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IRIS User Guide V1.10.0 - IRIS Software – Agency Portal

1. Referral Date Open Only Chote Dahe Redenals Ory M l Date ranga Last E moths gt From 01 10 2008 To 004 2008 2 Click on Refresh button 3 Select the Summary button The Case Summary Report will appear on the screen To print select the printer icon at the top of the screen and the report will print to your default printer 3 3 5 Throughput The Throughput report is used to create a report that shows what cases have been opened and closed during a selected period of time 1 Select Report then Case Throughput from the drop down menu 2 Select Refresh button All cases on your database will be displayed that were open opened or closed in the last quarter 3 If you wish you can select the case type and or change the date range you are interested in Select Refresh button again 4 Select Throughput button Throughput report will appear on screen 5 Note the Throughput report also shows information about Projects and Non Substantive Cases for the selected date range 2003 2015 Department of Health and Human Services IRIS User Guide V1 10 0 A sample report is shown below Throughpul Report Selection Agency 000009 000 Traring Agency Central casthet Pesiod Fin pearodale From 07077200 1 Cases open at the start B C Case Referral Date 5 prior to From date and case is esther still open at or dosed after From date 2 Cases opened during the
2. 2003 2015 Department of Health and Human Services 4 1 Adding Timestamps o ccocicococococooccocconconnonconnonccno non non nooo ron nnn nro ran ron n rn ran nnnnran ran n nin rannnnins 90 A eee eee ee 90 A3 Spell CMO CKO carna ON 91 5 Utilities Advanced Users siusmnsai nia 92 5 1 Configure i ccccccccccccccccccccsessesesececcecececcecececuuceuussuassasssseeseceeeececeeeesusessassassaaeeeeceeesececs 92 AA A ee ee A O 96 5 3 Client Transfer occ cccccccccecccuccccucecuuccceccceuccuucecucecaucecueeeeueeaueesueesauceceeeeaeeeaueeneueeaneeaeess 97 AT 99 6 TroUbleSnO0UNO iria A 101 6 1 Log In Problems eee rennen 101 6 2 Installation Issues ooo ccoo ccoccccnnccocnncnnconcnncononnconcnncnnnnnnnnnnnnnnnnnnn cnn nro REER E ARARA EALLA 101 6 3 SCreem O AA A E E Ni 101 6 4 Frequently Asked Questions o oooooooooooccccccccccconnnnonocccnnnnnnnnnnnnnnnnnnnnnonnnnnnnnn nn nn nro arrr re ennn 103 Index IRIS User Guide V1 10 0 4 1 Introduction IRIS Integrated Reports amp Information System IRIS Integrated Reports and Information System Version 1 11 0 Welcome to IRIS We are pleased to present this software to aid you in your Human Services Agency A great deal of effort and consideration of your needs has gone into this program and into this guide Please let us know how it helps in your day to day case management where you see improvements could be made or any other comments you may have IRIS support is availa
3. Sunme o Mame searches default to starting with Use leading asterisk to indicate valdchar search eq either SMI or SMI Include Case Names Search chidren and related persons of dient cases User Code Agency tl aT gt Emeto E Include Inactive 1 Lint 100 erties A Faye Bist South VIC 3065 23 08 2001 _ CAS pr 05 05 2007 9 34 54 6m Fay Consichl J Bloggs Fitzroy VIC 3065 0409 1950 0007 05052007 9 41 08 AM JoSmart Sue ard Peles Burke Brown Carton South VIC 3053 09 02 1985 0003 Maria 05 05 2007 9 55 56 401 Maria Tu Crave Citzen Madeod Banyule LGA VIC 3085 1203 1978 RTA 404954 CC 13 05 2003 5 27 29 PM Staff Head are Cobros VIC 3 66 0418 1885 0514395 A 13 05 2003 5 51 44 PM Start This will start the above process with the exception that the client only will be transferred Ay Note The Transfer button must not be used for referrals To transfer a client select the client as shown below The Transfer button will be active for valid transfers Click on this button File Lists Report Agency Help The process screens are shown below Saved Date 24 08 2015 IRIS User Guide V1 10 0 o Transfer IRIS Client 1 6 0 10122 Transfer IRIS Client Thiz program will guide you through the steps to transfer the selected client to another agency IRIS Integrated Reports amp Information System ltiz used where a client changes location and you want to move the client s
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5. Create Staff Update Staff Deleting Staff 3 4 1 1 Create a New Staff Preparation Select Agency gt Staff Maintenance from the main menu to open the Staff List ad02 fed IRIS 1 2 0 614 Eje Staff List E Ssdrmiristrabor Y Date Ertiy Fari Services Financi Counseling MEH Enhanced Home Visiting Problem Gambling El S0S G H Hest i Stalf Fari Services Financial Counseling MEH Enhanced Home Visiting Problem Gambling El S05 x SUPERVISOR i i Supe veo To create a New Staff click the New button La New The Staff Details window ad03 will open 2003 2015 Department of Health and Human Services IRIS User Guide V1 10 0 Stall New gt User ID Access Group Guest Title For Data Entry and Mowed Case Types Stal access keel BE Family Services First name perni date entry i Be Financial Counseling Sumame these case per MCH Enhanced Home Visiling Display name E Problem Gambling 5 Be EISES Bf General Case Password expired M Reset password Enabled fh The mta password for new users te pet bo the word password Use the Repet option when a use forgets ther passweed This valk aj Reset bo the weed password again and b Sat the expred flag which vel require the user lo change A when they mest log in User ID Enter a unique reference name to identify this staff entry Display Name Various display name options are constructed based on the name details provi
6. Government Department of ita ers Health amp Human Services IRIS Project Collection System Support Unit Information Management amp Technology Branch Corporate Services Division IRIS Integrated Reports amp Information System IRIS User Guide Version 1 11 0 Save Date 24 08 2015 This document details the features and use of the Integrated Reports amp Information System IRIS Department of Health amp Human Services 2015 All rights reserved No part of this publication may be reprinted reproduced stored ina retrieval system or transmitted in any form or by any means without the prior permission in writing from the Department of Human Services Table of Contents TANTO 0 0 et On eeraa aE E AE acia 4 LENNATES SPR RD Reon ee 4 T2 NAM AO calas 7 L3 USING Me COO n a A T ata 10 1 4 Licensing Requirements da 11 2 Main Window iii 12 24 SANGARI a E E N E A 12 22 POJO A a ER on Re oe eR eR tee 13 2 NOM SUD te setae tc olen eae tak eas saa hte ee saae teks Sse sags tate T aes eas oases 13 2A MOTUS ira E 14 25 GTOUPS AA enn ne ee en Se A A ee nC eR 14 3 Menu Reference oooocccooooccccccnoononcnncononanonononononnonononnn nono onnnnnncnnnonnnnnnrnnnn nn nnnnrrnnnoranannrinnnns 14 A A canis Rute acacnsp es tues a Cues nre jnucesaediccl oe basen Oe E 14 sci oo 9 ce ere erect eee een errs eer meen re tb rte 15 Slee Logo ui ee haa Re Rina eS enced aap aa ee ait ag aed eet Seat aren heen ea
7. Growth nari hi Girewah Finance Lounscaling innowalree Irni LNS Leaming Needs DHS LHS Lestrig Needs DHS HCH Enhanced Home Yining DHS MICH Enhanced Home Visiting DHS Case Details Case Type MCH Enhanced Home Visiting aE Source of Funding DHS Deseziption MCH Enhanced Home Visiting DHS Deire evel abe For peec E r Transter to DHS Fr IRIS datadi we cov a 1 r 2 E 3 5 Hote Changes made bo cases wall rol take affect fo other users until they restart AES Last Exported ol Nie Date Last Exporded Oni Last Exported Date Range To ee sec ee Y TT 000001 107 DHS Database 101 To change the Details related to a Case 1 Click the Case you want to change in the list No Case Details are available until a Case is highlighted 2 Change the Details as required 3 Press the Apply button Related Topics Adding a New Case Deleting a Case 3 4 2 3 Deleting a Case Preparation Select Agency gt Case Maintenance from the main menu to open the Case Maintenance form To Delete an existing Case 2003 2015 Department of Health and Human Services a3 IRIS User Guide V1 10 0 1 Click the Case you want to delete in the list the Delete button is not enabled until a Case is highlighted 2 Click the Delete button x Delete 3 Respond Yes to the confirmation request A
8. a For Windows XP and earlier versions go to gt Start gt All Programs gt Accessories gt Left click on the Command Prompt b For Windows 7 and Server versions go to gt Start gt All Programs gt Accessories gt Right click on the Command Prompt and select the Run as administrator option 4 Change the directory to the newly installed Firebird s bin folder e g C gt cd c Program Files Firebird bin 5 Enter the following command and press enter gsec user sysdba password masterkey 6 The prompt will change to gsec e g GSEC gt 7 Type the following command and press enter add irisuser pw irisuser 8 Type the following command and press enter di gt This will display list of users on the Firebird server Make sure IRISUSER is in the list 9 Type quit and press enter to complete the process 10 Re configure IRIS to connect to new Server if required If you have moved the IRIS database and or changed the name IP address of the server on which Firebird runs then you will have to re configure IRIS 1 Run IRISConfig exe from the IRIS folder 2 In the text box inside the server section put the new server name or IP address 3 Inthe database section put the complete path of IRIS database e g c IRIS Data IRIS IB 4 Press Test and the Status should be OK Troubleshooting If at any stage you are having difficulties call the IRIS Helpdesk and we should be able to assist
9. Incomplete Selecting Next will display the fourth screen This screen summarizes where a copy of the exported data files will be stored Y The data is normally encrypted but if the training mode is being used by a software developer there is an option that allows the data to be saved unencrypted O 2003 2015 Department of Health and Human Services 23 IRIS User Guide V1 10 0 One or more export des IAD wall be created Dee Please specahy where you would like these stoned Locator fer Export Files CADATAURISNE opel dees Browse Training Mode Option Send oulput at plan XML test Help on His option A E ae t Thiz option is ditabled in producbon syster ED Note Ermal disabled Manual tansier willbe required 2 Select date range 3 Export referral statistics 5 Summary of export 6 Run export 7 Export finished Selecting Next will display the fifth screen This screen summarizes what actions are to be initiated with the options selected previously sport IRIS Referrak 1 5 2 9257 Tak integrated Reporta information System Emal diabled The dala vd need lo be peri manualy L Start export Esport file locators CADATAMRAIS ExpodFiles Select date range Chick Next to perform the export 3 Export referral statistics 4 Esport file location You have finished setting up the export dead The expat dalal you entered were Include closed eterrak Ho S Run export 7 Exp
10. details to another agency To transfer a client you will need to know ther agency code 9 digit number 1 Start export for single entity and their email address Z Selecta target agency The agency code is used by IRIS to set the encryption so only the agency 3 Export file location with that code can load the client 4 Run export Fress Next to begin 5 Export finished 1 5 X co Enter the agency code of the agency to which the client is being transferred in the Full Agency code field The email address of the person agency who will receive the file is entered in the Email address field Then click on the Next button Transfer IRIS Client 1 6 0 10122 Tike e Client Faye Blizt Case None Refera Referred az 1 Start export for single entity Track progress Check this bor if you want to track this referral 2 Select a target agency Date of Allocation 06 05 2010 3 Export file location Integrated Reports amp Information System 4 Run export 5 Export finished Agency haz complied vith all privacy and related leqislation m Send to Agenc Full Agency code b00021 011 Select Full nnnnnn rnr format Email address ka Email transter i disabled according to your Agency settings An IRIS data file will be created for manual transter Database E YDATAMAIS DataslRIS_TEST IB X Cancel 2 5 Quo Bnet The next screen is used
11. 00 07 1953 8 000 Yee 1111 3003 GpH Je Carlton vie 3043 11 03 1666 0002 Tes ARPT S LA ohm Abbott WIC 3067 3 09 1978 0007 Fes 3 09 2007 We AM Jar cartel Wit 0 6113 1965 0006 ee 11 09 2007 0 5416 44M kfn Carlton South VIC 3063 12 13 1887 0010 Yes 14 2008 3141037 PH n Teter abate 5 04 1983 0013 Yee 14 04 2005 10573 AM Ari ihe MOS Waas 0004 Tes 2008 3007 3 15 23 PH hn Meriete VIC 3070 08 06 1973 0012 res 31 2008 LIPA kn The two fields Client Code and User Code are available for your own agency use Typically Client Code would be used to uniquely identify clients and User Code could be used to reference other client systems Y Note 1 When a client is saved IRIS will check that the Client Code is not already being used and a prompt will appear until it is changed 2 You can delete clients that you have created only if there are no cases or references to the client These will need to be erased first This is because the client may be connected to casework that would be lost A client may also be set as inactive from within the client details indicating that the client is no longer attending the agency When the required client has been located the record is opened by the Open button or double clicking the mouse This is where most of your work will be entered Managing Client Information 3 2 3 1 Managing Client Lists Searching for a Client The text boxes shown in the image above can assist you
12. 5 The source of funding 6 Is the case being tracked back referrals only On the right hand side of the case summary panel is a panel of options available for the user to select For further information refer to Case Management Tools Client Notes Selecting the Clients Notes tab will display the client notes The notes are not formatted A Note that the client record is common to all users and hence the notes should not include sensitive information Saved Date 24 08 2015 IRIS User Guide V1 10 0 NON 102 First name Betty Date of Birth 2501 7984 Declined DoB Agency 000009 000 Sumame First Sex Female we Active SLK IRTET25011984F Details Cases Client Notes Betty First F New x Delete Combined View Prev Next Date Staff 12 06 2014 Thu 12 06 Pe by Statt 12 06 2014 12 06 52 Staff Load Template Edit Spell Checker Met with Betty over coffeel New in Version 1 9 Instead of a single note document individual notes are created and stamped with your User Id and timestamp All notes are visible to all users but editing is restricted according to your security level Eg A STAFF user is able to edit notes created by a DATAENTRY user but not by a SUPERVISOR A spelling checker as well as loading a template For further information refer to the section Using Notes 3 2 3 3 Cases Cases are the area where most work is done for a client and hence the most data will be recorded here The basic structu
13. 51 IRIS User Guide V1 10 0 E Cases gt 23 05 2007 000300 011 36E6 3F82 Family Services Child First A lssues Referrals f 23 05 2007 to 000021 011 as Family Services DHS lt Track gt E Issues Child Protection Involvement history of Referrals Related Persons E Services Referal and Intake referral acknowledgement 23 07 2007 Case planning review prepare 1st service plan 27 07 2007 Related Persons Referral and Intake referral acknowledgement 23 06 2007 Referral to Community welfare Domestic Violence service 23 07 2007 To refer a case from the intake agency highlight the case with the cursor and click on the Refer Case button on the right side of the screen 3 2 3 3 4 3 Creating a referral After creating a Family Services Child First case the intake agency can refer the case to a partner Family Services agency Intake can also refer a case to itself Case referral can be done by a member of staff in the intake agency However the intake agency may decide that this role should be undertaken by an IRIS user with aadministrator or supervisor Status To refer a case from the intake agency highlight the case with the cursor and click on the Refer Case button on the right side of the screen Y Note that the Refer Case button will be enabled only if the selected case is not a referred case Cares 7 i i Casa 214022008 000600 011 388 26593 Famdy Sernces Chid Fusil New Case Hew E Issues
14. Administrators can lock disable and delete if there are no records attached to the user For example to disable users Login as Administrator Go to Agency menu Staff Maintenance Select the staff member and Open Uncheck the Enabled check box Click OK es ae Q2 How do I change reset user password To change a user password ie Login as the User 2 Click on File menu Change Password 3 Enter the old existing password in the Current Password text box 4 Enter a new password 5 10 characters in the New Password text box 5 Repeat the above password in the Confirm New Password text box To reset a user password Ls Login as Administrator 2 Click Agency menu Staff Maintenance 3 Select the Staff member Open 4 Click Reset Password button This will reset the password to password The account password will be rest to password and the user will be prompted to change the password on next login Q3 Ihave entered my password but I can t use IRIS Every thing is greyed out By default IRIS locks the account if the user enters the wrong password for the account 3 times in a row This means when the user tries to login the 4th time the Log In dialog box disappears and all the buttons and menus are disabled To resolve this problem 1 Login as Administrator 2 Go to Agency menu Staff Maintenance Sa Select the staff member and Open Saved Date 24 08 2015 IRIS User Guide V1 10 0 104 4 Check t
15. Cena e CaeTpe 2 Refresh Outlet sedwi vr Clear Case Dumer RefenmiSuce aL Taste 3 Chera e ChentRegion ll Stata Fud Fi Chent Code alerence Code AE Extract to CSV User Code Chant Suburb Open File RefenalDate Alb From e To Extract Open Ont E Closure Date Alb From To Relenals Include ordy Canes with Senmice Actnates m the penod Date range lt All gt From To User Code 4 EEE Fam y Services DHS Clase Citizen 12 03 1973 RAHE a l 3 05 2003 Problem Gambing Bol Dave Citizen 1403 1979 RA 404955 1205 2003 ELSCS DESCD Heri Examoe 0413 1485 Cl 493382 LET Cases can be queried to provide summary detailed and statistical reports g Tip When the Service Activities range is used the reports will only analyse the services applicable for the window selected If it is blank then all services for the cases selected will be presented 1 Select one or more items eg Agency Case Type etc to filter the list of cases required 2 Press the Refresh button The list will be reloaded with cases that meet the selection criterion 3 Select one of the three report options fj SUMMA aj Detalls l Case Details Report T Statistics Case Statistics Basic amp Full Report 4 Press Clear to start over Case Summary Report Extract lo CS Open Fie EEZ The Extract to CSV option is used to
16. Date 24 08 2015 3 4 1 2 Chan Preparation IRIS User Guide V1 10 0 ge Staff Settings Select Agency gt Staff Maintenance from the main menu to open the Staff List ad02 To change the Login Settings for a Staff member 1 Select the Staff you want to change so it becomes selected highlighted 2 Click the Open button above the list Open The Staff Details window ad03 will be shown aka Sue White Display name Passwowd expired M Enabled iw For Data Enty and Alowed Case Types Stalf access level BF Fami Services A Fe Ran cen ees 7 MICH Enhanced Home Visiting C Problem Gambkng elses Gereial Case Reset pajswced The inital passwced for mew users is set bo the word passaa Use the Reset opion when a user forgets thew password The valk a Reset bo the word passend again ard b Set the expered flag which wall require the user lo change E when they next log F Change the details for the selected User as required Note that for security reasons some fields ie User ID cannot be modified Refer to Create a New Staff for field details 3 4 1 3 Deleti ng Staff In some circumstances it may be desirable to remove old staff members from the staff list This is done by selecting the staff row and then clicking on the Delete button Data Entry Data Entry Eia Fairly Servi DATAENTRY GUEST Guest Guest STAFF Staff Su E 505 Family Ser Xx SU
17. IRIS User Guide V1 10 0 In Case Code field type your unique code as per above Change Date Range or From and To fields in Include Only Cases with Service Activities in the Period field Select Refresh button Select Statistics button Go to the end of the report using the Last page icon at the top of the IRIS screen it looks like a right pointing triangle with a line next to it 10 Look for the last line of the report that says Service Activity Summary of Total Time 1 Across to the right there is Total Time Total Travel and Total Hours 3 3 4 5 9 Summary history of services provided to a particular case Select Report then Case The Report Selection screen will appear TO produce a full summary history of services you must enter a date range in the field Include only Cases with Service Activities in the period Select Refresh button Select Details button To view summary history information scroll to bottom of client s case page It will show the following information e Total hours of service for both Duration and Travel Time for selected time period and e Total hours of service for both Duration and Travel time for selected time period PLUS total hours of service the client received for time prior to selected time period and e Total time that client received for this case regardless of the time period selected 3 3 4 5 10 Print out subgroups of your case type Determine acronyms
