SHIP Administration User Guide - Australian Institute of Health and
Contents
1. Reports J Gender Male Female Name John Doe Fuzzy Gender male GO Clear Date of Birth 27 05 1970 Indigenous Status Not Indigenous Admin Country of birth Australia Language at Home English Comments Date of Death Last update Worker A ACME Homelessness Services 10 06 2011 14 23 59 EST Addresses Suburb Type End Date Primary 375 Johnston St Abbotsford 3067 Home Documents notes alerts etc associated with this record Workgroup Number ACME Homelessness Services 21 Alias Duplicates ID apie a Surname Alias Duplicate Last Update 2 Jonathon Doe Alias Worker A 10 06 2011 Drop ACME 12 33 34 alias Homelessness EST Services Figure 22 Merge tab displaying selected primary person record SHIP Administration User Guide July 2011 Version 1 2 Page 17 Homelessness TR picture p KD future 4 Specialist Homelessness Information Platform Powered by Infoxchange SRS 7 Inthe Search for secondary record form enter the First Name and or Last Name of the secondary person record These fields will have been defaulted from the search criteria entered in the primary search criteria It is also recommended to click the Fuzzy search check box to display partial matches and to allow for incorrect spelling 8 Click GO and a list of possible secondary person records will be displayed 9 If you want to view the Person Details tab for the selected secondary person record click Open Note that you will th2. Undo Merge the system will remember what records have been merged and will allow you to unmerge the two person records at a later date Drop Alias will allow you to delete an alias that has been incorrectly entered or is no longer valid SHIP Administration User Guide July 2011 Version 1 2 Page 19 Administration SHIP better future 7 User Guide gt Powered by Infoxchange SRS 2 5 Audit Log The Audit tab within the Admin page is only available to users with the Coordinator access level The Audit tab enables you to review the activities of individual Workers or review access to specific client records over a period of time SHIP Specialist Homelessness Information Platform ee Change Password Preferences Documents Finance Bulk Actions Merge Audit Tem Persons From 10 06 2011 To 10 06 2011 CF Person ID Worker Worker A v Audit Log Date Person ID First Name Last Name Alias Duplicate Worker Workgroup 10 06 2011 09 13 36 EST 1 John Doe Worker A ACME Homelessness Services Admin 10 06 2011 12 07 04 EST 1 John Doe Worker A ACME Homelessness Services 10 06 2011 12 47 40 EST 4 Susan Doe Worker A ACME Homelessness Services 10 06 2011 12 47 47 EST 1 John Doe Worker A ACME Homelessness Services 10 06 2011 13 41 06 EST 4 Susan Doe Worker A ACME Homelessness Services 10 06 2011 13 41 09 EST 1 John Doe Worker A ACME Homelessness Services Figure 25 Audit log list displayed for selected worker Y
3. 6 Templates The Templates tab within the Admin button is available to users with either the Coordinator or Administrator access level The application supports two types of document templates Merge templates these are templates used in the person data merge facility within the Documents tab in the Person page This is similar to a mail merge where the client details are merged into a Rich Text Format RTF document template that can be saved against the client s person record and printed For example referral letter letter of introduction Static documents useful documents and files that do not need to have specific client details incorporated into the document These documents may be general documents that can be printed off as needed and are not stored against the client s file For example the agency s confidentiality and privacy policy Templates first need to be created in Microsoft Word or other applications and then the template or document is uploaded to the application via the Templates tab See section 4 0 Allowable Tags for Rich Text Format Documents for a full listing of the allowable merge tags for RTF documents The selected Document type of Merge or Static dictates where the template document will be available within the application and the purpose of the template document Template Document type Merge available via the document merge facility within the Documents tab in the Person page Temp
4. Infoxchange SRS Section 3 Access Levels 3 0 Access Levels Depending on your level of access the screens within this Administration User Guide may look a little different to your version of SHIP Employees will have more or less menus available to them depending on what is required to undertake their position Please refer to the general User Guide for a full description the Normal User access level functionality throughout the pages and tabs within the application Usually two people within an organisation will be provided with Coordinator access and will add users and assign roles This Administration User Guide details the functions within the application that are only available to the Coordinator and or Administrator access levels The Administrator access level does not include any function that displays client data The following table sets out the default page and tab level access Access Level _ ae Reception a No access No access No access Change Password Worker Preferences Documents Normal User All tabs All tabs All tabs Reports Change Password Lists Preferences Financial Documents Referrals Bulk Actions Reception Custom Results Reports Only No access No access No access Reports Change Password Lists Preferences Reception Custom Results Table 1 Default page and tab access levels within SHIP for Reception Worker Normal User and Reports Only roles SHIP Administration User Guide July 2011 Version 1 2
5. Page 27 Homelessness better future 7 Specialist Homelessness Information Platform Powered by Infoxchange SRS Page All tabs All tabs All tabs All tabs All tabs Access Level Administrator Reception No access No access Change Password i Preferences Financial Documents Referrals Users Reception Templates Custom Reference Data Results Table 2 Default page and tab access levels within SHIP for Coordinator and Administrator roles Some configurations do not include the Users tab within the Coordinator access level The Administrator access level enables access to the Reports page although report functions containing identifiable client data will not be available SHIP Administration User Guide July 2011 Version 1 2 Page 28 Homelessness better future 7 Specialist Homelessness Information Platform Powered by Infoxchange SRS Section 4 Rich Text Format RTF Merge Documents 4 0 Allowable Tags for Rich Text Format Documents The following tags are compatible with the Rich Text Format RTF merge templates described in section 2 6 Templates Key Word Recorded in SRS SHIP Persons gt Details gt Primary Details lt lt p language gt gt Person language at home Persons gt Details gt Primary Details Person indigenous status Persons gt Details gt Primary Details lt lt p addressblock gt gt Person addressblock Includes position organisation and address details Worker first
