SPOCC net Briefing for Providers (V2)
Contents
1. For Providers oF VLU SPOCC Net Secure SPOCC net Briefing Welcome to SPOCC Net secure services Welcome to SPOCC Net User Name Generate Reports L gt Performance Measurement W Manage Services Es File Management S Q o a 0 i D 10 0 5 s iG ia zi g 0 c be e gt D 3 rt ih Fg Requests Sent to Local Authority ae View status of requests sent in the past 1 month s Go e Contacts ff Manage Actions Mana xe 2 o Change Password Ce Log out pan et This is a secure system View the policy on privacy amp security Get help in the F u Guidance and Useful information Version History Version 2 May 2011 SPOCC net Provider Guidance V2 Contents Page Number 1 0 Background 3 2 0 About SPOCC net 3 3 0 About the Public Service Directory 4 4 0 Security amp Access to SPOCC net via PortWise 6 5 0 Logging onto SPOCC net 8 6 0 Submitting Quarterly Performance Returns 16 7 0 Manage Services Changing Client Details 21 8 0 Manage Services Service Details 29 9 0 Manage Contract Documents 31 10 0 Requests sent to SP in NIHE 33 Pending Approved amp Rejected 11 0 Manage Contacts Changing Staff Details 34 12 0 Limiting Access to SPOCC net 36 13 0 Generate Reports 38 14 0 Manage Actions 39 15 0 Change Password 40 16 0 Log Out 41 17 0 SPOCC net Guidance amp Support 42 2 May 2011 SPOCC net Provider2. NWtest Type New Approved Submitted 07 January 2010 at 10 12 WO Attachment Request Performance Measurement NWtest If the workbook has been rejected you will need to e Click attachment and open the rejected workbook e Check the name of the service which was rejected e Note and or deal with the reason for rejection e Go to your drive or PC and amend workbook and e Re submit the workbook within the time scale stipulated by the SP Team 20 May 2011 7 0 7 1 7 2 7 3 SPOCC net Provider Guidance V2 Manage Services Changing Client Details Providers will be able to add new clients end and update client details using SPOCC net For long term services the client schedules in SPOCC net will replace the provider reconciliation returns PRRs which providers are required to complete and return to SP with any client changes Floating Support providers are required to submit input details of all current service users This will replace the current client detail form which is submitted on a monthly basis Updating client schedules SPOCC Net Secure Services Manage Services Use this form to pick a service to manage Service Please select a value Manage Cancel Return to secure services To update or add client information users should select Manage Services from the home page a Use the service drop down list to choose the service you want to update
3. SPOCC SPOCC Net Secure Services Supporting People Floating Supporting People Floating Support Ballymena Client Schedules it Deta Propert DAF rvice Details Manage another service Client Schedules Request New Schedule The following clients are scheduled for this service Exclude Non Current Items Client Reference Service Level Units Start Date End Date Reason Blue Mr John 27096 1 Service Level1 1 00 12 01 2010 Brown Miss Janet 27095 1 Service Level1 1 00 11 01 2010 Hamilton Jame Martin Eva 27100 1 Service Level1 1 00 30 01 2010 Martin Eva 27100 1 Service Level1 1 00 06 01 2010 21 01 2010 Lost contact Support broken down Request New Schedule Return to secure services 28 May 2011 8 0 8 1 SPOCC net Provider Guidance V2 Manage Services Service Details Updating Available Places The SP public service directory allows any member of the public to search for SP services see section 3 0 This search also shows the number of places that services have available at that time To update the number of available places for your service select the Service Details tab SFOC SPOCC Net Secure Services Supporting People Sheltered ro Supporting People Sheltered Seryj Service Details Margage another service Service Details Request update Service Availability Use this form t
4. Use this form to request a new client schedule Mandatory fields appear in bold Service Supporting People Floating Support Ballymena Service Level 1 Service Level 1 Property Title Forename Surname Address 1 Address 2 Address 3 Address 4 Town Postcode UPRN Copy Address from Propert The address for the individual service user should be entered rather than the address for the service as a whole users can click on the copy property address button for accommodation services if the individual property addresses match the address held in housing benefit records 24 May 2011 SPOCC net Provider Guidance V2 For service users receiving support in long term services details of preferably the service user s housing benefit ID or if this is not available their national insurance number must be provided This information is used to identify whether the individual is in receipt of hosing benefit and therefore is eligible for a SP subsidy payment Pressing the Add Client button will send the request to the SP team The Manage Services screen will now reflect this as below SPOCC SPOCC Net Secure Services Supporting People Floating e Supporting People Floating Support Ballymena Client Schedules Manage another service Client Schedules Reguest New Scheg The following clients are scheduled for this service Client Reference Service Level
5. Welcome to SPOCC Net secure services e Not a registered user Request a login This is a secure system View the policy on privacy amp security Get help in It should be noted that providers can also refer to the OCC User Guide for further information See above 14 May 2011 SPOCC net Provider Guidance V2 For security reasons SPOCC net employs a timeout feature whereby after a predefined period of inactivity you will be logged out of the system and an error message similar to that below may appear If you become logged out through this timeout feature you will need to return to the secure log in screen and re enter your username and password in order to continue working SPOCC SPOCC Net Secure Services e Manage Services R SPOCC Net was unable to initialize the page Error log ID 480 The drop down list ddlServices could not be filled at SPOCCNET secure schedules Page_Load Object sender Event rgs e Report this to the Local Authority s Supporting People team if the problem occurs persistently Use this form to pick a service to manage Service No data Ce anes Return to secure services 15 May 2011 6 0 6 1 6 2 6 3 SPOCC net Provider Guidance V2 Submitting Quarterly Performance Returns Quarterly Performance Returns formerly called contract performance returns or CPRs should be completed and submitted using the performance workbooks in SPOCC net Th
6. 23 April x 20 1 ol End Date Reason For End Date Please select a value Estimated Units Per Week Request Comment This is a returning client Please reactivate jwith original client ID Add Client Schedule Pressing the Add Client button will send the request to the SP team The Manage Services screen will now reflect this as below SPOCC Supporting People Floating Support Ballymena SPOCC Net Secure Services Supporting People Floating Client Schedules Client Details Properties QAFs Service Details Manage another service Client Schedules Request New Sched Qama D 1 pending The following clients are scheduled for this service Include Non Current Items Client Reference Service Level Units Start Date Blue Mr John 27096 1 Service Level1 1 00 12 01 2010 Brown Miss Janet 27095 1 Service Levell 1 00 11 01 2010 Martin Eva 27100 1 Service Levell 1 00 30 01 2010 Pink Miss Jenny 27097 1 Service Levell 1 00 04 02 2010 Request New Schedule 1 pending Return to secure services 27 May 2011 SPOCC net Provider Guidance V2 If the client schedule is accepted by the SP Team the client will reappear on the list of current client schedules for the relevant service with the start date of their return to the service Their previous support service details can be viewed by selecting Include Non Current Items