18. Issues Child Protection Involvement histor of H Referrals B 23 05 2007 to 000021 011 as Fami Services DHS Track Child Protection Involvement history of Refenals y Related Persone Referal created with tracking active Geni Related Persons E Services Reteral and Intake referral acknowledgement 23 06 2007 l psp cance Referral to Communiy wellare Domestic Violence sernce 3807 2007 f Sub Agency A 3 Each sub agency imports the referral into their IRIS system This creates a new client and case for the subcontractor to record their service delivery to the client The graphic below shows how the referral has been added to the sub agency case list to which they have added their own services to the case Note that the case code is the same for all casework referred dik Cases pS 23 05 2007 Ref 000300 011 34E6 3F82 Family Services DHS lt Track gt sues Child Protection Involvement history of Retetrals Related Persons Sub agency services gt Services Referal and Intake referral acknowledgement 23407 2007 Case planning review prepare Ist service plan 27 07 2007 4 The subcontractor regularly exports their data which if tracking has been activated will send a copy of the work done back to the lead agency In this way the lead agency can better manage the entire global service being supplied to the client 2003 2015 Department of Health and Human Services
19. Outcome Issue Service Activity The full stats provides the above as well as information on service delivery performance The full stats report is shown below Saved Date 24 08 2015 IRIS User Guide V1 10 0 ins IRIS File Lists Report Agency Help BHaAA K 4 Case Statistics Report Page Case Type EISCS Agency Funding 2 EVSCS Growth EVSCS Other State Gov ernment 1 Family Support Financial Counselling Strategy in Problem Financial Counselling Koori MECHA Enhanced Hore Visiting DHS WEH Enhanced Hore Visiting Private Funding 1 Problem Garrblinc Inno ati e Referral Source Centrelink Community Health Service Comnunity welfare Financial Counselling Service DHS Child Protection Point of Gosure Prior to assessment Reason for Closure Clientifarrk rrovedfromarea Clientitarate referred to another agency Case Outc ore Goals reached fulk Goals reached partially Issue Service A cti ty Case planning review prepare 1st service plan 1 Total no Cases 10 End of Report 5 i 3 3 4 4 Referal Based Report The cases report filter screen Cases will also provide the above reports but from an intake lead agency or partner sub agency The two key filters to use are the Agency and the Is Referrals checkbox The agency code filter is used to select the agency that is of interest For example an intake agency would use this filter to report on a specific partner agency The Referra
20. Search Case Names box S5exch Fite Dpbora Fiti nata Sunare D Find Sales eens searches default a YU a we Lise leathery aaber 19 ie bee mis dkdchar search eg eher SMI a ste Sesch Cape Names Po a on chides eet lated peor of caat rated of derr rane Las ple edt Fran Ta Cave Reference Code Fig Cheer iter The search will now include clients related persons and children that meet the client search criteria Example 5 Listing Clients with Similar Names The option Find Similar if checked will include all clients that have a similar sounding surname or first name Adding New Clients 6 To Add a New Client click the the New button Mew Saved Date 24 08 2015 IRIS User Guide V1 10 0 ES A New Client Detail Sheet will open lt New Client Refresh pe First name o Date of Birth Po Declined Dob Agency 122223 333 ESE nd sk o Details Cases Motes Sumame Enter the information for the new client Use the TAB key to move from item to item Required items are highlighted in yellow File Lists Report Agency Help Deleting Clients The Delete button is used to delete clients This would be done normally when a client has mistakenly been entered more than once Y Note Clients can only be deleted when there is no connection to other data For example a client cannot be deleted if it references a case 3 2 3 2 Managing Client Information When a chosen client
21. a lecture presentation seminar on an area of interest or concern at a local school interest group or public forum Reporting of activities for community service groups should be undertaken using the Projects button The project may be ongoing or have a fixed duration eg six weeks The second type of group work activity is generally referred to as special purpose eg an anger management or parenting group The group may also be ongoing or have a fixed duration Participation in these groups tends to take three forms e Clients who are registered and are currently receiving services eg family counselling e Clients who are registered clients but who do not have a case open at the time of attending the group e Clients who are not registered Reporting of participation in special purpose groups should be undertaken for each client by using the Group button If a client attends at least one session of these groups and has in the past been a client but does not have a case open then IRIS automatically opens a new case for that client Where a client attends at least one session of one of these groups and is not registered as a client then a new client should be registered and a new case will need to be opened Select Lists gt Groups from the main menu to open the Group List form Garbirg DAS 16 03 2003 Problem Gambling DAS Friday Might Coffee Proble New Muns MEH Enhanced Home Visiting DHS 01 01 2009 31 03 2003 MEH Enh
22. a tick in the Track progress box if data on the case is to be returned exported back to the intake agency from the partner agency ies Note if track progress is selected then the intake agency will be unable to close this case until the partner agency exports back a closed referral case No tick should be placed in the box if the intake agency is making a referral and does not want information sent back The intake agency can then close the Family Services Child First case on their database at any time 5 Place a tick in the box next to the consent acknowledgement notice It is not possible to move to the next screen until this is done 6 Enter the agency code of the partner agency to which the case is being referred in the Full Agency code field The email address of the person agency who will receive the referral is entered in the Email address field Then click on the Next button 7 Enter the Date of Allocation if you wish to not use the default of today 2003 2015 Department of Health and Human Services 53 IRIS User Guide V1 10 0 Client Freda Fourth 3 Client name amp caze Case Family Services Child First type egrated Reports amp information System Referred az Make sure that you read and understand the notes on subcontracting as an incorrect selection here may block the data being sent to DHS Start export for single entity Track progress M Check this box
23. back to the referring lead agency between IRIS systems File Let Report Agency Help Logi FE Log Off F3 Change Password Chent Merge Quarterly Data Expert Y Note 1 The data is de identified and encrypted for privacy and security 2 You must be logged in as an IRIS Supervisor or higher eg Administrator to use this feature The referral tool is run either from the main menu as shown above or directly Managing Client Information from the individual case The main menu option will send all referrals whilst the direct option sends only the selected case The two options are shown below The data export screen sequence is shown below The first screen provides useful information on what the program will be doing Export Tracked IRIS Referrals 1 5 2 9291 Export Tracked IRIS Reterrals Thee program wall guade you through the eps lo export selected IRIS relenals back to thew lead agencies If pou wach to track back ange referrals thie can be done using the Track Back button the case soseer Inteqrated Reports amp information System Mote This program does not send pour quarterly data enpost to DHS 1 Start is 2 Select date range ees Reo oe 3 Export referral statistics 4 Export file location 5 Summary of export 6 Run export 7 Export frishad Selecting Next will display the second screen This screen is used to select what date range is to be used In most
24. ethene hee ten 15 319 Change PASS WON Goes Sel sists aE A A eee REA 16 31 4 CllentMerge A ee ee ee 16 5 1 0 Quarterly Data BOr cerea a AA AA AA ee 17 3 1 6 Trackback All Ratas dd ees 21 9 1 Data lMbort ei N Nett eae 24 348 BACKUD Database ii IA A A and caida AA eri E 26 SO Configure ii A E da 26 A An T tcc ead nee cncweds S tciseaneniand can ach S T sacs 26 A A IN aed a cease nana rade Ean E easiness 27 3 21 PROJECES gt A A Aia 27 AGANO New RrOJECE rr liso 27 oo A wl aes ease cmecn 30 3 2 2 Non Substantive CASO Sindica e bal lei 31 No o o a New INS Gas AM e A taste arch tae mien ieee Aaa 33 hanging NS Case Details cierto 33 Attaching Gents ONS Gas esa iio 34 RICOS maruiendeeicer newness atte a eee 36 Managine CIENGLISIS aaa Noia 36 Nanagnia Client Ona lOs dinner 38 Cases gt Mia AA 40 DENNOM OA Case gt a oder 45 Case Management TOOS a AAA AS 46 Merong Cases tna tai 46 SUG OME AC TT and Stern rea ale alate Dada area leet alone nad aS detec Dated onisuddadarsta 47 Definition Of SUDEO MU AG TAG sts decals cca a E EE EESE NEE na ios 47 THe Subcontracting Proceso ia eee 49 Crealing a retertal usada id no unisdoa 51 Recenina Rellena arena N E a N 55 Case Closure with FET Sinn A A a A semana meneame 55 324 Groups T mid NA id 55 WOW WiN Groups A A A E A AA 56 Group Details Report tatuado EE eera E Aa EE EE ETR De ENET ERES EERS 57 3 3 Report Menu i cecccccceececccaeececec
25. example in the case of a text box the I beam is the small vertical line to the right of the letter c in this snapshot So if the I beam is flashing in the text box then the text box has the keyboard s focus Saved Date 24 08 2015 IRIS User Guide V1 10 0 10 1 3 Using the Keyboard Common Windows Keyboard Techniques TAB Moves to the next field or button SHIFT TAB is the reverse of TAB ENTER An alternative to clicking a button when it has a darker outline referred to as the default button ESC Same as pressing Cancel if present SPACE BAR Pressing the SPACE BAR while focused on a button is the same as clicking the button with the mouse ALT DOWNARROW Opens a drop down calendar on a date field or drop down list This is the same as clicking the small button next to the field with the mouse ALT Access the menu of the current window ALT key Directly access a menu option For example ALT F File menu CTRL TAB Moves through the pages of a Page Control For example the partial view of the Clients Form below shows the Details page with focus Sumame Murray Se Address 4 EEE In this example the CTRL TAB keys will move throught Details Cases Notes pages then back to the Details page and so on Taking Control of Text Fields Use the TAB key to move from one text field to the next As you do so the whole field is highlighted If you just start typing the first key you press will del
26. filter fields above the list of clients 2 Click on Refresh button 3 Select the Statistics button The Clients Statistics Report will appear on the screen To print select the printer icon at the top of the screen and the report will print to your default printer 3 3 3 4 4 Print complete details of an individual client 1 Select Reports then Clients from drop down menu at the top of the screen Note Reports on one or a group of clients can be obtained using the filter fields above the list of clients 2 Click on Refresh button 3 Select the Details button The Clients Details Report will appear on the screen To print select the print icon at the top of the screen and the report will print to your default printer 3 3 3 4 5 Print a list of clients 1 Select Reports then Clients from drop down menu at the top of the screen Note Reports on one or a group of clients can be obtained using the filter fields above the list of clients 2 Click on Refresh button 2003 2015 Department of Health and Human Services IRIS User Guide V1 10 0 3 Select the Summary button The Clients Summary Report will appear on the screen To print select the printer icon at the top of the screen and the report will print to your default printer 3 3 4 Cases Select Reports gt Cases from the main menu to open the Case Report Selection ca50 window Case Report Selection ow OK caso Agency 000009000 Trairing Agency
27. i Delete Case lt Family Support Agency Funding 3 gt Note You will not be able to delete a case funding type that was pre set by DHHS Related Topics Adding a New Case Type Changing Case Details 3 4 3 Agency Maintenance J Note You must be an IRIS Administrator to use this feature This screen is used to maintain your agency name export email addresses general options and outlets Export Agency names and emails correlate with the checkbox selections on the case details screen ad04 Press OK to save your changes Saved Date 24 08 2015 IRIS User Guide V1 10 0 ea IRIS IRIS 1 9 0 14162 a File Lists Report Agency Help Agency Maintenance Projects This Agency adti Code 000009 000 Outlet Non Sub Cases Mame Training Agency Central outlet Email IRIS datatidhs vic gow au Clients Export Agencies Mame Email i 11 Groups j TE Jal DATABASE General Options Outlets Upen Windows 7 Email Available C Applicable when exporting data Local Data Copy d Enable Cl Assists startup performance for users at remote dial up locations l User s temp 4 Program E IAIS Other E Apply only to computers with a name starting with comma separated Press Help for assistance with these options gt Help 5 Administrator 000009 000 Training Agency Central outlet 2400 12 06 2014 12 00 pr 3 4 3 1 General Options These settings are on the Agency Maintenance scr
28. if you want to track this referral Date of Allocation 20 10 2009 An or after case referral date 21 02 2008 Select a target agency Export file location The Tracking option should be set if tracking i required Run export The allocation date is usually left as the default of today Export finished Agency has complied with all privacy and related legislation Send to Agenc a Full agency code bo0021 011 Select Full nannnn nnn farmat Email address r Email transfer i disabled according to pour Agency settings n IRIS data file will be created for manual transter Enter the agency code and email address of the agency receiving the referral Database CAdataslRAlS 4D atasLead IB In the third screen IRIS shows the referral file will be created and a copy stored in the Export Files folder It is possible to click on the Browse button and select another folder to store the file copy Click on the Next button Create IRIS Referral 1 5 2 9791 IRIS An export file IRD will be created Please specify where you would like this stored Location for Export Files CADATAURISSE sportFiles Browse Training Mode Optio Send output as plain SML text la Help on this option This option i disabled in production systems Integrated Reports amp Information System 1 Start export for single enti ok a ty Note Email d
29. is to receive equipment in the Client List Highlight the client with your cursor and click the Open button 2 When the client screen opens click on the Cases tab and highlight the MCH Enhanced Home Visiting case and click the Open Case button on the right 3 When the case screen opens click on the Services tab e If there is already one service showing in the Services screen highlight the service and the Service Details will appear underneath e If there is no service showing in the Services screen click on the New button on the right Select Indirect service other from the list in the box Click OK at the bottom of the box and the Service Details will appear 4 Inthe Service Details screen click on the Nursery Equipment Program button under the Immunization field 5 In the MCH Nursery Equipment Program screen follow the steps given in the Nursery Equipment Program Guidelines for Ordering pages 9 10 issued by Department of Education and Early Childhood Development DEECD Queries regarding the program can be directed to the MCH team on 1300 791 423 6 Click OK at the bottom of the screen to return to the Service Details screen The statement above the Nursery Equipment Program button gives the status of the program for that service 2003 2015 Department of Health and Human Services 107 IRIS User Guide V1 10 0 Exporting 36 Index Maintaining 36 Searching 36 A Closing IRIS 26 Adding project activities 30 Config
30. is used to manage sub contracting The following sections use the Family Services Child First project as an example of a referral from a lead agency to a sub agency The tracking back of the work done sub contracting is a part of the Child First process management 3 2 3 3 4 1 Definition of Subcontracting These notes describe and recommend the use of subcontracting in IRIS The notes are intended to provide background information to assist in the process What is subcontracting Subcontracting occurs when an agency with a contract to provide services to clients pays another agency to deliver the service to the client on its behalf In the DHHS context this means DHHS has a contract ie a service agreement to fund the lead agency and that lead agency subcontracts some or all of the service delivery to a sub agency The lead agency pays the sub agency for delivering the service The important feature of subcontracting is that the sub agency does not have a contract with DHHS to deliver the service to clients and that it is paid by a lead agency for doing so This is not to be confused with the situation where two or more agencies with service agreements with DHHS in the one service program say Family Services refer clients to one another such as for balancing workloads or because one agency but not the other has a Specialist expertise In these instances each of the agencies services the client from its own funding provided by DHHS No
31. main IRIS menu File Lists Report Agency Help Topics on this menu File menu Lists menu Report menu Agency menu Help menu 3 1 File Menu The File menu contains le IRIS 18 0 13155 Pie Lats Repert Asexy Help Leg off F3 Cura Pad Cher Menge Quarterly Data Export Traci bad Al etlernals Cata import Cie sl es Topics on this menu Log in Log off Change Password Client Merge Quarterly Data Export O 2003 2015 Department of Health and Human Services 15 IRIS User Guide V1 10 0 Track back All Referrals Data Import Backup Database Configure Close 3 1 1 Login IRIS is security conscious You must use a valid login to use this software Select File gt Login or F2 to open the Login window sy01 IRIS Log In Database EXDATANAIS WDateRIS_TEST Ie X con 1 Enter your User Id where indicated If you have logged in before then the Outlet box will be automatically filled in with the outlet 2 Press TAB and enter your Password 3 Enter the Outlet as required 4 Click OK to complete the login In most cases there will be a user account for each user plus another account at administrator status You should only log in at administrator level if you intend to perform operations that require administrator status A PLEASE NOTE It is most important that every user logs in with their own User Id See also Trouble
32. pen Care f Referals 2 Open gt 18 02 2008 to 000021 011 as Family Services DHS lt Track gt lt Closed gt 3 Transfer Case E Related Persons E Senncez To Self To Other Agency A CASE REFERRAL TO A PARTNER AGENCY Saved Date 24 08 2015 IRIS User Guide V1 10 0 52 1 To refer to a partner agency click on the To Other Agency option 2 The Refer IRIS Case wizard will appear Click on the Next button to get to the next screen Create IRIS Referral 1 5 2 9791 IRIS Create IRIS Referral Thiz program will guide you through the steps to create and send an external referral to another agency To send a referral to another agency you will need to know ther agency code 9 digit number and ther email address Integrated Reports amp Information System The agency code is used by IRIS to set the encryption so only the agency 1 Start export for single entity With that code can load the referral 2 Select a target agency Bote This section will not allow you to create referrals to pour own agency 3 Export file location f 3 Fress Next to begin 4 Run export 5 Export finished 1 5 Y co IRIS will search the database for the case that is being referred Client name and case type will show near the top of the screen 3 In the Referred as field choose DHHS as the Source of Funding 4 IRIS has the ability to track progress of a case Place
33. period D E Case Referral Date is within From To dates 3 Cases dosed during the period B D Case End Date is within From To dates From To 4 Cases open at the end CE Case Referral Date is prior to or on To date and Es cage is either stl open at or dosed after To date 5 Projects open at the start 8 0 PS and l project i either still open at or dosed after From date IS TE 6 Project opened during the period D E Ereet start bate l eatin Fronta dales 7 Projects dosed during the period B D Project End Date is within From To dates 8 Projects open at the end C E Project Start Date is prior to or on To date and Sa project e either stil open at or dosed after To date NS Cane Date is veithin From To dates 0 4 D Family Services Chid First I 0 Family Services DHS 3 0 Fandy Vedence Services DHS E Prandal Counseling Do 0 Forgotten Australans DHS Agency Selected 1 1 0 General Brief Case DHS i 0 D 0 0 0 D i O Q General Case indigenous Enhome Support DEECO KTS Package DEECD MCH Enhanced Home Visiing DESCD a PA ine PESOS DHS Pre School Field Officer DEECD Problem Gambira Dol Seal Assault Support benie DAS 5050050050000 000cc0ol q pa A 0 e OD OA OA AID O 0000500000000500c00 de PA ee PA fee met fee oe de PF KD ine 3 3 5 1 Exported Data The Throughput report is also useful to print