6. i better future 4 li IINA Specialist Homelessness LAV Information Platform Powered by Infoxchange SRS To search for a client via their Aloha Code 1 Navigate to the Full Search facility within the Persons page 2 Enter the Alpha Code and click GO Worker Coordinator A ACME Homelessness Services SHIP John Doe male DOB 27 05 1970 Age 41 yrs dk A Home Search Details Notes Payments Accommodation Status Alerts Referrals pi ns Tasks Documents Menu Persons Search for Given name Family name Male Female Fuzzy OHOE2 GO Days Search Results Nm a FP Given Name Family Name Sex DOB Alias Match John Doe male 27 05 1970 0 Admin Johan Doe male 01 01 1970 Alias 0 6 Recent List Family name search Figure 7 Search tab displaying Alpha Code search and search results with Alpha Code field highlighted 2 2 Financial Reconciliation The Finance tab within the Admin page is only available to users with the Coordinator access level To assist with financial reconciliation activities the Finance tab provides access to the payment information that has been entered within the application SH IP Pp Worker Coordinator A ACME Homelessness Services gt Specialist Homelessness Information Platform Home Change Password Preferences Documents Finance Bulk Actions Merge Audit Templates Reference Data Menu Persons Workgroup ACME Homelessness Services w Date Range This Month v Fin
7. selected prior to selecting the SHS tab The tabs on the right hand side list the person records that have current SHS Support Periods for the selected SHS Collection Period Please note The Missing Records tab displays the person records that do not have a SHS Status Update record for the selected Collection Period The Included Records tab displays the person records that have a SHS Status Update record for the selected Collection Period Person records are grouped together into their presenting units with the head of the presenting unit listed first and members of the presenting unit denoted by the L icon see Figure 2 SHIP Administration User Guide July 2011 Version 1 2 Page 5 Homelessness EF picture p gt future 4 Specialist Homelessness Information Platform Powered by Infoxchange SRS The Unassisted tab displays the Unassisted Person records that will be included in the SHS data validation and extraction for the selected Collection Period The Submission Log tab lists the previous SHS data extraction history Clicking on the blue person name will open a new browser page and display the Person Details tab for the selected person record This allows you to correct the missing details for the person and then click back to the initial browser page so you can continue with the SHS validation work Clicking Refresh will refresh the display of all of the tabs It is recommended that you click R
8. to Normal User If a different access level is required select the correct access level from the list Most users should be given Normal User access level Managers and team leaders may be given Coordinator access level Administration workers who are responsible for adding users and running reports may be given Administrator access level Identifiable client data cannot be viewed with the Administrator access level See section 3 0 Access Levels for a listing of the pages and tabs available within the application to the different access levels You have successfully updated this record Edit user record User Name Firstname Lastname First Name Firstname Last Name Lastname Email Address Default Cluster 5H5 Test Start Date 21 06 2011 New Password Confirm Password User Blocked L Change password E Woptgroups SHS Test 2 or c Remove from group Add to workgrone Figure 13 Edit user record form with Normal User access level highlighted SHIP Administration User Guide July 2011 Version 1 2 Page 12 Homelessness r picture clearer picture 2 KD future 7 Specialist Homelessness Information Platform Powered by Infoxchange SRS 10 If the user needs access to another workgroup make another selection from the Add to workgroup list at the bottom of the form and assign the required access level 11 If the user is a manager who is not an operational member of the workgrou
9. Commenced Role AdminA Admin A 15 06 2011 Administrator CoordinatorA Coordinator A 15 06 2011 Coordinator WorkerA Worker A 09 06 2011 Normal User WorkerB Worker B 09 06 2011 Normal User Figure 10 Users tab displaying list of current users Some application configurations do not include the Users tab within the Coordinator access level SHIP Administration User Guide July 2011 Version 1 2 Page 10 Homelessness clearer picture J ED future 7 Fr Spedali Homelessness Information Platform Powered by Infoxchange SRS 2 3 1 Creating a New User The process of creating a new user involves three steps 1 Creating the new User Name 2 Allocating the new User Name to a workgroup Failure to allocate the User Name to a workgroup will result in the user not being able to access the required functions and records within the application 3 Allocating the correct access level To create a new User 1 Click Add new user button and the Add new user form will open to the right of screen Add new user User Name Firstname Lastname First Name Firstname Last Name Lastname Email Address Default Cluster 5H5 Test Start Date 21 06 2011 New Password sesssesss Confirm Password sesssesss User Blocked L Change password E Workgroups Add to workgroup Figure 11 Edit user record form 2 Enter the new User Name User id Please note that e The User Name is case sensitive e It is recommended that th
10. Homelessness kJ Australian Government picture E o better future 4 r futur ya gi Australian Institute of Specialist H elessness Health and Welfare lr o mation Ph atfo rm Powered by Infoxchange SRS Specialist Homelessness Information Platform Administration User Guide July 2011 July 2011 edition This manual is published by the Australian Institute of Health and Welfare under licence Enquiries about the AIHW Specialist Homelessness Services Collection should be made to info aihw gov au Copyright enquiries should be made to Infoxchange 1300 306 645 or info infoxchange net au SHIP Administration User Guide July 2011 Version 1 2 Page 2 core picture J A better future Specialist Homelessness Information Platform Powered by Infoxchange SRS Table of Contents 1 0 2 0 3 0 4 0 5 0 Lal LS og EE NE EE A 4 1 1 Specialist Homelessness Information Platform Pages rrrrrrnnnnnrvnrrnnnnnrennrnnnnnnenn 4 Application Administration rrnnnnnnnnnnrvnnnrvnnnnrrnnnnennnnrennnnrennnnrennnnrennnnennnnsennnnnennnerennnsnennnsen 5 2 1 SHS Collection Period Reporting rrrrrrrrrannrnnrvvnnrrrnnnnnnnnrrnnrrrnnnnnnnsrrnnnrrnnnnnnnnsennnn 5 2 1 1 Validating the SHS Collection Period Data rrrnnnnnnnnnnnnnrnnvvnnnnnnnnnrrrrerennnn 6 212 Summa REP anse 7 2 1 3 SHS Data Extraction rrnrrnnnnnnnnrrnnnnnnnvvnnnnnnnvvvnnnnnnnnvvnnnnnennevnnnnnnnnevnnnnnene 7 2 1 4 Wit
