Office of Kids and Families

KIDS AND FAMILIES DATA WAREHOUSE:

USER GUIDE FOR SUSTAINING NSW FAMILIES

OFFICE OF KIDS AND FAMILIES NSW MINISTRY OF HEALTH 73 Miller Street NORTH SYDNEY NSW 2060 Tel. (02) 9391 9000 Fax. (02) 9391 9101 TTY. (02) 9391 9900 For information on this document please contact: OFFICE OF KIDS AND FAMILIES Email. nswkf@doh.health.nsw.gov.au W. www.kidsfamilies.health.nsw.gov.au This work is copyright. It may be reproduced in whole or in part for study or training purposes subject to the inclusion of an acknowledgement of the source.

It may not be reproduced for commercial usage or sale. Reproduction for purposes other than those indicated above requires written permission from the NSW Ministry of Health.

© NSW Ministry of Health 2016 Further copies of this document can be downloaded from Kids and Families website www.kidsfamilies.health.nsw.gov.au

May 2016

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Contents

1 User Registration ........................................................................................................................... 4

1.1 New users ........................................................................................................................................ 4

1.2 Change in access requirements ....................................................................................................... 4

2 How to log in to the Kids and Families Data Warehouse portal ................................................... 5

2.1 NSW Health users ........................................................................................................................... 5

3 Upload data file for SNF in the portal ............................................................................................ 7

3.1 Upload a data file ............................................................................................................................. 7

3.2 Update an existing uploaded file ....................................................................................................... 8

4 History Extraction .......................................................................................................................... 9

4.1 Upload History ................................................................................................................................. 9

4.2 Data History ................................................................................................................................... 10

4.3 Seeing Data in a Report Format ..................................................................................................... 11

5 Logout Screen .............................................................................................................................. 12

5.1 Logout ........................................................................................................................................... 12

5.2 Timeout.......................................................................................................................................... 12

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For more information about the Kids and Families Data Warehouse, fact sheets and details of other data collections, visit the Kids and Families Data Warehouse at:

http://www.kidsfamilies.health.nsw.gov.au/current-work/kids-and-families-data-warehouse/

1. User Registration

1.1 New users All new users of the Kids and Families Data Warehouse must complete a registration request form (http://www.kidsfamilies.health.nsw.gov.au/current-work/kids-and-families-data-warehouse/).

The form details the Local Health District(s)/Speciality Health Network(s), locations/facilities, user role, and relevant program(s) for which the user is requesting access.

Request forms that lack the required information may be rejected, and re-submission will be required. Users must agree to the terms of access, which includes the requirement to inform their supervisor immediately when access is no longer required. Local Health Districts/Specialty Health Networks must inform the Office of Kids and Families when an account needs to be deactivated. NSW Health users must provide a NSW Health email address and their NSW Health Employee Number upon registration, as this will be verified against the NSW Health Active Directory. The following NSW Health Policy Directives are relevant as part of the terms and conditions of user access to the Kids and Families Data Warehouse: • PD2008_052 –Electronic Information Security

http://www.health.nsw.gov.au/policies/pd/2008/PD2008_052.html • PD2012_018 –Code of Conduct

http://www.health.nsw.gov.au/policies/pd/2012/PD2012_018.html • PD2009_076 ‐ Use & Management of Misuse of NSW Health Communications Systems

http://www.health.nsw.gov.au/policies/pd/2009/PD2009_076.html

1.2 Change in access requirements If a user’s access requirements for the Kids and Families Data Warehouse changes, they must complete a new registration request form and note it as a change in access request. This may be applicable in instances when staff transfer job roles (either within or between Local Health Districts/Speciality Health Networks) or are back filling for other staff during periods of leave and require different levels of access.

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2. How to log into the Kids and Families Data Warehouse portal The Kids and Families Data Warehouse application is compatible with the following browsers: • Internet Explorer 8.0+ • Firefox v10.0+ • Google Chrome 18.0+ • Safari 5.0+

1. Open your internet browser.

2. Type in the secure URL/address:

https://dw.kidsfamilies.health.nsw.gov.au/ and press ‘Enter’.

3. The following screen will appear.

In the user name field, enter your email address. In the password field, enter your NSW Health systems password. (This should be the same password you use for StaffLink, HETI Online, and Oracle Financials etc.).

If you have forgotten your password, you can contact the Statewide Service Desk on 1300 28 55 33 for further assistance.

2.1 NSW Health users For users with xxx.xxxx@health.nsw.gov.au or xxxxxxx@XXXXAHS.Health.nsw.gov.au email address, please use this email address to log in.