34. report will appear on the screen like a Print Preview To print select the printer icon from the top of the screen and the report will print to your default printer Saved Date 24 08 2015 IRIS User Guide V1 10 0 eo A sample Statistics report is shown below Proc Stale Hoporl Dona A gt nda Project Statistics Report Page 1 Case Type Trep Laa 1 On Pahiri Hora ibn Fi Tiii iial Dopa Seared l Source of Funding dgenoy Fandi 1 DAS F Project Type Community Edasi T Gare Ape 3 Proect Acihiy Sia Bees Feraies Dummies Travel Esperaifure D a 0 hed 000 50 00 Leivery E Fa A Bed 240 ake Fodboriay Up z Zz F 2 200 50 00 ihr dentin y 1 la e 200 600 0 00 Presar l 0 BEN 120 2 060 00 Project ovis Total 13 za ha 2120 ba 5204500 Total Projeta 4 Total che ites 15 Selection Orbea Eat 0000 0005 Traring Gaana Central sti Chig Spee Ale Sor of Fundas Alle Erain hase Anie be Saft Th Liser Code activity Type Al cti Siatt dirty Date har lb 3 3 2 Non Sub Cases Select Report gt Non Sub Cases from the main menu to open the Non Sub Case Report Selection nc50 window Hon Sub Case Heperi gency 000009 000 Training Agency Carny Dua The above screen shows the filters that are available to customize the selection criteria There are two reports available Summary and Statistics e The Summary Report lists the selected non sub cases in detail including notes e The Statis
35. the activities exported at the end of the quarter Y Tip Use this report immediately after exporting data as it will then accurately reflect the database and hence the exported data at that time 3 3 6 Program Specific IRIS has the capacity to generate reports specifically for each program At present there are no reports 3 4 Agency Menu Adminstrators only The Agency menu is accessible by users logged in at administrator level and contains FIS IRIS File Lists Report Aras all Maintenance Te ase Maintenance Projects a Mon Sub Cases Saved Date 24 08 2015 IRIS User Guide V1 10 0 Topics on this menu Staff Maintenance Case Maintenance Agency Maintenance 3 4 1 Staff Maintenance Y Note You must be an IRIS Administrator to use this feature Use this window to Add or Update Staff details Stalf List Data Entry Data Entry GUEST Guest Guest STAF Staff Staff ELIGOS Family Services Finandal Counseling HEH Erha SUPERVISOR Supervisor gujeng iw ADMIN Adminstrator Administrator Ju FAY Fay Consider Fay Consider Staff ECS Family Services Family Violence Financial Couns iw JO dy Smart Jo Smart Star Fics Family Services Family Violence Financal Couns Pa FARIA Maria Tull Maria Tull Staff ELCs Famiy Services Famiy Miolenos Financial Cours ROS Rob Biggs Rob Biggs Supervisor E us SUE Sue VWhocares Sue Whocares Administrator Related Topics
36. they have been marked as inactive Saved Date 24 08 2015 IRIS User Guide V1 10 0 28 Sy DHS Financial Counseling DHS Francia Counseling DHS Fami Services DHS Financed Counseling DHS Financial Counseling DHS F serlo Services DHS 41 Ve conference peep Financial Counseling DHS J Intake Fami Senaces DHS Intake Fami Services DHS Trarrg F serlo Services DHS Fami Services DHS Famy Seraces DHS Fami Services DHS Fay Sernces DHS Fara Servicer DHS F aiy Services DHS Fami Servicer DHS Faiy Sermcas DHS Farro Services DHS Fami Services DHS Farro Services DHS Fami Semmeas DHS Fara Servicer DHS Fami Services DHS Fara Servicer DHS Fami Services DHS Lanp m I ee ee mir EISES DHS Fami Sennces DHS Fandy Molence Services DHS Financial Counseling DHS LNS Leaning Needs DHS MICH Enhanced Home Venting DHS Pre School Field Olfioer DHS Problem Gambling DHS Sexual Assault Support Seracas DHS Select the case type and click on the OK button Y Note You should not use DHHS funded case types if the projects to be created are not funded by DHHS For further information see CaseTypeMaintenance An administrator can change the source of funding with the Edit button The following New Project screen is displayed Type in the name of the project in the Name field Click on the Apply button to save Not
37. to locate where a copy of the data file is to be stored 2003 2015 Department of Health and Human Services 99 IRIS User Guide V1 10 0 Export IRIS Case 1 5 2 9257 An export fie IRD vell be created Please speciy where you would ike thie Horred Location for Export Files ic VWOATAMRIS E xpcelF ites A eferrals hom Intak Bowes MN Training Mode Option Send output as pain ML text To Help on thes option Integrated Reports E Iindormailoa Syelem This option is disabled in production systems 1 Start export for single entity Note Emal disabled Manual transfer wl be required To protect the information enclosed the data is encrypted and compressed The encryption is 128 bit with the seed for the encryption key being calculated from the destination agency code This means that only the agency with an IRIS agency code specified will be able to read the data 5 4 Deploy An application IRISDeploy exe has been developed for Administrators who want to centralise the deployment of future IRIS upgrades within their organisation Y This utility will not work with old IRIS versions Build 456 or below Once all the copies of IRIS in your organisation are upgraded to the latest version this utility can be used to deploy any future upgrades How the Deploy System Works The Deploy software is used to load a copy of the upgrade software into the IRIS database itself When a workstation is started it firstly
38. your agency will use to report to Department of Human Services as well as other agencies as selected by your agency The data includes tracked referral cases Note You must be logged in as an IRIS Supervisor or higher eg Administrator to use this feature The Quarterly Data Export tool is used to transfer data to both DHHS and other agencies as setup in the Case Maintenance options Case Type Maintenance Note that the data may consist of agency created data as well as referred tracked data This process does not update the referral shells in the Lead agency this is done with the Track back All Referrals menu option In version 1_8 and on the Quarterly Data Export also includes the option to send further data back to DHHS The data contains information on how large your database is This data is required by DHHS so that future upgrades on IRIS can take into account possible performance issues for large databases The option can be disabled by the user Saved Date 24 08 2015 IRIS User Guide V1 10 0 te g Note that ALL of the data is de identified The quarterly export tool is normally run through IRIS as shown below The data export screen sequence is shown below The first screen provides useful information on what the program will be doing Export IRIS data 1 6 0 10122 Integrated Reports amp information System i Selecting Next will display the second screen This screen is used to sele
39. 0 47 18 To close the case click on the Update Case Status button The following screen will be displayed Saved Date 24 08 2015 IRIS User Guide V1 10 0 aa Update Case States l x L p 2 mam qT i ih E HE 1 Ensure a Case Notes The Case notes page is used to enter any case specific notes that you may wish to be recorded For further information refer to the section Using Notes O 2003 2015 Department of Health and Human Services 45 IRIS User Guide V1 10 0 ca M Client Betty First Status Open Incomplete Issues Services Closure Case Notes La New x Delete Combined View ca00 6 Frew Next 12 06 2014 Thu 12 35 PM by Staff 12 06 2014 12 35 11 Staff Load Template Edit Spell Checker Notes about the case entered by intake agency 3 2 3 3 1 Definition of a case Definition of Substantive Cases IRIS designates two types of cases of service non substantive cases and substantive cases A substantive case is a case that does not meet all the criteria to be classed as a non substantive case In a case where the client is placed on a waiting list it should be reported as a substantive case These clients should be officially registered with your agency and have official agency files established Maintenance services provided to the client while waiting should be reported whether or not the client ultimately receives a full service A client that participates in a special purp
40. 0011 intake Agency Mohri Carton VIE 3053 Not all buttons appear on all windows eg Client List does not have an Apply button However what buttons are shown perform the same function For example the OK button always saves any changes and closes the window Refresh the window save all changes and E a o l E sport Agency Help edici AA a ET l Refresh o Y d DK a ile Date of Birth 31 01 1386 o Save all changes but T umn Feme y window open blk oa on DE ee Cancel and close this FCIEEFI NOTE Any changes to data WILL BE LOST o Quick Reference for Buttons used in IRIS Button Function Screen Location 2 Retesh This is used where a search criteria On all screens has been changed and the data displayed needs to be refreshed e This works in conjunction with the The Client list refresh button Its purpose is to clear the filters to save you having to clear each one that you may have set Use Refresh to obtain the new data Clear Fiters Ly Apply Saves the data entered but does Staff List Case Management Groups and not close the screen Clients once they have been opened for editing 2003 2015 Department of Health and Human Services 9 IRIS User Guide V1 10 0 wok Saves the data entered and closes On all screens the screen i This is a Cancel button Will close On all screens the screen without saving F Creates a new cl
41. 4 2 The Subcontracting Process The IRIS software has been developed to include functionality to send a case to another agency as a referral The same process is used to manage sub contracting The case summary screen summarizes the case treatment history of the client Further information is available in Cases The subcontracting process may be summarized as follows 1 The lead agency creates a case for the client as is normally done In this case two services were delivered to the client 05 2007 OO0300 011 34E6 3F82 Family Services Child First E Issues Child Protection Involvement history Feferals Related Persons Services Referal and Intake referral acknowledgement 23 06 2007 Referral to Community wellare Domestic Violence service 23 07 2007 Lead Agency Lead agency services 2 The lead agency may decide to refer all or part of the client casework to another area within their agency self referral or refer the client for service to partner sub agencies IRIS will create an electronic referral for the external referrals which is emailed to the sub agencies The lead agency has the option of being able to track the work being performed by a subcontractor The screen below shows the addition of the referral to the sub agency and tracking is turned on Saved Date 24 08 2015 IRIS User Guide V1 10 0 so El Cases B 23 05 2007 000300 071 34 6 3F82 Family Services Chid First Hl
42. CD cene e ELACS DECO 0 o le L Smt epar af Pady aras hid First 13 ij 13 D r P date range of Fany Senes DAS 3 0 3 5 0 e Pamir Vioeence Services DAS 3 E Export tunemary stats X Prenda Courgpelira Da T 0 oi ti 0 4 Export e locator A Fr Aida DH a i i e General Brie Cope DE i 1 fy 5 Summary of export General Case DEES 0 0 i o 0 6 Run export A i In Home Supcor Desh i 5 5 w EIS Package DEECD o E o o 0 Esport trashed E MEH barcas Home Watag DEED i b 5 0 i w PASOS DE o ij o D af Bee Shee el fee EEC q i LA fi i Ra E y Tesnaber hoc HO Head Office IS dasih a0 qu au To belies parai agencia and tal in pls hot hubo developer dsgroste date oan be tent lo Head Othe The ts packaged and vend 54 5 ape IRE ie The date concal on ol general databace lable Esmin 1 does mob contain ang identifiable chent rima Send slatra Flecommended F 37 Gua ue x coreo Selecting Next will display the fourth screen This screen summarizes where a copy of the exported data files will be stored g The data is normally encrypted but if the training mode is being used by a software developer there is an option that allows the data to be saved unencrypted Saved Date 24 08 2015 IRIS User Guide V1 10 0 20 One of mora export Mes IRC well be created Please spect where pou would like these stoned Locahon for Export Fdez C QATA
43. Cases O 2003 2015 Department of Health and Human Services TO ew KO IRIS User Guide V1 10 0 3 3 4 2 Case Detail Report The Case Details Report rp12 provides a detailed description one to a page of each of the selected cases IS IRIS File Lists 4gency Help Report mE Case Details Case Details Report Client Case MCH Enhanced Home Visiting Private Funding 1 Staff Fef Date Ref Source 13 03 2003 Case Code First Time Mother Currently attends MECH services Related Persons Health Mental maternal emotional arising from birthing Services Date 3 3 4 3 Case Statistics Report i Mame Address Sex e 000 Male Mot known Issues l Type Page 1 SLE LOGOE 2031 975M Point of Closure Date of Closure Reason for Closure Case Outcome Referral for Ante natal service Family Health Care Card Age Relationship With Client Problem Gambler E 4 Child foster AA Subject to Goal Identified Resolved Ref to Specialist Ag Still Present at Closure AS eo eee Assessment Location Int Billing Vor ker Duration Trave Time Staff CO R At olientsifamily a Bilingual Worker Only 00 30 00 00 eee SL Teg A SS ea The Case Statistics Reports rp13 are available in basic and full statistics reports The basic stats report summarizes and catalogues a number of cases properties Case Type Referral Source Point of Closure Reason for Closure Case
44. Counselling MEA Enhanced Home Visiting Problem Gambling EL SCS 3 Select the Source of Funding from the drop down list IRS Select type for new Case Case Type Family Services Source of Funding dle Agency Funding 3 Agency Funding 4 Private Funding 1 Private Funding 2 Note There are many sources of funding available so that an agency may create their own types independently of the Department of Human Services ones Case type Source of Funding combinations can only be defined once 2003 2015 Department of Health and Human Services at IRIS User Guide V1 10 0 3 Click OK to add the new Case Type and close the dialogue 4 Control returns to the previous screen Complete the remaining details in the lower section of the window fees RIS 1 3 0 636 Agency Lase Maintenance h ij d France Counseling Growth Maric Financial Councelling Innovate LAS Leaming Needs DHS UNS Learning Needs MICH Enhanced Home Visiting DHS HCH Enhanced Home Visiting Pre School Field Offices DHS Pre School Field Officer Problem Gambling DHS Problem Gambira Sexual Arca Support Serice DHS Sexual Assault Support Services ih Case Details Case Type F aera Senices Source of Funding Agency Funding 3 Descaplior Faena Services Agency Funding 3 Active available for selection M Reset Desc Oper indos Transfer lo DHS I IRIS data dhs vic gov au 1 a 2 a 3 r Note Changes made to cat
45. Firebird by default uses port 3050 make sure it is open through your firewall for inbound TCP connections For a 64 bit Firebird installation you will have to send us that database so that we can convert it to a 64 bit version for you Q10 Error Message Cannot attach to Services Manager If you received the above error message it means the program is unable to connect to Saved Date 24 08 2015 IRIS User Guide V1 10 0 106 the server running the IRIS database The instructions below are required to be done by an authorized person or IT administrator Le Check if the Firebird Service is running through the Startup or Services Manager If not you are required to start the Firebird Service Run IRIS Configuration to test the connection 2 If the Firebird Service is running you might have to stop and start the Firebird Service Run IRIS Configuration to test the connection 3 Through IRISConfig exe in the IRIS Configuration change the Server from Local to Remote and then put in the name or IP address of the computer on which Firebird is running even though it might be the same computer Press the test button in IRIS Configuration to test the connection Q11 How do I access the Nursery Equipment Program in a Maternal amp Child Health Enhanced Home Visiting case The Nursery Equipment Program can be accessed in any MCH Enhanced Home Visiting case in IRIS To access this area in IRIS 1 Search for the client who
46. For further information also see Track back All Referrals 3 2 3 3 3 Merging Cases Two cases of the same case type may be merged if required The case to be merged into is selected and the Merge Case button pressed Cases lol 2003 OO000S 000 74EC BR6S ESCs DHS _ Hew Case a 13 06 2003 000009 0004F8F 4750 MCH Enhanced Home Visting DHS gt Open Case 2 Delete Casa De Merge Case ley Refer Cam 0415210 000009000408 3405 ElN SCS Preeate Fureden 1 This action will open up the Merge Cases screen as shown below The screen provides assistance with the process O 2003 2015 Department of Health and Human Services IRIS User Guide V1 10 0 Destination 22222 20 10 2009 000009 000 5609 257E EL SCS Private Funding 1 a ae a Date that is mowed ndudes Field values that have not been soectad Related persona issues and services if app cable Notes sppended to the destination Except felts not transferred Referral date Termmaton date Exported date Cases avalable for merging must be Of the same type Not yet exported On completion the From Case will be DELETED Y Administrator access is required for this action and the merge cannot be undone 3 2 3 3 4 Subcontracting and Referrals The IRIS software has been developed to include functionality to send a client and the associated case to another agency as a referral The same process
47. Intake Quicome Famnidy Service allocation SY Ease Category OAS es 4 T Came Category Date 04 02 2008 Ej Chicken Recceded et Related Persons The related persons screen is shown below Cent Fiona Fath Other Agency Referral Sus Opale 020 Saved Date 24 08 2015 IRIS User Guide V1 10 0 a2 Case Detals Related Persons Issues Services Closure Cose Notes cam hed En partrer Adi Add Timestamp Spell Checker These notes ara imiled to 2000 characters Use chent or case notes rm we 2602 2008 Tue 0 28 AM gt Job Smith ls Notes about Sharon side Note that the age of the person can be entered as a date or a number When creating notes the user has the option of adding a timestamp name amp date as well as a spelling checker For further information refer to the section Using Notes Issues The issues for the case are shown below Case Detak Related Persone Issues Services Closure Case Notes ca003 four SER A or Pot Ho Isue Type Behaviour chad 2 11 years identified mise X Delete Goal n Senace Plan Ho Goa Achieved Not at Al e Related bo a specialist agency ves jaw ps A Services The services page is shown below O 2003 2015 Department of Health and Human Services NOS IRIS User Guide V1 10 0 Case Detals Related Persons I
48. Non substantive cases would always be restricted to information advice and resourcing Select Lists gt Non Sub Cases from the main menu to open the Non Substantive Cases nc01 window Saved Date 24 08 2015 IRIS User Guide V1 10 0 32 Nor Substantve Case List Date car Fem 1 ol 2 Redresh nea miele 2009 Franda Counseling DHS Eligible unable to provide 14 0 5 2003 MOH Enhanced Home Vining DHS Mary Referred on Start 050220089 BOH Enhanced Home Visiting DHS Sue WIA 20 0 2 2008 Sexual Assaut Support Services DHS Sue WA 00 Sexual Assault Support Services DHS Susan Second Sue Whoa 23 02 2008 Sexual Assault Support Services DHG SUENA Second Elgible needs met Sue Whaa Case Tyne Family Services Source of Funding DHS 3 A z Interpreter Neither Interpreter nor Bilingual Worker E AREA cl Travel time 0 mnutes Agency foo dd Mutcome Secon Fest name Se Suburb e Madeod Banyule LGA VIC S085 ite gt lt Delte Filters have been provided so that you can quickly find any required sub set of the non substantive cases list Filtering Non Substantive Cases The number of Cases displayed depends on two levels of filtering 1 The Staff List box by default will display all NSCs that belong to the logged in user To display everyone s NSCs scroll to the blank top line 2 The display is then further limited to those cases whic
49. PERVISOR Supervisor Supervizor la ADMIN administrator Adminstrator Alu FAY Fay Consider Fay Consider Staff EL ScS Family Servi iw a dy Smart lo Smart Star Eis Family Ser Uv MARIA Maria Tull Maria Tu Sift ELACS Fardy Sar 11 ROS oo Biggs Rob Biggs Supervisor E w SUE Epa VWhocaras Sue Whocares Administrator 02S Woes adiz Finandal Counseling WCH Erha Ananda Course mo HEH Erha Famiy Nolenos Pranga Couns TERS Wes Family Molenoe Finandal Cours Family Violence Financial Cours A Note that only staff who have no data associated with them can be deleted In the example below IRIS will not allow deletion of the staff member because there are 38 data items already attached 2003 2015 Department of Health and Human Services IRIS User Guide V1 10 0 j a Sars 9 Smart SL E Aa Parady Er w PARIA Maria Tu Maria Tum Staff FI SCs Family Ser wf OB Roo Eggs Roo Biggs Supervisor jw SUE Sue Vihocares Sue Whocares Administrator S AN Staff lt Rob Biggs gt is referenced in IRIS 38 times and cannot be deleted 3 4 2 Case Type Maintenance g Note You must be an IRIS Administrator to use this feature All case types consist of the case or program type eg financial counselling family services in combination with a source of funding The combination of these two define the case type The case types are preset for department funded types and you cannot alter them However if you wish to add or
50. The report will appear on the screen like a Print Preview To print select the printer icon from the top of the screen and the report will print to your default printer A sample NSC Statistics report is shown below Saved Date 24 08 2015 IRIS User Guide V1 10 0 62 Care State Te OMeAayws gt n Hla jote Non Substantve Case Statistics Report are Hot enteres Ditya South MC 3053 Echuca WC 3564 Hot entered Temar et Cae Cuore Meter merpralor ter Bilingual Varis 200 105 Pires PD 019 ra D 0i ra 230 025 Wires D 105 Urra Tal iae danna rara 200 008 Ur DAS Ltrs a DS Mra 0390 0106 Mir a lt Ei lt a lt a Eb lt a a def 4 lt a dl Ma gE Cass Mirra Msdrua Average Duration Travel Tra Summary 4 to tH 014 Tenine Cases 5 Saiecton Crise agency DADOS Training agency Cecil Cunas Cane tp Sequel Apne Seo Severs Dee age Seurcea Fusing te Come Cerner Cu a Subari 3 3 3 Clients Select Reports gt Clients from the main menu to open the Client Report Selection cl50 window Client Repeat Selection SUMA BP Elo Clients can be queried to provide summary detailed and statistical reports 1 Select one or more items eg Agency Staff Sex etc to filter the list of clients you require 2 Press the Refresh button The list will be reloaded with clients that meet your selection criterion O 2003 2015 Department of He
