IRIS Newsletter – February 2013
Contents
1. Child FIRST catchments agencies must run the same version The client case referral system in IRIS will only work between participating agencies if they are all using the same version of IRIS Therefore each Family Services Child FIRST intake agency after upgrading must ensure that all partner agencies in their catchment area have run the upgrade to 1 8 0 before resuming the referral process All version 1 7 0 referrals and track backs not yet processed must be imported before doing the upgrade 4 Cradle to Kinder Program The agencies using the Cradle to Kinder interim program must contact IRIS Helpdesk for further instructions Department of Human Services 3 State Government 5 What is in the upgrade We would like to thank everyone who has contacted us with ways to improve the software Many suggestions referred to the IRIS team have been included in this upgrade The changes contained in the 1 8 0 upgrade are covered in the IRIS TECH TIPS contained on the next page The first General section contains information about changes that apply to most IRIS users supervisors and administrators Specific changes applying to particular case types are contained in sections following the General section 6 Contact us IRIS Helpdesk Telephone 9096 6919 Email IRIS helpdesk dhs vic gov au Data IRIS data dhs vic gov au 7 IRIS Training Currently there is online training available and we will continue to provide support and2. IRIS Newsletter February 2013 Contents 1 IRIS UPGRADE AVAILABLE cccsscccesssceoeeeee 1 L DEPON aa A causes 2 1 2 SQLSERVER DATABASES 0cccceeeeeeeeees 2 2 WHO SHOULD DO THE UPGRADE 0c00 3 3 FAMILY SERVICES CHILD FIRST c000000 3 4 CRADLE TO KINDER PROGRAM ccc0seee0s 3 S WHAT IS IN THE UPGRADE Qu iccccsecccssssceeeeees 4 6 CONTACT US viresstersescssccaveraseniecavviosenctiesaesenecen ase 4 Z PRIS TRAINING vossycecsrascssesceestcscevicayeateosccisescecaseess 4 6 IR TECH TIIS oirirc 4 9 GENERAL UPGRADE DETAILS 1 cccssccesseeees 5 1 IRIS upgrade available The latest upgrade version 1 8 0 13030 has been posted on the IRIS website www irissoftware com au Click the DOWNLOAD link on the top menu and follow the instructions provided It is vital that these operations are performed in the correct order so that the upgrade will work successfully It is recommended that competent and authorised IT support staff undertakes the upgrade installation to ensure it is completed properly We recommend installation is performed using the online method although a CD image can be downloaded and used for offline installation You can also contact the IRIS Helpdesk and request a CD ROM to be sent out to you Note Only agencies using any 1 7 version of IRIS can upgrade to version 1 8 Department of Human Services When you start IRIS for the first time after running th
3. answer any questions if required Please visit the IRIS website 8 IRIS TECH TIPS The normal IRIS Tech Tips are replaced in this newsletter with details of the 1 8 13030 upgrade released in February 2013 and are described below Department of Human Services 4 State Government 9 General Upgrade Details The key following features in this section apply to all copies of IRIS and all case types or programs used in IRIS Major changes have been the introduction of two new case types for e Cradle to Kinder Program A new intensive antenatal and postnatal support service to provide longer term intensive family and early parenting support for a group of vulnerable young mothers and their children e Early Parenting Centre services Providing programs of intensive and specialised Support to mothers with young babies Some of the general changes to IRIS are e For staff that have left and are disabled in IRIS their names will now appear in curly brackets at the bottom of name lists not at the top as is current Agency Help Staff List Refresh P Hew pS Open Delete se ee lees es Administrator Administrator if eee Data Entry Data Entry EI Scs Family Services Financial Counselling Mt w GUEST Guest Guest w STAFF Staff Staff EISCS Family Services Finandal Counselling Mi w SUPERVISOR Supervisor Supervisor JOHN John Grey John Grey Administrator e Each default state field e g VIC or TAS will now b
4. ce mental health issues child protection involvement prior child sexual assault and prior adult sexual assault Maternal amp Child Health Enhanced case type The Nursery Equipment Program has changed to offer only 3 equipment options cots cot mattresses and mattress protectors Family Violence Services case type A Disabilities section has been added to the Case Details screen Changes of a technical nature Department of Human Services 9 The export dates and reminder pop up will correctly be reset after a quarterly data export is performed The spellchecker has been modified to work when many pages of Case Notes are entered IRIS will allow duplex double sided printing of reports Reduce the incidence of access violation errors through multiple clicking of buttons or keys
