updating Child FIRST                                                        under File toolbar

Whenever a Family Services agency exports data to DHS, IRIS is now set up to also update Child FRST about the case progress of any cases
referred to partner agencies via refer case and track progress. (Note that if track progress is not selected, for example by FSIP Central Intakes,
Child FIRST is NOT updated with referral cases progress data). Once Child FIRST imports the agency update, the Child FIRST ‘shell’ referral
case is automatically updated with any new information about client details; case details, including case category/significant concerns about
well-being; related persons; issues; and services. The purpose of this update is to provide Child FIRST with more recent information in the
event of a further referral about the family while the case is open in a catchment partner agency or in the event of a subsequent new referral if
the case is closed. Capacity to update the Child FIRST record is intended to improve inter-agency coordination and information sharing,
particularly for highly vulnerable children, and capacity to track and intervene in circumstance of cumulative harm.


To export data to DHS and simultaneously update Child FIRST, select both the ‘Export summary statistics’ and ‘Export referral statistics’ options
from the export data wizard (under the file toolbar). Note that ‘export referral statistics’ is mandatory when the export data wizard is used.

Exporting Closed Referral Cases back to Child FIRST                                                 under File toolbar

See also IRIS Procedure Notes, April 2007.


Once a track progress referral case in the allocated agency is closed, Child FIRST (or approved Central Intakes) – must be informed (verbally
or via Proforma) and the CLOSED referral case(s) exported back to Child FIRST to be closed at Child FIRST or re-allocated to another
catchment agency.


To export the closed case back to Child FIRST, select export data (under the file toolbar: as for when exporting summary statistics to DHS).
Again, follow the steps for exporting data in the IRIS wizard.


When exporting closed cases back to Child FIRST (or approved Central intakes) independently of the DHS export, step 3 Export summary
statistics is not required as this will simultaneously export data to DHS (Note that if this inadvertently happens, the DHS data analysts can
accommodate (ie don’t panic!).


To deactivate the export summary statistics option select <Clear Selection> to remove all records from the export summary statistics list, and
proceed to step 4, export referral statistics and complete the remaining steps in the export data wizard to update Child FIRST IRIS of the case
closure.

Family Services IRIS Data Dictionary May 2007                                                                                                  26
CASE INFORMATION                                                                                                         screen ca001

Terms                   Definitions                              Counting and Interpretations
Funding Source          Defaults to DHS or Child FIRST           Only Child FIRST providers use the Child FIRST funding source. Every other
                        depending on Case type selected          Family Service case type selects the DHS funding source. Otherwise Family
                        (Family Services – Child FIRST or        Serves cases will be undercounted and Child FIRST cases over-counted.
                        Family Services – DHS).

Case Owner              Drop down box of staff or team names     The case owner is the case manager or the person in the agency responsible
                        (eg Intake). Agencies are required to    for the case. Only one case owner can be selected at a time (ie can be
                        ensure that all relevant staff members   changed if case manager changes).
                        are set up on IRIS to enable selection
                                                                 Reports can be developed filtered by case owner eg to list all cases allocated
                        as case owner.
                                                                 to a selected worker. The case owner is reported as ‘staff’ in case reports
                                                                 and on the case screen. (Note on the client screen and in client reports staff
                                                                 is the person who created the client record).
                                                                 A secondary worker can be added as the service provider against the
                                                                 relevant service activity (reports can also be filtered by service provider).

Outlet                  Defaults to main office of agency.
                        Drop down box can include other
                        agency outlets.

Reference Code          Automatically generated by IRIS          The reference code is automatically generated for every case opened (or
                        based on agency code, outlet code        open) in IRIS following the upgrade of April 2007. When cases are referred
                        and unique auto generated digits         to partner agencies as part of the new ‘refer case’ function, the reference
                                                                 code will be used to track the movement of cases between different agencies
                                                                 and to ensure that the original record in Child FIRST/Central Intake is
                                                                 updated by the agency case information when the track progress option is
                                                                 selected.

Case Code               Code entered by agency. Free field.      Agencies have a number of established uses for this field. Cannot search
                                                                 client list by case code but is used to filter case reports.
                                                                 When using intra-catchment referral, agencies can increase capacity to track
                                                                 cases for same clients across agencies by manually entering the IRIS
                                                                 generated Reference Code as the Case Code in the new case at the next
                                                                 agency.


Family Services IRIS Data Dictionary May 2007                                                                                                    27
Terms                   Definitions                                Counting and Interpretations
Referral Date           Date of referral that initiates new case   Use Calendar or enter date eg: 1/01/2007

Referral Source         Identifies agency or relationship.         Mandatory Field – select from drop down box.
                                                                   Referral source (less intra-catchment referrals) will be counted as the
                                                                   number of new referrals (intakes) to Family Services
                        New referral source: Intra-
                        catchment referral – use for all           When a case is referred to a partner agency using the intra-catchment
                        referrals between partner                  referral referral source this will indicate integrated agency activity to
                        agencies in the same catchment,            program managers and evaluators and enable the overall count of service to
                        including Child FIRST, when refer          be adjusted to count an additional case but not an additional client family
                        case is not used.                          within the catchment.