51. Utilities Advanced Users IRIS is supplied with several utilities that are capable of either running under IRIS or as stand alone executables 5 1 Configure Database Platform The IRIS server as default offers two choices of database platform from which to operate These are currently Firebird default and Microsofte SQL server Firebird is a relational database offering many ANSI SQL 92 features that runs on Linux Windows and a variety of Unix platforms Firebird offers excellent concurrency high performance and powerful language support for stored procedures and triggers It has been used in production systems under a variety of names since 1981 Firebird is a commercially independent project of C and C programmers technical advisors and supporters developing and enhancing a multi platform relational database management system based on the source code released by Inprise Corp now owned by Embarcadero under the InterBase Public License v 1 0 on 25 July 2000 The platforms supported include o Windows all versions including W2K terminal server Citrix o Linux o AIX o Solaris Sparc x86 o HPUX o Net Server alpha As Firebird is open licensed development of client components has provided several powerful graphical interfaces to the database for developers to use If access to the database is desired then you need to contact the IRIS Helpdesk for the passwords Note that if you elect to use a different database
52. WAISSE qport ies Biota lr Training Mode Option Send output at plan ML test D Help on this option iia Reporta amp Infarmalian S5yubeen z s This option desabled in production systems SSS Note Emad disabled Manual anales wll be required Z Select date range 3 Export summary statistics 4 Export file location 5 Summary of export 6 Run export 7 Export finished 4n Opa E _x cone Selecting Next will display the fifth screen This screen summarizes what actions are to be initiated with the options selected previously IRIS Integrated Reports amp information Systemi Emal deabled The date vel need to be ser manual Esport file locator CADATAMRIS EspodFies You have finished setting up the expost details The expert dalaik you entered were Date range 17 04 2009 to 17 10 2008 Last 6 months Head office Head Office lt IFAIS dataGidhs we gov au L Start expert Z Select date range 3 Export summary statistics Click Most to perform the export 4 Export fle keratia a Summary of export Aun export 7 Export finished The final two screens provide feedback on the export file creation process ZA detailed description of referrals is located in the section Subcontracting and Referrals O 2003 2015 Department of Health and Human Services 21 IRIS User Guide V1 10 0 3 1 6 Track back All Referrals This selection is used to send referral data that has been set to be tracked
53. ackup feature click the Backup Database item on the File menu This feature may also be started from the Windows Start menu by browsing to Programs gt IRIS gt IRIS Backup Y Notes 1 This feature is available only to systems using the default Firebird database 2 You must be an IRIS Supervisor or higher eg Administrator to use this feature 3 Although a backup may be done at any time it is preferable to perform this when all users are logged out For more information see Backup 3 1 9 Configure This selection is used to configure IRIS and would be run when converting the training version of IRIS to the full operational system The utility uses a key code supplied by DHHS that does the following for you 1 Sets up IRIS with its correct DHHS agency code 2 Disables existing DHHS funded case types and adds the DHHS cases applicable for your agency Note You must be an IRIS Administrator to use this feature Refer to Configure for details 3 1 10 Close Select File gt Close to close IRIS Although you don t need to Log Off first it is good practice to log out before closing any database application O 2003 2015 Department of Health and Human Services IRIS User Guide V1 10 0 3 2 Lists Menu The Lists menu contains ECHE File MESA Report Agency ca Groups A a EEN p eal Topics on this menu Projects Non Sub Cases Clients Groups 3 2 1 Projects The Project button al
54. aeseeeeaeeseseuaeeeeeeaaeeeeeeuaeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeesess 57 331 Projects AEn EE ds 59 Sample Frojec t Stalis ieS REDON sarren err Eeee EEE TET EEEE E E EEEE TE E IEEE EEE EEEE EEEIEE EENET EEE 59 3 3 2 No S b CASCOS na O 60 Sample NSE Summary REPO A ea da ata 61 Sample NSC Siauisties REO sia ae ia 61 Sad CMS gt SE EIU EN RCD a da A 62 dient Summary REPORT ans ia ai cda e suearebex 63 Client DetallS REDOFE O a iaa cascos 64 dient otats ics REPO ta idilio 64 Sample CIEAUVREDOMS lt ide ias 65 Create a client summary extract for a Mail MerYl coooiondcodididicacicoconocononnnonnnnnnnnnnnnnnnnn rra anna aran ran enn n enn enn EEEE 65 Pint o treports about subgroups or your CICS ici 66 Print statistical demographic information about one or a group of CERAS O a da 66 Print complete details of an individual Eo 66 E A E r O a eeeeeet 66 334 ase unn e a e ld R 67 Case Sumay REPOR ra A dC Ed O cacao oioda 68 Case Detal Report ni o a edi tae cea sate 69 CASS olalliStlo Ss REPORT Irma 69 RererallBased REPOT aa NS AO Anand 70 Sample Gases REDO Siriaren aae io E ad Ia ii 70 PERO OUECASO MOLES gt a e e E A A AS AA AA AA AAA 70 PARAS TORCA SOSS ett alos 71 Complete details of AN mdividual ase ds 71 Work that a particular staff member has do a 71 Work done TOR client analistas 72 Listin Issues Of the cases from your agonia 72 Total w ork your agency has done for all cases in a particular ti
55. alter your agency s own case funding types then the following procedure is used Preparation Select Agency gt Case Maintenance from the main menu to open the Case Maintenance window ad04 FeS IRIS 1 3 0 636 File Lists Report Eo es Help enion O C C wee Typed O O O O Financial Counseling DHS Francal Corsan DHS Financial Counseling Drought Rebef Financial Counseling Dicaaght Fell i Financial Counseling Shategein Pr Franc ur Financial Coursing Strategy m Problesr Growth I j Growth Innovative reai Description MCH Enhanced Home Visiting DHS Arie evel sive for pelechion M E Trarsterto DHS F IRIS datatidhs vi 1 a 2 3 r Note Changes made to cases wall rol take affect fer other users until they restar IRIS Last Exported Data Last Exported On E Las Exported Date Range To Admiri 000001101 DHS Database 101 Related Topics Adding a New Case Type Changing Case Details Deleting a Case Saved Date 24 08 2015 IRIS User Guide V1 10 0 so 3 4 2 1 Adding a New Case Type Preparation Select Agency gt Case Maintenance from the main menu to open the Case Maintenance window ad04 To Add a New Case Type 1 Click the New button F New The Select Type for New Case dialogue opens Iris Select type for new Case Ex Case Type Source of Funding METIA Financial
56. alth and Human Services KO IRIS User Guide V1 10 0 a Select one of the three report options la SUMMA la Details len statistics Extract l Data extract The data Extract option will produce a CSV file which can be directly imported into a spreadsheet application Client Summary Report Client Details Report Client Statistics Report Press Clear to start over 3 3 3 1 Client Summary Report The Client Summary Report rp01 provides a single line entry for each of the selected clients Client Summary Repon A omaga rm dla Client Summary Report Page 1 Mara ODMS Sax Dos Cent Code Lear Code Gmer Eye Biss Ti Surat Road Rare ou VES Fe Theo MR A ILAS hike any Lera der do Blogga j Pres SreetPicroy Vic 3002 Farma 04081890 0007 E Jo Emart Many Bork Jam sida VC 24s Feces 201578 0458 ACTES E Fee 0 Finnin Sora Cartes Seah KC 3085 Frei 09021309 0007 Lara Rigen Tyi Diva Ste 143 igh Boat baco Boe guia LA Lale ISTE Rath AS OS Bar ele Coert 13 Hecelbot Road Swan HIVE E Feme 310120 AT Adminni Whi o 1 Shady Lasa Gen HI WE 30038 Lala DS 010 PIEL Fobia Hin Empi 4 PA vee Codes WES ee A OSS Ce AAL us Betsy Fre Ai Ar Fees Costura VE eee Fer 120111 Oe de ra Fobya Froat dormerty 7 Short fead Pirsoy North VIC 3008 Farma 17 08 2003 Grk Fay Consider J Go 513 Apes SH Carta Nee VE Se Pec 1061563 SST 5 Je Serre Bee cas 9 Jrs Seat Cafes Har VE La 125031564 0009 PS Fee Gaga hot ae SEIS VE IO Ligia lees RIDAS A
57. an earlier version of IRIS The third screen will summarize the incoming data The top panel shows the total data content that will be imported The lower screen shows the referral data that will be imported IRIS Summary of Ihe cates contained in this dala file Mo cases may indicate refenal data for ureegictered case Ipper e Famdy au DHS Feri WMolence Services DHS Subat Integrated R tepo ES E Information 5 yatem 1 Start import 2 Select Ale to import 3 1 t A tatistic 4 Summary of import 5 Run impart 6 Import finished 25 02 2008 Ref 000300 011 7025 8879 Family Services DHS lt Track gt 26 02 2008 Rer 000300 011 4 12 537 Family Services DAS lt Tradc gt Pressing Next will bring up the fourth screen which summarizes the actions about to be done Saved Date 24 08 2015 IRIS User Guide V1 10 0 26 vou hawe hretted seling up tne rpo delais Impr ile narra RSN W EADATAVRIS E xpotFies ARIS Expor_1 5 2 9257_D8 1 i 540 081 018 0753089_000300011_Ref IRD Click Next bo run the import integrated Reports information System 1 Start import 2 Select fle to import 3 Import summary stabsbcs 5 Run import 6 Import fnished ss _ Qu Y orc The final screens not shown show the import status when proceeding with the import ZA detailed description of referrals is located in the section Subcontracting and Referrals 3 1 8 Backup Database To use the B
58. anced Hom OHS Parera Droug Family Semicas DHS 01 01 2007 Pandy Services DHS 11 5455 Sexual Assault Support Services DAS 01 01 2009 30 06 2009 Serua AssauitSup DHS The Group List will be empty when you first start to use IRIS The screen above shows four groups To Add a New Group click the the New button Saved Date 24 08 2015 IRIS User Guide V1 10 0 se Each Group you create must be attached to an existing Case See Creating a New Case The Select Case dialog will open iS Select Case ElSCS DHS Fami Semcez DHS Fami Miolence Samices DHS Financial Courseirg DHS LNS Leaming Needs DHS MCH Enhanced Home Vibra DHS Pre School Field Ofic DHS Problem Gambling DHS Sesa Assault Support Sence DHS h The group screen is shown below MRS IRIS 1 5 0 8031 SES File Lists Report Agency Help Friday Night Coffee a Projects Name Friday Night Coffee Case Youth Gambling DHS start 167057 2003 Case Type Problem Gambling Non Sub Cases End Source of Funding DHS Group Active Iw Clients Ag Cliente p mee eE E Add Client Dave Citizen group has ended GB Robert Jackson 5 Remove Client Client is Active D Lal New Service t Friday Night is ll Delete Group John 4 5 o00009 000 Training Agency Central outlet ay00 06 02 2008 01 18 pm 3 2 4 1 Working with Groups The group screen is shown below Clients may be added removed and also mark
59. and D Data is a mapped network drive X then on the Client IRIS Configuration use the path D Data IRIS IRIS IB and NOT X IRIS or Servername IRIS Q6 I am running a Novell Server can I install IRIS on it IRIS will NOT work on a NOVELL server because NetWare does not allow services to be created and run Q7 Can I use SQL Server instead of Firebird Yes you can To convert your existing firebird database to SQL format you will have to do the following 1 Send your firebird database file to us Usually located in C IRIS DATA IRIS IB 2 We will convert the file to SQL for you and send a full SQL backup file 3 Restore the backup file we send on an empty database in your SQL Server 4 IRIS Supports both SQL Server and Windows Authentication a If you wish to use SQL Server Authentication then you will have to create a user called irisuser with password irisuser having full rights db_owner on IRIS database b If you wish to use Windows Authentication then you will have to give the user or group full rights on IRIS database 5 Configure IRIS using the IRISConfig exe program in IRIS folder to use SQL Server Enter the appropriate Server name database name and select authentication method 6 Start IRIS All done Q8 Which platforms and operating systems does IRIS support O 2003 2015 Department of Health and Human Services 105 IRIS User Guide V1 10 0 IRIS supports the following Operating Systems an
60. aved copy 4 1 Adding Timestamps Ay Updated in Version 1 9 The timestamp option now only applies to Related Person and Service notes Click on the Add Timestamp button The date time and your logon ID will appear You can also begin typing a note by positioning the cursor in the notes panel and just typing These notes are limited to 2000 characters Add Lise Load Template spell Checker Use client or case notes if more space is required aa 120622014 Thu 12 18 Pe Staff 4 2 Templates Templates are a feature that is provided for notes in IRIS They can be used to standardize meeting notes etc To set up templates on your system 1 Create a local folder under the IRIS program directory called IRISTemplates and or 2 Create a shortcut under the IRIS program directory called IRISTemplates that points to an alternative location such as a shared folder on your network 3 Within either of these two locations create your templates as plain text TXT extension files The filename will be used as the reference in the left hand column 2003 2015 Department of Health and Human Services NON IRIS User Guide V1 10 0 Consultina Terolate interview minutes Reason for meetingy Attendees Lazatin Nokes E mcs F g 4 3 Spell Checker A spelling checker has been incorporated into most notes fields and is invoked either automatically or manually as configured by the user The menu optio
61. ble by either telephone or email and is offered at no cost to your organization Please make sure that you contact the correct support for your state Victoria Helpdesk 03 9096 6919 Email IRIS helpdesk dhhs vic gov au Saat D Government N Department of Victoria Health Human Services Copyright 2015 DHHS 1 1 Whatis IRIS IRIS stands for Integrated Reports and Information System IRIS is a software tool developed for funded agencies to use for the collection and electronic reporting of data to the Department of Health and Human Services DHHS IRIS provides the following functionality 2003 2015 Department of Health and Human Services IRIS User Guide V1 10 0 e Client details e Simple case management tools for both DHHS funded and privately funded if desired casework e Client and case notes e Integrated reporting tools e Group management e Project Tracking to record community development and community education project work e Automatic data transfer to DHHS The development of IRIS is on going and new functionality will be provided as it is developed IRIS was originally designed to conform with the Children Youth amp Families Division s CYF Information Management Strategy The strategy is directed across time to placing as appropriate the entire range of CYF data collections on a consistent conceptual framework using consistently defined data items and collection of data on a cas
62. cases the default Rolling 6 months option is used The exporter normally sends open cases only checking the option box will include closed cases Saved Date 24 08 2015 IRIS User Guide V1 10 0 22 Ad open referral vell be sedected You map optionsiiy include closed referral based on a specified date range l Ri S Indnadual retenal selection amp avalabis on the met screen _ Include closed referrals 7 integrated Reports amp information System ae ae re p f Lact quarter to dete Recommended rr Ho THI E months 1 Start export 3 Export referral statistics 4 Export fle location 1 07 2009 to 20 10 2009 Last glr to date 5 Summary of export 6 Run export 7 Export finshed Database CdaalAls Wata Lead IB Selecting Next will display the third screen This screen summarizes what data will be exported The summary includes e Tracked Cases Referred from another agency The check boxes on the left allow for selection of individual case types IRIS negraiied Reports E information Syetem Refenal Summary E He retrieved E E John ong au 1 Start export 2 Select date range Relenal Details 5 Summary of export Select relenals to be exported 6 Run export i 7 Export finished wo 25 02 2009 ReF000300 011 7025 5879 Family Sevis DHS lt Track gt Open Incomplete we 26 02 2008 Re5000300 011 4 1F2 98F7 Fary Services DHS lt Track gt Open
63. checks its build number against what the database it is connecting to has If the version is later than the workstation it will receive the upgrade program and automatically run it Versions of IRIS later than 456 have this capability to automatically run these upgrades on themselves without user intervention The end result is that any workstation that is not running the current version of IRIS will be upgraded as soon as it connects to the database Deploying Updates Automatically q Before you start this process make sure you have the correct IRIS update file handy Contact the IRIS Helpdesk to confirm this To automate the process of latest IRIS Deployment locate the IRISDeploy exe file in your IRIS installation folder of your IRIS Server or the computer acting as IRIS Server and start the application by double clicking on it Saved Date 24 08 2015 IRIS User Guide V1 10 0 100 Co ia LA Te AS US Er El Ej RIS E Data C ExportFiles El Ej Frebird E IBConsale BQuery 5 Log D upgrades El E Hotes l Ji Tad RISE xport ne ee z Fein raian Eaki Pel Vic Gov Department of hum A The application will bring up the following screen IH IRIS Deployment Manager 1 2 0 609 In the file dialog box locate the update file for the latest version The filename describes the database version as well as the build number of the software e D USB STICK Name help amp Manua
64. ct what date range is to be used In most cases the default Rolling 6 months option is used O 2003 2015 Department of Health and Human Services 19 IRIS User Guide V1 10 0 Select the date range of the IANS data you would ike lo export i Roling 6 months Recommended D Last quarter to dale IRIS Imegrated Reports amp Infomation Sy em C fl data 1 Start export 20 04 2009 to 20 10 2009 Last 6 months 2 Select date range Note All data created or modified in this ima period vel be included 3 Export summary statistics The may include cases path a closue dale oulsade of this range 4 Export file location Peilen a Case Thioughput Report for this period to obtain statistics on 5 Summary of export case actly 6 Run expert 7 Export finished Database CADATAURISD 0 URIS_TEST IB Selecting Next will display the third screen This screen summarizes what data will be exported The summary includes Cases Agency created Cases Referred from another agency Projects and Non substantive cases The check boxes on the left allow for selection of individual case types Note that from version 1_8 there is an option to send database statistics as well f Eeport IEM data 1013155 Dala icbieyed Sumar of Cases Metieved m N Select case pes to ta esperes i Greyed entres are rais but may still hayes dats do port fe grated Report formation dann OS Support Padua DEE
65. d environments MS Windows XP Vista and 7 32 bit and 64 bit versions MS Windows Server 2000 2003 and 2008 32 bit and 64 bit versions Citrix Terminal Server The IRIS database can be run on the following DBMS software Firebird opensource free software 1 5 2 version is the default provided with IRIS No license is required MS SQL Server 2000 2005 2008 requires license from Microsoft IRIS is not supported on Mac O S X and Linux systems although both have been tested to work on OS X v 10 6 4 and Ubuntu v9 using software called Wine Wine is a translation layer program that emulates Windows on Linux and Mac OS X systems These options are not recommended for commercial operations Q9 How to setup a newer Firebird version 2 0 2 1 or 2 5 installation with IRIS In some circumstances some installations will be running newer versions of the Firebird server If you wish to run the one Firebird server then follow these steps after you have installed your version of Firebird 2 0 or later 1 Rename the file called gds32 dll in the folder where the IRIS client executables reside to oldgds32 dll 2 In Firebird s bin folder copy the file fbclient dll to the above IRIS folder and rename it to gds32 dll This change needs to be done in every IRIS client folder 3 Create the user account irisuser in the new Firebird server 2 0 or above versions The process is slightly different depending on the Windows version
66. ded The selection made will be used on all of the screens to identify this staff entry Access Group The following access groups are provided in IRIS Access Group For Data Eray Skalf access level these care ypes Saari gt aio l Guest currently has no access Reserved for future use Data Entry can add clients and cases for which they are permitted to access Staff No Deletions This is the same as Staff but deletions are not allowed This level is recommended for inexperienced users Staff can maintain clients and cases for which they are permitted to access and perform reporting functions Supervisor can see all clients and their casework and perform some administration functions eg Backup Administrator has the authority to do all tasks including staff case and agency maintenance Password Expired This option will prompt the staff member to change their password when they next log in Enabled Indicates whether this staff entry can be used If a staff member leaves your organisation clearing this checkbox is synonymous to deleting the entry Staff entries cannot be physically deleted since they may be referenced by client and case records Reset Password Pressing this button resets the user s password to password and sets it as expired This is for the administrator s convenience if a staff member has forgotten their password When done click the OK button Related Topics Update Staff Saved