7. Once the request is accepted by the SP team this will change to approved SPOCC SPOCC Net Secure Requests over 1 Month R Requests over 1 Month values that have been removed or replaced are crassectaxt and new values are highlighted NWtest Type New Pending Submitted 15 January 2010 at 10 41 0 Attachment Sr mance Measurement NWtest Type New Rejected 0 Attachment Submitted 14 January Remarks Already exists in SPOCC 4 return for quarter 2 has already been submitted and accepted for this service 2010 at 16 01 Confirmation that it should be replaced with this return is required along with an explanation of any variances Request Performance Measurement NWtest Type New Approved Submitted 08 January 2010 at 15 38 0 Attachment Request Performance Measurement NWtest 10 4 You will need to check the status of any requests on a regular basis if a request has been rejected you should seek to rectify this as soon as possible 33 May 2011 SPOCC net Provider Guidance V2 11 0 Manage Contacts changing staff details 11 1 Within SPOCC net providers can update staff details or can add new Staff 11 2 From the home page users should select manage contacts SF UCU SPOCC Net Secure Welcome to SPOCC Net secure services Welcome to SPOCC Net Mrs Leona Karrpett a Generate Reports YY Performance Measurement ve File Management Man
8. Surname Telephone Mobile Fax Pager E mail web Address Position Type Bursar Treasurer a Chairman Director Emergency Contact Finance Manager Director Assigned To Contact for contract Contract 1 Supporting People Hostel Contact for contract Contract 2 Supporting People Floating Support Belfast Contact for contract Contract 3 Supporting People Floating Support Ballymena act Contract 4 Sheltered Service Address 1 2 Adelaide Street B elfast If you request limited access to SPOCC net then your staff team s SPOCC net access will be limited as follows o If a contact is assigned Organisation contact or Accreditation contact they will be able to access all service data for all their organisation s services N B each role can only be assigned to 1 contact for the organisation o If a contact is assigned Service Manager Emergency Contact Self referral Out of Hours Self referral Office Hours or SPOCC Net Manager access will be limited to those Services covered by the assignments E g Service Manager for Service A will only be able to manage the affairs of Service A Service Manager for Service B who is also Emergency Contact for service A will be able to manage the affairs of both Services A amp B N B each role with the exception of SPOCC net Manager can only be assigned to 1 contact for each service o If a Contact is assigned Contract Contact their access will be lim
9. 2007 default version You can do this by going to File Save as amp go to the drop down box for Save as type amp select Word 97 2003 Document doc This saved workbook should then be accessed to complete returns for future quarters and upload the workbook quarterly into SPOCC net To send the completed workbook to SP at the end of each quarter via SPOCC net select upload from the performance measurement menu The system will return the page overleaf Select your workbook from your folder or PC workbook location Select appropriate Quarter Upload workbook as required 18 May 2011 SPOCC net Provider Guidance V2 Try to upload the workbook and check the warnings if any appear As providers are not required to submit returns in relation to staffing the warning no support hours included will appear users should check the box called Ignore missing data and inconsistencies where possible so that the system will allow the workbook to be uploaded without staffing information completed Users should ensure that any other errors identified by SPOCC net are amended before the workbook is uploaded PSE x a G ma wu SPOCC SPOCC Net Secure Performance Measurement gt Performance Measurement Use this form to upload your performance workbooks q Workbook Location J E Quarter Please select a value Y If you are uploading an annual workbook please select the qua
10. Guidance V2 1 0 Background 1 1 The Supporting People SP Modernising Services project completed in 2010 1 2 The ICT part of the SP Modernising Services Project included implementation of SPOCC net to facilitate the sharing and exchange of information between the SP Team and Providers 2 0 About SPOCC net SPOC C m a E A E Welcome to SPOCC Net secure services Welcome to SPOC lt User Name g Performance Measurement Manage Services ae File Management Manage Contract Documents I document not sgqred Eg Requests Sent to Local Authority View status of requests sent in the past 1 month s Go p This is a secure system View the policy on privacy amp security Get help in the 4 user guide 2 1 SPOCC NET is the web front end to the SPOCC product which provides a secure online link for data access and exchange between providers and the SP Team 2 2 Internet based data exchange will offer benefits for both SP and housing support service providers Examples include reducing workload and improving business efficiency through the minimisation of paper based transactions and quicker more accurate updating of information 2 3 By logging into SPOCC net service providers will be able to view the information held by SP on their own services and clients and perform key actions such as e Generate reports e g subsidy payment schedules o save and pr
11. based on available places as derived by contract and client scheduled services information relevant on the date the search is performed Available Places 3 Last Updated Tue 09 Feb 2010 11 29 33 GMT Return to secure services Public Service Name Description Supported Religions Buddhist A Leasehold Units Funded Christian Hindu Jewish Tenure Type Across all Tenure Muslim Supported Languages Arabic A Location Rural Bengali Urban British Sign Language Cantonese Chinese v Hold the Ctrl key to select multiple items ClAccepts emergency referrals Support for visual impairment Access to interpreter Cl Support for hearing impairment Cl Waiting list in operation Request Comment The text that you enter for the Public Search Name will appear in the public service directory search results area instead of the Service ID Only the description field from the Service Details update screen will also be shown in the public service details page Only changes accepted by the SP team will appear in the public search area 30 May 2011 SPOCC net Provider Guidance V2 9 0 Manage Contract Documents 9 1 Copies of your current funding agreements are held within SPOCC net To view them click on Manage Contracts SPOCK SPOCC Net Secure Welcome to SPOCC Net secure services Welcome to SPOCC Net Mrs Leona Karrpett Generate Reports go Pe
