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KIDS AND FAMILIES DATA WAREHOUSE:

USER GUIDE FOR

Sexual Assault Services and

JIRT Health

2 Kids and Families Data Warehouse - User Guide for SAS/JIRT Senior Health Clinicians

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:

Email. [email protected] 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 2018 Further copies of this document can be downloaded from Kids and Families website www.kidsfamilies.health.nsw.gov.au

June 2018

mailto:[email protected]

Kids and Families Data Warehouse - User Guide for SAS/JIRT Senior Health Clinicians 3

Contents

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

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

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

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

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

3 Working with SAS cases in the portal ........................................................................................... 7

3.1 Create a new SAS case ................................................................................................................... 7

3.1.1 SAS User Forms for Sexual assault Victims ..................................................................................... 8

3.1.2 SAS User Forms for Other Client Types ........................................................................................... 8

3.1.3 JIRT SHC User Forms for Sexual Assault Victims ............................................................................ 9

3.1.4 JIRT SHC User Forms for Other Client Types .................................................................................. 9

3.2 Update an existing SAS case ......................................................................................................... 10

4 History extraction......................................................................................................................... 11

4.1 Data History ................................................................................................................................... 11

5 Logout Screen .............................................................................................................................. 13

4.1 Logout ........................................................................................................................................... 13

4.2 Timeout.......................................................................................................................................... 13


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.health.nsw.gov.au/kidsfamilies/Pages/kids-and-families-data-warehouse.aspx

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.health.nsw.gov.au/kidsfamilies/Pages/kids-and-families-data-warehouse.aspx ). 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 Ministry of Health 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


PD2009_076 ‐ Use & Management of Misuse of NSW Health Communications Systems


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.







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 [email protected] or [email protected] 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.

https://dw.kidsfamilies.health.nsw.gov.au/




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

Select ‘I agree’ to

continue.


3. Working with SAS cases on the portal

3.1 Create a new SAS case Once you have entered the Kids and Families Data Warehouse portal, select ‘Enter Data (SAS/JIRT)’ in the

left-hand menu.

This function should be used when creating a new case. (Users should check if the case already exists in the

database before starting a new case. Refer to the section ‘Update an existing SAS case’ on page 10).

1. Expand the Enter Data (SAS/JIRT) menu item to see the following items:

Create New Case

Update Existing Case

2. Choose the ‘Create New Case’ option to open the Sexual Assault Service (SAS) case entry form (see

screenshot below). Enter data into the web form.

Yellow highlighted fields indicate mandatory fields that must be completed before the case is discharged.

3. If you have not completed all the mandatory fields when you try to navigate away from the current form or

select ‘Save’, you will receive online warning messages in an orange message box to save the data you

have entered showing the data fields that may be missing or have errors. (Note the data will ‘Save’

automatically when you select another form.)

The following message will show whilst waiting for the data entered on the form to be validated. (You may

click ‘Ok’ if you do not wish to see the warning messages.

Select ‘Create new case’ to create a new

SAS case.

Yellow highlighted fields are mandatory fields and must be completed before the

case is discharged.

Select ‘Enter data

(SAS/JIRT’ to enter the SAS data collection.


An example of an online warning message is shown below.

This warning message displays the mandatory fields on the Registration form which have not yet been

completed. You may continue to enter data, on other forms. Click ‘Ok’ to continue.

Depending on the type of client and whether you have been given access as a Sexual Assault Service

(SAS) user, or JIRT Senior Health Clinician (or both), different data fields and tabs may be displayed.

3.1.1 SAS User Forms for Sexual Assault Victims

In the example below, a SAS user who has selected the Client type of ‘Sexual assault victim – Child

under 16’ will subsequently see the additional forms tabs ‘Assault Details’, ‘Forensic and Medical

Services’, ‘Sexual Assault Investigation Kit (SAIK)’, and ‘SAS Intervention’ displayed.

3.1.2 SAS User Forms for Other Client Types

In the following example, a SAS user who has selected the Client type of ‘Non-offending family

member/partner’ can only see the additional form tab ‘SAS Intervention’ in relation to this client.


3.1.3 JIRT Senior Health Clinician User Forms for Sexual Assault Victims

The following example shows a JIRT Senior Health Clinician user who has selected the Client type of

‘Sexual assault victim – Child under 16’. The ‘Forensic and Medical Services’ and ‘JIRT SHC Intervention’

form tabs are subsequently displayed.

3.1.4 JIRT Senior Health Clinician User Forms for Other Client Types

The following example shows a JIRT Senior Health Clinician user who has selected the Client type of

‘Sexually harmful behaviour (JIRT Senior Health Clinician use only).’ Only the ‘JIRT SHC Intervention’

form tab is shown for this type of client.


1. Select

‘Update existing case’ to edit.

2. Input your search field (eg. MRN as here

or name etc). Then select ‘Search’.

3. Click on any record to edit it.

3.2 Update an existing SAS case Sometimes, you may need to update data on an existing SAS case (eg. a case could have been referred to

JIRT initially, and a SAS worker receives the referral and wants to continue entering details for the same

case).

1. To update an existing case in the Kids and Families Data Collection portal, expand the ‘Enter Data

(SAS/JIRT)’ in the left-hand menu. Choose the ‘Updating existing case’ option to open the screenshot

below.

2. In this screen you will be able to search for existing SAS cases (eg. search by MRN as shown below).

3. You can click on any record in the table to edit it. It may take a few seconds to load.

Once you have selected a case from the table, the site will load the case so you can edit it. This screen looks

very similar to the Create New Case screen, except the header shows that you are editing the case of the

client. There may be data that has already been populated previously for the case.


4. History Extraction

4.1 Data History You can use the History Extraction function to view the data that has been saved to the database. These

screens will display the raw data for a specified data collection, region, and reporting period.

1. Expand the History Extraction menu item and you will see:

Upload History

Data History

Choose the Data History option. (Note that you cannot use the Upload History function for the Sexual

Assault Services data collection.)

2. You will see an initial prompt asking for the data collection to be specified.

3. Once you specify the data collection the screen will load your search fields and populate the drop-down

lists as shown below.

1. Select ‘Data History.

2. Select ‘Sexual Assault Services’ from the drop-down menu.

4. Save as CSV to download the file in CSV format.

3. Options selected.


This example shows the following options being selected:

Data Collection: Sexual Assault Service

Report: SAS Data Extract (Full)

LHD: Illawarra Shoalhaven

Period: SAS Q4 2015

Once all items are selected the table will load the Data History. Please note multiple selections can be

made for Region and Period by clicking on each option. When selected, the option will be highlighted in

blue. To deselect an option, click on it again.

4. You can download the table displayed as a CSV file which you can then open in Microsoft Excel. (Save as

CSV button is at the bottom after the table.)

Select multiple options by clicking on each option, or select all.


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. If completing data entry, users should ensure work is Saved before logging

out.

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.

Any work that you are in the middle of will not be saved. To prevent any loss of data, you should ‘Save’

regularly.

1. Save data

2. Click here to log out.

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