Upon logging in, you will be prompted to read the Confidentiality Agreement and terms of using the Kids and Families Data Warehouse site. Select ‘I agree’ to continue.

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Select ‘I agree’ to continue.

After you have logged in successfully, the following home page should appear.

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3. Upload data file for Sustaining NSW Families in the portal

3.1 Upload a data file 1. Select the ‘LOAD DATA FILE’ option then select ‘Sustaining NSW Families’ option (see screen below).

Data File Load Form for Sustaining NSW Families Screen should appear on the right.

2. Select from the ‘Choose LHD’ list. Select the appropriate facility where there is more than one facility in your Local Health District. Select the time period for the data from the ‘Choose Period’ selection. To upload the file, select the ‘Select file’ button under the ‘Select file to load’ option. (Note that you will only be able to access the program/service for which you are registered.)

Find the correct file to upload within your folder and then select the ‘Load’ button. It will take a short time to upload the file to the Data Warehouse.

Data Errors

If there are errors in your data file, you will receive a warning message online such as the one below.

Select ‘Load Data File’.

Select ‘Sustaining NSW Families’.

1. Choose LHD from dropdown list.

2. Select appropriate facility.

3. Choose period of data.

4. Load the file by choosing ‘Select file’.

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This warning message displays when there are data validation errors in the uploaded file. The user should check the nominated email account for the error file.Once the file is uploaded, an email will also be sent automatically to the user’s nominated email address (as shown below).

If there are any errors, the email will have an attachment of the error file, which can be opened in Microsoft Excel (as shown below). All of the errors must be fixed then be re-uploaded.

3.2 Update an existing uploaded file Sometimes, you may need to update data on an uploaded file (e.g. after correcting a data file you may need to reload it) or to provide a reporting date period correction.

1. To update an existing uploaded file in the Kids and Families Data Collection portal, simply select the same period in the ‘Choose Period’ option, then choose the ‘Select File’ option and pick the appropriate file to upload.

2. Click ‘OK’ to confirm that you wish to replace the previous uploaded file.

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4. History Extraction

4.1 Upload History The Upload History function can be used to view the data file that has been uploaded to the database. This screen will display the raw data for a specified data collection, region, and reporting period.

1. When you expand the History Extraction menu item (see screen below), you will see the options of: • Upload History • Data History

Choose the ‘Upload History’ option. This will then trigger a prompt asking for the data collection to be specified – select ‘Sustaining NSW Families’.

2. This will bring up the screen below where you will need to specify information on which Local Health District, facility and date range of the file you wish to view.

Once all items are selected the table will load the history of File Name, User Name and the Date of the upload.

1. Select ‘Upload history’. 2. Select ‘Sustaining

NSW Families’.

1. Select the relevant LHD.

2. Select the facility or leave at ‘All’.

3. Select the period you wish to view.

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4.2 Data History Sometimes you may need to extract historical information and export it in a spreadsheet format. The History Extraction function allows you to do this under the ‘Data History’ option in the main History Extraction screen shown below.

1. Choose the ‘Data History’ option and then select ‘Sustaining NSW Families’ in the ‘Data Collection’ field. You will see an initial prompt asking for the data collection to be specified.

2. This will bring up the screen below where you will need to specify information on which Local Health

District, facility and date range of the file you wish to view.

This example shows the following options being selected: • Data Collection: Sustaining NSW Families • Report: SNF Data Extract (Full) • Local Health District: South Eastern Sydney • Period: SNF Q3 2015

Once all items are selected the table will load the Data History. Note that you can make multiple selections for Facility and Period by clicking on each option. When selected, the option will be highlighted in blue. To deselect an option, click on it again.

1. Select ‘Data history’.

2. Select ‘Sustaining NSW Families’.

1. Select the relevant LHD.

3. Select the period or periods you wish to view.

2. Select one or more facilities.

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When you have identified the data you can download the information in table format or as a spreadsheet. To do this, save the file as a CSV file, which will open automatically in Microsoft Excel.

4.3 Seeing Data in a Report Format A QlikView based reporting interface is currently being developed by Office of Kids and Families. In the meantime, reports will continue to be generated through the Excel spreadsheet.

To download file as spreadsheet, select ‘Save as CSV’.

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5. Logout Screen

5.1 Logout You can log out of the Kids and Families Data Warehouse at any time by clicking on the Logout link at the top right hand corner of the screen.

5.2 Timeout If you have not used a screen for 30 minutes or more, the system will automatically log you out for security purposes. Selecting ‘OK’ will bring you back to the logon screen.

To logout at any stage, select ‘Logout’ in the top right corner.

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