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DRAFT - IRIS DATA DICTIONARY FOR FAMILY SERVICES PROGRAM
23 April 2007
Foreward
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. IRIS Family Services data is the primary source for information about the
performance, capacity and quality of the Family Service program.
From April 2007, IRIS data will be used to generate Family Service 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 outcomes
Family Services agencies, about client needs, service responses, organisational
capacity and future planning
Family Service catchments about operational management, service coordination
and service planning
Family Service practitioners and managers about allocation prioritisations,
demand, capacity and workload, client characteristics and supervision
For the Family Service 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 that enters
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 is organised as per IRIS in terms of:
Non-substantive Substantive cases Groups
cases
(‘Projects’ will be not included at this stage but will be added after further field
consultation.)
Fields, values and processes used within IRIS are overviewed as they appear on the
separate screens. Each section presents explanation about terms, definitions and counting
and interpretation.
The preliminary pages provide a general overview of key aspects of data critical to
practice and program consistency in IRIS usage.
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Table of Contents
GENERAL OVERVIEW ....................................................................... 3
Client and Case ....................................................................................................... 3
Client and Case Identifiers ........................................................................................ 3
NON SUBSTANTIVE CASES screen nc01 ................. 5
SUBSTANTIVE CASES ................................................................... 6
CLIENT LIST FUNCTIONS (new, open, delete, export, refresh) screen cl01 ................ 6
CLIENT INFORMATION screen cl02................. 8
SEARCH FILTER OPTIONS screen cl01 .............. 11
CASE FUNCTIONS (new, open, export, delete, merge, refer) under cases tab ................ 13
CASE ALLOCATION VIA REFER CASE or INTRA-CATCHMENT REFERRAL cases tab ......... 14
REFER CASE under cases tab.................................. 15
REPORTING CASES under file toolbar ............................... 16
EXPORTING BACK TO CHILD FIRST under file toolbar .............................. 16
CASE INFORMATION screen ca00 ........... 17
CASE CATEGORIES screen ca01 ...... 21
RELATED PERSONS screen ca00-2.......... 22
ISSUES screen ca00-3 .......... 24
SERVICES AND HOURS OF SERVICE screen ca00-4 .......... 31
CLOSURE screen ca00-5........... 37
GROUP WORK screen gp01 .............. 40
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 2
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 who 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 and
Case Statistics reports.
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 IRS data to report about numbers, circumstances and experiences of clients in Family
Services.
IRIS has a number of different ways of assigning ‘identity’ to client and case characteristics that are therefore important to understand.
The client name entered on IRIS is the ‘representative’ for the family – usually the mother or primary carer. This name will
Client name 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 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. See later terms for
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 3
more detail: Client‘s name Search Merge client
The client name (as for all free text entries in IRIS) is NOT exported to DHS ie DHS has only access to de-identified data.
Generated by agencies as a unique identifier for that client family within the agency. Agencies have all developed coding
Client code 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.
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 to some extent the SLK, see below), IRIS has no other means of recognising when 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 for 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 privacy boundaries (as organisation specific). These matters
will be reviewed as we move toward the CRISSP (Client Record Information System Service Providers) IT system. For now,
the protection of privacy continues to be respected. 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.
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 ‘referred to’ a 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 builds with the input of client details, generated from the client’s name and DOB. The SLK allows the DHS
key data analyst to 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 and 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’)
Prior to the introduction of the new IRIS reports, in June/July 2007, to designate whether the case category is
significant wellbeing concerns or has Complex or Other IRIS issues (while these are data fields they will not be able
to be reported on until the new report formats become available) see suggested prioritisation proposal in case
category.
The Client list can be searched using the user code and Client Reports can be filtered using the user code. Eg: Client
Summary Report may be produced for all holding cases or all significant wellbeing concern cases.
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. Only the Child FIRST provider uses the Child FIRST option (ie NOT other agencies in the Child
FIRST catchment). All other cases, including Central Intake referrals, select the DHS funding source.