Child Protection         •   Intake                                This field is only available when the referral source is Child Protection. Used
Status                                                             to report where within Child Protection the referral initiated and is therefore
                         •   Investigated not substantiated
                                                                   an indicator of the severity of the protective concerns for the child. This is
(Previously Family
                         •   Substantiated no protective order     very important data to track the progress of the reforms and is compulsory.
Status)
                         •   Protective Order

Housing Type            Boarding or rooming house                  Choose from selection in the drop down box.
                        Caravan
                        Homeless                                   Will be reported in Family Profile statistics report
                        House, flat apartment or unit
                        Prison, correctional facility
                        Refuge or emergency accommodation
                        Special residential (hostel, aged care
                        accommodation)
                        Other




Family Services IRIS Data Dictionary May 2007                                                                                                   28
Terms                   Definitions                            Counting and Interpretations
Housing Tenure          Boarding                               Choose from selection in the drop down box
                        Homeless
                        Occupied rent free                     Will be reported in Family Profile statistics report
                        Owned
                        Purchasing
                        Renting – Private
                        Renting – Public
                        Transitional housing

Source of Income        Employment – permanent full-           Choose from selection in drop down box. Up to four selections can be made.
                        time<35 hours per week
                        Employment – permanent part-time       Will be reported in Family Profile statistics report
                        <35 hours per week
                        Employment – cas. Short trm contract
                        full time >35 hrs/wk
                        Employment – cas. Short trm contract
                        part time <35 hrs/wk
                        Self Employed – business, farm
                        Self funded – investment,
                        superannuation
                        Sharing in household income
                        Work cover
                        Child Support/maintenance
                        Veterans affairs pension
                        Other government pensions or
                        benefits
                        No income




Family Services IRIS Data Dictionary May 2007                                                                                          29
Terms                         Definitions                               Counting and Interpretations
Referrer identity             To be selected if referrer identity       Referrer identity cannot be disclosed outside of the Child FIRST that receives
protected                     protected under s41 CYFA.                 the referral or to Child Protection (A penalty applies if otherwise disclosed).
                              To be provided only when significant      If the case is referred for ongoing Family Service, the referral source cannot
                              concerns about wellbeing and the          be communicated and will read in IRIS as ‘identity protected’.
                              referrer does not consent to his or her   In practice, Family Services will seek consent to disclose the identity of the
                              identity being disclosed                  referrer as in most cases this starts the intervention on an open footing,
                                                                        assists engagement and trust and enables the involvement of the referrer.
Intake Outcome                Advice and information to caller          No contact by Child FIRST/Intake with family. If Intake facilitates a referral
Intake outcomes are                                                     by direct contact with another service, use the Referral to Other Service
based on CYFA 2005 s33                                                  Intake Outcome (below) and also complete referral to service activity.
responses to a referrals
by a community based          Advice and assistance to family           All intake/Child FIRST interventions that include family contact and are
child and family services                                               closed without allocating for ongoing service. When a referral is made to a
When a local agency
                                                                        local agency, agency practice will determine whether activity is part of intake
accepts a referral and will                                             (pre-intake outcome) or allocated.
allocate the referral to                                                If any referrals are advised or directly facilitated record via the ‘referral to’
itself, an intake outcome                                               service activity (ie not the referral to intake outcome).
must still be completed.
All cases that are            Referral to other service                 Contact made by Child FIRST/ agency intake with another service on behalf
ineligible for Family                                                   of family or caller. Also complete the ‘referral to’ service activity (and hours).
Services or receive less
                              Family Service Allocation                 To be allocated for ongoing service. The case will be allocated from Child
than two hours service
may be Non-substantive
                                                                        FIRST/Central Intake using the 'refer case’ function. When referrals are
cases and no Intake                                                     received in local agencies (ie not via CF or CI), the Intake Outcome must still
Outcome is recorded.                                                    be completed. Service activities will then progress from Referral and Intake
                                                                        to Casework within the same agency (See Services)
                              Report to Child Protection                Child in need of protection and reported to Child Protection. Complete any
                                                                        hours of service under the service activity of Report to Child Protection

Children Recorded             Yes/No                                    Prompt to remind worker to ensure that all children’s names and ages are
                                                                        recorded in related persons as soon as a child’s identity becomes known.
Case category                 Significant concerns about wellbeing      Significant concerns about wellbeing is a new description of referral grounds
                              or                                        to Family Services introduced through the CYFA 2005. It is of critical
                                                                        importance to record when children meet this criteria and comprehensive
                              Complex IRIS issue
                                                                        guidance is provided below. Combined with the IRIS Issue categories of
                              or                                        Complex and Other, the case categories provide a way of grouping cases for
                              Other IRIS issue                          discussion about prioritisation; or for planning purposes. (See below)


Family Services IRIS Data Dictionary May 2007                                                                                                               30
Case Category

The case category is either significant concerns about wellbeing or one of Complex IRIS issues or Other IRIS issues.
Issues are defined according to prescribed IRIS issue categories as described below. The category is based exclusively on what IRIS issues are
identified: it is not an assessment. It is assumed that in the majority of cases the priority of the case will be in descending order (this
assumption will be tested by analysis of IRIS data as the new system is implemented, but this does not preclude the possibility of risk factors
being present in the Other IRIS issues category for example.
The case category is selected by the worker according to the presence of either significant concerns about the wellbeing of the child or the
specified IRIS issues constituting the Complex or Other issues – listed further below.
A case can have only one category. The case category decision is an ‘over the line’ decision
          –   If a case has significant wellbeing concerns it cannot have a case category of complex or other IRIS issues (even though either or
              both of these factors may be present - the actual IRIS issues (eg. mental health, parenting) of significant wellbeing concern
              cases will be reported separately)
          –   If a case that is not significant wellbeing concerns has at least one complex issue, the case category is ‘Complex IRIS issues’
              (again, Other IRIS Issues may be present and will be reported separately)
          –   If a case has neither significant wellbeing concerns nor complex issues, the case category is ‘Other IRIS issues’
The purpose of introducing the case category to IRIS is
   1. To introduce a field to include the significant concern about wellbeing decision
   2. In order to be able to group cases for discussion about possible allocation priority or to enable analysis by agencies of cases with
      different client characteristics for planning purposes (case category will be a filter field for the new IRIS reports)


Case category can be updated as circumstances change and should always represent the highest status issue present. That is, workers should
be updating IRIS issues and the associated case category as circumstances change within the case, not wait until case closure or the time of
the DHS data export.


Caution must however be exercised in changing the significant concern about wellbeing decision. Because there is no audit trail (memory) in
IRIS, once a field such as this is deleted, it cannot be recalled by IRIS. A series of recommended rules are proposed to manage this – see
Counting and Interpretation for significant concerns about wellbeing below.


Changes to the significant wellbeing concern status should occur within the supervision context.