11. Powered by Infoxchange SRS If no errors are found in the validation process the SHS data collection extract file is created and will be available to download from the Results tab The extract should be saved to a location on your hard drive and then submitted to the AIHW Specialist Homelessness Online Reporting SHOR website A link to SHOR is provided on the SHS tab upon successful SHS data extraction See Figure 4 After a successful data validation and extraction the Submission Log tab is updated with the date of the SHS data extraction SHIP Worker Coordinator A ACME Homelessness Services Specialist Homelessness Information Platform Home Reports Lists Financial SHS Referrals Reception Custom Results Menu Persons Workgroup ACME Homelessness Services Refresh Days SHS Agency Name ACME Services Missing Records Included Records Unassisted Submission Log R ari 5 SHS Agency ID 12345A Collection Period Extract Date Worker p Collection Period May v 20lil w May 2011 22 06 11 Coordinator A Withdraw Admin Validate Data Summary Report tO OF Extract Data Extract Submitted This extract may take a few minutes to run If the extract has been correctly validated it will be available for download from the results tab The extract ID number is 26 Please save the extract to a location on your hard drive You then need to sumbit it to the Australian Institute of Health and Welfare AIHW
12. alize Transactions Date First Name Last Name Account Payment Type Worker Amount Action From 01 06 2011 E Total To 22 06 2011 E 325 00 Admin W 06 06 2011 John Doe Worker A 100 00 Update 06 06 2011 John Doe Worker A 75 00 W 06 06 2011 Nickie Smith Worker A 150 00 Update TOTAL 325 00 Figure 8 Finance tab displaying payment information To generate a list of financial transactions 1 Select a Date Range by either using the blue drop down menu at the top of the screen or by using the calendar icon 2 Youcan filter by Date First Name Last Name Account Payment Type or Worker Once one of the options has been selected click Apply Filter Please note that Clicking on the transaction Date will take you to the detailed payment transaction record l e the payment record in the Persons page You can update the payment transaction amount by entering the updated figure in the Amount field and clicking Update SHIP Administration User Guide July 2011 Version 1 2 Page 9 EN EE ME Soe Homelessness el af Peay UE UA G DS R picture ld better future future 4 Ar 2 AA Specialist Homelessness LJUINGIG Information Platform Powered by Infoxchange SRS Organisations often finalise payment transactions following reconciliation of their records and internal financial systems These payment transactions are locked down and cannot be edited SH P RIR worker Coor
13. and ongoing casual or crisis assistance There are a number of tabs and function options under the Persons page which are detailed in the general User Guide The Persons page is not available to users with the Administrator access level The Coordinator access level can access all tabs within the Persons page and has the added functionality of being able to delete the following records Notes delete function is only available until the Note is locked down Payments delete function is only available if the Payment has not been locked down via the Financial reconciliation process See section 2 2 Financial Reconciliation Accommodation Alerts Tasks Documents Memos To delete one of these records the Coordinator will need to 1 Navigate to the Person record and open the Note record or similar SHIP A Worker Coordinator A ACME Homelessness Services John Doe Male DOB 27 05 1970 Age 41 yrs A Home Search Details Notes Payments Accommodation Status Alerts Referrals Plans Tasks Documents Menu gt Persons Memos Filter q gt Edit Memo Details BO Days Date t rene Memo Date 05 05 2011 4 GE 10 05 2011 Worker A Susan requires after school care Worker A ACME Homelessness Services X Reports i Child care while her parents are house Worker s z arrangements hunting I have prepaid this Type Transport arrangements vw Admin through the no interest loans Va scheme They
14. assword in Confirm Password 3 Tick the Change Password checkbox which will force the user to change their password the next time they log into the application 4 Click Save 2 3 3 Unblocking a User Account A user account may become blocked due to five consecutive incorrect password attempts or by lengthy account inactivity Edit user record User Name Firstname Lastname First Name Firstname Last Name Lastname Email Address Default Cluster 5H5 Test Start Date 21 06 2011 New Password User Blocked Workgroups SHS Test 2 Normal User Add to workgroup Please select Figure 16 Edit user record with User Blocked highlighted The user account can be unblocked by unchecking the User Blocked check box and clicking Save SHIP Administration User Guide July 2011 Version 1 2 Page 14 Homelessness picture clearer picture 2 better tuture future Specialist Homelessness Information Platform Powered by Infoxchange SRS 2 3 4 Removing User Access To remove the active user account from the system 1 Open the Edit user record form for the user account Edit user record User Name WorkerC First Name Worker Last Name C Email Address Default Cluster SHS User Manual Start Date 21 06 2011 New Password Confirm Password User Blocked C Workgroups ACME Homelessness Normal User Remove Services from group Add to workgroup Please select Figure 17 Edit user r
15. athon Doe Alias Worker A ae Drop ACM 2 33 34 alias Support Periods Homelessness EST No conflicting Support Periods Services II Figure 23 Merge tab displaying selected primary and secondary person records ith Mal ei Mia and Merge buttons highlighted 11 Carefully consider both records to ensure they relate to the same client before clicking Merge Note that in addition to merging the records clicking Make Alias will also create an Alias record from the name and gender details of the secondary person record For example the Make Alias function would be used if you were merging two records where the person is known under different names hence the accidental creation of a duplicate record for the person 12 Click Merge to merge the secondary person record into the primary person record 13 If you are sure you want to merge the records click OK to confirm the merge Please note that the Merge button will not be available if the two selected person records have overlapping SHS Support Periods or Profiles The conflicting SHS Support Periods will be displayed in the Support Periods section of the Secondary Merge Record form SHIP Administration User Guide July 2011 Version 1 2 Page 18 Administration User Guide Homelessness icesrerpcture J di Specialist Homelessness Information Platform Powered by Infoxchange SRS Once the merge process has been completed a confirmation message will be displayed in
16. ays page and select the correct date to open the Payment record or similar SH P Er orker Coordinator A ACME Homelessness Services Spariallst t Homelessness Information Platform Menu Persons List date 4 06 06 2011 gt al GO Edit Payment Details BO Days Payments Filter 4 Person John Doe z First Last Reports Name Name 1 4 John Doe establishing maintaining a 75 00 30 Admin dl tenancy k bishi 2 Ez John Doe establishing maintaining a 10000 Q Payment for establishing maintaining a tenancy amp Recent List ETT tenancy Amount 100 00 John Doe 3 E Nickie Smith accessing external specialist 150 00 i SN R etat ya services 325 utility connection fees at the new house Bob Doe Susan Doe Payment Type Amount Date 06 06 2011 il Worker s Worker A ACME Homelessness Services X Payee Generic Electricity Company Fund Paar EE Client Relocation Fund May be viewed by Workgroup Cluster Last update Wopkef A ACME Homelessness Services Family name search 14 Delete Figure 35 Payments tab displaying Edit Payment Details with Delete button and Delete icon highlighted 2 Click either the Delete button within the Payment record or the Delete icon on the Payments list 3 Confirm the deletion SHIP Administration User Guide July 2011 Version 1 2 Page 26 H Ga elessness better future 2 future 2 aped Homelessness Information Platform Powered by