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 Each case can have one only case owner. This is where the name of the allocated worker is entered in IRIS. This enables
the report filter and report heading of ‘staff’. When services are provided by a person other than the case owner, the
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 4
service provider can be entered.
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 Decription 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’
(Selected through Case - Child FIRST funding source, including partner agencies in Chid FIRST catchments.
Type) – DHS Only Child FIRST is to use the Child FIRST funding source
‘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.
Travel time Length of travel time
Agency Defaults to Agency number
Interpreter Required or not
Outcome Eligible: needs met The non-substantive Outcomes will be subject to further review.
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Terms Decription Counting and interpretation
Eligible: offer of service declined
Eligible: unable to provide service
(lack of Capacity)
Ineligible
Referred on
First name & surname If the non-substantive case is linked Linking non-substantive to substantive cases is critical to
Sex to an existing substantive case these establishing the full cumulative case history for the child. Always
Suburb fields will be automatically populated search substantive and non-substantive lists before creating a new
LGA from the existing case record client.
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.
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 merge client is included in IRIS from April 2007 – see page 7.
Note that there is a distinction in IRIS between these client functions and similar functions for cases (See Case functions screen cI02 below)
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 6
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.
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 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. Enrol in IRIS advanced training if further guidance is required.
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)
Merge client 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
Note Client merge IRIS records. Merge files when:
is located under file A client name is misspelt, creating two client records (Searching with * and key letters in the family name will
on the toolbar generate other spellings – see Search)
(this requires IRIS clients have been established in both parent names even though at the one address. Select one only as the
administration representative person for the family and merge other client to this identity. (Remember more than one family
access to use) name can be entered eg Smith/Brown)
After importing clients referred from Child FIRST/Central Intake that already registered, merge the new Child
FIRST client to the existing agency client to ensure the new case is linked to the existing agency client code and
cases. Individual cases will continue to reflect separate agency inputs. The Child FIRST referred case will
continue to be linked to the Child FIRST client through the Reference Code. (Advise CF of agency name for CF to
add to client name as alias if different)
When clients are merged, all details of the duplicate client (name and demographics on screen cl02) are erased
from IRIS, though the previous case and its details are included under the now single registered client.
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 7
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 cumulated 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.
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.
Client Code Mandatory field. This is an identifier Any subsequent referral must be linked to existing clients to enable cases to
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 8
Terms Definitions Counting and interpretation
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 clients and
therefore an existing client code). codes.
Statistical linkage key Automatically builds with the input of The SLK allows the DHS data analyst to identify when same clients are
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.
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.
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 9
Terms Definitions Counting and interpretation
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
Suburb Mandatory field. catchment planning and to being able to provide reports specific to the
LGA Defaults to LGA once suburb is different LGAs within the catchment for example to support LGA based
entered. allocation processes.
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.
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
English preferred language (select from list).
Partner Language other Non mandatory field. Indicate the
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 as the family’s CALD
list. Allows up to four options to be status, that is as the primary cultural identity of the family, More detailed
recorded. reporting from IRIS will include more comprehensive CALD fields
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 10
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
*primary carer, usually mother children’s surnames when registering a client. (See Client Information:
*father or /partner (optional) Name below). Correspondingly, you are required to search using the leading
*/children asterisk * to capture different spellings and different family constellations
*alias (in bracket) that may include the subject children.
When searching the client list prior to registering a new client, therefore,
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.
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
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 11
Terms Definitions Counting and interpretation
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.
This enables agencies to detect cases that have not had recent
service activity
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
To return full client list to screen – range is selected, both options will influence the search.
clear filters and select refresh.
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
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 12
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. For example, if a client has Family Services-Drought and Family Services-DHS then it is
possible to combine one into the other. 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.
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 13
CASE ALLOCATION VIA REFER CASE
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.
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 14
Refer case under cases tab
Instructions for Child FIRST and Community Based Intakes to use the Refer Case function: Also see procedure notes.