Family Services IRIS Data Dictionary May 2007                                                                                                  31
        Terms                        Definitions                                        Counting and interpretation
Case Category:          Select this case category when a        The assessment of significant concerns about wellbeing can be made by any
                        child(ren) in the family is/are         registered Family Services provider who comes under the jurisdiction of the
Significant concerns
                        assessed as having significant          Children Youth and Families Act 2005. Children assessed with significant
about wellbeing
                        concerns about their wellbeing.         concerns about their wellbeing require heightened vigilance to best ensure
And                                                             their safety, stability and wellbeing, including vigilance about cumulative harm
                        Always include the date of the
                                                                in the event of subsequent referrals.
Case Category Date      decision.
                                                                Child FIRST should be aware of all children with significant concern about
                        The CYFA 2005 provides that Family
                                                                wellbeing receiving service in partner agencies. This has implications for client
                        Service will receive referrals about
                                                                privacy – specifically informed knowledge of the recording practices within the
                        children (or unborn babies) with
                                                                integrated partnerships (See Practice Advice from the Office for Children).
                        significant concerns about their
                        wellbeing and that for these children   A further imperative is that the Government has capacity to report on the
                        Family Services may:                    numbers of very vulnerable families receiving State funded Family Services in
                                                                Victoria. This is central to the targeting and purpose of Family Services within
                        –Not disclose the identity of a
                                                                the CYFA 2005 (s22 and s61).
                        referrer, unless consent is provided
                        –Consult with Child Protection          Both considerations of monitoring and responding with heightened vigilance to
                                                                children with significant concerns about wellbeing, and the imperative to
                        –Share information with specified
                                                                provide accurate data to Government about the incidence of such vulnerable
                        parties without consent for the
                                                                children in the Victorian community, have implications for making changes to
                        purposes of risk assessment or
                                                                the significant concerns about wellbeing status on IRIS.
                        determining an appropriate service.
                                                                A key restraint within IRIS to changing the significant concern status is that
                        These legislative powers are provided
                                                                IRIS has no audit trail. Once the decision is deleted it can no longer be
                        to give agencies more avenues to
                                                                reported on within the agency or by DHS/Government. The following basic
                        assess and engage families of
                                                                procedures are therefore recommended (see also Practice Advice):
                        children with significant concerns,
                        even when this may not be the           • Child FIRST (or Central Intake) cannot change the status from significant
                        parents’ expressed wish.                  concern about wellbeing once it is assessed
                        Given this, the practice definition     • Once the case is allocated to a partner agency, however, significant concerns
                        of children with significant              can be changed to either Complex or Other (as relevant)
                        concerns about wellbeing is:
                                                                • When a case becomes assessed as significant concerns as part of ongoing
                        Serious presenting problems that          Family Service practice, the decision should remain permanently attached to
                        impact upon a child's care and            the case (consistent with the need to monitor cumulative harm), unless in
                        development and where the                 the child’s best interests to remove it.
                        parent is unwilling or unable to
                                                                • Where possible, the Child FIRST referral case should be updated (via export
                        access appropriate supports to
                                                                  to CF) before a partner agency removes the significant concerns category.
                        make positive changes.

Family Services IRIS Data Dictionary May 2007                                                                                                 32
Terms                   Definitions                              Counting and Interpretation

Case Category:          Any case that is not a significant       Complex IRIS cases may be re-categorised as Other IRIS issues cases at
                        concern about wellbeing referral and     any time. Workers should be updating IRIS issues and the associated case
Complex IRIS issues     includes any IRIS issues of:             category as circumstances change within the case, not wait until case
And                         •   Disability                       closure or the time of the DHS data export.
                            •   Family violence
                            •   Mental Health
Case Category Date                                               For agency reports cases will be counted as complex when this category is
                            •   Substance Abuse                  selected at the time of any report or analysis.
                            •   Child Protection involvement
                            •   Juvenile Justice Involvement
                            •   Sexual Assault

Case Category           Any case that is not Complex IRIS        This is not an assessment but an umbrella category for the indicated IRIS
                        issues or significant concerns about     issues. Cases may have ‘Other’ IRIS issues but include risk factors for
Other IRIS issues       wellbeing and includes any IRIS issues   example, chronic neglect (Parenting) and homeless (Housing). Note that
                        of:                                      when high risk indicators are present assessment of significant concerns
                            •   Access to service                abut wellbeing should always be considered.
And
                            •   Behaviour
                            •   Disputes/issues
                                                                 For agency reports, cases will be counted as ‘Other’ when this category is
Case Category Date          •   Education & school               selected at the time of any report or analysis.
                            •   Financial & Household
                            •   Gambling
                            •   Health
                            •   Housing
                            •   Isolation
                            •   Migrant settlement
                            •   Parenting
                            •   Pregnancy
                            •   Relationships
                            •   Other issues




Family Services IRIS Data Dictionary May 2007                                                                                                 33
RELATED PERSONS                                                                                                    screen ca00-2

        Terms                        Definitions                                  Counting and interpretation
First name &            Required for children             All children must be entered, including name and age. A prompt for this
surname                                                   is provided through the new mandatory field: Children recorded? Yes/No

Address                 Non-mandatory fields              For newborns enter age as 0 (zero).
Suburb                                                    For children less than one year enter age as -1
Home & work phone
Mobile email                                              Age of children does not update within IRIS. Always, therefore, enter age as
Sex                                                       at date of referral and subsequently relate age on IRIS to referred date to
Indigenous status                                         calculate current age.
Age                     Required for children
With client             Yes/No/Not Known/Not applicable   Also record other family members and other persons relevant to the client and
Relationship            Select from list:                 case.
                        Child, own with current partner
                        Child, own with former partner    The relationship is to the client as registered on IRIS: eg: if grandparent
                        Child, step                       selected, this is the grand parent of the registered client.
                        Child, foster
                        Grandchild                        The primary reporting function from related persons will be details of all
                        Partner, current                  children in the family. This will enable a count by Family Services of all
                        Partner, former
                                                          children in all families, consistent with the focus of Family Services being the
                        Parent, own
                                                          child’s best interests.
                        Parent, step
                        Parent, foster
                        Grandparent                       Children’s names and ages will also be reported in new agency level IRIS
                        Sibling, own                      reports, for example to support allocation prioritisation decisions, or to more
                        Sibling, step                     accurately understand a worker’s case load (ie working with five children of
                        Sibling, foster                   varied ages as opposed to a single child).
                        Aunt
                        Uncle                             Perpetrator codes available within IRIS are not for use by the Family Services
                        Cousin
                                                          program (They are included for Sexual Assault and Family Violence users of
                        Father-in-law
                                                          IRIS).
                        Other relative
                        Mother-in-law
                        Sister-in-law
                        Brother-in-law