5. d or a User Id with ownership rights to the IRIS database Please note that this is NOT your regular IRIS User Id If you are unsure of this information contact your Database Administrator Press OK to continue Cancel to exit Footnote The SQL script is available for administrators who prefer to have manual control over this process Please contact IRIS help desk for details a User Id D Password Department of Human Services 2 You will have to use SQL Server authentication for this upgrade Either use the irisuser or your SQL system admin sa account login details at this prompt An upgrade successful prompt will be displayed when the database upgrade is finished Database Update Update completed successfully Database administrators may wish to preview the SQL scripts before doing the upgrade These can be obtained either by viewing them on the CD or by contacting the IRIS Helpdesk 2 Who should do the upgrade The 1 8 0 13030 upgrade is applicable to all case types in IRIS and all agencies should do the upgrade It is important that your copy of IRIS is kept up to date with each upgrade that is released Remember that only an authorised staff member or IT administrator within each agency should run the upgrade Be sure to backup the IRIS database before running the update files Assistance and advice on upgrading IRIS is available from the IRIS helpdesk on 03 9096 6919 3 Family Services
6. e E sie Clear Filters Search Clients elel Department of Human Services 6 e Client Details To prevent first name surname DOB and sex from accidentally being changed in a client screen this section has been changed to read only Please select edit to modify the record if required TRIS IRIS 1 8 0 13030 5 x File Lists Report Agency Help Thelma Child first raining Retiesh 102 Heels First name Thelma Date of Birth 12 03 1988 Declined DoB Agency joos92 011 E Sumame Child first training Sex Female Active M SIK HIDHE 12031986F a Details Cases Client Notes Mon Sub Cases e Clients When a client record is locked because another user has the record open the name banner will appear with a yellow background and a warning R IRIS 1 8 0 13030 File Lists Report Agency Help l j x al Retesh bl Am _ o a02 First name Betty Date of Bith 12 03 1984 Declined Dob Agency onoss2 011 i Sumame JIntake refer Sex Female Active M SLE NTKET12031 IB4F th Edit Det Projects ae haces Non Sub Cases Address I Hind Stet Home Phone P Bien cE Work Phone fii Suburb WIC Blackbum ie Mobile 7 4 J LGA Whitehorse E mail as Groups e Cases Related Persons will be able to be copied from one case to another for the Same case type for the same client IRIS IRIS 1 8 0 13030 File Lists Report Agency Help Family Services Child Firs
7. e filled according to the Outlet location where a user logs in Address Home Phone Work Phone suwu ac IP Mote LGA Email e Where obsolete or Obs items occur as items in fields they will be displayed at the bottom of the option list Department of Human Services 5 e Client List The facility to search for clients in the Client List that have similar names This should make finding clients easier kis IRIS 1 8 0 13030 O x File Lists Report Agency Help Client List vx 10 New Open Delete Transfer Projects Ecz a E Search Filter Option First name Sumame Dob Find Similar Hl Name searches default to starting with Use leading asterisk to indicate wildchar search eg either SMI or SMI Search Case Names Search children and related persons of cases instead of dient name Current Only B Uzer Code Agency joooss2 011 Intake Agency John i Include Inactive D Client Code Group A one ma A Last updated kal From To Case Reference Code o Xa Cea Fes Non Sub Cases Clients Groups e Client List A column has been added to show if clients are active or inactive IRIS IRIS 1 8 0 13030 Client List i i x Hew Open Delete Transter Projects Search Filter Option First name Sumame Dob Find Similar E Name searches default to starting with Use leading asterisk to indicate wildchar searc