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 Option: Child FIRST or Central Intake providers select ‘To Self’ to transfer the case from intake (either Child FIRST or Community
Based Intake) into Family Services within your own organisation. Once ‘To Self’ is selected a Family Services- DHS Case will automatically be
created and will appear below the case referred.
To Other Agency Option: 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.
Only Child FIRST providers are required to tick the ‘track progress’ box. Ticking this box allows for updates back to Child FIRST when
DHS data exports carried out. Child FIRST cannot close the case until the case is closed at the allocated agency.
Agency has complied with all privacy and related legislation box must be ticked. Ensure privacy collection notices alert clients to entry
into integrated Family Services. If this box is not ticked, the option to continue with the referral will not be available.
‘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
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 15
Importing cases under File toolbar
Selecting the ‘Data Import’ option under the File toolbar will open the IRIS wizard. Clicking the next buttons will progress through steps 1 to 6.
Prior to commencing the import, open the email with the referral and save to preferred file.
Check the procedure notes
Step 1: Start Import.
Step 2: Select file to import. A box will appear with the data file. Search and select file to be imported.
Step 3: Import Summary Statistics.
Step 4: Summary of import.
Step 5: Run import.
Step 6: Import finished.
Exporting Referral Cases back to Child FIRST under File toolbar
See procedure notes.
Once a case that has been referred from Child FIRST or a Community Based Intake is closed, transfer the IRIS record back to Child FIRST or
Community Based Intake by selecting export data (under the file toolbar). The client record must be closed prior to exporting. Information
about open and closed cases for clients referred from Child FIRST will update in Child FIRST records when DHS export is carried out.
Follow the steps for exporting the case in the IRIS wizard.
Two options are available:
1. Export summary statistics – for end of quarter data
2. Export referral statistics – for closed cases back to Child FIRST
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 16
CASE INFORMATION screen ca001
Terms Definitions Counting and Interpretations
Funding Source Defaults to DHS or Child FIRST It is very important that only Child FIRST providers use the Child FIRST
depending on Case type selected. funding source. Otherwise Family Serves cases will be undercounted and
Child FIRST cases over-counted.
Case Owner Drop down box gives a number of Agencies are required to ensure that all relevant staff members are set up
options including staff names. on IRIS to enable selection as case owner.
Reports can be developed using case owner names.
This is where the ‘staff’ identity for report filters and report content is drawn
from. To be able to report on different staff caseloads, case owner must be
entered with staff name. Permits one case owner only.
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 filter case reports.
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
New referral source is intra catchment referral. Use this when allocating
cases within a catchment without the refer case function (see Allocating
access through refer case and intra-catchment referral), or when a case is
re-allocate through Child FIRST after significant concern about wellbeing
assessment at the local agency (see Case Category – significant wbc).
Child Protection Intake This field is only available when the referral source is Child Protection. Used
Status Investigated not substantiated to report where within Child Protection the referral initiated and is therefore
(Previously Family Substantiated no protective order an indicator of the severity of the protective concerns for the child. This is
Status) Protective Order very important data to track the progress of the reforms and is compulsory.
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 17
Screen ca01
Housing Type Boarding or rooming house Choose from selection in the drop down box
Caravan
Homeless
House, flat apartment or unit
Prison, correctional facility
Refuge or emergency accommodation
Special residential (hostel, aged care
accommodation)
Other
Housing Tenure Boarding Choose from selection in the drop down box
Homeless
Occupied rent free
Owned
Purchasing
Renting – Private
Renting – Public
Transitional housing
CP Status Blank – no CP involvement Choose from selection in drop down box
Notified – Not Investigated
Investigated – Not Substantiated
Substantiated – Not on a protective
order – No CP involvement
Protective order
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
<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
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 18
Other government pensions or
benefits
No income
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 by
Intake outcomes are direct contact with another service, use the Referral to Other Service Intake
based on CYFA 2005 s33 Outcome (below) and also complete referral to service activity.