67. df csv and txt e The pdf file is useful for printing and emailing e The csv is a format that can be loaded into MS Excel This would be useful if the data was to be inserted into a spreadsheet for further refinement or customization Note that the formatting in some cases requires some work as some reports are complex and column information may be misaligned e The txt option creates a text file which can be useful for loading sub sections into a text editor for further publication 3 3 1 Projects Select Report gt Projects from the main menu to open the Project Report Selection pr50 window Project Report Selection Agency 000009 000 Trarang Agency C 2 Retesh Coetpe SteolFundmg Clear meae Ac y Stal II a e Project User Code fy Stat Date Alb From To os End Date c ll From To Activity Fite E E S A aaye gt rm to 2 The above screen shows the filters that are available to customize the selection criteria There are two reports available Details and Statistics The Details report lists the selected projects in detail The Statistics report provides some basic statistical information on the data selected 3 3 1 1 Sample Project Statistics Report 1 Select Report then Projects from the drop down menu at the top of the screen 2 Click on the Refresh button 3 Select either Details or Statistics button The
68. e Type Age Group 2003 2015 Department of Health and Human Services 6s IRIS User Guide V1 10 0 ies IRIS File Lists Report Agency Help o a Egga Client Statistics Report Fage 1 DEX ll Female 2 i Male 2 j Language other than English 5 E How well speaks English 5 Country of Birth 5 Bilingual Worker 5 indigenous Status 5 Suburb Melbourne CAD VIC 3000 1 f Mot know r z j Teesdale VIC 3328 i Ullina VIC 3364 1 oa 2 Corangarrite Hepburn 1 Melbourne 1 Case Type ESTS Agency Funding 2 1 ESCs Grow th 2 EVSCS Other State Government 1 Family Support Financial Counselling Strategy in Problem G 1 Financial Counselling Koori 1 MA eter a nro Al io iti Pie 1 y 3 3 3 4 Sample Client Reports This section describes how to produce some common client based reports 3 3 3 4 1 Create a client summary extract for a mail merge 1 Select Reports then Clients from drop down menu at the top of the screen Note Reports on one or a group of clients can be obtained using the filter fields above the list of clients 2 Click on Refresh button 3 Select the Extract button The Save As dialog box will appear 4 Select where you would like to save the document and give your document a meaningful name Click on the Save button 5 Confirmation message appears asking if you would like to view the document you just created The document will be saved and will open as a spreadsheet If you would l
69. e the name of the project must be saved before you record any activities or notes O 2003 2015 Department of Health and Human Services 20 IRIS User Guide V1 10 0 IRIS 112155 10 xj a METE wo a Prete AA q Coss __ E Aia FOO en Case Type Forgotten Auraka Sio of Funding DHS Edt Agency B Haru iis Actretans Hotes cee Peete Fd State sree Stall ohn End Daba Project Ul per Code An end dite jare the Groups E a Propet a choco ar maci n Lier Date Created Pon fen 22 FS Opes lides Lait Modis The three tabs located below the Name field contain the details of the project activities of the project and any notes you would like to record The tab that is active will be displayed in blue e g The Details tab displayed below is active Note that the tab is yellow which indicates that mandatory data is not entered Case Type Problem Gambling Archivities Mi Notes The Project Type field has a drop down list of all the types of projects available Click on the downward arrow to display the list and select the appropriate one The User Code field is for your own use The Start Date field automatically defaults to the date the project was created To change the start date click on the downward arrow to bring up the calendar and select the appropriate date The End Date field is not mandatory and can be left blank until the project has be
70. e unit record basis The past few years has seen IRIS being used in other Departments and States which has meant that it must also comply with the data requirements from these clients IRIS has been carefully designed so that new service programs can be incorporated easily and speedily IRIS currently collects data for the following program areas Problem Gambling Gambler s Help Financial Counseling Family Services Early Childhood Intervention Services EI SCS ECIS Flexible Support Packages Indigenous In Home Support MCH Enhanced Home Visiting Service Pre School Field Officer PSFO Sexual Assault Service SAS Family Violence Literacy Numeracy amp Special Learning Needs LNSLN Forgotten Australians Parenting Assessment amp Skills Development Service PASDS General Brief Cradle to Kinder C2K Early Parenting Centers EPC Agencies can tailor IRIS to record client and case management information for cases funded by sources other than DHHS IRIS reports electronically DHHS data collection requirements as a fully automatic push button by product of recording the client and case details agencies need for their purposes In accordance with the provisions of the Information Privacy Act 2000 the software de identifies the data sent to DHHS IRIS primarily consists of the IRIS computer program and IRIS database Great care has been taken to ensure that IRIS will not interfere with any other Windows based software i
71. ed as inactive The latter option is usefull if the group is large and a roll call would be a useful tool Groups may also be deleted The Print button generates a preview of the Group Details Report 2003 2015 Department of Health and Human Services IRIS User Guide V1 10 0 Friday Night Coffee E Name Friday Night Coffee Case Youth Gambling DHS gp02 Start 167057203 Case Type Problem Gambling End Source of Funding PHS Group Active lw 2 Add Client Robert Jackson 3 Remove Client Clients in the group will be grey if they are inactive Client is Active D P New Semice Use the Active checkbox who attended if you wish to set Delete Group 3 2 4 2 Group Details Report The group details report is shown below and summarises the service activity for the group This report is useful for tracking client attendances Single Group Details Report Group Delta ds Report Freday Phghec ates bes bpp Ges e on ee que DAA ma PE Ae A eS e pa a ICO Tin a a Fr J 3 3 Report Menu The IRIS program offers many reports The reports are designed to assist in the case management of clients the day to day operational management of the agency and also to provide demographic analysis for research purposes The following report categories are available in IRIS e Projects Non substantive cases NSC Cases Throughput Clients Most reports are accessed by clicking on R
72. ed computers By specifying a list of computer names here the local cache will activate on a subset of your network Enter the starting characters of computers on your WAN separated by commas For example if some computers are located in Broken Hill and Mildura and they all start with a common prefix eg BHOO1 BH103 MLO24 MLO51 you would enter BH ML in this field If this field is left blank the local cache if enabled will apply to all computers 3 4 3 2 Outlets These settings are on the Agency Maintenance screen ad01 and apply to all users of this database Outlets identify the location where the staff members are operating from In many agencies there will be just one outlet However particularly in wide area networks staff may be located in another suburb or country town many kilometres from the central office A requirement for data entry is to know the outlet location suburb applicable for each case F The outlet suburb is not the same as the client suburb or the service suburb Saved Date 24 08 2015 IRIS User Guide V1 10 0 a6 General Optiong Outlets 7 Abbotsford Abbotsford VIC 3067 Mildura Mildura IC S500 gt Edit x Delete Fress Help for info on re assigning Suburb Cass A case suburbs D Not Known AG D Abbeyard VIC 3737 1 Abbotsford VIC 3067 4 3 7 i _ Aberfeldy VIC 3925 FP kild thi GENT Entries are added here to determine what selections are availab
73. een ad01 and apply to all users of this database General Uptions Outleta Email Available Applicable when exporting data Local Data Copy Enable Assists startup performance for users at remote dial up locations Store data in folder User s temp Program E IRIS C Other la Apply only to computers with a name starting with comma separated ADSL BH Press Help for assistance with these options gt Help Email Available This option is accessed when data is exported e When checked the user s email program will be launched to create an email with the export files as attachments e When unchecked the files are saved in the export folder available for manual transfer Local Data Copy O 2003 2015 Department of Health and Human Services as IRIS User Guide V1 10 0 This option is primarily for the benefit of users at remote dial up locations Static data such as the list of suburbs country codes etc is loaded from the database into memory when IRIS starts e Checking this option indicates that a local copy of this data should be saved to reduce the delay at startup Data is retrieved from the central database the first time and whenever the code lists are updated A delay is to be expected at this time but subsequent runs will access the local copy and therefore should be considerably faster Actual performance will vary depending on the size of the data transmission speed and frequency of
74. en completed Saved Date 24 08 2015 IRIS User Guide V1 10 0 30 3 2 1 2 Adding Activities To record the activities of your project click on the Activities tab to display the screen below and then the New button to create the activity es TES 1155 Self Help Group Cope FFroepotien Auth aiara DHS p Case Type Forgomen Santakara Sec ol Funding DHS eaf aone TS The following screen will then be displayed Note the mandatory fields a reis vx To EES _ Print Preview k Hew Project p Name Coffee Nights Case Family Services DAS Active pro Case Type Family Services Src of Funding DHS Agency O00009 000 Dstais Activities Notes i ie Activities can be Date Type UserCode Staff dedi lhe ree 12 06 2014 Staff is open and walid La New x Delete Date FEF 06 2014 Males 0 Activity Type A el Females Staff Staff s Duration No Staff O Travel time User Code Expenditure 0 00 Actviy Suba VIC Y y ET New Combined View Activity Notes Frew Next Date Staff Click New to add a note The Date field automatically defaults to the date the activity was created To change the date click on the downward arrow to bring up the calendar and select the appropriate date 2003 2015 Department of Health and Human Services 31 IRIS User Guide V1 10 0 The Activity Type field has a drop down list of all the types of act
75. en created and the duplicate is to be removed but the data such as casework is still required Log Off E3 Change Password Quarterly Data Export Trackback Al Referrals Data Import Badeoup Database Configure Close ante Selecting the above menu option will start the client merging process O 2003 2015 Department of Health and Human Services IRIS User Guide V1 10 0 fra chent Merge i 5 FROM CLIENT Select First name Date of Birth Deined op Agency fooocoo 000 000 No Substantive Cases TO CLIENT Select First name a Dedined Dog I A A The Chent Merge facility is used when bwo dient entries are identified as the same cient This wil transfer ALL case data finduding NS cases group activity and notes from one cient to another Personal and demographic detak are not transfered Afer the transfer the FROM dent d have no attached activity and be considered redundant e203 NOTE This process cannot be reversed Confirm your selection before continuing When the duplicate casework group activity and NSCs have been transferred to the correct client the unwanted client may be deleted Note that the merge cannot be undone Y Note 1 Clients can only be deleted when there is no connection to other data For example a client cannot be deleted if it references a case Zi The Client Merge operation cannot be undone 3 1 5 Quarterly Data Export This is the facility
76. eport Selection ca51 Export Case Report Selection ca90 Issue Type Selection ca91 Case Type Selection ca92 General Text Selection eg Child s first name ca93 General Code Selection eg Relationship Type ca94 Case Merge Selection ca95 Case Close Details ncO1 Non Substantive Case List nc50 Non Sub Case Report Selection ntOl Add Note gp01 Group List gp02 Group Details gp03 Add Service to Group Confirmation proi Project List pr02 Project Details pr50 Project Report Selection svO1 Service Details Family Support sv02 Service Details Financial Counselling sv03 Service Details Sexual Assault Services sv04 Service Details MCH sv05 Service Details Problem Gambling 2003 2015 Department of Health and Human Services 103 IRIS User Guide V1 10 0 sv06 Service Details EI SCS sv07 Service Details Family Violence Services sv08 Service Details General sv09 Service Details PSFO sv90 Service Details Add in Group sv91 Service Type Selection Add in Case rpO1 Client Summary Report rp02 Client Details Report rp03 Client Stats Report rp11 Case Summary Report rp12 Case Details Report rp13 Case Stats Report rp21 Non Sub Case Summary Report rp23 Non Sub Case Stats Report rp32 Project Details Report rp42 Group Activity Report 6 4 Frequently Asked Questions Here is a list of most commonly asked questions regarding errors problems in IRIS Q1 How do I Lock Disable Delete a User Account
77. eports and then the category of the report For example Report gt Clients Client reports and case reports are the most frequently used reports in IRIS The Report menu contains Saved Date 24 08 2015 IRIS User Guide V1 10 0 se PRS TRES 1 6 0 10122 Topics on this menu Projects Non Substantive Cases Cases Throughput Clients Program Specific Common to all reports is the Preview Window Example Report Lase Details Report 0598329 uns rn ida Case Details Report Paya Gem Grr CIA EEK rl 1 or se SEO Open OO EROS Cu l Fan herdcee DH Set Tepe Fary Semiti oor of inn Ot Met Doe ae Pore Gt Sogo E sl gin Pee ee ee e a ee ea Soe PMS Tor ide ok AH Be a bat ed AE AE AO bw A a cael aged cart sE A A Er Smut Site A T papy e Ae TE OD Rend pat we 7 EAS BUHL as A ES E E Mirad ato chien grrr pora be AT TTEN NE Daer o AAA a a a A a Tree By US Wee Finished 76 Page 10f9 f o Admiristratos 000003000 Training Agency Central out syot 29706 2005 03 14 pm ease If the report detail appears too small use one of the resize options to zoom in or out m 4 Navigate through each page of the report using the arrow buttons Ea Use the Print button to print the report O 2003 2015 Department of Health and Human Services so IRIS User Guide V1 10 0 E Use the Save button to save the report as text The reports can be saved in p
78. es will rol take affect for other users until they restar IRIS Lact Exported Data Last Exporded Or Last Exported Date Range Next Reminder Ed Admiristratos 1000001 101 DHS Database 101 Description The default description is a combination of the Case Type and Source of Funding descriptions You may alter this eg to abbreviate as required Active Uncheck this box to disable this entry for use It can be set again at any time Reset Desc This button resets the description to the default Transfer to These options determine whether cases of this type are exported to either DHHS or another agency Last Exported This section is used to monitor what data has been sent and when Data not exported by the reminder date causes promting to occur at start up If the case type is DHHS funded then the available options are limited If the case type is funded by another source then the reminder system can be turned off The reset button resets the date to the next quarter Related Topics Changing Case Details Saved Date 24 08 2015 IRIS User Guide V1 10 0 s2 Deleting a Case 3 4 2 2 Changing Case Details Preparation Select Agency gt Case Maintenance from the main menu to open the Case Maintenance window ad04 fas IRIS 1 3 0 636 fe wgency Lase Maintenance Y DHS Drought Relef Francis Counseling Stabegein Pr Financ Financial Counseling Strategy m Problesr
79. ete the previous contents of the field However if you only need to correct a few of the first or last characters once the field is highlighted press the HOME or END key to position the cursor at the start or end of the field You can also highlight individual characters by holding the SHIFT key while using the arrow 2003 2015 Department of Health and Human Services 1 IRIS User Guide V1 10 0 keys Holding the CTRL key while using the left or right arrow keys moves the cursor a word at a time What about the mouse If you use the mouse to set the text cursor I beam to a field you will most often have to delete the contents of the field either by using the DELETE or BACKSPACE keys to remove the contents You should only choose to use the mouse when you have to change a few fields at random Drop down List Boxes Most list boxes have an auto complete feature that will select the nearest entry as you type If you reach the required entry press TAB to continue Or you can use the ALT DOWNARROW keys to drop the list down and quickly access the required entry using the up and down arrows With the list box open press ENTER to complete the selection Date Fields Date fields usually include a forward slash to separate the numbers but you don t enter these slashes Just typing the digits will jump from field to field Although not always required it is a good idea to enter all digits to ensure the date will be
80. for your subgroups For example if you wanted to run reports on Teen Mums your acronym might be TM One at a time open the case for your clients that are in this subgroup refer to Clients amp Cases Step by Step if you need assistance In Case Code field on Case Details screen type in your acronym eg TM for Teen Mum Select OK button twice Repeat this for all your clients that fit this subgroup Select Report then Cases In Case Code field type your acronym as per above eg TM Select Refresh button Select Statistics button The report will appear on your screen in print preview mode To print select the printer icon at the top of the screen The report will print to your default printer Saved Date 24 08 2015 IRIS User Guide V1 10 0 3 3 4 5 11 Finding current amp dormant cases This report is used to check which currently open cases have had had NO services over a certain period It is particularly useful for locating open cases that are dormant 1 Select Reports then Cases from drop down menu at the top of the screen Select the Case Type Open Only checkbox and Include only Cases withNO Service Activities in the period and the period of interest as shown below The selection illustrated below will find all currently open Family Service cases that have had no services added for the past 6 months Last Hepo Selection Ow ScolFuning y Case Dismer Chert Code
81. getrabons ane waid Gut onk for the purposes of updabrig DHS suppbed case types bo the same agency nce pour agency code has been recorded A cannot be owemden vah another code Y Register X Cancel The register button will finish up the configuration process Y NOTE You must only ever use one setup key per database To complete the setup process you need to enter the agency name Open the production database by double clicking on the production IRIS icon on the desktop and login as an administrator Start up the Agency Maintenance screen and enter your agency name as shown below S RIS 1 2 0 614 Enter the agency name in the Mame text box The Outlet te entered in the Outlet text bos General Options Outlets Email Avalable Applicable when exporting data Protect Hotes This akers how chent and case notes ane added Local Data Copy Enable L Arste startup perfomance hor users at remole diaa locators Apot ona bo computels wath 6 name Halna wath correa separated Press Help for acsetance with these opbons 000004000 Training Agency Central outlet The Export Agencies panel is used to enter email addresses for other agencies that you may wish to send data to Note that the data is deidentified Export files generated are saved in the IRIS ExportFiles directory The export files can be sent manually when the agency is ready to send them For more
82. gt ourcode 08 05 2007 3 36 07 PM Ad by Ia w 2 Click the Client you want to attach to the NSC then click the Attach button gt Attach 3 Control will return to the NSC list with the client attached to the current non substantive case 4 Click the Apply button Tip Selecting an area outside of the details panel eg clicking another NSC in the list will perform an Apply automatically for you Related Topics Adding a New Case Changing Case Details Case Maintenance Saved Date 24 08 2015 IRIS User Guide V1 10 0 36 3 2 3 Clients Select Lists gt Clients from the main menu to open the Client List form Chon Lia A xa Hee Oper Eee Trees Search Fie Option Fpl name Surana Dok Find Sindar E Marne pear ches dete ho Ha onig eA Lise leading asterisk T to indicate Widha pesrch 6 anh SM or Sesch Cote Hamet FT Sed chien and related pervora of cases instead of der name User Code Agency 000300 011 intake Agency Mohn Cunert Ory a Include iaa To Cert Code Group Lava 100 entrees F Lati updated TT From To Cade Relererco Code pee Disar Fiber y Sesmth Abie WIC O 5 AM Carlton South VIC 3043 09 09 1981 0011 Yes 14 11 2004 9 27 a4 jon Carlton WDC 3053 07 09 1970 0005 Yer OPAT 100041 F yn Fasoy VIE 3005 112 1988 000 res BNO inp Aiari Aberfeldy WIC 3825 12 12 1687 0004 Yes 2 08 2007 4250 PH Jom Fasoy Seu Wil M65