12. client information on b Click into manage to open the client schedules 21 May 2011 SPOCC net Provider Guidance V2 You can now view the client information for your service SPOCC SPOCC Net Secure Services Supporting People Hoating e Supporting People Floating Support Ballymena Client Schedules DA ils Manage another service Client Schedules Relgrence Service Level Units Start Date Blue Mr John Service Level 1 1 00 12 01 2010 Brown Miss Janet Service Level 1 1 00 11 01 2010 Martin Eva Service Level 1 1 00 30 01 2010 Pink Miss Jenny i Service Level 1 1 00 04 02 2010 Return to secure services Use the mouse to select the client whose details need to be updated and click into the client name to update schedule Eg Update Schedule Use this form to request an update to this client schedule Mandatory fields appear in bold Client Blue Mr John Service Supporting People Floating Support Ballymena Service Level 1 Service Level 1 Property None Tenancy Reference No 27096 Start Date 12 January 2010 End Date an Reason For End Date Please select a value Estimated Units Per Week 4 Request Comment Ending of Service The SP Team can be notified of any changes to current client schedules including entering an end date for the service by submitting the details as follows From the Secure Services home page click manage serv
13. of requests sent in the past 4 month s C Bi Manage Contacts ff Manage Actions P Change Password 41 May 2011 17 0 17 1 17 2 17 3 17 4 17 5 SPOCC net Provider Guidance V2 SPOCC Net Guidance amp Support More detailed guidance on both the PortWise authentication process and the SPOCC net system is available The PortWise user manual should have been sent to each user by BT during the installation process and can also be accessed through the programme itself The SPOCC net guidance produced by Oxford Computer Consultants is available from the SPOCC net secure homepage BT will provide support to providers to help them install PortWise and set up the connection This will be done remotely through the Service Desk and no on site support will be provided The contact details for the BT Service Desk are shown below Email address servicedesk nihe gov uk Telephone 028 90 318 666 Once SPOCC net is operational in your organisation all technical queries relating to PortWise SPOCC net should be raised with the BT service Desk 42 May 2011
14. CC SPOCC Net Secure Change Password A Change Password Jse this form to change your password The change will take effect when you next log on Name Nyvvtest Username Nitest Current Password New Password Confirm New Password Change Password Cancel Return to secure services 15 3 If you forget your password notify the SP team via the link on the log in page It will be reset for you and you will be notified of your new temporary password SPOCC SPOCC Net Secure Welcome to SPOCC Net secure services Please log in to access secure services Username Password Login Cancel facy amp security Get help in the user guide 15 4 If a staff member no longer requires SPOCC net access or a new member of staff requires access you should contact the SP team so that the appropriate changes can be made New SPOCC net users will be required to follow the process for PortWise set up and be provided with a username for SPOCC net 40 May 2011 SPOCC net Provider Guidance V2 16 0 Log out 16 1 To log out go to the secure homepage and select Log out SPOCC SPOCC Net Secure Welcome to SPOCC Net secure services Welcome to SPOCC Net Nivtest re Generate Reports p Performance Measurement Manage Services W File Management dia Manage Contract Documents Pi Requests Sent to Local Authority l View status
15. Do you want to run this ActiveX control Name Access Client web loader Publisher Port Wwise This ActiveX control was previously added to your computer when you installed another program or when Windows was installed You should only run it if you trust the publisher and the website requesting it What s the risk This will install the update after you click yes on the screen below 12 May 2011 SPOCC net Provider Guidance V2 Access Client Loader Alert WARNING The server you are contacting is trying to update your client with an untrusted update Proceed with update From access nihe gov uk anyway This is a one time update from the NIHE s secure server and is therefore a trusted update a T eX TB x ves ap P Search RY Zwinky X smiley Central m Screensavers PR r dh v i Page Tools A amp x A FAQ s Did you notice the Information Bar The Information Bar alerts you to security related conditions for example if a potentially unsafe file or pop up was just Welcome to the NIHE Portal The resources yq blocked If a webpage does not display properly look for the corresponding icon Users must keep their de Information Bar at the top of the page and click it to LOGOFF the portal when finished C Don t show this message again B Resources gE Learn about the Information Bar El Mr Directory Fault Reporting HMS arcHouse Plus Mo
16. POCC net A provider can request that their users only be able to access and manage the services and related data that they are assigned to rather than all services that a provider has lf you wish to limit access to SPOCC net to reflect staff roles within your organisation you will first need to contact the SP team who will activate the limited access facility in SPOCC SPOCC net access is limited based on the assignments recorded against each contact You can check the assignments for staff by clicking on the Manage contacts field in the secure home page and then selecting the relevant staff member SFU SPOCC Net Secure Welcome to SPOCC Net secure services Welcome to SPOCC Net Mrs Leona Karrpett Generate Reports g Performance Measurement Manage Services E File Management Manaae Contract Documents Requests Sent to Local Authority i View status of requests sent in the past 1 month s Go Manage Contacts Manage Actions SPOCC SPOCC Net Secure Contacts G Manage Contacts for SPOCC net Test Provider Use this page to make amendments to contact details Address Telephone Email 2 Adelaide Street Belfast 2 Adelaide Street Belfast 028 38831768 2 Adelaide Street Belfast 2 Adelaide Street Belfast 2 Adelaide Street Belfast 2 Adelaide Street Belfast Add New Contact Return to secure services 36 May 2011 12 5 12 6 SPOCC net Provider Guidance V2
17. Units Start Date Blue Mr John 27096 Service Level 1 1 00 12 01 2010 Brown Miss Janet 27095 Service Level 1 1 00 11 01 2010 Martin Eva 27100 Service Level 1 1 00 30 01 2010 Pink Miss Jenny 27097 Service Level 1 1 00 04 02 2010 Request New Schedule 1 pending Return to secure services Users can also use the Request sent to LA procedure on page 35 of this guidance to check if your request s have been sent to the SP team lf your submission is pending then you have now completed the first stage of the process Once your request is accepted by the SP team then you have completed the final stage of this process for this particular scheme If the SP team accepts the new schedule then the pending figure beside the Request New Schedule will disappear and the new Client Schedule will appear on the list If your request is rejected then you will need to amend the client schedule as requested by the SP Team 25 May 2011 SPOCC net Provider Guidance V2 Add New Client Schedule Returning Client On occasion especially for floating support services a client may have exited the service and subsequently return to the service at a later date In these circumstances the client schedule will have been ended and needs to be reactivated by following the procedures outlined below SPOCC SPOCC Net Secure Services Supporting People Hoating re Supporting People F