Family Services IRIS Data Dictionary May 2007                                                                                           34
        Terms                         Definitions         Counting and interpretation
                        Unrelated person: not specified
                        Acquaintance
                        Boyfriend
                        Business client
                        Carer
                        Clergy
                        Coach
                        Friend
                        Girlfriend
                        Health worker
                        Manager or supervisor
                        Neighbour
                        Residential worker
                        Stranger
                        Teacher
                        Work colleague
                        Other




Family Services IRIS Data Dictionary May 2007                                           35
ISSUES                                                                                                                 screen ca00-3
Issues are the primary means of understanding and reporting on the characteristics of children, young people and families presenting to Family
Services. Issues may therefore be interpreted in a number of important ways to assist key service delivery and service planing purposes.


          Issues are to be entered on IRIS as soon as practicable after they are assessed in practice. The critical
          information for all reporting purposes will be the Issue category and where the Issue was identified.


Issues on IRIS have two components – the category (eg mental health; parenting) and the value (eg. depression; chronic neglect).
As described under Case Category the Issue category is used to determine the Case Category (Complex or Other, unless the case is assessed
as significant wellbeing concerns which then takes precedence over the type of IRIS issue).


The new Family Profile report in IRIS from mid 2007 will list Issue categories for all cases included in the reports to assist decision making
about allocation, caseload and case status reviews (eg who is open for how long?). More detailed reporting of issues will be available through
the DHS quarterly reports to agencies. This will include reporting on the IRIS value as well as the category in more complex level reports
generated by DHS or by agencies for research and evaluation purposes.


It is of great importance therefore to think carefully about selection of Issue category and values, and to ensure that IRIS is always
up to date as new issues arise. Identifying issues begins at intake and is updated across the case life as new issues emerge. At least one
issue must be identified. It is recommended that no more than six issues be identified for a client/case.
When you select an Issue, IRIS also asks you to identify whether the issue is included in the service plan, whether the associated goal is
achieved and whether the issue is still present at closure (mandatory fields). This assumes a link in the relationship between issue, service plan
goal and case outcome that is not always reflective of practice or family experience and that Family Service workers have found frustrating
when completing these fields (issues may be still present at closure despite goals having been included and achieved in service plans). For
these reasons the links between issues and service plan or presence at closure will NOT be reported on, nor taken as indicative of service
effectiveness. Other workers find the association between issues, goal and outcome useful in thinking through the service plan or closure
decisions. Workers may therefore interpret these fields as benefits their own or their agency’s practice.


Note that when developing a Child and Family Action Plan (currently called service plan in IRIS) it is useful to print out a Case Details Report
(accessed through the client’s individual case record – select ‘print’ once in a case record. This report will provide a full list of client issues and
IRIS service history for the client.


Family Services IRIS Data Dictionary May 2007                                                                                                       36
         Terms                              Definitions                                       Counting and interpretation
Identified                 Mandatory field. Once an issue has been         Recording is essential as this will be included in reports.
                           selected, the stage at which the issue was
                                                                           ‘Intake’ is assigned as all activity prior to the intake outcome
                           identified is to be recorded. Options are:
                                                                           decision (see service activities for further advice).
                           Intake (new)
                                                                           ‘Identified’ data will be reported to distinguish between issues
                           Assessment                                      identified as part of intake activity and those identified as part of
                                                                           casework (assessment & later stage)
                           Later stage

Goal in Service Plan       Mandatory field – must be completed prior to    This field will not be reported on by DHS as meaning may be
                           case closure. Identifies whether the issue is   ambiguous as issues may be directly or indirectly incorporated in
                           included in the service plan. Options are:      service plan goals – goals do not necessarily have a one to one
                                                                           relationship to issues or outcomes.
                           No/Yes/Not Known/Not applicable

Goal Achieved              Mandatory field - must be completed prior to    Identifies the outcome of a goal included in the service plan. This
                           case closure.                                   field will not be reported on by DHS as a measure of effectiveness
                                                                           as it is ambiguous
                           Options: Fully/Partly/Not at all

Referred to a specialist   Mandatory field - must be completed prior to    Referral history will be tracked in IRIS through the new service
agency                     case closure.                                   activity ‘referred to’. This field will not be reported on.
                           Options: No/Yes/Not Known/Not Applicable

Issue still present at     Mandatory field. Indicate whether the issue     Many issues will remain present at closure when they relate to
closure                    was still present at closure regardless of      enduring circumstances eg disability, child protection involvement,
                           whether it was a goal in the service plan or    mental health. Effectiveness of intervention cannot therefore be
                           referred to specialist agency.                  inferred from the presence or not of an issue at closure. Due to this
                                                                           ambiguity, this field will not be reported by DHS.
                           Options: No/Yes/Not Known/Not Applicable




Family Services IRIS Data Dictionary May 2007                                                                                                      37
       Terms                             Definitions                                        Counting and interpretation
Service Access          To childcare                                    All referrals to other services directly negotiated (direct contact) or
                        To education and training                       indirectly facilitated (details provided to caller or family with reliable
                        To employment services                          expectation the referral will be completed by the caller or family.
                        To medical services                             This is more than advice or suggestion) are to be recorded on IRIS
                        To respite care                                 using the ‘referral to’ service activity.
                        To transport
Behaviour               Adolescent                                      May be reported by DHS by age ranges for evaluation and service
                        Child 2 – 11 years                              planning purposes.
                        Infant child < 2 years
Child Protection        Emotional abuse-notification                    ‘History of’ is a new value. Always select whenever there is known
Involvement             Mother notified in pregnancy                    prior involvement with Child Protection (ie not the current referral
                        Neglect-notification                            source but has had previous involvement to now). This is a very
                        Physical abuse-notification                     important piece of data and will be reported on in its own right. Any
                        Sexual abuse-notification                       current Child Protection involvement will be counted from the
                        History of          (new)                       referral source and the Child Protection status.