83. h fall into the date range you specify either by choosing a preset filter from the Date drop down list box or by manually choosing From and To dates Note If you manually choose a From and To date range any Date drop down range previously selected will be ignored a Refresh g Tip The Refresh button 12 Refresh can also be used to refresh the list Related Topics Adding a New Case Changing Case Details Case Maintenance 2003 2015 Department of Health and Human Services 33 IRIS User Guide V1 10 0 3 2 2 1 Adding a New NS Case Select Lists gt Non Sub Cases from the main menu to open the Non Substantive Cases form 1 To add a New Case click the New button at the lower right of the form La New Note All new non substantive cases must be assigned a Case Type These case types are set by the case types list After clicking the New Case button the Select Case Type dialogue call is displayed In the screen shot below this copy of IRIS has nine cases available The source of funding is not applicable 2 Select the appropriate Case Type then click OK GE select Lase EN SCS DHS Fami Sennces OHS Fami Vidence Serine DHS Financial Counseling DHS LHS Leaning Hesds DHS MICH Enhanced Hore Wraig DHS Pre Schoo Field Officer DHS Problem Gambling DHS Sead Assauk Support Sermces DHS 3 Enter the details related to this non substantive case as required 4 Click the Apply butt
84. happen simultaneously at the time of the sub agency s reporting to DHHS and can be uploaded into the lead agency s IRIS In the first instance the lead agency should generate a referral from its IRIS system to the Sub agency and use the Source of Funding of DHHS subcontracting The Case Reference Code will be common across both agencies and that enables the total service provided to a client to be tabulated by DHHS On the referral wizard the lead agency should check the track case box Checking track case ensures that the referral to the sub agency will be automatically reported back by the Sub agency when it exports its data to DHHS at the end of each quarter Using the import features in IRIS the lead agency can forma joined up record of service to the client by both itself and the sub agency If it is agreed including by the DHHS regional PASA that the lead agency does not need any feedback from the sub agency then it need not use the track case function when making the referral to the sub agency Subcontracting Not funded by DHHS DHHS needs to know about all service provided to clients that has been funded by DHHS Consequently both the lead and sub agencies are required to record the service they have delivered to the client and report this directly to DHHS using relevant export facilities in IRIS Note that the sub agency reports directly to DHHS not via the lead agency The participating agencies and the PASA s
85. hat this manual shows all screen shots using Windows XP and they will appear slightly different for other versions MES TRIS LAOS E eul pp b n en URE Note the reference to the screen identifier eg sy00 As indicated all screens have their own unique code When reporting errors involving screen activity to the Help Desk this code should always be included It is of valuable assistance in resolving problems For example if you report problems with the client details screen your feedback should include the code cl02 A complete list is provided in Screen Identifiers Reports also have an identifier positioned in the footer Let s take a look at a window that has been opened as a result of performing some action and in particular to the buttons in the top right hand corner Refresh Apply OK and Cancel Saved Date 24 08 2015 IRIS User Guide V1 10 0 8 TRIS LAOS Fugees E ehh Frtname ages Seg ra Decined of M Agency a Sumare Exp Female Active F sk tehi al Delais Caves Chera Motes Address 2 Bond Street Home Phone Subub oc aborto WIC 3040 Mote LGA Macro Viney Fad Coud ol Bath mr Hoe well peske Erigh erp wed Indgerou Gbat Noia Sbir Hor Torres Ses Lore other than Englah Erie Fort ee Aare o Partner Lang at English prci linia Crested fam P Lal x4 Lait Meded fon EN aooo o In Ue for TELE 0003
86. he Enabled check box Q4 What port does the Firebird Server use By default the Firebird Server uses port 3050 You might need to amend the firewall if present settings to allow Firebird Port 3050 Q5 Iam getting an error message An error occurred accessing the server Please run IRIS Configuration to test your connection OR Iam getting an error message Cannot connect to the password database file Possible Cause Solution No Connectivity to the Check your network cables for unplugged connections and server check if the server is up and running Wrong IP Address for the Run IRIS Configuration Production and check the IP server Address of the server if the server is using the same IP address Wrong name of the Server Run IRIS Configuration Production and check the name of the Server Replace the name of the server with the correct IP Address of the server to resolve any issues with WINS service Firebird Server not running Check if the Firebird Server is running With administrator rights open the Administrator Management Tool and check that Firebird Server Default Instance has started as a service Wrong path to the IRIS IB Check the location of the IRIS IB file in the IRIS database Configuration If IRIS is running in a client Server mode make sure that the address in the IRIS configuration in the Client IRIS installation is LOCAL TO THE SERVER This means if on the server IRIS directory is D Data IRIS IRIS IB
87. hould all be certain about what reporting accountability is required DHHS also strenuously recommends to lead agencies that they receive reports at least once per quarter from sub agencies about their services delivered to clients If the set up steps described below are exactly followed reporting to the lead agency will happen simultaneously at the time of the sub agency s reporting to DHHS and can be uploaded into the lead agency s IRIS In the first instance the lead agency should generate a referral from its IRIS system to the Sub agency and use the Source of Funding of Subcontracting non DHHS The Case Reference Code will be common across both agencies and that enables the total service 2003 2015 Department of Health and Human Services NON IRIS User Guide V1 10 0 provided to a client to be tabulated by DHHS On the referral wizard the lead agency should check the track case box Checking track case ensures that the referral to the sub agency will be automatically reported back by the sub agency when it exports its data to DHHS at the end of each quarter Using the import features in IRIS the lead agency can form a joined up record of service to the client by both itself and the sub agency If it is agreed including by the DHHS regional PASA that the lead agency does not need any feedback from the sub agency then it need not use the track case function when making the referral to the sub agency 3 2 3 3
88. ield along with the number of cases 2 Use this list as a guide to add the required outlets see the examples below 3 For suburb entries that require re assigning to another outlet a Click the checkbox next to the suburb s b Select to highlight the required outlet in the list above c Press Re assign and confirm when prompted 4 All cases with the selected suburb will now point to the required outlet The suburb list Should eventually match the outlets g You can perform a Case Summary Report to assist in identifying where outlets have been specified Example 1 Few suburbs retrieved with heavy bias in numbers Outlets are Footscray and Heidelberg ootscray VIC 3011 orest Hill VIC 3131 eidelberg VIC 3084 aglemont VIC 3084 West Footscray VIC 3012 Analysis West Footscray belongs with Footscray Eaglemont is near Heidelberg Forest Hill probably should have been Footscray typo Blank entries are unknown pre date IRIS Version 1 1 Action In separate steps 1 Tick West Footscray and Forest Hill Select Footscray outlet top list Press Re assign 2 Tick Eaglemont Select Heidelberg outlet top list Press Re assign 3 The Not Known suburb entries could be re assigned altogether to one of the outlets but may need manual attention before proceeding Example 2 Many suburbs retrieved with a scattered case count Outlets are in North Melbourne and Ivanhoe Suburb Action It appears that the clien
89. ient case staff orAgency Case Maintenance Staff Non Maa group Substantive Case Client and Group lists Opens document The Client and Staff list Open __ineweae Create a new case The Cases folder in the Client s Details screen _ Bornes Open the case that is selected The Cases folder in the Client s Details screen by clicking on the case list XDastetae Delete a case The Cases folder in the Clients Details screen by clicking on the case list _GiNewetae Merges the information from one The Cases folder in the Clients Details screen by case to another case of the same clicking on the case list then highlighting the type The duplicate case is then duplicate case deleted automatically Only administrators can perform this function a sece Creates a referral for the selected The Cases folder in the Clients Details screen by case The case is added to the clicking on the case list owner case shell _ amp txe Exports the referral data back to The Cases folder in the Clients Details screen by the lead agency clicking on the case list a Transfers client data to another The Client list Transter agency E A button is enabled when it can On all screens be clicked or pressed A button is disabled when it On all screens appears dimmed and can not be clicked or pressed Register A The term focus is used to indicate On all screens that the item in question is ready to respond to your keyboard For
90. iguration 1 2 0 613 Server Local localhost For a remots server spacily a named locaton or IF address Name E IDATAWRISi Da WAIS IB Browse The database path is local to the serves eg C RISSDATAMAISOG IB Test Connection Select Test to check that the location detak ace comect TER With a wold connection lt Tesb gt vell also perfon imal access setup that is required betore IRIS is tun hot the fest lime Status DB Version Register Agency Select Open gt to log in as adminestratos and enter your agency registration key Tip To save lypina copy pour ia korlo bad Sieen before A Ensure you have the production database salected before regiktemg pour agency Config hlename CADATAMRISURES INI Saved Date 24 08 2015 IRIS User Guide V1 10 0 94 Local l besos For a remote sera specily a named location or IP address The server panel is used to set the network requirements if any If the installation is to operate as stand alone then Local is selected Database Dalabasa Name CADATAURISADataWRIS 18 Browse The database path is local bo the server eg C MRISWOATAMRISOR IB The database panel details where Firebird server will find the database s Note that the path must be local to the server and must not use virtual addresses The default address is C IRIS Data IRIS IB Test Connection Teast Cormection Select Ter bo check that the locaton detads are connect Tor With a valid connect
91. ike to view the document select the Yes button If not select the No button then the document will be saved and not opened You may now use this document in a mail merge For assistance with Mail Merge in your word processing package go to the online help and do a search for mail merge then follow the detailed instructions Saved Date 24 08 2015 IRIS User Guide V1 10 0 KO 3 3 3 4 2 Print out reports about subgroups of your clients 1 Determine acronyms for your subgroups For example if you wanted to run reports on Teen Mums your acronym might be TM 2 One at a time open your clients that are in this subgroup refer to Clients amp Cases Step by Step if you need assistance 3 In User Code field on Client Details screen type in your acronym eg TM for Teen Mum 4 Select OK button 5 Repeat this for all your clients that fit this subgroup 6 Select Report then Clients 7 In User Code field type your acronym as per above eg TM 8 Select Refresh button 9 Select Statistics button The report will appear on your screen in print preview mode To print to your printer select the print icon at the top of the screen The report will print to your default printer 3 3 3 4 3 Print statistical demographic information about one or a group of clients 1 Select Reports then Clients from drop down menu at the top of the screen Note Reports on one or a group of clients can be obtained using the
92. in searching for a client or for clients who have common details The following examples will help you learn how to quickly find any client Example 1 Finding Clients by Client Code Clear Click the Clear Filters button to prepare for a fresh search Enter the Client Code for which you are searching and press one of the Refresh buttons O 2003 2015 Department of Health and Human Services IRIS User Guide V1 10 0 ES E Refresh Refresh or All clients with the Client Code you entered will be displayed Example 2 Finding Clients by Surname EZ Clear Click the Clear Filters button Enter the letter w in the Surname box and press one of the Refresh buttons All clients whose surname starts with the letter w will be displayed To display all names with a w in them enter a befor the w Example 3 Finding Clients by User Code that have open cases Clear Click the Clear button Enter the User Code for which you are searching Select the Current Only checkbox and press one of the Refresh buttons All all clients with open cases with a user code containing the text you entered will be displayed Y Tip The Open Clients Only option can help reduce the number of entries found by restricting the selection to clients that have currently open cases However this option may take longer to process Example 4 Finding Clients who have a Child or Related Person of a particular name Check the
93. information on General Options see General Options For more information on Outlets see Outlets Saved Date 24 08 2015 IRIS User Guide V1 10 0 96 Click on the OK button to save the input and then restart IRIS to refresh the database with the agency and database names that were previously entered When the configuration has been completed please contact the IRIS Helpdesk to confirm that our agency details are correct 5 2 Backup Running the Backup program IRISBackup exe will show the following screen ee Backup IRIS Database Backup Dalabase From CSDATAMWRISiD ata URIS_TESTAB Backup File ie CADATAMAIS Date lRIS_2005 06 14 16 52 GBR The backup Me locabon is relate local lo the serves Start Backup Progress gbak unling conssi INTEG_435 gbak unting constant INTEG_436 gbak wiling consiraint INTEG 437 gbak wring consira IHTEG_438 gbak whiting melerertial contrainte gbak whiting check consirar gbak wong SUL robes gbak closing fle commuting ond hratung 551936 byles written Backup Complete A IMPORTANT You should either a prior to backup change the default path C Iris to a folder on a different drive or preferrably b after the backup copy the backed up GBk file to another drive or otherwise save to another medium eg burn to CD and save off site in a secure location This ensures that in a worst case scenario where the computer or hard disk on
94. installed on your computer it is likely that the IRIS installation did not fully succeed on this computer See your Supervisor for assistance Once IRIS has started the main screen will appear as shown below The current version of the software is shown at the top left of the screen Throughout this manual some screen Shots will show seemingly obsolete screens based on the version number This is not the case and it shows when the screen was last modified The centre of the screen displays the login screen ready to sign you on 2003 2015 Department of Health and Human Services 13 IRIS User Guide V1 10 0 G oftware ae f Your agency and code number are shown Proiect databaze version ffi here Note that im traming mode the AE A background is yellow DO NOT USE the P OP en SNMaren TICE training mode for actual data Hon Sug oases f Sji Enter your user ID and password here IF this is the im As The database name and time then you need to log in as an administrator so that Thi lor bs A rE EIE you can proceed If you have logged in before then the PA is le Useful w ae outlet where you last lagged in will be preselected for J ea chests are TUNING ae an wou ou can change it it required Fires tar C one copy This version of IRIS requires all outlets to be identified and when IRIS is first started after this upgrade the following screen will be displayed before the above login screen is shown Ou
95. ion lt Test wall also pi on rara access setup that is requeed before IRIS is ruri for the first time DB Version WITT LIUS 73 The test Connection button will make a test call to Firebird and return an OK if the connection could be made Registration Register Agency Select lt Dpeno lo log in as administrator and enfer pour agency registrabion Ley Tic To save typing copy pour registration key bo the cloboand before procesding Ensure vou have the peoduchon database Mf Open selected before tegelermo pour agency on Open in the Register Agency box The following login page will be displayed IRIS Log In DHS Database 101 Cede 000007 101 Userld ADMIN Password imegrated Reports AE information SyHlem DHS Head Office F Database CADATANAIS Data IRIS IB LK _X Conca Click on OK and the following screen will be displayed The key will be automatically loaded from the clipboard The key information includes the agency number as well as the DHHS funded case types determined previously If new DHHS funded case types are required then a new key will be issued which will set up the case types automatically O 2003 2015 Department of Health and Human Services o IRIS User Guide V1 10 0 ae Apency Registration Registration Value relieved from clipboard key AND TD Ok 0 a SP 2 2 Entering a ae exiabiches pour val only have Sy abd dV cab bs logue divine eas Es DH Additonal re
96. ivities available Click on the downward arrow to display the list and select the appropriate activity Information can be recorded on The number of staff members involved in the activity The number of males or females who attended The time spent to do the activity Travel time and Expenditure incurred The Activity Suburb is the location where the service is delivered In most instances it will be the same as the Outlet suburb Note that the suburb list can be filtered by State if desired Activity notes may be entered in the section at the bottom of the form Further information is available in the section Using Notes Adding Notes to a Project Click on the Notes tab to display the notes screen Further information is available in the section Using Notes 3 2 2 Non Substantive Cases Definition of Non Substantive Cases IRIS designates two types of cases of service non substantive cases and substantive cases These case types are defined as A non substantive case is a case where e Insufficient information is known obtained about the client to officially register the client with the agency and establish an official agency file and The client is assisted by a one off intervention ie service activities are not ongoing beyond one day and e The agency does not make a comprehensive assessment to identify the client s issues and e The client receives not more than two staff hours of service from all staff combined
97. izabled Manual transter will be required 2 Select a target agency 3 Export file location 4 Run export 5 Export finished E X Cancel 3 5 The case created by the intake agency shows in the client s cases screen cl02 This entry displays the intake agency s code and the unique case reference code Beneath this entry Saved Date 24 08 2015 IRIS User Guide V1 10 0 sa is a referral shell or copy of the case that has been referred out including the date and the code of the agency to which it was sent This shell can be opened and viewed but no changes made to it Note More than one referral per case can be made by the intake agency The referrals will show in order under the original case E Cases C E 21022008 0 0 1 8253 Famy Services Chid Fia _ Hew Cate lus Open Case Relenals o T8027 2008 to 000021011 as Fara Services DHS lt Track gt lt Closed gt 2 1D 2008 to AS Services DHS Tracki Related Person Serra B CASE REFERRAL TO SELF 1 When a case is being referred by the intake agency to itself click on the Refer Case button and then click on the To Self option To Self To Other Agency Source of Funding Selection Source of Funding for Referal Case eT x Cancel 3 In the client s case screen a referral shell will be created under the case Y Note Administrator level acce
98. l IRIS Manuals IRIS Upgrade G mIs Update _1 2 0 609 exe The filename information is used to describe the software version that is being loaded When the file is loaded the following file details will be available ft IRIS Deployment Manager 1 2 0 613 AE IRIS_Update_1 2 0 60S exe 112 060 Ye 314052005 06 18 10 7 155 712 K Add At this stage select the program and click on the Enable button to activate the upgrade system In the following example an earlier version was loaded than that currently being used and hence the update cannot be Enabled 2003 2015 Department of Health and Human Services 101 IRIS User Guide V1 10 0 it IRIS Deployment Manager 1 2 0 613 Hee Mai MR Bu Active Dae IRIS Update 1 20 608 exe 1 2 0 BO es 31052008 06 18 10 7 155 712 Once the upgrade is loaded into the deployment system the program may be closed 6 Troubleshooting Please select a sub heading at the left to read Troubleshooting topics If you are having any difficulties with IRIS the first point of call is the IRIS Helpdesk in your state 6 1 Log In Problems My password is not letting me log in If you have forgotten your password and or your User ID contact your Agency Administrator The IRIS password is case sensitive Check that the caps lock key is off 6 2 Installation Issues Use the IRIS Installation Guide to help with installing or un installing the database and or IRIS To open the IRIS Installa