18. act Return to secure services page From here amendments can be made to contract documents that have been created in SPOCC It is possible to e Edit provider comments e Sign the document if it is unsigned e View the document e View document history The Progress of any contract document is always controlled by the SP Team Even if the provider signs a contract document the Progress will remain as is until the SP Team manually sets the progress to signed 32 May 2011 SPOCC net Provider Guidance V2 10 0 Request sent to SP in NIHE Pending Approved Rejected 10 1 Users can check if their requests have been received pending approved or rejected by the SP team 10 2 On the home page users should select Requests sent to local authority select a period for example 1 month and click go You may change the number of months as required SFU SPOCC Net Secure Welcome to SPOCC Net secure services Welcome to SPOCC Net Mrs Leona Karrpett i c i SA f Generate Reports a Performance Measurement e Manage Services ve File Management Ef Requests Sent to Local Authority View status of requests sent in the past 1 month s Go a Manage Contacts Manage Actions Oey Log out This is a secure system View the policy on privacy amp security Get help in the E user gi 10 3 In the example below the first request submitted to the SP team is pending
19. age Contract Documents I documen 5 J t net signed a ix Requests Sent to Local Authority View status of requests sent in the past 1 month s Go Go Manage Contacts Ce Log out i t This is a secure system View the policy on privacy amp security Get help in the 4 user guide 11 3 The screen below will then be displayed and the user should select the staff member whose details need to be updated SPOCC SPOCC Net Secure Contacts B Manage Contacts for SPOCC net Test Provider Use this page to make amendments to contact details Name Address Telephone Email Admin 2 Adelaide Street Belfast Contact New 2 Adelaide Street Belfast 028 38931768 Manager Armagh H 2 Adelaide Street Belfast Manager 2 Adelaide Street Belfast worker 1 2 Adelaide Street Belfast worker 2 2 Adelaide Street Belfast Add New Contact Return to secure services 11 4 Users should ensure that accurate information is provided to the SP team especially if it involves deactivating a member of staff from the SPOCC system A staff member can not be deactivated if they are assigned a role relating to the funding agreement of a service for example as a Service Manager or Emergency Contact This role will need to be reassigned to the appropriate member of staff before the staff member can be deactivated 34 May 2011 SPOCC net Provider Guidance V2 11 5 To add a new staf
20. ager p Performance Measurement Manage Contract Documents i document not signed Pd Requests Sent to Local Authority View status of requests sent in the past 1 month s _ e e z Manage Contacts a Change Password G Log out J 14 3 Any current actions will be listed This list can be limited to either actions for the logged on User or for the Service as a whole Check the appropriate box and click on the Filter button to limit the list SPOCC SPOCC Net Secure Manage Actions ff Manage Actions Filter actions by who they are assigned to You SPOCC net Test Provider Use this page to amend actions assigned to SPOCC net Test Provider Action Due Date To Be Done By Priority Please submit your annual returns for 2009 10 for all services 07 12 2009 Manager High Please submit Accreditation application 15 02 2010 Manager High Pleae check start date for client James Hamilton no scheduled service for 17 02 2010 Manager Medium this date Return to secure services 39 May 2011 SPOCC net Provider Guidance V2 15 0 Change Password 15 1 Users will be prompted to change their password every 90 days In order to change your password select change password from the secure homepage 15 2 Users should enter their current password and enter and confirm their new password Passwords should contain at least 6 characters which includes at least 1 capital letter and 1 number SPO
21. bile ID Clients Remote Access User Manual a User Self Service Mi G Done gl Ca internet R 100 FEN EJg ZY PortWise Mobile ID 3 Internet Explorer a e wps O If pop ups are blocked click on pop up blocked and select always allow pop ups from this site Pop blocker can sometimes be enabled in IE browser settings under Tools Internet Options Privacy un tick the check box to disable Allow pop ups from this site Would you like to allow pop ups from nihe goy uk Click yes to allow pop ups from nihe gov uk 13 May 2011 SPOCC net Provider Guidance V2 You should now be able to access the SPOCC secure site Then select Access Secure Services for Providers SPOCC SPOCC Net Welcome to SPOCC Net Welcome to version 7 0 3 0 of SPOCC Net Connected to SPOCCPhase2Test on SV237DC1 4000 Please use the links below to access the various areas of the site Public services a Search for services Each user will be password by SP issued with their username and a temporary Users should change this temporary password during their first log in session Guidance for changing your password is on page 42 Type your Username amp Password and select or click the login button Please see below SPOCC Please log in to access secure services pan Username Password Login Cancel e Forgotten Jassword SPOCC Net Secure
22. books workbook Location Quarter Q2 v If you are uploading an annual workbook please select the quarter you wish to submit information for C Ignore missing data and inconsistancies where possible Request Comment v Mana Users should use the Request sent to LA procedure on page 35 of this guidance to check if your request s have been sent to the SP team If your submission is pending then you have now completed the first stage of the process Once your workbook is accepted by the SP team then you have completed the final stage of this process for this particular scheme Ensure that you check as required if the workbook has been rejected If the workbook s is rejected then you will need to amend the return s workbook s as requested by the SP Team SPOCC SPOCC Net Secure Requests over 1 Month E Requests over 1 Month Yalues that have been removed or replaced are eressecteart and new values are highlighted Type New Rejected 0 Attachment Remarks Already exists in SPOCC 4 return for quarter 2 has already been submitted and accepted for this service Confirmation that it should be replaced with this return is required along with an explanation of any variances Submitted 14 January 2010 at 16 01 Request Performance Me NWtest Type New Approved Submitted 08 January 2010 at 15 38 WO Attachment Request Performance Measurement