8. e upgrade the following window will pop up oe Program and Database Versions do not match Program 1 8 0 Database 1 7 0 IRIS can now attempt to perform an automatic update for you Before continuing it is MOST IMPORTANT that you have a CURRENT BACKUP of your database If you don t or you are not sure select No to exit and perform a backup now When you restart IRIS you will see this prompt again and can then select Yes Press Yes to perform the update and continue The update should only take a few moments If you encounter any errors during or after this process please contact IRIS help desk a ee Click Yes in the above window to proceed with the database upgrade 1 1 Deploy If you have a lot of workstations to upgrade we recommend you use the deploy software which is included in the IRIS system The deploy tool allows you to upgrade one workstation and then it will automatically upgrade all other workstations as each user logs in Further information can be found in either the User Guide or the IRIS Online help under the section Utilities 1 2 SQL Server Databases If your IRIS database is deployed on an MS SQL Server the following additional login prompt will appear SOL Saver Databace Login Your IRIS system is configured to using MS SQL Server The update requires SQL Server administrator access due to some table DDL changes Please enter your sa System Administrator user id and passwor
9. elating to cases in the report The corresponding Case Extract report will also be modified in the same way e Groups In each Group it will be possible to order clients by first name and surname e The IRIS User Manual 1 8 0 is included in the upgrade software Agencies can access the User Manual in IRIS by going to Help gt Table of Contents An electronic version is also contained as a PDF document under the IRIS software folder and pages can be printed A PDF version of the IRIS User Guide will also be available on the IRIS web site Department of Human Services 8 State Govemment Victoria Changes that relate to specific case types are Family Services case type The fields that Child FIRST complete in the Case Details screen have been changed and there are some changes to selections in the Issues and Services screens The Family Services IRIS Data Dictionary has been updated to reflect the reviews undertaken in regards to a number of components of the family services case These have been incorporated into the current IRIS upgrade The data dictionary is available at http www dhs vic gov au for service providers children youth and families family and parenting support iris family services user manual Sexual Assault Support Services case type Fields appearing in the Issues screen are now non mandatory New mandatory fields have been included on the Case Details screen to record family violence drug amp alcohol dependen
10. h eg either SMI or SMI Search Case Names L Search children and related persons of cases instead of cient name Current Only B Uzer Code Agency 000992 011 Intake Agency John Include Inactive M Client Code Group a oe a gg Last updated kA r From ka To Case Reference Code a xe Clear Filters Search Non Sub Cases Clients Groupe Open Windows Thelma Child first training Doncaster VIC 3108 12 03 1988 0003 Yes 21 04 2008 7 28 38 PM John Grey Betty Intake refer Blackburn VIC 3130 12 03 1984 0001 21 04 2008 7 15 40 PM John Grey Susan Self refer Box Hill VIC 3128 13 04 1987 o002 21 04 2008 7 23 08 PM John Grey e Clients List A case Reference Code filter has been added to the Client List This will make it easy to find a client who has a particular case fig IRTS 1 8 0 13030 File Lists Report Agency Help Client List 2 Refresh Projects P fess 4 ban Hem Open Delete Transter Search Filter Options Non Sub C Sg First name Surname CoB ki Eed E Name searches default to starting with Use leading asterisk to indicate wildchar search eg either SMI or SMI Search Case Names Search children and related persons of cases instead of dient name Current Only E User Code Agency 000392 011 Intake Agency John Groups Include Inactive D Client Code Group Limit 100 entries I Last updated From To Case Reference Cod
11. t Projects Client Thelma Child first training Status Open Incomplete al Hon Sub Cases Clients ojx w Jo Black Child own with es Place a tick next to each related person you want to be copied to the new case Don t select the same person again if you access this screen a second time or else they will be copied again Department of Human Services 7 e Cases It will be possible to edit the relationship field for a Related Person x Status Open Incomplete cadi Rig IRIS 1 8 0 13030 File Lists Report Agency Help F Hew X Delete Related Ferson Details Open Windows First name Jo Email EUMETE Black Relationship Child own with former partne e In the Service Details screen sv14 a new option By Post has been included in the service location field for all relevant case types Semice Details y Serice Type Referral and Intake intake proces Date 1470772011 Brokerage Int Bilingual Worker Duration Travel Time Service Provider Suburb Wie Non Substantive Case The source of funding will be able to be edited Non Substantive Case A new option Unable to be contacted have been added to the Outcome field e Client Details reports Information about non substantive cases belonging to a client will show in this report e Case Statistics report Will be modified to correctly show Outlet Suburbs and Outlet LGAs r
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