Disability              Intellectual: adolescent 12-17 years            Very important issue to record – always indicate when issues are
                        Intellectual: adult                             identified.
                        Intellectual: child 6-11 years
                        Intellectual: developmental delay – child -<6
                                                                        Adult disability may be reported as separate to child disability and
                        years                                           adolescent disability by DHS for evaluation and service planning
                        Physical: adolescent12-17 years                 purposes
                        Physical: adult
                        Physical: child 2-11 years
                        Physical: infant child <2 years
Disputes/Issues         Work/employment                                 This will be reported as an adult issue. For children, use behaviour
                                                                        or education
Education & School      Adult computer skills                           Only ‘adult’ values to be used for adult issues. All other values
                        Adult literacy & language                       (Interrupted schooling, School connection is difficult, School
                        Interrupted schooling                           learning difficulty,
                        School connection is difficult                  School non-attendance) will be reported by DHS as child/adolescent issues
                        School learning difficulty
                        School non-attendance



Family Services IRIS Data Dictionary May 2007                                                                                                        38
       Terms                              Definitions                                      Counting and interpretation
Family Violence         History of                                     Very important issue to record – always indicate when Family Violence
                                                                       issues are identified.
                        Parent anger management
                        Present
                        Verbal abuse
                        Bills not paid-services being withdrawn
Financial &
                        Budgeting and financial management
Household
                        Children sharing responsibility
                        Household management
                        Material aid required
Gambling                Bingo/card games/dice games/roulette/dog
                        fights/other illegal gambling
                        Electronic gaming
                        machines/horse/greyhound
                        racing/lotto/lotteries/pools/keno/numbers/ot
                        her gambling/scratch tickets/scratch
                        keno/sports matches
Health                  Adult – acute                                  May be reported separately by DHS by adult and child/infant issues
                        Adult – chronic or terminal                    for evaluation and service planning purposes
                        Child - Congenital malformation
                        Child - Failure to thrive
                        Child - Other feeding difficulty
                        Child - Sleep & settling
                        Child or adolescent – acute
                        Child or adolescent – chronic or terminal
                        Family planning
                        Infant – complications from birth weight
                        Infant – Premature (not extremely)
                        Maternal – breast feeding difficulty
                        Maternal – complications arising from
                        birthing



Family Services IRIS Data Dictionary May 2007                                                                                                  39
       Terms                               Definitions                                   Counting and interpretation
Mental Health            Adolescent 12-17 years diagnosed              Very important issue to record – always indicate when issues are
                         Adolescent 12-17 years requires further       identified.
(New: previously
                         assessment
included under Health)
                         Adult diagnosed                               May be reported separately by DHS by adult and child age ranges
                         Adult requires further assessment             for evaluation and service planning purposes.
                         Child to 11 years diagnosed
                         Child to 11 years requires further
                         assessment
                         Depression
                         Emotional anxiety – stress
                         Maternal – emotional, arising from birthing
                         Post natal depression
                         Self harm, history
                         Suicide attempts or ideations
Housing                  Assistance and transition
                         Home safety
                         Homelessness
                         Inadequate, inappropriate
                         Repairs, maintenance
Isolation                Physical
                         Social
Juvenile Justice         History of
Involvement
                         Present
Migrant Settlement       History of torture or trauma
                         Immigration issues
                         Settlement issues




Family Services IRIS Data Dictionary May 2007                                                                                             40
       Terms                              Definitions                                          Counting and interpretation
Parenting               (insufficient) supervision of infants, children   Parenting values will assist the interpretation of neglect within Family
                        Bonding and attachment                            Service client presentations. Select values carefully.
                        Chronic neglect
                        Managing children’s behaviour
                        Setting limits and boundaries
                        Teenage mother
                        Underdeveloped parenting skills
                        Understanding children’s behaviour
Pregnancy               Abortion
                        Adolescent
                        Adult
                        Having considered abortion
                        Miscarriage
Relationships           Adult – adult
                        Child contact-family court
                        Closely spaced children or multiple births
                        Enhancement
                        Family cultural Family reunification
                        Family structure Family time
                        Loss, separation or grief
                        Mother-baby separation
                        Parent-adolescent
                        Parent-adult Parent- child
                        Partner – partner
                        Separation, divorce
                        Sibling – sibling




Family Services IRIS Data Dictionary May 2007                                                                                                        41
       Terms                             Definitions                                     Counting and interpretation
Sexual assault          Adult by current partner
                        Adult by other
                        Adult by previous partner
                        Adult with childhood history
                        Child or adolescent as perpetrator
                        On a child or adolescent
Substance abuse         Adult                                          Very important issue to record – always indicate when issues are
                                                                       identified. Adult may be separately reported from child/adolescent.
                        Child or adolescent
Other issues            Advocacy
                        Criminal adolescent
                        Criminal adult
                        Emotional support
                        Intrapersonal (anxiety, mood, etc)
                        Legal issues
                        Leisure use
                        Self esteem
                        Unemployment or underemployment
                        Unresolved grief – death of prior child(ren)
                        Unresolved grief – other death
                        Unresolved grief – other issues
                        Victim of recent crime




Family Services IRIS Data Dictionary May 2007                                                                                                42
SERVICES AND HOURS OF SERVICE                                                                                           screen ca00-4
Family Services is funded on the basis of targets (clients in receipt of Family Services) and number of hours. ‘Hours of service’ is therefore a
primary reporting mechanism for compliance with funded targets.
All hours of service are recorded as duration and travel time against service activities, as below.