17. data that will be sent to AIHW as part of the SHS data collection The report can be accessed via the Results tab Note that the report contains client names These names will not be sent to AIHW as part of the SHS data extraction The names have been included in the report only so that should you identify data that needs to be corrected you can click the blue person name and be taken straight to the Person Details tab 2 1 3 SHS Data Extraction Once the missing SHS Status Update records have been created and the data has been validated the SHS data extraction process is performed by clicking Extract Data Note that the Extract Data button will be protected if there are any person records identified as missing a SHS Status Update record for the collection period Worker Coordinator A ACME Homelessness Services Specialist Homelessness Information Platform Home Reports Lists Financial SHS Referrals Reception Custom Results Menu Persons Workgroup ACME Homelessness Services Refresh SHS Agency Name ACME Services Missing Records Included Records Unassisted Submission Log SHS Agency ID 12345A Client Episode Episode Last Status Collection Period May v 2011 Start Date End Date Update Johan Doe 02 05 11 10 06 11 Validate Data Summary Report L Jane Doe 02 05 11 10 06 11 L Bob Doe 02 05 11 10 06 11 Excract Submitted L Susan Doe 02 05 11 10 06 11 Bill Jones 04 05 11 22 06 11 This extract may take a few m
18. dinator A ACME Homelessness Services Specialist Homelessness Information Platform Home Change Password Preferences Documents Finance Bulk Actions ge Audit Templates Refer amp rce Data Menu Persons oron ACME Homelessness Services w Date Range This Month Finalize Transactions Date First Name Last Name Account Amount Action Qm 01 06 2011 E Total 325 00 John Doe Worker A 100 00 Update John Doe Worker A 75 00 Nickie Smith Worker A 150 00 Update 325 00 Figure 9 Finance tab displaying payment transactions with Finalise Transactions buttons and check boxes highlighted To finalise transactions 1 Select the payment transactions to be included in the finalisation process by ticking the check box on the left hand side 2 To lock down the payment transactions click Finalise Transactions and confirm you wish to lock down the transactions These payment transactions will no longer be able to be edited 2 3 User Management The Users tab within the Admin button is available to users with either the Coordinator or Administrator access level The Users tab provides access to the User Maintenance functions SHIP X Worker Admin A ACME Homelessness Services Specialist Homelessness Information Platform Logout Home Change Password Preferences Documents Finance Users Templates Reference Data Reports Cluster SHS User Manual Admin View Current Users v UserName User Date
19. e Person ID is 1 and the Alias ID is 2 Worker Coordinator A ACME Homelessness Services John Doe male DOB 27 05 1970 Age 41 yrs 4 A Home Search Details Notes Payments Accommodation Status Alerts Referrals Plans Tasks Documents Menu Persons Alias Edit Alias Details B Primary Name Given Name Jonathon Alias Middle Name Create new relationship Family Name Doe Relatj nship Comments Sex Male Female z Comments Family name search Last update Worker A ACME Homelessness Services Support Periods New Support nerod 10 06 2011 12 33 34 EST Commenced Last Updated 02 05 2011 10 06 2011 Figure 21 Person Details tab with Person Id highlighted 5 When viewing the Primary person record search results on the Merge tab you can view the Person Details tab for the selected person record by clicking Open see Figure 20 Note that you will then need to navigate back to the Merge tab and start the merge process again 6 Click Select to confirm the primary person record for the merge process This is the record that will be kept SHIP ns Worker Coordinator A ACME Homelessness Services Specialist Homelessness Information Platform eee Change Password Preferences Documents Finance Bulk Actions Merge Audit Templates Reference Data Menu vos I Search for secondary record Persons Primary Record details kept First Name 10 Days ID New Search Last Name Doe
20. e naming convention of Firstname Lastname be followed For example if the user s name is John Smith the new User Name should be John Smith e The User Name can consist of letters numbers and the dash and the dot characters No other characters or symbols are permitted Enter the First Name and Last Name Enter the New Password and re enter the password in Confirm Password The password must be at least six characters in length and contain both letters and numbers Ensure that the User Blocked checkbox is not ticked Tick the Change Password checkbox which will force the user to change their password when they log into the application 7 Click Save The User account has been saved SHIP Administration User Guide July 2011 Version 1 2 Homelessness r picture clearer picture 2 KD future Specialist Homelessness Information Platform Powered by Infoxchange SRS 8 Toallocate access to a Workgroup make a selection from Add to workgroup list and click Save You have successfully updated this record Edit user record User Name Firstname Lastname First Name Firstname Last Name Lasiname Email Address Default Cluster SHS Test Start Date 21 06 2011 New Password Confirm Password User Blocked O Change password EH Add to workgroup Please select Figure 12 Edit user record form with Add to workgroup highlighted 9 The access level for the Workgroup will default
21. ecord with Remove from group highlighted 2 Click Remove from group for all listed Workgroups 3 Once all workgroups have been removed the Remove User button will be displayed Edit user record User Name WorkerC First Name Worker Last Name C Email Address Default Cluster 5H5 User Manual Start Date 21 06 2011 New Password Confirm Password User Blocked C Workgroups Figure 18 Edit user a mith Remove User button highlighted 4 Click Remove User 5 The user account will be removed as an active user but all database references to the user will be retained For example association with case notes If you don t want to remove the active user account from the system but do want to remove access for a period of time tick the User Blocked check box The user will not be able to log in to the application SHIP Administration User Guide July 2011 Version 1 2 Page 15 TR picture p gt future 4 Specialist Homelessness Information Platform Powered by Infoxchange SRS 2 4 Merging Person Records The Merge tab within the Admin page is only available to users with the Coordinator access level The Merge tab allows you to merge duplicate person records for the same client For example two workers may have individually entered client details and one record is incorrect Prior to commencing the merge process you should identify the primary person record you want to keep and the secondar