23. ee eed ry i be eee 2 pelle ken hanm uin iim mai is ee ee eee eg ee er F mrha of mention meme a ha guart wiria pi b d Od Ue et brai mnim eee i As pria am Go ba eerie of erit ite spal Figure 1 Excerpt from Performance Workbook 16 May 2011 SPOCC net Provider Guidance V2 6 4 Completing amp Uploading Workbooks Via SPOCC net SPOCC SPOCC Net Secure Welcome to SPOCC Net secure services Welcome to SPOCC Nei User Name E e Generate Reports o Performance Measurement h Manage Services E File Management Manage Contract Documents I document not signed Requests Sent to Local Authority View status of requests sent in the past 1 month s Go B Manage Contacts 4 Manage Actions SAN Change Password Log out This is a secure system View the policy on privacy amp security Get help in the 7 user guide Users should select performance measurement from the home page and then select download in order to download the workbook for completion Each service requires its own individual workbook Each workbook only needs to be downloaded once at the start of the financial year and updated every quarter SPOCC Net Secure Performance Measurement Performance Measurement Download Upad Manage Use this form to download performance workbooks pre filled with SPOCC data Service Please select a value Workbook Type Please select a value Repor
24. ese workbooks mirror those used nationally and were developed by CLG More detailed guidance on the performance measures included in the workbook and how to complete them is provided on the SP section of the NIHE s website and will be provided to each user as part of their training documentation The workbook includes the existing performance indicators which providers currently make returns against for availability utilisation throughput and departures from short term accommodation An additional performance indicator is included in relation to departures from longterm accommodation services A summary of the performance indicators for which returns will be collected via SPOCC net is provided below Indicator Services KPI 1 Yo of Services Users Long term services Establishing amp Maintaining amp Support Only Independent Living Services Available units as a of Accommodation contracted units services Occupied utilised units as a of contracted units of service users moving through fee ele Hv eg eros ee Tr wig Gr 1 mo veum 19 D bar Kid top ir g ety aei qia kimi Aar W oe fn MJE Ae E kimi Apr WO u fn Mjn Any ag a py Or a ap ar i mai o gt mrar n eee ta uria ad ha cee ee Peed r a ee eed Tror Flt aber ip oe ea A ete Ser erie eerie oof Bt ee culty Thid mrar cfai La 1 Cap heed ot et a a pg of a ia a a Or LEWJTH OF STAY Ha hairy Uribe meee cecupied cm Bam 4 yr S010 T Pm ee a cd gy le ge ee T ee cin
25. f contact click on the add new contact button and the following screen will appear please note that if the new contact requires SPOCC net access this needs to be requested separately from the SP Team The fields in bold type are mandatory SPOCC SPOCC Net Secure Contacts Add New gt Add New Contact Enter new contact details and click save Mandatory fields appear in bold Title Forename Surname Telephone Mobile Fax Pager E mail Web Address Position Type Bursar Treasurer Chairman Director Emergency Contact rector Hold the Ctrl key to select multiple types Assigned To Add Address 2 Address 3 Address 4 Town Postcode UPRN USRN Directions C Confidential Disabled Access Not Set Contact can log in to SPOCC Net Username Request Comment One change you may want to make is to change the services to which the Contact is assigned Contact for organisation Service Manager Emergency Contact Contact for Contract Contact for Accreditation SPOCC net Manager Self Referral Office Hours and Out of Hours Contacts Please use the Request sent to LA procedure to check if your request has been sent the SP team If your submission is marked as approved then you have successfully completed the process 35 May 2011 12 0 12 1 12 2 12 3 12 4 SPOCC net Provider Guidance V2 Limiting Access to S
26. gov ukiwa webclient 162r8ga79urk v 4 ry W This website wants to run the Following add on Access Client web loader from PortWise IF X you trust the website and the add on and want to allow it to run click here 100 vif Information Bar x Did you notice the Information Bar ren Jane ing Access Client A A The Information Bar alerts you to security related conditions for example if a potentially unsafe file or pop up was just blocked If a webpage does not display properly look for the F Internet A 100 Information Bar at the top of the page and click it C Don t show this message again Clin an PETT Windows Internet Explorer Learn about the Information Bar 2 You must accept the Activex client in order to proceed Click OK and then select Install from the security bar gt Browse Documents e 7 IF you Cancel this dialog the Java version will be loaded instead 7 Browse Templates Advertisement Discover the Difference Marac Hordwore ELTETT TELLE G e ia A O She meee ss Discover revolutionary ha raware gt Learn More v lt gt Works without 4ds Page 1 of 1 a Start PortWise Mobile ID 4 Internet Explorer hms user guide Wps The first time the SP icon has been selected several pop ups will appear this will be a one time occurrence to apply the configuration Click on information bar click don t show message again the
27. ices 22 May 2011 SPOCC net Provider Guidance V2 Now select the service whose schedule you need to change and press Manage Now select the client whose schedule needs to be changed by clicking their name Enter the end date for the service and select the reason for the end date from the drop down menu Ed Update Schedule Use this form to request an update to this client schedule Mandatory fields appear in bold Client Blue Mr John Service Supporting People Floating Support Ballymena Service Level 1 Service Level 1 Property None Tenancy Reference No 27096 Start Date 12 January End Date 26 April 3 Please select a value Please select a value Change of Service _Estated Units Per Week Deceased E Lost contact Support broken down Support no longer required Request Comment The Manage Services screen will acknowledge the request and set it to Pending until the SP team accept or reject it Change of Service If a client is changing service from one scheme to another within the same provider organisation you will need to end the first service Then you will need to create a new schedule from the day the client moves to the new service Then submit the new client schedule via SPOCC net In the individual client schedule You will need to type in the end date of the clients service Use the drop down list and choose the month Type in the year Se
28. int subsidy schedules o import data into spreadsheets or other packages for further analysis e Manage services May 2011 3 0 3 1 3 2 SPOCC net Provider Guidance V2 o submit changes to service details and property information o make additions and changes to service client and schedule information e Manage contacts o Add update and submit changes to contacts in their organisation e Performance management o submit monitoring information to SP via workbooks which are pre populated with the relevant core data o complete and submit QAFs e Manage actions and requests from SP which can be managed either by individual users or for the whole organisation About the Public Services Directory As part of the Modernising project SP also developed a public services directory for SP services This directory is available from the NIHE s website from autumn 2010 Visitors to the website can search for services using a variety of search methods including postcode organisation client group and accommodation type Close this window to return to the Housing Executive website SPOCC Net Search Services Search for Supporting People services Service name Organisation Property Postcode Service type Accommodation type Support tasks Client Group Ethnicity Household type Inclide Services Vvith Nia Availahle Places May 2011 SPOCC net Provider Guidance V2 The service di