Hours of service will further provide a means to gauge workload intensity over a specified period, and will have relevance to decisions about
agency and worker capacity to accept new cases for allocation. That is, it is not only the numbers of cases open in an agency that effects
allocation capacity, but also the varying intensity of service required at any time, as indicated by the type of service activity provided.


It is of critical importance therefore to accurately record type and hours of service. Service type will only be reported in terms of the
service category (eg casework) not the value below the + (eg counselling regular (one worker). The service types that will be reported on
therefore are:

   •   Referral and Intake                          •   Outreach to engage the family               •   Casework

   •   Maintenance while     on   waiting   list:   •   Initial assessment meeting(s) to set up     •   Report to Child Protection
       active holding                                   service plan

   •   Consult Child Protection                     •   Referral to                                 •   Group work

   •   Indirect service                             •   No show                                     •   Closure



The only other data from the services screen that will be reported on by DHS is location IE. At client/family home; By Telephone; Other than
client/family home, eg: office/centre. This will enable more detailed description of service category than simply ‘referral and intake’ or
‘casework’ as it will be possible to discern how much activity was delivered by phone or in the office as opposed to in the family home.




 The time taken to record case notes and other administrative tasks associated with services should be attributed
 to the relevant service activity. (see prompts in definitions below)




Family Services IRIS Data Dictionary May 2007                                                                                                43
         Terms                           Definitions                                            Counting and interpretation

Location                       At client’s family home                  Service location will be reported by DHS as a means of analysing where/how
                                                                        Family Services is delivered.
                               By telephone
                                                                        Office/Centre is used for any professional location
                               Other than at client’s/family’s
                                 home eg: Office/Centre

Interpreter/Bilingual      Neither interpreter/Bilingual worker         Typing ‘N’ into the options box will select the ‘Neither’ option
Worker
                           Bilingual worker only
                           Interpreter only
                           Both

Duration                   Minutes spent on this service activity       This is a critically important data field. ‘Hours’ is a key measure of agency
                                                                        performance and one of two measures of pricing (the other is no. of
                                                                        families/targets). It is critical that workers accurately represent all
                                                                        minutes/hours of service to ensure that your agency effort is truly
                                                                        represented for funding and performance measurement.

Travel time                Minutes

Service Provider

Suburb                     Select from list/type name                   Suburb (or town) where the service was delivered

Referral and Intake        All intake and referral activities will be   INTAKE will be recognised and reported on as a distinct phase within Family
                           reported as the aggregate category           Services practice, concluding once the Intake Outcome is completed and in
                           ‘intake and referral’.                       the case of Child FIRST, the case is referred to a partner agency for
• Referral clarification                                                allocation.
• Referral                                                              –All intake hours are to be recorded as ‘Referral and Intake’ activity
                           Select ‘intake processes’ to record
  acknowledgement                                                       (IE do not use other service activities such as outreach or closure)
                           ‘referral and intake’ activity
• Intake processes                                                      –Exceptions are Active Holding when undertaken prior to an intake outcome
                                                                        being achieved; Consult CP and Report to CP, and Referrals to, that must be
                           Include casenote and                         entered to count incidence (see below)
                           administrative task recording
                                                                        -Direct contact can be distinguished from phone activity through the ‘location’


Family Services IRIS Data Dictionary May 2007                                                                                                           44
        Terms                         Definitions                                         Counting and interpretation

Outreach to engage      Active engagement approaches will         This option is not to be used by Intake, Holding or Sort term assessment and
the family              engage many vulnerable children,          response team activities as hours for these activities will be reported through
                        young people and families who may         the designated service categories.
                        not otherwise actively seek services.
                        A range of non-traditional active
                        engagement strategies to ensure           May be used by an allocated worker post intake during initial engagement .
                        families have every opportunity to
                                                                  Will be a measure of time taken to initially engage families (defined as family
                        engage in the support they need will
                                                                  agreement to service goals).
                        be developed. Include casenote and
                        administrative task recording

Maintenance while       Includes all activity (and hours) after   –All holding hours are to be recorded as ‘Maintenance while on
family on waiting       Intake Outcome of ‘FS Allocation’ is      waiting list: active holding’
list: Active Holding    assessed and prior to ongoing
                                                                  -Direct contact will be distinguished from phone activity through the ‘location’
                        allocation or planned activity (eg
(new)                                                             field
                        group).
                                                                  –Exceptions are Consult and Report to CP, and Referrals to, that must be
                        Include casenote and
                                                                  entered to count incidence
                        administrative task recording
                                                                  Will be reported on as key measure of performance of operations of
                                                                  integrated Family Services.

Initial assessment      These service activities involve          A number of FSIP and Child FIRST catchments operate Short Term
meeting(s) to set up    meeting with the family to gain a         Assessment and Referral Teams (START or similar), that may provide an
service plan            thorough understanding of the range       alternative to Active Holding. As with Intake and Holding, it is important to be
                        of issues that the family faces. There    able to aggregate hours spent on this activity to report on it and compare
                        may be more than one but not many         different intervention models.
                        of these meetings. These meetings
                                                                  Use Initial assessment meeting(s) to set up service plan for:
                        lead directly to the agency being
                        informed sufficiently to formulate and       All START hours are to be recorded as Initial assessment meeting(s) to
                        document a child and family action           set up service plan
                        plan for the family to address the           Direct contact (including what may otherwise be described as outreach to
                        issues identified.                           engage family) will be distinguished from phone activity through the
                        Include casenote and                         ‘location’ field
                        administrative task recording                Exceptions are Consult and Report to CP, and Referrals to, that must be
                                                                     entered individually to count incidence


Family Services IRIS Data Dictionary May 2007                                                                                                 45
           Terms                            Definitions                                        Counting and interpretation

Case Planning/                Include casenote and                     For most reporting purposes, all case planning/review activities will be
Review                        administrative task recording            reported as the aggregate category ‘case planning’. It is more important
                                                                       therefore to ensure that hours are accurate than to discriminate too closely
    Prepare service plan
                                                                       between sub activity types.
    (child and family
    action plan)                                                       Includes attendance at catchment inter-agency review meetings. An agency
                                                                       that attends a catchment allocation and review meeting as part of the review
    Service plan (child
                                                                       of an open ongoing client, records these hours under case plan review.
    and family action
    plan) signed
    Review child and
    family action plan