responses to a referrals by Advice and assistance to family All intake/Child FIRST interventions that include family contact and are closed
a community based child
without allocating for ongoing service. When a referral is made to a local
and family services
When a local agency
agency, agency practice will determine whether activity is part of intake (pre-
accepts a referral and will 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. Referral to other service Contact made by Child FIRST/ agency intake with another service on behalf of
All cases that are ineligible family or caller. Also complete the ‘referral to’ service activity (and hours).
for Family Services or Family Service Allocation To be allocated for ongoing service. The case will be allocated from Child
receive less than two
FIRST/Central Intake using the 'refer case’ function. When referrals are
hours service may be non-
substantive cases and no
received in local agencies (ie not via CF or CI), the Intake Outcome must still
Intake Outcome is be completed. Service activities will then progress from Referral and Intake to
recorded. 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
Complex IRIS issue importance to record when children meet this criteria and comprehensive
or guidance is provided below. Combined with the IRIS Issue categories of
Other IRIS issue Complex and Other, the case categories provide a way of grouping cases for
discussion about prioritisation; or for planning purposes. (See below)
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 19
Case Category
The case category is either significant concerns about wellbeing or one of Complex 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 very high risk
factors being present in the Other category for example.
The case category is selected by the worker according to the presence of the issues –see page 22. If a case has significant concerns, it is not
complex or other (even though either or both of these factors may be present). Complex IRIS issue cases may have Other IRIS issues present,
but cannot have significant concerns about wellbeing; while Other IRIS issue cases can only have the ‘Other’ IRIS issues present not any
complex issues or significant concerns about wellbeing.
Case category can be updated as circumstances change – refer to page 21. Changes to the significant wellbeing concern status should occur
within the supervision context.
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 20
Terms Definitions Counting and interpretation
Case Category: Select this case category when a Significant wellbeing concern referrals require heightened vigilance to best ensure the
Significant concerns child(ren) in the family is/are safety and wellbeing of the child.
about wellbeing assessed as having significant
Implications for Child FIRST catchments
concerns about their wellbeing.
•Child FIRST must maintain a record of all decisions about children with significant
And
concerns in the catchment.
The CYFA 2005 provides that Family •Either Child FIRST or a catchment agency may make the decision about significant
Case Category Date Service will receive referrals about wellbeing concerns and update the IRIS case category accordingly.
children (or unborn babies) with •Child FIRST will track agency decisions when the Child FIRST record is updated
significant concerns about their quarterly or at closure for cases ‘tracked’ through the ‘refer case’ function
wellbeing and that for these children •For local agency entries that do not have a Child FIRST case, a Child FIRST case must
Family Services may: be created. This will mean closing the case in the local agency and reopening it at Child
–Not disclose the identity of a FIRST (who then export it back or to another agency if an alternative service provider
is more appropriate). When cases are re-opened by Child FIRST for this reason, use
referrer, unless consent is provided
the ‘intra-catchment referral’ referral source. The practicality of this business rule will
–Consult with Child Protection
be reviewed during initial implementation.
–Share information with specified
parties without consent for the Changing the Significant Wellbeing Concern decision
purposes of risk assessment or •The significant wellbeing concern decision can be changed if no longer currently
determining an appropriate service. assessed for the child(ren) in the family.
•Any decision about significant concerns about wellbeing must be made in a
These legislative powers are provided supervision context as per agreed agency policy.
to give agencies more avenues to •Because IRIS does not have an audit trail, changed data is deleted with no record of
the change kept. Rules must therefore be established to change this field and preserve
assess and engage families of
a record of the decision on IRIS
children with significant concerns,
•Different rules exist for Child FIRST catchments and other Family Services agencies
even when this may not be the
parents’ expressed wish. Implications for Child FIRST
Given this, the practice definition •Child FIRST cannot delete the significant wellbeing concern decision once it is
of children with significant recorded (unless recorded in error) as this will remove the record from IRIS
concerns about wellbeing is: •A new IRIS ‘case category’, however, can be assigned to the case once it is allocated
from Child FIRST to a partner agency.