29. ited to those Services covered by the Contract s for which the Contact is assigned as Contract Contact N B The role of SPOCC Net manager is only available and therefore can only be assigned if your organisation has requested limited access to SPOCC Net The role is only available in this case as you may wish for more than one Contact to be assigned as able to log in and manage that Service in SPOCC Net There is no limit to the number of SPOCC Net Managers you can assign to a Service If you wish to alter assigned roles or add new roles for staff members after advising the SP team that you wish to activate the limiting SPOCC net access facility these changes should be made by editing the contact details of the relevant staff and submitting the change as a request via SPOCC net 37 May 2011 SPOCC net Provider Guidance V2 13 0 Generate reports 13 1 In order to download reports for your organisation s services you should first click on the Generate Reports link on the Secure Services home page which will take you to the Generate Reports screen SPOCC SPOCC Net Secure Generate Reports red Generate Reports The following reports are available for you to view To view reports you must have A Acrobat Reader installed on your PC Report Please select a value vi Please select a value External Payments Payment Items Serice Adjustments Schedule Semice Subsidy Summary Serice User Adjustment Schedule Serice U
30. lect the end date reason change of service Type in comments as required Users should use the Request sent to LA procedure on page 35 of this guidance to check if your request s have been sent to the SP team If your submission is pending then you have now completed the first stage of the process Once your request is accepted by the SP team then you have completed the final stage of this process for this particular scheme If your request is rejected then you will need to amend the client schedule as requested by the SP Team 23 May 2011 SPOCC net Provider Guidance V2 Add New Client Schedule New Service User SPOCC SPOCC Net Secure Services Supporting People Hoating e Supporting People Floating Support Ballymena Client Schedules f Manage another service we scheduled for this service L Include Non Current Items i 7 Client Reference Service Level Units Start Date Blue Mr John 27096 Service Level 1 1 00 12 01 2010 Brown Miss Janet 27095 1 Service Level1 1 00 11 01 2010 Martin Eva 27100 Service Level 1 1 00 30 01 2010 Pink Miss Jenny Service Level 1 1 00 04 02 2010 i L Return to secure services In the Client Schedules tab of the Manage Services section select Request New Schedule Details of the new client and their service can now be entered on the form that appears The bold fields are mandatory Request New Schedule
31. loating Support Ballymena Client Schedules f Manage another service mee fEnts are scheduled for this service L Include Non Current Items Client Reference Service Level Units Start Date Blue Mr John 27096 Service Level 1 1 00 12 01 2010 Brown Miss Janet 27095 Service Level 1 1 00 11 01 2010 Martin Eva 27100 Service Level 1 1 00 30 01 2010 Pink Miss Jenny 27097 Service Level 1 1 00 04 02 2010 Request New Schedule Return to secure services In the Client Schedules tab of the Manage Services section select Request New Schedule Details of the returning client and their service can now be entered on the form that appears The bold fields are mandatory Request New Schedule Use this form to request a new client schedule Mandatory fields appear in bold Service Supporting People Floating Support Ballymena Service Level 1 Service Level 1 Property Title Forename Surname Address 1 Address 2 Address 3 Address 4 Town Postcode UPRN Copy Address from Propert 26 May 2011 SPOCC net Provider Guidance V2 In the comments field of the form you should confirm that this is a returning client to the service This will prompt the SP team to reactivate the client record in SPOCC using the original client schedule and client ID Date of Birth Ethnicity Not known NI Number HB Number Tenancy Reference No Start Date
32. n close Click on OK 11 May 2011 SPOCC net Provider Guidance V2 You must accept the client Active X to proceed This website wants to run the Following add on Access Client web loader from PortWise IF X you trust the website and the add on and want to allow it to run click here IT vT information Bar Did you notice the Information Bar The Information Bar alerts you to security related conditions for example if a potentially unsafe file or pop up was just blocked If a webpage does not display properly look for the Information Bar at the top of the page and click it R 100 R inteme C Don t show this message again Clie an ATER Windows Internet Explorer Learn about the Information Bar p You must accept the ActiveX client in order to proceed Click OK and then select Install from the security bar gt Browse Documents 7 IF you Cancel this dialog the Java version will be loaded instead 7 Browse Templates v lt gt Page 1 of 1 2 start ZY PortwWise Mobile ID 4 Internet Explorer lt hms user guide Wps Accept the ActiveX client in the security bar above or by adjusting browser security levels Click on top of screen where it says the website wants to run the following add on Access Client web loader from Portwise and run activex control Click Run internet Explorer Security Warning
33. ns 1 Macro security is set to very High and the application encounters a signed macro but the macro was automatically disabled Use the following procedure to enable the macro 1 Select the Tools menu option and then select Macro and Security In the resulting Security dialog set the security level to High by clicking the High radio button 2 Close the file and any other instances of the application currently running on the computer close all applications that also use the application you are currently running ansi S rorbifir st AF Fess jeksile ande 2 Mnon the Filo aim and av amina the iFi sto oF ot dest the Ahuawvc Fessct vw For computers with a display the full width of the Contract page 2s After completing the Contract page make entries in the Quarter 1 Quarter 2 Quarter 3 and Quarter 4 pages at the end of each period The data entry cells are coloured in the same way as in the Contract page i 4 gt h Cover Checks f Contract Quarter 1 Quarter 2 Z Quarter 3 Z Quarter 4 Z SPLS PI Data lt Ready NUM Macros should be enabled by selecting tools and then Macro and Security change the security level to high You will need to exit and reopen the workbook for the new security settings to apply It should then be saved within the user s computerised files if Microsoft Office 2007 is installed on your computer you will need to save your documents as Microsoft 1997 2003 version instead of the