Casework                                                               Select ‘support’ to record most casework activities
• Counselling, regular        Case management activities. Short        For any professional meeting including a client select Case conference (client
  (one worker only)           term service responses, advocacy,        attends)
                              practical support, financial aide, in-
• Counselling,                                                         For most reporting purposes, all casework activities will be reported as the
                              home support, crisis intervention,
  intensive (more than                                                 aggregate category ‘casework’. It is more important therefore to ensure that
                              parent-adolescent mediation,
  one worker                                                           hours are accurate than to discriminate too closely between sub activity
                              counselling, social networks and
                                                                       types.
• Support                     inclusion, and more.
                                                                       Location data will be used to provide a deeper understanding of the nature of
• Case conference             Include casenote and
                                                                       casework (in home, by phone, other, in office/centre).
  (client attends)            administrative task recording
                                                                       Case notes are added to casework time as a component on the funded direct
•     Consult others re
                                                                       service role for the client/family (Agencies will often now use indirect service
    client (client attends)
                                                                       to record case notes. This is intuitive, but within the Data Dictionary, Indirect
                                                                       Service is to be used only for consultations, supervision or training hence a
                                                                       decision was made to include case notes under casework)




Family Services IRIS Data Dictionary May 2007                                                                                                        46
        Terms                         Definitions                                         Counting and interpretation

Consultation with        Records the number of consultations      The number of consultations will be a key indicator of operations of the new
Child Protection         with Child Protection, including the     system. All consultations must therefore be separately entered, including
                         Community Based Child Protection         multiple contacts with Child Protection following up a same issue.
(new)
                         Worker
                         Include casenote and
                         administrative task recording

Reports to Child         Records the number of reports            The number of reports will be a key indicator of operations of the new
Protection               accepted by Child Protection             system.
                         (discussions about the need to report
(new)                                                             Reports to Child Protection will be counted as no. of cases that include a
                         or not will be consultations)
                                                                  report to Child Protection as a single report may include a number of
                         Include casenote and                     contacts.
                         administrative task recording

Referral to              Extensive list derived from              To be entered every time Family Services directly facilitates a referral to
                         professional referral sources            another service. As multiple contacts may go into making a referral, will be
(new)
                                                                  reported as referral to agency type by case.
                         Include casenote and
                         administrative task recording            Will be reported as key indicator of use of professional networks as part of
                                                                  service provision.

Group Work               Use the create Group Work function       All hours a client participates in a group to be recorded against each
                         (see below) to:                          participating client
• Regular, 1 worker
  only                          Save worker data entry time
                                and
• Intensive, 2 workers
                                Ensure that IRIS is able to
• Intensive, 3 workers          calculate both the number of
                                hours of service an individual
• Intensive, 4 workers
                                client receives through group
• Intensive, 5 workers          work (agency view in statistics
                                report) and the numbers of
• Intensive, 6 workers
                                hours the agency spends on
                                the group as a whole (agency      The Group Work service activity and hours are then automatically updated
                                view in statistics report)        when the worker indicates a client’s participation in each group session.



Family Services IRIS Data Dictionary May 2007                                                                                                    47
          Terms                           Definitions                                          Counting and interpretation

Indirect service            Service that is provided on behalf of      Use for all consultations, supervision and training (as training is included in
                            the client when the client is not          the unit cost for client services. Divide any time spent in training by the
• Case conf. (without
                            present.                                   number of families in your caseload at the time and spread the hours across
  client)
                                                                       all cases).
• Consult others re
  client (without client)
• Other

Case closure                Records closure activities for all cases   Record closure activity and time spent. This activity can be used more than
                            allocated to Family Services (all cases    once to identify multiple tasks undertaken to close the case. Using this
                            that are not closed at Intake).            activity does not close the case – closure details must be completed under
                                                                       the closure tab.
                                                                       All intake closure activity hours are to be included under ‘Referral and Intake’
                                                                       activity

No Show

• Without Notice            The client, without notice, fails to       The time allotted for the appointment and the travel time can be counted.
                            attend or be at home for a pre-
                            arranged meeting/appointment.

• Insufficient Notice       The client gives notice, but not           Where the time is used to undertake other duties, count a percentage of the
                            sufficient to allow for other              time – at workers discretion.
                            appointments to be made.

• Sufficient Notice         Use as an indicator for the number of      Do not count the time allotted for the appointment, use as a record of ‘no
                            times a client cancels or reschedules      shows’ (assign token time to meet mandatory requirement to enter data).
                            a meeting. May be an indicator of
                            the need for more active
                            engagement.




Family Services IRIS Data Dictionary May 2007                                                                                                       48
CLOSURE                                                                                                                   screen ca00-5

The closure details provided in IRIS provide an indication of the outcome – and effectiveness - of service.
The closure details have three components:
   •   Case Outcome                                 •   Point of closure                              •   Reason for closure
Taken together, the closure details can be more descriptive than when considered individually. For example, ‘goals met partially’ with a point of
closure ‘at assessment’ and a closure reason of ‘family withdrew’ tells a different story to ‘goals met partially, closed ‘at ‘assessment’ and
‘transferred to another agency’.


When closing cases at intake the following closure field sequences are recommended:
   1. Intake closure (Child FIRST, Central Intake, local agency) – no Family Service allocation:
       •   Case Outcome:– Not applicable + Point of closure:– At Intake + Reason for closure: (select most applicable. Use ‘service plan met’
           when Intake Outcome consistent with referrer and/or family wishes)
   2. Intake closure (Child FIRST) following closure of referral case allocated through refer case with track progress option:
       •   Case Outcome:– Not applicable + Point of closure:– At Intake + Reason for closure:- referred to other agency (CF does not have to
           take account of the other agencies case closure decisions)


When completing case outcomes, it is acknowledged that achievement of a goal may be a matter of subjective judgement rather than
something that can be measured empirically. Agencies and workers should use their skill and expertise to make an informed judgement about
the degree to which service plan goals were reached when reporting against this field. Most recent goals are those that need to be addressed.
Cases closed before an acknowledgment of agreed goals with the family should use the closure outcome of ‘not applicable’.