Serious presenting problems that •The agency selects a different case category (and date) on the basis of the IRIS
Issues present.
impact upon a child's care and
•The case on the Child FIRST IRIS will remain recorded as significant wellbeing
development and where the
concerns
parent is unwilling or unable to
access appropriate supports to Implications for local agencies, including Child FIRST catchments
make positive changes. •Without audit trail capacity, there is no simple answer to this.
•Yes the decision can be changed – but no a record will not be maintained on the
agency case to indicate this history.
•Alternatives are:
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 21
Terms Definitions Counting and interpretation
–Do not change a decision over the life of a case. The date will provide advice about
how recent it is.
–Change the decision as required and be aware that the IRIS case may not reflect the
SWBC history. Service activities of ‘Consult Child Protection’ will provide an alternative
indicator of significant wellbeing concern history and cumulative harm
•In all instances, do not delete a significant wellbeing concern decision until after the
original decision has been exported to DHS at the end of the quarter. This will mean
that the DHS data provides an accurate record of the number of these vulnerable
children in the community.
Case Category: Any case that is not a significant Complex IRIS cases may be re-categorised as Other IRIS issues cases at any
Complex IRIS issues concern about wellbeing referral and time but special rules are in place for conversions to or from significant
And includes any IRIS issues of: concerns about wellbeing (as above).
Disability
Case Category Date Family violence For agency reports cases will be counted as complex when this category is
Mental Health selected at the time of any report or analysis.
Substance Abuse
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
Other IRIS issues issues or significant concerns about issues. Cases may have ‘Other’ IRIS issues but be very high risk for example
wellbeing and includes any IRIS a failure to thrive infant (Parenting) who is homeless (Housing).
And issues of:
Access to service For agency reports, cases will be counted as ‘Other’ when this category is
Case Category Date Behaviour selected at the time of any report or analysis.
Disputes/issues
Education & school
Financial & Household
Gambling
Health
Housing
Isolation
Migrant settlement
Parenting
Pregnancy
Relationships
Other issues
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 22
RELATED PERSONS screen ca00-2
Terms Definitions Counting and interpretation
First name & surname Required for children All children must be entered, including name and age. A prompt for this
is provided through the new mandatory field: Children recorded? Yes/No
Address Non-mandatory fields
Suburb For newborns enter age as 0 (zero).
Home & work phone For children less than one year enter age as -1
Mobile email
Sex Age of children does not update within IRIS. Always, therefore, enter age as
Indigenous status at date of referral and subsequently relate age on IRIS to referred date to
Age Required for children calculate current age.
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:
Child, own with current partner case.
Child, own with former partner
Child, step The relationship is to the client as registered on IRIS: eg: if grandparent
Child, foster selected, this is the grand parent of the registered client.
Grandchild
Partner, current The primary reporting function from related persons will be details of all
Partner, former children in the family. This will enable a count by Family Services of all
Parent, own
children in all families, consistent with the focus of Family Services being the
Parent, step
Parent, foster child’s best interests.
Grandparent
Sibling, own Children’s names and ages will also be reported in new agency level IRIS
Sibling, step reports, for example to support allocation prioritisation decisions, or to more
Sibling, foster accurately understand a worker’s case load (ie working with five children of
Aunt varied ages as opposed to a single child).
Uncle
Cousin
Perpetrator codes available within IRIS are not for use by the Family Services
Father-in-law
program (They are included for Sexual Assault and Family Violence users of
Other relative
Mother-in-law IRIS).
Sister-in-law
Brother-in-law
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 23
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
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.
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 24
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.
Screen ca00-3
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 decision
identified is to be recorded. Options are: (see service activities for further advice).
Intake (new) ‘Identified’ data will be reported to distinguish between issues identified
Assessment as part of intake activity and those identified as part of casework
Later stage (assessment & later stage)
Goal in Service Plan Mandatory field – must be completed prior This field will not be reported on by DHS as meaning may be
to case closure. Identifies whether the issue ambiguous as issues may be directly or indirectly incorporated in
is included in the service plan. Options are: service plan goals – goals do not necessarily have a one to one
No/Yes/Not Known/Not applicable relationship to issues or outcomes.