34. o make immediate changes to the service availability services information relevant on the date the search is performed Available Places 3 Last Updated Tue 09 Feb 200 17T3ag Return to secure services Leave the available places blank if you d like the service to appear in public searches based on available places as derived by contract and client scheduled Enter the number of units in the Available Places box and click Save The value entered in the Available Places field is saved immediately and does not require approval from the SP team These values will be available to the public in the service directory and will be visible to the SP Team on their SPOCC system They have no effect on any payment calculations and are included for information purposes only The number of available places in a service can be updated as often as required 29 May 2011 8 2 SPOCC net Provider Guidance V2 Requesting Changes to Other Service Details Additional details concerning a service can also be requested by clicking on the request update link to open the Service Details update screen SPOCC SPOCC Net Secure Services Supporting People Sheltered Fe Supporting People Sheltered Service Service Details Manage another service Service Details Use this form to make immediate changes to the service availability Leave the available places blank if you d like the service to appear in public searches
35. ou can paste it using Ctrl V straight into the OTP field Type the following address into your internet browser https access nihe gov uk Welcome to the Northern ireland Housing Executive The Regional Housing Authority Active Directory Select Synchronized You will be prompted to supply your User Name and OTP 9 May 2011 SPOCC net Provider Guidance V2 Welcome to the Northern Ireland Housing Executive Executive The Regional Housing Authority User Name OTP L Change PIN cear When you enter these details and click Submit you will be prompted for the second phase of authentication Domain authentication EZA Welcome to the Northern Ireland Housing Executive The Regional Housing Authority Please log on wth your Active Directory user name and password User Name PORTWISETEST Password Clear Enter your Domain Password and click Submit And you will be taken to the Portal Resources page where you can select the applications you need access to 10 May 2011 SPOCC net Provider Guidance V2 5 4 Accessing SPOCC net After completing the synchronised authentication process using PortWise users will be prompted to select the application they need to access from the Portal Resources Page You select the icon SP LIVE in order to access SPOCC net Housing Welcome to the Northern Ireland Housing Executive Executive The Regional Housing Authority H https access nihe
36. r accommodation Developing domestic life skills Help in setting up and maintaining home or tenancy Referral Routes Other Agency Health and Social services Self Referral NIHE Housing association May 2011 4 0 4 1 4 2 4 3 4 4 4 4 1 4 4 2 SPOCC net Provider Guidance V2 Security amp Access to SPOCC net SPOCC net is a secure provider area of the SPOCC system and is only available to authorised users who can only access information relevant to their own organisation Users will access SPOCC net through the NIHE s system using PortWise the remote access management software used by the NIHE This means that there will be an additional layer of security required and it will not be possible for users to log directly into SPOCC net Each time a user wants to use SPOCC net they will firstly have to gain access to the NIHE system through PortWise This will involve entering a user name and pin number which will allow you to generate the one time password needed to log on to the PortWise Portal When you have accessed the NIHE system you will then be able to access SPOCC net by entering your SPOCC net password Housing Welcome to the Northern Ireland Housing Executive Executive The Regional Housing Authority ey PortWise Mobile ID lt File Seed Help B PortWise Alina on with your Active Directory user name and 93689b Overview of PortWise Set Up Process Each
37. rectory includes information on the service description the client group for which each service is provided the eligibility criteria its location the range of support services provided any exclusions contact details and referral routes Information related to available places in the service as specified by the provider can also be published on the directory E pr OG Close this window to return to the Housing Executive website SPOCC Net Search Services Floating Support for Single Floating Support for Single Homeless in Ballymena Details Reference No 1455 Contact Details Provider SPOCC net Test Provider 2 Adelaide Street Type Floating Support Service Salg Manager Manager Places currently available 46 00 Current capacity 50 00 Description A flexible floating support service provided to young people who are homeless or are at risk of homelessness in the Ballymena area The service is designed to enable these clients to establish independence in their own homes Client Groups Primary Client Group e Single Homeless with Support Needs Household Types e Single people Age Groups e 18 25 Support Type of support provided e Floating Visiting Support Support Duration Less Than 2 Years Support Tasks Help in establishing social contacts and activities Help in gaining access to other services Emotional support counselling and advice Help in managing finances and benefit claims Help finding othe
38. rformance Measurement i gt Manage Services E File Management Manage Contract Documents I document not signed Requests Sent to Local Authority View status of requests sent in the past 1 month s Go a Manage Contacts ff Manage Actions Change Password Sf Log out This is a secure system View the policy on privacy amp security Get help in the 7 user guide Select the Contract you wish to manage from the drop down list SPOCC SPOCC Net Secure Manage Contract Documents Manage Contract Documents Use this form to select a contract Contract Please select a value Please select a value Contract 2 Supporting People Floating Support Belfast ents Reload Contracts Cancel Only the contracts available for the contact currently logged in are visible in the list Please see Section 12 0 Limiting Access Pressing the ok button will open the Manage Contract screen for the selected contract 31 May 2011 SPOCC net Provider Guidance V2 SPOCC SPOCC Net Secure Manage Contract Documents Documents of the Contract Documents of the Contract 2 Supporting People Floating Support Belfast contract The following is a list of documents currently available for this contract Label Type Progress LA Comments Provider Comments Provider Signature 276 1454 1095 ContractDocument Draft Agreed Edit Sign View History Choose different contr
39. rocedures place clients views at the centre are managed by skilled staff and involve other professional and or carers as appropriate C1 2 Security Health and Safety The security health and safety of all B C individual clients staff and the wider community are protected C1 3 Safeguarding and Protection from Abuse There is a commitment to B B safeguarding the welfare of adults and children using or visiting the service and to working in partnership to protect vulnerable groups from abuse C1 4 Fair Access Diversity and Inclusion There is a demonstrable A B commitment to fair access fair exit diversity and inclusion The service acts within the law and ensures clients are well informed about their rights and responsibilities C1 5 Client Involvement and Empowerment There is a commitment to B B empowering clients and supporting their independence Clients are well informed so that they can communicate their needs and views and make imnfaernad abaninan linnata avn mman m a ale m al abet tha aanwtianan muminaa minal avn 38 May 2011 SPOCC net Provider Guidance V2 14 0 Manage actions 14 1 Actions are time bound tasks that are set by the SP team and need to be completed by the assigned person within a specified time frame 14 2 These actions can be managed by clicking on the Manage Actions link on the homepage which will open the Manage Actions screen Welcome to SPOCC Net secure services Welcome to SPOCC Net Man