Outcome measurement processes for Family Services will be developed. Outcome measurement will include mechanisms to measure statewide,
catchment and individual outcomes. (see page 56-57 of A strategic directions framework for Family Services – 2006)


The New Strategic Framework for Family Services (2006) states that Family Services is committed to completing ‘child and family action plan’
in collaboration with families. A minimum expectation for a child and family action plan is a statement on the client file about the goals for the
intervention, as agreed with the family. It is the goals, as agreed with the family, that are the benchmark for determining the case outcome.
Every ongoing substantive case must have goals stated as a minimum requirement of the child and family action plan.




Family Services IRIS Data Dictionary May 2007                                                                                                  49
             Remember that a case is not closed until the details in the closure tab/screen have been
             saved (click ‘apply’). Only then will the case status be ‘closed’.


        Terms                                Definitions                                         Counting and interpretation


CASE OUTCOME


Goals reached fully       All goals in the service plan were completely         Hours of service are not recorded in this screen. To record the
                          achieved to the satisfaction of the family and the    hours use the ‘Services – Indirect Service – Case Closure’.
                          worker.



Goals reached             ¾ or more, but not all, of the goals in the service
substantially             plan were completely achieved or some level of
                          accomplishment of individual goals was achieved.



Goals reached partially   At least one but less than ¾, of all the goals in
                          the service plan were completely achieved.



No goals reached          None of the goals in the service plan were
                          achieved.

Not applicable            No goals set. Case closed prior to child and          Case closed before an acknowledgment of agreed goals with the
                          family action plan being developed.                   family should use the closure outcome of ‘not applicable’.




Family Services IRIS Data Dictionary May 2007                                                                                                     50
POINT OF CLOSURE



At Intake                 New field for all intakes closed without allocation
                          for ongoing Family Service casework (ie all intake
                          outcomes other than Family Service allocation)

Prior to assessment       After the referral has been accepted but before       Hours of service are not recorded in this screen. To record the
                          the assessment could be carried out.                  hours use the ‘Services – Indirect Service – Case Closure’.

At assessment             During the process or completion of assessment,       As above
                          but prior to a child and family action plan being
                          developed.

After assessment,         The child and family action plan has been             As above
before child and family   developed but not completed.
action plan completed

At completion of all      When a decision has been made to close the case       As above
action plan activities    as all goals have been achieved, or as many as
                          possible.




Family Services IRIS Data Dictionary May 2007                                                                                                     51
REASON FOR CLOSURE


Client/family did not     Following all attempts to engage the family,         All service hours provided will be counted through the activities
engage with the service   service is declined. Not a planned closure.          function.
Client/family ceased      When the family ceases contact without notice to     As above.
contact with agency       the agency. Not a planned closure
Client/Family moved       When a client/family moves to another area and       As above.
from area                 the service is no longer involved with the family.
                          Agency is not aware of another service being
                                                                               When a family moves from the area and if the agency is aware
                          involved with the family.
                                                                               that the family is engaged with another service select
                          Planned closure.                                     ‘transferred to other agency’.
Client died               When a client has died and no further                As above.
                          involvement with the family is required.
                          Planned closure
Client/family referred    Where a family is referred to another                As above.
to another agency         agency/service and no further service is planned
                          by this agency.
                          Planned closure.
Client/family withdrew    When the family advises the agency that they         As above.
                          are withdrawing from the service.
                          Planned closure.
Agency withdrew           When an agency decision is made to withdraw          As above.
                          service for any reason.
Client/family completed   When a family has completed all service plan
service plan activities   activities regardless of the outcomes.
Transferred to other      When a family transfers from your agency to
agency                    another, eg: family relocates or agency refers
                          family to another agency.




Family Services IRIS Data Dictionary May 2007                                                                                                      52
4       GROUP WORK                                                                                   screen gp01
A family that participates in a special purpose group should have an open substantive case recorded on IRIS and be registered in the group as
per the below fields. Workers can then automatically update the group service activity and hours for the client when the worker attends group
sessions. New clients can be added to the group after the group has commenced. The IRIS statistics report will be able to report on both ‘client
hours’ and agency hours’ in relation to the group work delivered (new capacity). For more advice about the Group Work function, enrol in an
Intermediate IRIS training course. (call the IRIS Helpdesk for details of when courses run)
A group work activity is generally referred to as special purpose, eg an anger management or parenting group. A wide variety of group work
can be provided with groups being short or long term with fixed or changing membership. Groups can provide an education focus, provide
skills training or offer therapeutic or self help intervention. (see page 65 – 66 A new strategic framework for Family Services – 2006).
          Terms                               Definitions                                          Counting and interpretation
Name                         Name of Group – Mandatory field
Start                        Date group commenced
End                          Date group ended                                       Including an end date will indicate that the group is closed.
                                                                                    Leave the end date blank until group has finished.
Case                         Family Services – DHS
Case Type                    Family Services
Source of Funding            DHS or Child FIRST (Child FIRST provider only)
Add Client                   Select client’s name for the substantive client list   Selecting add client will raise the substantive client list
                                                                                    more than one client can be selected by holding down the
                                                                                    Ctrl and highlighting on the client name.
Remove Client                Individual clients can be removed from the client
                             list within the group
Client is Active             Tick box that will indicate whether the substantive
                             record of the client is still active
New Service                  Always select group work from the ‘Select Type for     A service details box will appear once the service type is
                             New Service’ option, other than a no show for          selected. Follow the prompts and ensure all time is
                             those clients that did not attend the group session.   included. Include preparation and case notes as groupwork
                                                                                    hours
Delete Group                 If no services have occurred in relation to the
                             group, the group can be deleted




Family Services IRIS Data Dictionary May 2007                                                                                                     53

				
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