22. ection 1 Introduction 1 0 Introduction Service Record System SRS is an online client management system designed specifically for the human services sector SRS enables organisations to record information regarding individuals and families receiving support It also generates reports to assist with managing service delivery and to provide information to the Australian Institute of Health and Welfare AIHW and funding bodies From July 2011 SRS is being used as the Client Management Solution CMS to serve Specialist Homelessness Services SHS and SHS data collection reporting to the AIHW This solution is referred to as the Specialist Homelessness Information Platform SHIP Depending on your level of access and the configuration for your organisation the screens in this Administration User Guide may look a little different Users will have different pages and tabs available to them depending on what is required to undertake their role See section 3 0 Access Levels for further information on levels of access SRS SHIP is shared across workgroups within an organisation and can be accessed from any computer with an internet connection 1 1 Specialist Homelessness Information Platform Pages The Specialist Homelessness Information Platform SHIP application has five distinct areas or pages The Home page has two parts Firstly the Reception Tab can be used to record unassisted person information Secondly the Home page can be used t
23. efresh after updating person details 2 1 1 Validating the SHS Collection Period Data Before the SHS data can be extracted it must first pass validation which consists of two areas Missing SHS Status Update records Data and business rule validation across the entire collection period To correct the missing SHS Status Update records click on the blue person name in the Missing Records list This will open the Person Details in another browser tab Create the missing records and navigate back to the SHS tab Clicking Refresh will update the Missing Records list Once the Missing Records list is empty click Validate Data to validate the entire collection period Worker Coordinator A ACME Homelessness Services Specialist Homelessness Information Platform Menu Workgroup ACME Homelessness Services Refresh SHS Agency Name ACME Services Missing Records Included Records Unassisted Submission Log NO das diet Episode Episode Last Status _ Collection Period May v 20i1 Start Date End Date Update Johan Doe 02 05 11 10 06 11 Validate Data Summary Report L sane Doe 02 05 11 10 06 11 Extract Data L Bob Doe 02 05 11 10 06 11 Report Submitted L Susan Doe 02 05 11 10 06 11 Bill Jones 04 05 11 22 06 11 This report may take a few minutes to run The report will be displayed in the results tab 1to 5 of 5 The report ID number is 24 Please delete the report when no longer of use Figure 2 SHS tab displaying pe
24. ements a ET Ta 3 Outpatient arrangements fa a Edit Item Option Outpatient arrangements required Grouping optional Description optional EE Specific outpatient hospital arranegments for the client Start Date required 21 06 2011 C End Date optional Ma Last update Admin A 21 06 2011 16 28 17 EST Figure 32 Reference Data tab displaying new Memo Type information The new Memo Type will now appear in the Memo tab of the Persons page To order the sequence of how the Memo Type data will appear in the Memo form click the move up Hr and move down ET icons to move the Memo Type up or down the list SH H Worker Admin A ACME Homelessness Services Specialist Homelessness Information Platform Change Password Preferences Documents Finance Users Templates Reference Data Menu Reference Sets Reference Data o Atal Reference Set Version Created Reference Set Memo Type Option Actions 1 Child care arrangements Admin Memo Type ACME Services 10 06 2011 2 Outpatient arrangemen 3 Transport arrangements Figure 33 Reference Data tab displaying re ordered Memo Type with move up icon highlighted SHIP Administration User Guide July 2011 Version 1 2 Page 24 gt Specialist Homelessness Information Platform Powered by Infoxchange SRS 2 8 Deletion of Records The Persons page is used to record information about individuals and families receiving planned support
25. en need to navigate back to the Merge tab and start the merge process again 10 Click Select to confirm the secondary person record for the merge process This is the record that will be merged into the primary person record Worker Coordinator A ACME Homelessness Services Specialist Homelessness Information Platform Change Password Preferences Documents Finance Bulk Actions Merge Audit Templates Reference Data _ Menu Persons Primary Record details kept Secondary Merge Record ID SS CLEN ip 1 9 Name John Doe Name Johan Doe Admin Gender male Gender male Date of Birth 27 05 1970 Date of Birth dd mm 1970 Indigenous Status Not Indigenous Indigenous Status Country of birth Australia Country of birth Australia Language at Home English Language at Home English Comments Comments Date of Death Date of Death Last update Worker A ACME Homelessness Services Last update Worker B ACME Homelessness Services 10 06 2011 14 23 59 EST 22 06 2011 10 47 19 EST Addresses Suburb Type End Date Primary Addresses 375 Johnston St Abbotsford 3067 Home There are no registered addresses Documents notes alerts etc associated with this record Documents notes alerts etc associated with this record Workgroup Number No associated documents ACME Homelessness Services 21 Alias Duplicates Alias Duplicates No associated alias or duplicates ID dpi Surname Alias Duplicate Last Update Merge Notes Name Mo cenflictrig profiles 2 Jon
26. groups in cluster No current templates Version Type Art Pate doc 21 06 2011 New Template Template Name Version Description File Type Document Type Start Date End Date ACME Privacy Policy 1 0 The ACME Homelessness Privacy Policy to be printed and given to all new clients MS Word Document doc X 21 06 2011 C E Last update Admin A 21 06 2011 15 04 04 EST Figure 29 Templates tab with template form and uploaded file highlighted SHIP Administration User Guide July 2011 Version 1 2 Page 22 Homelessness TR picture p gt future 4 Specialist Homelessness Information Platform Powered by Infoxchange SRS If the Document Type is Static the document will now be available for all users to view via the Documents tab in the Admin page The document can be viewed and printed by clicking on the blue Document Name Worker Admin A ACME Homelessness Services Specialist Homelessness Information Platform Change Password Preferences Documents Finance Users Templates Reference Data Document Name Version Description ACME Privacy Policy 1 0 The ACME Homelessness Privacy Policy to be printed and given to all new clients Admin Figure 30 Document tab displaying new static document 2 7 Reference Data The Reference Data tab within the Admin page is available to users with either the Coordinator or Administrator access level Organisations now have the capacity to en