99. le e when the user logs on sy01 e on the case details screen ca00 When the user logs on they select the outlet representing their current location This will default to that of the previous session and will be used by default when cases are created Family Services DHS c Print Client Sue amp Peter Burke Broawn Case Details Related Persons Issues Services Closure Case Notes Source of Funding DHS Referal Date Caze Owner Administrator Referral Source puta Subub Oe Cese Co Housing Type omelezz Housing Tenure Homeless Family Status Source af Income Re assigning Case Outlets The outlet suburb is a mandatory field but may be blank on your existing case records since it was added after the first release of IRIS Also in Version 1 1 it was possible to enter any suburb in this field From Version 1 2 onwards the selection is restricted to the specified outlets The Analyze and Re assign options allow the administrator to quickly identify all the suburbs used in the case outlet field and re assign them to the correct outlet if required To do this Ay IMPORTANT Make a backup of your database before proceeding and ensure no other users are logged on Re assigning case suburbs cannot be reversed 2003 2015 Department of Health and Human Services IRIS User Guide V1 10 0 1 Press Analyze This will retrieve a list of all the suburbs currently referenced in the case outlet f
100. llow you to attach the non substantive case to a registered client Preparation Select Lists gt Non Sub Cases NSC from the main menu to open the Non Substantive Cases form Specify the Range of NSC s you wish to display Click the desired NSC for which you want to Attach a Client 1 Click the Attach Client button ES Attach Client The Client List window cl01 opens O 2003 2015 Department of Health and Human Services 35 IRIS User Guide V1 10 0 E Ex ES l cid Her Attach Delete Refresh IS Client List Search Filter Options First name Sumame Dok Mame searches default to starting with Use leading asterisk to indicate wildchar search eg ether SMI or Shll User Code Agency po0003 000 Training Agency Centralo Current Only E Include Inactive D Client Code Group Lint 100 entes Foxe Last updated k li From To Clear Filters First Name Surname Suburb Date cof Birth ClentCode User Code Entry Created Dave Citizen Madeod Banyule LGA VIC 3085 12 03 1978 R9483 404954 13 05 2003 5 27 49 PM Ste Heidi Example Cobrico VIC 3266 04 08 1985 CSL493982 AAA 13 05 2003 5 51 44 PM Stz Robert Jackson Icy Creek VIC 3833 31 03 1968 UREW309498 17 05 2003 2 58 26 PM Ste Mark Jones Brunswick VIC 3056 12 06 2001 0001 13 11 2005 4 01 33 PM Ad Sharon Warner Fitzroy VIC 3065 03 04 1978 0002 13 11 2005 40420 PM Ad Peter White Abbotsford VIC 3067 lt Dedined
101. lows you to establish a project to record the work your agency does that does not involve working with individual or groups of registered clients This project work is variously described as community education community development community Support or community participation but is not restricted to these descriptions Some examples of project work brought to the attention of DHHS include e Staff member gives a talk to students at a local school e Staff member gives a presentation at a local community meeting held after hours e Agency participates in and provides its facilities for community fund raising following a natural disaster and e Staff member participates in a community committee to plan for establishment of a new community based service in the local area The Project function has been designed with great flexibility It is a powerful tool that agencies can use for any type of work it does outside the scope of its service to registered clients Adding a New Project Adding Activities 3 2 1 1 Adding a New Project Access to the Projects screen can be made by either by clicking on the Projects button from the left panel menu or from the main menu by clicking on Lists to display the drop down list and then selecting Projects The Projects List will be empty when you first start to use IRIS The following screen will be displayed Note that the checkbox Show Active Only will limit the projects displayed depending on whether
102. ls Only checkbox is used to select all cases E F that are referrals 3 3 4 5 Sample Cases Reports This section describes how to produce some common case based reports 3 3 4 5 1 Print out case notes Y Note Case Notes cannot be printed on their own directly from IRIS 1 On the Case Notes screen highlight some or all of the notes that you want to print Copy this selection to your clipboard Ctrl c O 2003 2015 Department of Health and Human Services IRIS User Guide V1 10 0 2 Open a new Word document and paste the notes Ctrl v The notes can be printed by clicking on the print button or Ctrl p The file will print to your default printer 3 3 4 5 2 Print a list of cases 1 Select Reports then Cases from drop down menu at the top of the screen y Note Reports on one or a group of cases can be obtained using the filter fields above the list of cases 2 Click on Refresh button 3 Select the Summary button The Case Summary Report will appear on the screen To print select the printer icon at the top of the screen and the report will print to your default printer 3 3 4 5 3 Complete details of an individual case 1 Select Reports then Cases from drop down menu at the top of the screen Note Reports on one or a group of cases can be obtained using the filter fields above the list of cases 2 Click on Refresh button 3 Select the Details button The Case Details Report will appear on the screen To
103. me o _ xseianls a sagnanway at ounce varcinnutay rau tan E ss anuhy Aubaeunaateomnenneounen nas 72 Work your agency has done for a particular time period based on CaseCode miner umm A NE 72 Summary history of services provided to a particular case eeren ennnen nennen nenene nennen 73 Prin OUUSUDOFOUDS OF YOURCASE Pirri Macteenias 73 Fndng curent amp Or MARCAS OS elc ce aa esc nv 6 vie an toas 74 399 PNPOUGMDUT eee Sich A A meatal tec da 74 B pored Data a ia a 75 3 39 05 Program SP GUNN esti ii it cee eget 75 3 4 Agency Menu Adminstrators Only ooo cccececescecceesecercesecerecerseseserecrserevnreviueeetenseeneess 75 3 4 1 Staff Maintenance se cieser raster cd nk eho dhe se eevncrecirecoccntt eroaw eben En EEEE nneavenemen hale ob na eununuaanmmeeindudgenngudebebedenarianaarenven 76 Create a New Stalk as 76 CHAOS Stal SOLUS tl bb lio a a a e iii 78 Deleng staili aaa a A 78 942 Case Type MGIC IAIN CO ista A AS A A tela ta adi 79 Adamda New Case UPS A ta 80 Changing Case Detalls A a 82 Dele na AGS tt lll teca 82 94 3 AGENCY Maintenance ici A AAA ie 83 Generar Opos ere ii iio 84 MOUS tse cod 85 AA ee ee ee ee ee 88 OTC Cite ces sions steeper eae dc nee oi ie a nerd de ee A aces Oe eemeiseraaaes 88 oS 2n oe 8 ccc eee Teer eM ep rE Eg SC Tt nO ROE eee Se 88 4 Using Notes ics tes ccc cac titan sataciatala lan tadabacecdcandiaas auteateaalctendabenebuahesttdtgabanaiaacnlelainbatatnaceantaians 89
104. ncluding MS Office and Internet Explorer IRIS will not cause any corruption of any other software or any operating system The software is based on Borland Delphi and installs into a single directory IRIS will run as a standalone system or as a fully networked system IRIS is provided free of charge to agencies Saved Date 24 08 2015 IRIS User Guide V1 10 0 6 DHHS provides technical support to install IRIS at no charge The first line service is a telephone help desk Security has been carefully designed and agencies can allow staff access to IRIS at any of five security levels IRIS provides agencies with a small range of press button reports on their own data General Notes IRIS e Can be used on computers running Windows Vista Win7 Win8 e Can operate as stand alone LAN or WAN e complies with Y 2K requirements e restricts access to sensitive data based on user s login This Guide may be opened by pressing the F1 key at the top left of your keyboard from within IRIS If you have one of the main forms open in IRIS pressing the F1 key will open this Guide to the Help topic relevant to the form you have open This Guide includes details on all the forms in IRIS and links to online resources and contact information for technical support O 2003 2015 Department of Health and Human Services IRIS User Guide V1 10 0 1 2 Navigation This is the main screen as it would appear immediately after logging in Note t
105. ns are shown below Add Timestamp LosdTemplste SpelChecker The last menu option is used to set the default properties for the spell checker The standard dictionaries supplied are for UK or USA and there is a custom dictionary where users may save words not listed in the supplied dictionaries The dictionaries are located in the Dictionaries folder within the IRIS folder Note that the IRIS Helpdesk can supply a medical dictionary if required Ispeling Options fs Comect spelling eros as pou type Ignore words mn UPPERCASE F Ignore words contamnang numbers Suggest fom main dichonanes only fe Prompt on repested vod fe Automabcaly comect DU capetals Dictionaries Engkh O English UK O Locate Dictionanes The spell checker is configurable to Live Spell Check checking as you type or on demand the latter being activated with the Check Spelling menu option Spelling errors are Saved Date 24 08 2015 IRIS User Guide V1 10 0 92 underlined in red as shown below Add Timestamp Losd Template SpelChecker The quick bapane fox jumped over the lazy dogs To correct the spelling place the mouse over the word and right click The following drop down list of suggestions is displayed Add Tirmedang Load Tenplate Spel Checka BE lc piped oa Mhie lany dagt Drommned bromear Drcrrde Drown brosma Ignore ignore Al Add Change Al P Aubo Corect F Speling 5
106. on Tip Selecting an area outside of the details panel eg clicking another NSC in the list will perform an Apply automatically for you Related Topics Changing Case Details Attaching Clients Case Maintenance 3 2 2 2 Changing NS Case Details Select Lists gt Non Sub Cases from the main menu to open the Non Substantive Cases form Specify the Range of NSC s you wish to display 1 Click any NSC listed to display the Details of that Case as in the example below Saved Date 24 08 2015 IRIS User Guide V1 10 0 NN T Selected Non sub Case Details Family Services DHS These notes are iereted to 2000 characters ne Pave vic Ber Sumame Etzen LGA i pe 63 Atach Cient 2 Change the details related to this non substantive case as required 3 Click the Apply button Tip Selecting an area outside of the details panel eg clicking another NSC in the list will perform an Apply automatically for you Related Topics Attaching a Client Changing Case Details Case Maintenance Using Notes 3 2 2 3 Attaching Clients to NS Cases IRIS provides the capability to attach non substantive cases to a client The client can either be one already in the client list or can be entered as an unregistered client The latter instance could occur when a new client enquires about a particular service The following steps a
107. ort frished The final two screens provide feedback on the export file creation process ZA detailed description of referrals is located in the section Subcontracting and Referrals Saved Date 24 08 2015 IRIS User Guide V1 10 0 24 3 1 7 Data Import This selection is used to add data including referrals to this IRIS system For example to consolidate data from all outlets of an agency at the head office of the agency It will also be used by Department of Human Services to capture data reports from agencies Note You must be logged in as an IRIS Supervisor to use this feature The import tool is always run through IRIS The import screen is shown below Import IRIS data 1 5 2 92451 The next screen is used to select which file to import You will need to use the browse button to locate and select the required file O 2003 2015 Department of Health and Human Services 25 IRIS User Guide V1 10 0 IRIS data file to impor Locabon EDATAURIS ExpodFies Fisname JIRISExport_15 23257_08 1 50 091018075308 000300 Iimberated Reporta Aa alia iie 3 Import summary siabisbes 4 Summary of import E Run import 6 Import frashed CidataWRISWiala lead IB If the following screen is displayed then it is most likely due to a version mismatch between the source and the destination system Irisimport Sorry Cannot read import file Probable couse amp the data was created with
108. ose group should have substantive case reported Examples of cases The following examples can be used by agencies to assist making decisions whether to report a case as a non substantive or substantive case e A referral that is not accepted because it is does not satisfy the criteria for the program Should not be reported as a case e A verbal referral made by a professional that does not provide sufficient information to commence a case should not be reported as a case e Where a client self refers and the service that the agency provides is restricted to giving advice briefly about how to address the client s issue s and information about other services in the community in most instances would be a non substantive case e A referral is accepted from child protection service and preliminary work occurs by means of attendance at a case planning meeting and follow up with other agencies and professionals However circumstances change and the referral is withdrawn This should be reported as a substantive case Saved Date 24 08 2015 IRIS User Guide V1 10 0 e The agency accepts a referral and makes many attempts to contact and meet with the client Unfortunately the client is uncontactable and the case is closed This should be reported as a substantive case e The agency accepts a referral and holds an initial meeting to assess the client s issues At the meeting the client declines the service Report this case as a substantive ca
109. pS LE Jones DLE orion A ara on HIVE SSS le Dega 50601 E Find Bigga DRIN JEn Ta Upi gene Parid WE aA rece 151001582 19712 Pl AT AA El Phagpa Se ee Para PERRA O A A Se finest Saved Date 24 08 2015 IRIS User Guide V1 10 0 64 3 3 3 2 Client Details Report The Client Details Report rp02 provides a detailed description of each of the selected clients and a listing of their cases Chent Details Report TESSA E Client Details Report lent Fore Bisi Fig Fong 2999 9705 TT Berd a Asad Werk Proce Firg South VC 3008 Ricca Pag ign Heh acs E Brad LEA are Sex Terese ra Sees Hat Aberg al Mer Terra Sree bh pee ToS New Sesimi Fre Yaar Ara a Diari Leda hipin Rep r bet Cai How w Hi spena Engi h Lang citar iran Engish Parras Lang otter than Ego nie orar Bilingual orar Heoura clo Type ra al Enola n Lu Gb Ri AlE 1212200 000009 000 7DF7 1449 LNS Laer HHA DHS TET TODT 000009 000 4045 7013 Fra Sdad Fak Offee DHS 210022008 000005 000 34 1305 Femy Sevic CHE 22 06 2008 000008 000 8714D807 MEH Enhanced Home Visiting DHE 3 3 3 3 Client Statistics Report vo E Pape 1 A pene 000005 900 ZIE UTA T2 NAAF Crrior Fay Gouke A gia eh EaR LO 200 1 53 SPC AS Pie The Client Statistics Report rp03 provides a totals of a number of client properties and demographics Sex Language other than English How well speaks English Country of Birth Bilingual Worker Indigenous Status Suburb LGA Cas
110. payment is made between the agencies Saved Date 24 08 2015 IRIS User Guide V1 10 0 48 It should be recognized that agencies whether or not funded by DHHS could have a Subcontracting arrangement that is paid for with funding from sources other than DHHS eg local government federal government or an agency s own funding While these arrangements are not of interest to DHHS they can also be recorded using IRIS Subcontracting funded by DHHS The parties to a subcontracting arrangement funded by DHHS should liaise closely with their DHHS regional PASA when establishing the arrangement Both agencies must use IRIS and if either party is not it should through its DHHS regional PASA contact the IRIS helpdesk to have IRIS installed The participating agencies and the PASA should all be certain about what reporting accountability is required DHHS needs to know about all service provided to clients that has been funded by DHHS Consequently both the lead and sub agencies are required to record the service they have delivered to the client and report this directly to DHHS using relevant export facilities in IRIS Note that the sub agency reports directly to DHHS not via the lead agency DHHS also strenuously recommends to lead agencies that they receive reports at least once per quarter from sub agencies about their services delivered to clients If the set up steps described below are exactly followed reporting to the lead agency will
111. print select the printer icon at the top of the screen and the report will print to your default printer 3 3 4 5 4 Work that a particular staff member has done 1 Select Reports then Cases from drop down menu at the top of the screen 2 Select Name from Service Provider field Service Provider is the person who provided the service to the client Note When a service is being keyed into the Service screens the Service Provider field defaults to the person s name who is keying the information in based on their IRIS login ID 3 Select the Refresh button 4 Select Statistics button 5 Go to the end of the report using the Last page icon at the top of the IRIS screen it looks like a right pointing triangle with a line next to it 6 Look for the last line of the report that says Service Activity Summary of Total Time Across to the right there is Total Time Total Travel and Total Hours Saved Date 24 08 2015 IRIS User Guide V1 10 0 3 3 4 5 5 Work done for a client 1 Select Report then Cases 2 In Client Code field type the unique code for your client 3 Select Refresh button 4 Select Statistics button 5 Go to the end of the report using the Last page icon at the top of the IRIS screen it looks like a right pointing triangle with a line next to it 6 Look for the last line of the report that says Service Activity Summary of Total Time Across to the right there is To
112. produce a spreadsheet based on the case summary information g Tip When the Case Type filter is selected for a particular case type the extra case Saved Date 24 08 2015 IRIS User Guide V1 10 0 e Specific data items if any are included in the report 3 3 4 1 Case Summary Report The Case Summary Report rp11 provides a short summary of each of the selected cases Case Summary Report DOE AQ gt mida Case Summary Report Meira a Bhs Tos ss ie oo Ts De ran ey are eh Do TEI ee En Mort Beriti DA SSS a5 PSE oad Por aire 8 PAS APS I raro Soong HE PIE Poa Garner Dee da Vom Secvice De LMA Lies MO Pe A A eee a VRE RAS PaO Bg Er Savina OAS 5 25 arty Services Se Br Stee el e a Party a E Dee 7 Party Sante D6 r ey hp O Marly bevie DS Bay pee S ET Bw ir a ES ee ae re ae Se Fans ra ie e Feo OnE Ay Wee E Sin Mi e Papa E a Pr pip n ae E vey i Sey Ft BF on ae Boot EN Gee Set Bee Be Se Apa Page Pa LE jig roe aT A Rah SE DARE a Mos Epa LET A E iae a i Scan bee Tal Lp ap TA E Scan 2 Sear Ea oe 2 Livan 4 eo fe ALI 50207 a Sere Oh AE O A SOdo Doe Tues SOOT DSTI DOO Tas A ol FEFFE id a A A OOOO OCC THM AA enen e Saa A a A F FEFEFE aE A ees amnia Emt Ta DOONIO HEMS AAA PES This report contains a data subset of the CSV report described above in
113. re of all cases is shown below The blue shaded boxes represent the extra data that is collected according to the case type being captured Related Persons Data based on case type Data based on case type O 2003 2015 Department of Health and Human Services NN IRIS User Guide V1 10 0 The case details are shown on separate panels for each data table Y Note that the case detail information displayed is dependant upon the case type being used The case type being used will define e the Case Details panel what panels will be visible O e what information is required to complete a service record if applicable and J the content of some lookup lists for example available Issues Case Details The case details sheet is shown below Mandatory fields are colored yellow until the item is entered The tab will also stay yellow until all mandatory fields have been resolved p F amily S Services DHS elated P Sasvioes Ho EE css Dial i sora Ld LE ksa aes oie This case ls a referal gt Source of Funding DHS Ede Fiefenal Din 10 from a another ee dll _ Case Owner Relenal Source Outlet Box H Case Code Reference Code 000300 011 41F2 98F7 See Mandatory data caii Housing Type a al Agency s Case Hiao Housing Terre Previous Chad Fist Entries CP Status Previous Family Service Cates fo pca dl AA Pele Ide Protected ff 2
114. record is opened the following client Details screen will be displayed Firstname gres Data of Bit 12 09 1365 v DeciredDoB I Agency E e Sadas jpam Se Ferrie Active Fak TONTA i Country of Bath LACE ss Hoa eel peas English very tafel FetvYertove 0 Postres Lang otEngh Migi Pogam f gt a E Chert Code me O Uber Code TTT Data Source E Ancey Chert Recoed ining if g Ure Dye 2 Ceed on AAI 2008 8 55 22 AM 7 ooo LastModied om NDA y e lr Ue fon o Raz 22 zan y Note that in version 1 8 onwards the client name is locked to prevent accidental modification The Edit button is used to allow the client name to be changed Case History Selecting the Cases tab will display the non substantive top panel and substantive bottom panel case history O 2003 2015 Department of Health and Human Services 39 IRIS User Guide V1 10 0 Betty First oe Pin i Refresh _ bel Ape v OF _ Decined Do8 I TAEK mE First name Betty athy Date of Birth 25 01 7984 Fra Sex Female Actives FF SLE ee Detale Caves Eshemo chad 211 year Retemrals Aelabed Persons Lasse work cournsealing regular one worker ord 04 05 2010 Track Back Case work suppeet 0405 2010 Le Indueci saice consul others re cheni pathol chert 04 05 2010 The information is 1 Referral date 2 Is the case a referral Ref 3 The agency code of the source of the case 4 The case type