40. ronised authentication process in PortWise All users should have been provided with the user manual for PortWise detailing this process A summary is also provided below Factor Synchronised Authentication If the software is not already open go to Start gt All Programs gt PortWise gt Mobile ID gt PortWise Mobile ID Enter the PIN that has been supplied to you or the PIN you have changed it to by clicking each number in the sequence with your mouse PortWise Mobile ID E E File Seed Help PortWise Enter PIN lf you make a mistake while entering your PIN click the refresh button in the bottom right corner and re enter your PIN Security Note Each time you click refresh the keypad the numbers are shuffled This ensures that software such as key loggers cannot learn your PIN and therefore this method helps ensure only authorised personnel are accessing the system May 2011 SPOCC net Provider Guidance V2 75 PortWise Mobile ID E O File Seed Help PortWise One time Password Your OTP When you have entered your PIN correctly the Mobile ID Client will generate you a One Time Password OTP As the name suggests this password can be used only once to access PortWise This must be entered during the first phase of authentication with the portal page Note once the OTP appears it is automatically copied to your Windows Clipboard so by opening the Synchronized logon page y
41. rter you wish to submit information for LJ Ignore missing data and inconsistancies where possible Request Comment SPOCC SPOCC Net Secure Performance Measurement il SSS YP Performance Measurement Q Your workbook U PIMorkbook 7 j xis has the following problems with its data Issue Description Workbook SPOCG a Value Value Performance indicator values that have already been entered into SPOCC will be overwritten by this inport No support hours have been entered on the Contract sheet of the workbook There are 1 or more discrepancies To upload this workbook to the LA regardless of these errors please check the Ignore missing data and inconsistancies where possible checkbox and then resubmit the workbook Q The data in your workbook differs from that held in SPOCC as follows Value in workbook g Cat2 5 ery Sheltered Housing for Older People Up load Upload lf errors relates to Value in SPOCC select ignore missing data and inconsistencies where possible Use the comment box to notify SP of the discrepancies 19 May 2011 SPOCC net Provider Guidance V2 Once you have amended all the errors upload the workbook again and Upload successful will pop up on your screen SPCL SPOCC Net Secure Performance Measurement gt daf formance Measurement 3 Upload successful Upload Use this form to upload your performance work
42. ser Means Schedule Serice User Subsidy Schedule Serice User Subsidy Schedule With Unit Type Subsidy Payments With Client Information Return to se 13 2 You can select and download reports for any paid payment period from the following list o Payment Items Service Adjustment Schedule service Subsidy Summary Service User Adjustment Schedule service User Means Schedule Service User Subsidy Schedule O O O OO 13 3 Please note that the SP Team are also currently developing the reporting facility to include additional reports relating to performance and quality assessments These should be available by the end of May 2010 Excerpt from Quality Assessment Framework Repot SERVICE QAF ID 1454 Provider SPOCC net Test Provider QAF Belfast Group 80 2009 10 QAF Annual Return Type QAF 2009 Date Requested 08 03 2010 Date Returned 19 04 2010 Q1 of financial year 2010 2011 SP Officer SP Lead Officer Belfast Validated Date 29 04 2010 Services Included in the QAF Supporting People Floating Support Ballyrnena Supporting People Floating Support Belfast Assessment Self Assessment Validation Visit Assessment A 1 0 B 4 4 C 071 Obiective Self Assessed Validated Core Objectives C1 1 Assessment and Support Planning All clients receive an assessment B B of their support needs and any associated risks All clients have an up to date support and risk management plan Assessment and support planning p
43. ting Period From To Return to secure services 17 May 2011 SPOCC net Provider Guidance V2 Then fill in the following fields Service Workbook Type SPPI 2004 a Reporting Period From and Reporting Period To The workbook should be completed in accordance with the guidance provided If macros have been disabled the workbook can not be fully completed and you will receive a prompt message similar to that below C1 ODPM SPP 2004 a xts SUPPORTING PEOPLE PERFORMANCE INDICATOR WORKBOOK O1 April 2004 This performance indictor workbook is for use from 1st April 2004 It includes an SPLS PI Data page to enable administering authorities to extract performance data directly into the SPLS system Details of the contract should be entered on the Contract page before the performance data is entered on the pages labeled Quarter 1 Quarter 2 Quarter 3 and Quarter 4 1 Complete the Contra t Wetusttei aan tered Macros are disabled because the security level is set to High and a digitally signed Trusted Certificate is nat attached to the macros To run the macros change the security level to a lower setting not recommended or more than 2 years request the macros be signed by the author using a certificate issued by a Certificate Authority more than 2 yours Hide Help lt lt Open in Help Window You may encounter this error for the following reaso
44. user will need to have a PortWise account before they can use SPOCC net and the PortWise software will have to be installed on their PCs For PortWise accounts to be issued provider organisations must complete and return a Conditions of Connection form This document is designed to ensure that all NIHE information held or accessed by a third party via remote access is protected and remains secure at all times May 2011 SPOCC net Provider Guidance V2 4 4 3 Set up of accounts will be completed by the Housing Executive s 4 5 4 5 1 4 5 2 strategic partner BT Users can install the PortWise software themselves a User Manual containing detailed instructions will be supplied to users by BT along with PortWise account access details For providers who may require assistance with the installation process a member of staff from the Housing Executive s I T department on request will visit your organisation and install the PortWise software on each user s PC Support Arrangements Technical support is available from the Housing Executive s service desk at servicedesk nihe gov uk If you would like further information on SPOCC net or wish to change add SPOCC net users please contact the SPOCC Administrator eveyln jamison nihe gov uk May 2011 5 0 5 1 9 2 5 3 SPOCC net Provider Guidance V2 Logging onto SPOCC net Before entering your username and password into SPOCC net users will have to complete the synch
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