27. have organised a Notes l l l pfas l amp Recent List contract with John for repayment John has a hospital appointment on the 8th May which he requires taxi John Doe 05 05 2011 Worker A John has a hospital appointment transport to as the family vehicle is not currently roadworthy I Jane Doe i Transport on the 8th May which he requires organised a voucher for him from the donations fund Wilt Jones arrangements taxi transport to as the family vehicle is not currently roadworthy Bob Doe I organised a voucher for him from Susan Doe the donations fund 1 to 2 of 2 TES This note is also associated with tick er Jane Doe Wife E Susan Doe Child ry Bob Doe Child E May be viewed by Workgroup Cluster z smelessness Services Family name search Figure 34 Notes tab with Coordinator access level Delete button highlighted Click Delete and confirm the deletion SHIP Administration User Guide July 2011 Version 1 2 Page 25 ANMINICTraTIArN Homelessness D af Peay UE UA G DS clearer picture ld better future future 4 Ar 2 AA Specialist Homelessness G UVUIVUG Information Platform Powered by Infoxchange SRS The Days page allows you to view person related information based on the day an event occurred The Coordinator access level can also delete the records via the Days page To delete one of these records via the Days page the Coordinator will need to 1 Navigate to the relevant tab within the D
28. hdrawing a SUDMISSION ccccccceecceeeeeeeeeeeeeeeeaseeeeeeeeeeessaaeseeeeeeeeesaaas 8 2 1 5 Locking Down Records rrrrrrrnnnrnrvnrrnnnnrvvrrnnnrnrnnrnnnnnnennnnnnnnssnnnnnnsnssnnnnnnsnee 8 2 1 6 Locating Person Records via the Alpha Code ccccccccsseeeeeeeeeeeeeeaeeeeees 8 2 2 Financial Reconciliation rranrrnnnnrrnnnnvnnnnrnnnnnrnnnnnrnnanrennnnrnnnnnennnnnennansennansennnnennnnnene 9 23 MENN 10 2 3 1 Creating a New USE La vrvr5vr44r4e ee aedeken 11 232 TRESCTIAG A Password secre nenn ane a eai 13 23 3 Unbl cking a User ACCOUM iiccstieteteniecessuciiec cetvecatcostdedatesaceseesddecmagageidese 14 234 Removing USE ACCESS Lasses ek aa daii 15 2 4 Merging Person RecordS scsi ccicadecaasenciecisverscncdeaadecedceseseertviedscceceseteseanadecedsanavebneaedene 16 2 FN 20 20 TNS 21 Zul EE 610 Da ERR EE RE 23 2 8 Deletion of Records cccccccsseseccecceeeeeeeceeeeeceeeesaaseeeesseeaeeeeeesseaeeeeessaaeeesssageeeees 25 Access EE ae nen ee ee ae ee eee eee ee eee 27 Allowable Tags for Rich Text Format Documents rrnnrnnnnvnnnnnnrnnnnnnrnnrnnnnvnnnnnnrnnnnnnrrnnnnner 29 SUNL een 31 51 Cka PG Spel ua 31 5 2 Support Contact Details cccccccccccccccescsessecceecesscccesseecceeessceeeeseseecencnncessesseceeseosts 31 SHIP Administration User Guide July 2011 Version 1 2 Page 3 H omelessness ED future spadali Homelessness Information Platform Powered by Infoxchange SRS S
29. hin the Documents tab in the Admin page 6 Select the Workgroup indicating whether the template document is available for all workgroups within the cluster or a specific cluster 7 Enter the Start Date of when the template document is to be available 8 Click Save The Select SHIP Specialist Homelessness Information Platform Home Change Password Preferences Documents Finance Users Templates Reference Data Reports ACME Homelessness Services Admin Template Version Type Start Date ACME Privacy Policy 1 0 doc 21 06 2011 New Template button will now be available to upload the file Worker Admin A ACME Homelessness Services Menu Template Name ACME Privacy Policy Version 1 0 Description The ACME Homelessness Privacy Policy to be All workgroups in cluster printed and given to all new clients No current templates File Type MS Word Document doc v Document Type 21 06 2011 End Date Last update Admin A 21 06 2011 14 56 46 EST View template Figure 28 Templates tab with template form highlighting Select button 9 Click Select to select and upload the required file to the application Once the file has been uploaded click Save SHIP Worker Admin A ACME Homelessness Services Menu Specialist Homelessness Information Platform Change Password Preferences Documents Finance Users Templates Reference Data ACME Homelessness Services z p Admin ACME Privacy Policy 1 0 All work
30. inutes to run If the extract has been 1to50f5 correctly validated it will be available for download from the results or tab The extract ID number is 26 Please save the extract to a location on your hard drive You then need to sumbit it to the Australian Institute of Healt Reporting SHOR Figure 4 SHS tab with extraction submission details highlighted As part of the data extraction process the entire collection period data will be re validated If critical errors are found the extraction file will not be created The SHS Collection Period Extract report containing the errors can be viewed via the Results tab SHIP ee Worker Coordinator A ACME Homelessness Services Specialist Homelessness Information Platform Home Reports Lists Financial SHS Referrals Reception Custom Results Menu pr SHS Collection Period Extract for May 2011 Some errors were found during the extraction process Please verify and fix the following warnings and run the extraction process Reports again Days Admin Client Bill Jones Inconsistent value There are no support services Hint Notes tab recorded for this client in this collection period Report generated by Coordinator A Figure 5 Results tab displaying SHS Collection Period Extract errors SHIP Administration User Guide July 2011 Version 1 2 Page 7 picture clearer picture 2 ED future 4 Specialist Homelessness Information Platform
31. late Document type Static available via the Documents tab within the Admin tab To add a new document template 1 Click New Template and the new template form will appear to the right of screen rennene SHIP gt ha Worker Admin A ACME Homelessness Services Specialist Homelessness Information Platform Home Change I Password Preferences Documents Finance Users Templates Reference Data Menu N T fat l Reports ACME Homelessness Services Template Name ACME Privacy Policy 3 No curren pra Admin Version 1 0 All workgroups in cluster iii ina Description The ACME Homelessness Privacy Policy to be No current templates printed and given to all new clients File Type MS Word Document doc Document Type Static v Start Date 21 06 2011 C End Date Fa Last update Save View template l Figure 27 Templates tab with new template form with All workgroups in cluster group highlighted 2 Enter the Template Name document name 3 Enter the Version and the Description which will appear in the Documents tab lists 4 Select the File Type For the mail merge documents this must be Rich Text Format SHIP Administration User Guide July 2011 Version 1 2 Page 21 Jin ED Ar 2 AA Specialist Homelessness LC JLIILIG Information Platform Powered by Infoxchange SRS 5 Select the Document Type Merge for mail merge documents and Static for general documents that will appear wit
32. lication via the Icon The online help facility also includes a Frequently Asked Questions section For additional assistance with the application please contact 4 1800 627 191 homelessness Qaihw gov au SHIP Administration User Guide July 2011 Version 1 2 Page 31