Goal Achieved Mandatory field - must be completed prior Identifies the outcome of a goal included in the service plan. This field
to case closure. will not be reported on by DHS as a measure of effectiveness as it is
Options: Fully/Partly/Not at all ambiguous
Referred to a specialist Mandatory field - must be completed prior Referral history will be tracked in IRIS through the new service activity
agency to case closure. ‘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 It is assumed that many issues will remain present at closure when
closure was still present at closure regardless of they relate to enduring conditions eg disability, substance abuse. The
whether it was a goal in the service plan or ongoing presence of an issue at closure does not necessarily effect the
referred to specialist agency. outcome achieved (ie the goals as agreed with family can be achieved,
Options: No/Yes/Not Known/Not Applicable though the issue is ongoing and may require further intervention at a
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 25
later date). This field may be reported on by DHS as a means of further
understanding the complex nature of family presentations to Family
Services (not as a measure of effectiveness of intervention).
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 26
Terms (Category) Definitions (Values) 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. This is
more than advice or suggestion) are to be recorded on IRIS using the
To medical services
‘referral to’ service activity.
To respite care
To transport
Behaviour Adolescent May be reported by DHS by age ranges for evaluation and service planning
Child 2 – 11 years purposes
Infant child < 2 years
Child Protection Emotional abuse-notification ‘History of ‘ is a new value. Always select whenever there is known prior
Involvement Mother notified in pregnancy involvement with Child Protection. Any current Child Protection involvement
Neglect-notification will be counted from the referral source and the Child Protection status.
Physical abuse-notification
Sexual abuse-notification
History of (new)
Disability Intellectual: adolescent 12-17 years Very important issue to record – always indicate when issues are identified.
Intellectual: adult
Intellectual: child 6-11 years Adult disability may be reported as separate to child disability and
adolescent disability by DHS for evaluation and service planning purposes
Intellectual: developmental delay – child -<6
years
Physical: adolescent12-17 years
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 Violence History of Very important issue to record – always indicate when Family Violence
Parent anger management issues are identified.
Present
Verbal abuse
Bills not paid-services being withdrawn
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 27
Financial & Household Budgeting and financial management
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/other
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
Mental Health Adolescent 12-17 years diagnosed Very important issue to record – always indicate when issues are identified.
Adolescent 12-17 years requires further
assessment May be reported separately by DHS by adult and child age ranges for
evaluation and service planning purposes.
Adult diagnosed
Adult requires further assessment
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
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 28
Inadequate, inappropriate
Repairs, maintenance
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 29
Isolation Physical
Social
Juvenile Justice History of
Involvement Present
Migrant Settlement History of torture or trauma
Immigration issues
Settlement issues
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
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
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 30
Substance abuse Adult Very important issue to record – always indicate when issues are
Child or adolescent identified. Adult may be separately reported from child/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
SERVICES AND HOURS OF SERVICE screen ca00-4
Family Services is funded on the basis of targets (cases) 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
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 31
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.
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
By telephone Family Services is delivered.
Other than at client’s/family’s Office/Centre is used for any professional location
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
Terms Definitions Counting and interpretation
Referral and Intake All intake and referral activities will INTAKE will be recognised and reported on as a distinct phase within Family
be reported as the aggregate Services practice, concluding once the Intake Outcome is completed and in the
Referral clarification category ‘intake and referral’. case of Child FIRST, the case is referred to a partner agency for allocation.
Referral –All intake hours are to be recorded as ‘Referral and Intake’ activity
acknowledgement Select ‘intake processes’ to record (IE do not use other service activities such as outreach or closure)
Intake processes ‘referral and intake’ activity –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
entered to count incidence (see below)
-Direct contact can be distinguished from phone activity through the ‘location’
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 32
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 May be used by an allocated worker post intake during initial engagement .
engagement strategies to ensure Will be a measure of time taken to initially engage families (defined as family
families have every opportunity to agreement to service goals).
engage in the support they need will
be developed.