115. rporated into IRIS A New in Version 1 9 For Clients Cases Projects and Activities Instead of a single note document individual notes are created and stamped with your User Id and timestamp All notes are visible to all users but editing is restricted according to your security level Eg A STAFF user is able to edit and delete notes created by other STAFF and DATAENTRY users but SUPERVISOR notes are readonly 2 Retesh z clo Firstname Betty Date of Birth 2570171984 Declined DoB Agency 000009 000 surname First Sex Female ye Active SLE IRTET25011984F Details Cases Client Motes La Hew x Delete Combined View Prev Hest Date Staff 12 06 2014 Thu 12 06 PM by Staff 12 06 2014 12 06 52 Staff Load Template Edit Spell Checker Met with Betty over coffeel To assist in entering notes you can Add Timestamps Related Person and Service data only Load a Template and enable the Spell Checker Use the Next Next Ga and Prev A buttons to skip through note entries Combined View l LA Thu 12 06 Phi by Staff Click the Combined View list to view all notes as a scrollable Y Notes are stored as plain text and hence do not have embedded formatting Graphics cannot be stored in notes fields Saved Date 24 08 2015 IRIS User Guide V1 10 0 90 The text editor offers the following options y Sometimes accidental deletion of notes can occur when editing text The Undo option will restore the text to the s
116. se e The agency accepts a referral and holds an initial meeting to assess the client s issues The meeting identifies that the client s needs would be better met by referral to another agency A referral is made subsequently and follow up occurs with the client to ensure the client has been able to access the service If access has not been gained the agency further assists the client to gain access Report this case as a substantive case If agencies require clarification about whether a case should be reported as a substantive or non substantive one a short outline of the scenario should be emailed to your regional liaison officer The scenario will be referred to DHHS head office for advice 3 2 3 3 2 Case Management Tools The case management tools are listed below Button Function New Case Create a new case Only one case of the same type amp funding source can be open at the same time Open Case Open the case that is selected W Delete Case Delete a case This operation cannot be undone Syl Merge Case Merges the information from one case to another case of the same type The duplicate case is then deleted automatically Only administrators can perform this function For further information see Merging Cases Creates a Subcontracting and Referrals for the selected case The case is added to the owner case shell i Track Back Exports the Subcontracting and Referrals data back to the AA lead agency
117. shooting Your Login 3 1 2 Logoff When you have finished using IRIS select File gt Log Off or F3 to end your IRIS session If you have any open windows you will be asked to confirm whether these should be closed Logging Off Close all windows and log off PLEASE MOTE Anv unsaved work will be LOST Press Cancel to complete any activity before logging out Cancel Saved Date 24 08 2015 IRIS User Guide V1 10 0 16 While it is safe to continue if you are just browsing information eg have a list open any unsaved changes will be lost If you are unsure press Cancel and close each window individually IRIS will remain open ready for another Login 3 1 3 Change Password The File gt Change Password item lets you change your Login Password that is the password for the currently logged in user After clicking this option the Change Password window ad07 opens Change Password add Leer Current password Mew password ps O Confirm new password ne 5 10 chars x Cancel 1 Enter your current Login password in the Current Password box 2 Enter the new password in the New Password box 3 Re enter the new password in the Confirm New Password box 4 Click the OK button to accept your changes or Cancel to keep your previous password 3 1 4 Client Merge The File gt Client Merge item provides the facility to merge clients together This is useful where a duplicate client has be
118. ss is required to disable the tracking option 4 The referral case can be opened assigned to a member of staff in the intake agency case owner and work entered services issues etc Y Note Entries and changes made to the referral case will automatically show in the referral shell The referral case does not need to be exported back to the intake agency 5 When the referral case is closed the referral shell will automatically show as being closed The referring case can then be closed manually by the intake agency 2003 2015 Department of Health and Human Services 55 IRIS User Guide V1 10 0 3 2 3 3 4 4 Receiving Referrals A referral case will arrive as an attachment to an incoming email The attachment file will need to be detached and stored in a convenient location To avoid losing files create a new folder and label it appropriately eg create a folder called Referrals Referral cases must be imported into partner agencies and this is a function that only an IRIS Supervisor or higher eg Administrator can perform Click on File and Data Import For details refer to Data Import 3 2 3 3 4 5 Case Closure with referrals A case with tracked referrals must have all referred cases closed before it can be closed To close a case refer to the case closure section in Cases 3 2 4 Groups What is Group Work Group work takes one of two forms The first is as a community service eg a staff member gives
119. ssues Services Closure Case Motes calls Case work counseling regular one worker on Y j 2603 2008 Other han chent famiy home e g offcefoentre John Smith Date 26 02 2008 Female parert ff Adolescent C Deke Location Oher nan cierna hore Maleparent FE Other persons T Int B ngus Worker Methes Intesprete nor B ngual Duration 1120 minutes Travel Time minutes Sence Prowider cbr Smith al Suburb fic Box Ha Vic 3128 Add Timestamp Spell Checker These notes are lrrtex to 2000 characters Use chert or case notes i more s 26 02 2008 Tue 10 53 4M John Siah Hotes le Closure The Closure page is used to close the case the final step in case management A case can be closed only when e All mandatory fields are valid e All tracked referrals applies to lead agency only have been closed e Closure details have been entered The top right hand corner of the page reflects the Status of the case It can only be closed when the status is Open Complete A case with the status Exported means that the case has been closed and the data sent to DHHS this case cannot be reopened Family Services DHS Ciera Fona Fin Other Agency Referral Status Open Incomplete Case Detak Related Persons Issues Services Closure Case Notes Usg Date Crested 2670272008 27 05 LastModiied Sue whocares 2670272008 1
120. t suburb was entered in the case outlet suburb field and so this data does not represent your outlet geography If you only have one outlet you can re assign them all here Otherwise cases will need individual attention Saved Date 24 08 2015 IRIS User Guide V1 10 0 3 5 Help Menu The Help menu contains 2 items File Lists Agency Apia Report Cone AA O mmnur E dz IRIS are Om mundty Gare Projects ity Care Community Care Topics on this menu Table of Contents this document About IRIS 3 5 1 Contents Opens the Online Help at the Welcome Topic 3 5 2 About The Help gt About item displays information about this software sy02 About TIE Integrated Reports and Information System Integrated Reports amp Information System Program Version 1 7 Rel 0 Build 11137 Database Version 1 7 Rel O A Ginkanan DEETAN of Haman See iced Qu AA EE epoca Via tees Munar Services The Version Number in the bottom left hand area is important information to include when reporting a problem to the Help Desk Click the OK button to close this window 2003 2015 Department of Health and Human Services NOS IRIS User Guide V1 10 0 4 Using Notes IRIS offers many plain text fields for users to store comments or notes as required Note that some fields such as the services notes have a set length whilst others are not limited Several tools to assist in managing any notes stored have been inco
121. tal Time Total Travel and Total Hours 3 3 4 5 6 List the issues of the cases from your agency 1 Select Report then Case 2 Select Refresh button 3 Select Statistics button 4 Arrow through Case Statistics Report screen using the Next Page button at the top of the IRIS screen until you see the heading Issue This section shows the types of issues and a count of each issue type 3 3 4 5 7 Total work your agency has done for all cases in a particular time period 1 Select Report then Cases 2 Change Date Range or From and To fields in Include Only Cases with Service Activities in the Period field 3 Select Refresh button 4 Select Statistics button 5 Go to the end of the report using the last page icon at the top of the IRIS screen it looks like a right pointing triangle with a line next to it 6 Look for the last line of the report that says Service Activity Summary of Total Time Across to the right there is Total Time Total Travel and Total Hours 3 3 4 5 8 Work your agency has done for a particular time period based on case code filter 1 Open the case for your client refer to Clients amp Cases Step by Step if you need assistance 2 In Case Code field on Case Details screen type in a unique code eg client s name today s date etc 3 Select OK button twice 4 Select Report then Cases 2003 2015 Department of Health and Human Services
122. tics Report provides some basic statistical information on the data selected O 2003 2015 Department of Health and Human Services NON IRIS User Guide V1 10 0 3 3 2 1 Sample NSC Summary Report 1 Select Report then Non Sub Cases from the drop down menu at the top of the screen 2 Click on the Refresh button 3 Select the Summary button The report will appear on the screen like a Print Preview To print select the printer icon from the top of the screen and the report will print to your default printer A sample NSC Summary report is shown below Non Substantive Case Summary Report Cara Cisi Cae Ducato Travel Eme Caicos User Coda DAS Seal Ags Susan Seras CHS 20000 Susan Loco Seal agil Support Saria CHS ie ae Bib 13 g Eiu Wat 554 gt 250200 Susan Seco Seu GEMA Support erro DNS ian 33 0 Elie nesda mei Eiun E eae Talg them pout OS Susan Second Sel Al Support Services OHS 00004 000 e Essuca WE 524 br et DEMOS Share ire Seu dl Guat Serrat HS Eu Mid ri ot a Aaaa 1 g Mekosre CEO VE 3000 Cartes goah Wit 053 TE Hon 3 Fed al Repo EZE Tiksel tres Lig ii Selection Criteria Pa a Se Trey Leroy Conta mi Saa Gael Seppo Servia Due Taria ol Fund al Di Cater Chen Susuri lib r Cady Dee Range mito 3 3 2 2 Sample NSC Statistics Report 1 Select Report then Non Sub Cases from the drop down menu at the top of the screen 2 Click on the Refresh button 3 Select the Statistics button
123. ting to DHS 17 Staff Adding 76 Reports 57 Staff Changing 78 Case Details 69 Managing Client Lists 36 Case Statistics 69 Merging cases 46 Case Summary 68 Cases 67 N Client Details 64 Client Statistics 64 Client Summary 63 Non sub cases 13 Non substantive case definition 31 Non substantive Cases 31 nents 0 Attaching a Client 34 Non Sub Cases 60 clients 33 Projects 59 creating 33 Reports Program Specific 75 Maintaining 33 Reports throughput 74 Note template 90 S Notes 89 NSC 31 Savingcomments 89 Nursery Equipment Program 103 Saving notes 89 Spelling 91 af is Subcontracting 47 49 Password 16 Subcontracting Definition 47 Project 27 T Project activities 30 Project Creating 27 Templates fornotes 90 Project Definition 27 Text 89 Project notes 30 The Subcontracting Process 49 Project user code 27 Timestamp 90 Projects 13 Timestamp notes 90 tracked referrals 55 Q Tracking referrals 21 Quarterly data export 17 Transferring Client Data 97 Troubleshooting 101 R U Receiving Referrals 55 Referral 47 User code 30 lead 49 User code NSC 33 partner 49 User code projects 27 shell 49 Utilities 92 92 97 sub 49 Backup 96 referral close 55 Configure 92 Referral create Configure Database 92 other agency 51 Configure Database Connection 92 self 51 Configure Registration 92 sending 51 Configure Setup Key 92 tracking 51 Deploy 99 Referral receiving Deploying Upgrades 99 import 55 Restore 96 Referral tracking 21
124. tion Guide click the Windows Start button then move to Programs gt IRIS gt Installation Guide This Guide is also available on the IRIS CD Insert your IRIS CD allow it to AutoPlay then click the Installation Guide button on the opening page Installation Guide 6 3 Screen Identifiers This is a list of all of the IRIS screens and report identifiers These codes should be used when reporting problems to the Help Desk Scrn Id Description sy00 Main Window syO1 Login sy02 About sy03 Database Update In Progress sy 04 Login for MS SQL Upgrade Saved Date 24 08 2015 IRIS User Guide V1 10 0 102 ad01 Agency Details ad02 Staff List ad03 Staff Details ad04 Agency Case Maintenance ad05 Agency Case Source of Funding Select ad07 Change Password cf01 Configuration Main Window cf02 Configuration Registration cl01 Client list cl02 Client details cl50 Client Report Selection ca00 Case Details ca00 1 Case Case Details top section ca0l Case Details Family Support ca02 Case Details Financial Counselling ca03 Case Details Sexual Assault Services ca04 Case Details MCH ca05 Case Details Problem Gambling ca06 Case Details EI SCS ca07 Case Details Family Violence Services ca08 Case Details General cal0 Case Details LN amp SLN call Case Details PSFO ca00 2 Case Related Persons ca00 3 Case Issues ca00 4 Case Services ca00 5 Case Closure ca00 6 Case Notes ca50 Case R
125. tlet Setup 2 2 Projects This button is provided as a shortcut to the Lists gt Projects menu item The projects section allows you to record details about your non client specific activities More information about Projects 2 3 Non Sub Cases This button is provided as a shortcut to the Lists gt Non Sub Cases menu item Non substantive cases are cases of service to clients that are short ie lt 2 hours and no detailed information is recorded about the client or the service provided Pb More information about Non Substantive Cases Saved Date 24 08 2015 IRIS User Guide V1 10 0 ta 2 4 Clients This button is provided as a shortcut to the Lists gt Clients menu item The clients section allows you to record details about your clients and to attach cases and assign workers to clients In the case part of the client record you can record not only case details but also related persons issues services case closure and case outcomes Pb More information about Clients 2 5 Groups This button is provided as a shortcut to the Lists gt Groups menu item The groups button allows you to establish groups and record all the services delivered by your agency in group settings Group service activities are automatically attached to the clients that participate in the group More information about Groups 3 Menu Reference This section provides a detailed reference to all the IRIS menu items The image below represents the
126. to that shipped Firebird then you may have to obtain a license for that product ie MS SQL Servere If SQL server is required contact the IRIS Helpdesk who will be able to assist with the installation and provide all the SQL scripts to build the system 2003 2015 Department of Health and Human Services 93 IRIS User Guide V1 10 0 Configuring the Database When your agency is ready to use the IRIS production copy contact the IRIS Helpdesk who will send you a setup key to activate the production copy This key will set the agency code and create the case types that your agency is funded for If your agency is using more than one production database you will be given a setup key for each database The key s will be sent to your agency by email Copy the key fromthe email that was provided by the IRIS Helpdesk into the clipboard by highlighting the key and right click with your mouse and clicking onto copy The registration of IRIS for the agency is part of the IRIS configuration process The Production database is the live version that will be used to manage clients and cases and will be the database from which the IRIS data will be exported to the DHHS The production database is activated via the IRIS Configuration program as shown below tes IRIS Configpation E ints TRAIN Please select he mode of operation Production Test and Training When the IRIS Configuration screen is displayed Men IRIS Conf
127. updates e Unchecking this option is recommended for systems exclusively on a local area network Note This option is ignored if the database is local to this computer stand alone installation The local cache file is named in the format JIRISCache_V R M TMP eg IRISCache_1 2 O TMP and stored in the folder specified under Store data in folder All users must have write access to this folder e User s temp select this option if users normally have a computer to themselves ie single Windows login ID Programs always have write access to this folder and is therefore the safest to use However multiple copies of the cache file will be created unnecessarily if multiple Windows login IDs are used e Program select this option if users generally share a computer ie multiple Windows logins and the IRIS folder is writeable This is normally safe to use as well e Other specify a common writeable folder that will be recognised on all computers Eg Shared Documents C Documents and Settings All Users Documents If this folder does not exist when IRIS starts this option will revert to the User s Temp folder Select this option only if users generally share a computer ie multiple Windows logins and security has been applied to the IRIS folder Apply only to computers with a name starting with If you have a mixture of local and remote users you will want the local cache facility to be active only for the remotely connect
128. uring IRIS 26 Agency lead 49 Current data collections 4 Agency sub 49 Attaching a Client to NSC 34 D Data 24 B Exported Data Report 75 Backup database 26 Data Backup 26 Data de identified 17 C Data export 17 Case Data Import 24 55 Create 46 Database connection problems 103 Definition 45 Definition of Subcontracting 47 Delete 46 Dictionary 91 Maintain 46 Merge 46 F nee E FAQs 103 Structure 45 Tranfer 46 G Case merge 46 Cases aoe ene 40 Details Report 5 7 Creating 40 Groups 14 55 Definition 40 D Details 40 Working with Groups 56 Issues 40 l Maintaining 40 k Related persons 40 Importing data 24 services 40 Impoting referrals 24 Cases closed 55 Information Privacy 4 Casework Definitions IRIS backup 26 Groups 12 IRIS closing 26 Non Substantive Cases 12 IRIS Configure 26 Projects 12 Substantive Cases 12 L Changing DBMS platforms 103 Licensing 11 Changing servers 103 Login 15 Checking spelling 91 Login troubleshooting 15 Client 36 Logoff 1 case history 38 ogo 5 details data 38 M notes 38 Client attach to NSC 33 main Window 7 Client Lists 36 Maintenance 75 Agency 83 Agency Options 84 Agency Outlets 85 Client Management 36 Client merge 16 Clients 14 36 Case 79 Creating 36 Case Deleting 82 Deleting 36 2003 2015 Department of Health and Human Services Maintenance 75 Referrals 21 Case Modifying 82 Referrals encryption 21 Case New Case 80 Referrals importing 24 Staff ve Repor
129. valid The plus and minus keys change the date a day at a time Click the small button next to the field or use ALT DOWNARROW to display a pop up calendar From this you can use the arrow keys to select a date and quickly change the month using PAGE UP PAGE DOWN or year using CTRL UP CTRL DOWN 1 4 Licensing Requirements The software is available free of charge to DHHS business partners and licensing is not required However when setting up IRIS to collect data each installation must have a unique agency code for data identification purposes This code is obtained from the IRIS Helpdesk Note that if you elect to use a different database to that shipped Firebird then you may have to obtain a license for that product ie MS SQL Server Note also that this version of IRIS uses an updated version of Firebird Saved Date 24 08 2015 IRIS User Guide V1 10 0 12 2 Main Window This section details the Quick Access buttons on the left of the main IRIS window These buttons perform the same action as the options in the List Menu erk hildre ifice for Bon Cr Topics on this menu Projects Non Sub Cases Clients Groups 2 1 Starting IRIS To start using IRIS do one of the following 1 Double click the IRIS icon on your desktop 2 Click the Windows Start button move to Programs gt IRIS then click the IRIS menu item If neither of these items are
130. which the main database is stored is damaged or otherwise becomes inaccessible you will be able to recover your database from the other location Please note that the backup is performed by the server and so the To GBK file location is relative to the server When you are working in a stand alone environment your computer also acts as the server so the location corresponds to your system This is not the case if you are attached to the server in a network environment The path will most likely be pointing to the C Drive C even if the server appears to you as a shared drive attached to the server eg F Data With a suitable backup folder specified click the Start Backup button to begin the backup process This will usually take just a few moments Click the Close button when done This utility can also be used to restore the database from a backup file To Restore a database please call the IRIS Helpdesk O 2003 2015 Department of Health and Human Services IRIS User Guide V1 10 0 5 3 Client Transfer Clients including all notes may be copied to other IRIS databases using the IRISExportOne program This program is used for transferring a client to another system as shown below for example when a client moves to a new district and they wish to have their IRIS client data transferred to the new agency This is done from the Client List screen by selecting the client and clicking on the Transfer button First name

IRIS User Guide V1.10.0 - IRIS Software – Agency Portal

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IRIS User Guide V1.10.0 - IRIS Software – Agency Portal