33. name Set by administrator Worker lastname Set by administrator lt lt w email gt gt Worker email Admin gt Preferences Worker phone Admin gt Preferences Persons gt Deli gt Prmar Dei Person county of birth Persons gt Details gt Primary Details For all address information if a current Postal Address is present this is the address returned otherwise the Primary Address is returned SHIP Administration User Guide July 2011 Version 1 2 Page 29 Homelessness better future 7 Specialist Homelessness Information Platform Powered by Infoxchange SRS Key Word Recorded in SRS SHIP Worker organisation Admin gt Preferences Famn gt Preferences Date of merge SHIP Administration User Guide July 2011 Version 1 2 Page 30 better future clearer picture J f better future 2 Specialist Homelessness Information Platform Powered by Infoxchange SRS Section 5 Support 5 0 Support 5 1 Client PC Specification Following are the basic PC specifications required to use the Specialist Homelessness Information Platform SHIP Microsoft Internet Explorer 7 0 Microsoft Internet Explorer 8 0 Mozilla Firefox 2 or Mozilla Firefox 3 Adobe Acrobat Reader 8 0 or above Screen resolution of 1024 x 768 or above 1280 x 1024 is recommended Internet connection Broadband connection is recommended 5 2 Support Contact Details Context sensitive online help is available within the app
34. o manage internal organisational processes such as individual and workgroup based actions The Persons page is used to record information regarding individuals clients and families receiving ongoing support or assistance from an organisation The Days page provides an alternative view of the Notes Payments Tasks and Accommodation records The information can be viewed according to the day the event occurred or is due to occur The Days page can be customised to meet the requirements of your Workgroup or organisation The Reports page provides access to a wide range of reports lists and data export options The Admin page is used to change user preferences such as email address and password This area also provides access to various administration functions for authorised users such as merging duplicate records and viewing audit logs SHIP Administration User Guide July 2011 Version 1 2 Page 4 Homelessness TR picture p gt future Specialist Homelessness Information Platform Powered by Infoxchange SRS Section 2 Application Administration 2 0 Application Administration Please refer to the general User Guide for a full description of the Normal User access level functionality throughout the pages and tabs within Specialist Homelessness Information Platform SHIP This Administration User Guide details the functions within the application that are only available to the Coordinator and or Administrat
35. or access levels The Administrator access level does not include any function that displays identifiable client data See Section 3 0 Access Levels for further information on access levels 2 1 SHS Collection Period Reporting The SHS tab within the Reports page is only available to users with the Coordinator access level The SHS tab is used to validate report and extract SHS data for the workgroup as part of the SHS data collection processing SHIP nn Worker Coordinator A ACME Homelessness Services Specialist Homelessness Information Platform Home Reports Lists Financial SHS Referrals Reception Custom Results Menu Persons Workgroup ACME Homelessness Services Refresh Days SHS Agency Name ACME Services SHS Agency ID 12345A Reports The following persons have an open support period but no Collection Period May v 20il1 w Status Update for this month You must complete a status Be date before you run an extract report Admin Validate Data Summary Report Extract Data Client Episode Start Date Bill Jones 04 05 11 Missing Records I Included Records Unassisted Submission Log Ito lof1 Figure 1 SHS tab displaying the default collection period When the SHS form is opened the Collection Period will default to the last calendar month The Workgroup will default to the current Workgroup If the Coordinator has access to multiple Workgroups the required Workgroup will need to be
36. ou can either search via the Worker or search via the client record To search via the client you will first need to identify the Person ID for the client record To do this hover the mouse over the client name in the Person Details tab See Figure 21 To generate an Audit Log 1 Select your search date range by using the calendar icons 2 Select the Worker from the list or enter the Person ID 3 Click GO and the Audit Log will be displayed SHIP Specialist Homelessness Information Platform y EEE J Home Change Password Preferences Documents Finance Bulk Actions Merge Audit Templates Menu Persons From 10 06 2011 7 To 10 06 2011 TE person ID 4 Worker Please select GO Days Audit Log Reports Date Person ID First Name Last Name Alias Duplicate Worker Workgroup 10 06 2011 12 47 40 EST 4 Susan Doe Worker A ACME Homelessness Services Admin 10 06 2011 13 41 06 EST 4 Susan Doe Worker A ACME Homelessness Services Figure 26 Audit log list displayed for person Please note Clicking on either the First Name or Last Name of the person record will take you to the Person Details tab You can sort the Audit Log by clicking on the blue Date First Name Last Name Worker or Workgroup headings SHIP Administration User Guide July 2011 Version 1 2 Page 20 Homelessness picture clearer picture 2 ED future 4 Specialist Homelessness Information Platform Powered by Infoxchange SRS 2
37. p uncheck the operational check box so that their User Name does not appear in the worker drop down lists throughout the application For the majority of users the operational check box should remain checked You have successfully updated this record Edit user record User Name Firstname Lastname First Name Firstname Last Name Lastname Email Address Default Cluster SHS User Manual Start Date 25 06 2011 New Password Confirm Password User Blocked C Workgroups ACME Homelessness Normal User Remove Services from group Add to workgroup Please select Figure 14 Edit user record form with Operational check box highlighted 2 3 2 Resetting a Password To reset a user s password 1 Open the Edit user record form by selecting the User Name from the list on the left of screen Edit user record User Name Firstname Lastname First Name Firstname Last Name Lasiname Email Address Default Cluster 5H5 Test Start Date 21 06 2011 New Password sessseses Confirm Password sesseesse Change password Workgroups SHS Test 2 Normal User ge rom grou Add to workgroup Please select Figure 15 Edit user record with Change Password highlighted SHIP Administration User Guide July 2011 Version 1 2 Page 13 picture clearer picture 2 KD future 7 Specialist Homelessness Information Platform Powered by Infoxchange SRS 2 Enter the New Password and re enter the p
38. rson records included in validation and the validation report submission details The validation results are generated as a report and will be available via the Results tab Any errors will need to be corrected prior to performing the SHS data extraction SHIP Worker Gerard Palk UAT 1 A Specialist Homelessness Information Platform Change workgroup Home Reports Lists Financial SHS Referrals Reception Custom Results Menu Persons SHS Collection Period Validation Report for May 2011 Some errors were found during the validation process Please verify and fix the following warnings before running the extraction Reports process Days Client Layla Peterson Inconsistent value Date of Birth occurs after Support Period Assistance Request Date 30 05 2011 gt 29 05 2011 Client Zara Peterson Inconsistent value Relationship to Presenting Unit Head clashes with Date of Birth Client age 10 Report generated by Gerard Palk Figure 3 Sample SHS Collection Period Validation Report listing possible errors A validation report will also be produced if there are no errors SHIP Administration User Guide July 2011 Version 1 2 Page 6 better future Specialist Homelessness Information Platform Powered by Infoxchange SRS 2 1 2 Summary Report Clicking Summary Report will produce a report that contains both aggregated record totals of what would be included in the SHS data extraction and also a listing of the