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’
(new) allocation or planned activity (eg field
group). –Exceptions are Consult and Report to CP, and Referrals to, that must be
entered to count incidence
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 All START hours are to be recorded as Initial assessment meeting(s) to
informed sufficiently to formulate and set up service plan
document a child and family action Direct contact (including what may otherwise be described as outreach to
plan for the family to address the engage family) will be distinguished from phone activity through the
issues identified. ‘location’ field
Exceptions are Consult and Report to CP, and Referrals to, that must be
entered individually to count incidence
Case Planning/ For most reporting purposes, all case planning/review activities will be
Review reported as the aggregate category ‘case planning’. It is more important
Prepare service plan therefore to ensure that hours are accurate than to discriminate too closely
(child and family between sub activity types.
action plan) Includes attendance at catchment inter-agency review meetings. An agency
Service plan (child that attends a catchment allocation and review meeting as part of the review
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 33
Terms Definitions Counting and interpretation
and family action of an open ongoing client, records these hours under case plan review.
plan) signed
Review child and
family action plan
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 34
Terms Definitions Counting and interpretation
Casework Case management activities. Short Select ‘support’ to record most casework activities
Counselling, regular term service responses, advocacy, For any professional meeting including a client select Case conference (client
(one worker only) practical support, financial aide, in- attends
Counselling, home support, crisis intervention, For most reporting purposes, all casework activities will be reported as the
intensive (more than parent-adolescent mediation, aggregate category ‘casework’. It is more important therefore to ensure that
one worker counselling, social networks and hours are accurate than to discriminate too closely between sub activity types.
Support inclusion, and more. Location data will be used to provide a deeper understanding of the nature of
Case conference casework (in home, by phone, other, in office/centre).
(client attends) Includes CASENOTE 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)
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
(new) Community Based Child Protection multiple contacts with Child Protection following up a same issue.
Worker
Reports to Child Records the number of reports The number of reports will be a key indicator of operations of the new system.
Protection accepted by Child Protection Reports to Child Protection will be counted as no. of cases that include a
(new) (discussions about the need to report report to Child Protection as a single report may include a number of contacts.
or not will be consultations)
Referral to Extensive list derived from To be entered every time Family Services directly facilitates a referral to
(new) professional referral sources another service. As multiple contacts may go into making a referral, will be
reported as referral to agency type by case.
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
Regular, 1 worker (see below) to: participating client
only Save worker data entry time
Intensive, 2 workers and
Intensive, 3 workers Ensure that IRIS is able to
Intensive, 4 workers calculate both the number of
Intensive, 5 workers hours service an individual
Intensive, 6 workers client receives through group
work (agency view in statistics
report) and the numbers of
hours the agency spends on
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 35
Terms Definitions Counting and interpretation
the group as a whole (agency
view in statistics report)
The Group Work service activity and
hours are then automatically updated
when the worker indicated a client’s
participation is each group session.
Indirect service Service that is provided on behalf of Use for all consultations, supervision and training (as training is included in
Case conf. (without the client when the client is not the unit cost for client services. Divide any time spent in training by the
client) present. number of families in your caseload at the time and spread the hours across
Consult others re all cases).
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.
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 36
CLOSURE screen ca00-5
The closure details provided in the 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)
In both instances, the Intake Outcome will provide the more detailed description of case progress of the client family.
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.
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’.
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 37
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’.
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.
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 38
Terms Definitions Counting and interpretation
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.
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 39
GROUP WORK
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.
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).
When a new group is established select either Family Services – DHS or Family Service – Child FIRST (Child FIRST providers only).
Screen gp01
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
New Service’ option, other than a no show for service type is selected. Follow the prompts
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 40
those clients that did not attend the group session and ensure all time is included.
and ‘Indirect service – other’ for preparation time.
Delete Group If no services have occurred in relation to the
group, the group can be deleted
DRAFT –23 APRIL 2007, DEFINITIONS SUBJECT TO REVIEW 41