39. ter additional client information via the customisable Memo within the Person page The Memo Type classification will first need to be populated via the Reference Data tab To add new Memo Type information 1 Click the blue Memo Type and the Reference Data form will open to the right of screen Worker Admin A ACME Homelessness Services Specialist Homelessness Information Platform Change Password Preferences Documents Finance Users Templates Reference Data i Menu Reference Sets Reference Data E Reference Set Version Created Reference Set Memo Type Admin Memo Type ACME Services 10 06 2011 Option HO EE 1 Child care arrangements Eg tal 2 Transport arrangements fig Ea Figure 31 Reference Data tab displaying Reference Data form with Add new reference data item highlighted 2 Click the Add new reference data ur icon and the Reference Data form will extend SHIP Administration User Guide July 2011 Version 1 2 Page 23 Administration SHIP better future 4 User Guide gt Powered by Infoxchange SRS 3 Enter the new Memo Type information and click Save Specialist Homelessness Information Platform Change Password Preferences Documents Finance Users Templates Reference Data I Menu Reference Sets Reference Data Ek Era Admi Reference Set Version Created Reference Set Memo Type min Memo Type ACME Services 10 06 2011 Option Actions 1 Child care arrangements EG EA 2 Transport arrang
40. the top right corner of the screen SHIP Home Persons ID Days Go to Client 1 John Doe Reports Name Admin Gender male Date of Birth 27 05 1970 Indigenous Status Not Indigenous Country of birth Language at Home English Australia Comments Date of Death Last update Worker A ACME Homelessness Services 10 06 2011 14 23 59 EST Addresses Suburb Type End Date Primary 375 Johnston St Abbotsford 3067 Home Documents notes alerts etc associated with this record Workgroup Number ACME Homelessness Services 21 Alias Duplicates First ID Name 9 Johan Surname Alias Duplicate Last Update Doe Duplicate 03 35 Homelessness EST Services Worker A ACME 12 33 34 Homelessness EST Services 2 Jonathon Doe Alias Specialist Homelessness Information Platform Worker Coordinator A ACME Homelessness Services Change Password Preferences Documents Finance Bulk Actions Merge Audit Templates Reference Data Menu Primary Record details kept Go to Merged Record Merge completed successfully Check the merge record and if necessary manually update to ensure A primary address is identifed and the primary address is correct Duplicate data eg phone numbers key workers are deleted or retired Coordinator A 22 06 2011 Undo ACME 11 Merge 10 06 2011 Drop Figure 24 Merge tab showing results of successful merge process Within the Merge function you also have the option to
41. through the Specialist Homelessness Online Reporting SHOR website Figure 6 SHS tab displaying successful extraction details 2 1 4 Withdrawing a Submission Should you need to make a resubmission of SHS data clicking Withdraw on the Submission Log tab will withdraw the current submission status and allow you to edit and re extract the SHS data for the selected SHS Collection Period Note that this withdrawal process will only update the SHS data extraction status within the SHIP application it will not remove any data that has previously been uploaded to the AIHW SHOR portal 2 1 5 Locking Down Records Once the SHS data extraction has been successfully completed for the collection period the following records fields will be locked down and cannot be edited Date support period commenced field within the SHS Support Period record SHS Status Update record However withdrawing the SHS data submission by clicking Withdraw on the Submission Log tab for the collection period will remove the locks on the records fields 2 1 6 Locating Person Records via the Alpha Code Should the SHOR processing require you to locate records within SHIP you will not be given client name information from SHOR to locate the records within SHIP However you should be given the client s Alpha Code information SHIP Administration User Guide July 2011 Version 1 2 Page 8 IQT r OT I O a ew GE VA GE Ww B clearer picture J i
42. to allow for incorrect spelling 3 Click GO and a list of possible primary person records will be displayed SHIP sg Worker Coordinator A ACME Homelessness Services Specialist Homelessness Information Platform Home Change Password Preferences Documents Finance Bulk Actions Merge Audit Templates Reference Data Menu Persons Search for primary record Search for secondary record First Name Jo First Name Jo Days Last Name Doe Last Name Doe Reports Gender O Male O Female Gender Male Female Fuzzy _ Fuzzy GO Clear GO Clear First Last f ID Name AA Sex DOB Alias Match Actions 9 Johan Doe M 01 01 1970 0 Open Select 1 John Doe M 27 05 1970 0 Open Select 1 Jonathon Doe M Alias 0 Open Select Admin Figure 20 Merge tab displaying primary record possible matches SHIP Administration User Guide July 2011 Version 1 2 Page 16 iceorer picture J better future Specialist Homelessness Information Platform Powered by Infoxchange SRS 4 If the records have the exact same client name you can verify the primary and secondary record according to the Person ID the unique system number for each person record Note that the Person ID is not the person s Alpha Code You can obtain the Person ID by holding the mouse over the client s name in the Person Details tab The first number is the Person ID the second number if different is the alias record ID In the example below th
43. y person record you want to merge into the primary person record When you merge the two person records the demographic information will be retained for the primary person record but the demographic information contained in the secondary person record will essentially be deleted Note that you will be unable to merge two records that contain SHS Support Periods or Profiles with overlapping dates In this instance you can either delete one SHS Support Period or Profile prior to the merge or alter the dates of the SHS Support Period or Profile To merge two person records 1 Click the Merge tab The Search for primary record form will appear in the top left of the screen and the Search for secondary record form will appear in the top right of the screen SH P a Worker Coordinator A ACME Homelessness Services Specialist Homelessness Information Platform Change Password Preferences Documents Finance Bulk Actions Merge Audit Templates Reference Data Menu Persons Search for primary record Search for secondary record First Name First Name Last Name Last Name Gender Male Female Gender V Male V Female Fuzzy E Fuzzy E mn BH Figure 19 Merge tab displaying search criteria for primary and secondary person records 2 Inthe Search for primary record form enter the First Name and or Last Name of the primary person record It is also recommended to click the Fuzzy search check box to display partial matches and
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