Useful systems for the funded sector, including IRIS, the Kindergarten IT program, CRIS and CRISSP
Integrated Reports & Information System (IRIS)
IRIS is the data collection system used by Child FIRST and Family Services to record client and service data.
Data submission timelines
IRIS data export is due on the following dates:
Monthly: if you receive funding from DHHS, your IRIS data export must be completed and submitted by the 10th of each month.
Quarterly: if you receive funding from the Department of Education and Training or Department of Justice, you have 15 days after the quarter ends to send your IRIS quarterly data export. The deadlines each year are always the same:
- 15th January (for the Oct, Nov, Dec quarter)
- 15th April (for the Jan, Feb, March quarter)
- 15th July (for the April, May, June quarter)
- 15th October (for the July, Aug, Sept quarter)
|Case type||Funded by||Reporting frequency|
|Family Services & Child FIRST||DHHS||Monthly|
|Family Violence Services||DHHS||Monthly|
|Sexual Assault Support Services||DHHS||Monthly|
|Cradle to Kinder||DHHS||Monthly|
|Early Parenting Centre||DHHS||Monthly|
|Early Childhood Intervention Service||DET||Quarterly|
|Flexible Support Package||DET||Quarterly|
|MCH Enhanced Home Visiting||DET||Quarterly|
|Pre School Field Officer||DET||Quarterly|
|Kindergarten Inclusion Support Packages||DET||Quarterly|
|Indigenous In Home Support||DET||Quarterly|
|Financial Counselling Program||DJR||Quarterly|
Installations and updates
A new IRIS upgrade, version 1.14.0, is now available. The funded agencies, DHHS and DET/DJR, are required to complete the upgrade by 31st of July 2020. Please contact the IRIS Helpdesk at firstname.lastname@example.org when you are ready to upgrade and require the download files. *The upgrade must only be performed by your IT technicians.
A detailed installation guide and instructions are provided, and it is important that you carefully read and follow the instructions to ensure the upgrade is completed successfully.
Numerous enhancement changes have been made, with particular reference to the Family Services and Family Violence case types. It is important that all agencies upgrade to the v1.14 IRIS by 31 July 2020. Please coordinate this with your IT.
Please note: The ‘old’ version (1.13) data files will not be accepted from 1 Aug onwards. Only upgraded 1.14 data files will be accepted fore the July monthly data processing.
Child First Agencies Note: Please be aware that the tracking or referring of cases to and from partner agencies will only work if both agencies are on the same version of IRIS.
For a complete list of all the v1.14 changes please see the IRIS Release 1.14 Changes document.
IRIS Training Dates for 2020
Due to recent developments with COVID19 all face-to-face training will be suspended until further notice. Therefore, the IRIS training sessions that have been booked to run at 50 Lonsdale Street in March and April 2020 will no longer run. The training sessions booked for August 2020 and beyond will be reviewed and advice will be provided in due course. We apologise for the inconvenience that this may cause to your Agency and staff and will keep you informed of any changes by updating the Funded Agency Channel portal.
You can refer to the user-friendly IRIS Training document which is closely modelled on the actual training session to assist IRIS users in the interim.
IRIS guides and resources
- Newsletter 59 - June 2020
- Newsletter 58 - June 2020
- Newsletter 57 - April 2019
- Newsletter 56 - May 2018: Contains information about the IRIS 1.13.0 software release(Latest Update), IRIS Training information and program information
- IRIS changes - Information about Child FIRST/IFS, Stronger Families & Cradle to Kinder IRIS changes
- Newsletter 55 - October 2017
- Newsletter 54 - September 2017
- Newsletter 53 - May 2017
- Newsletter 52 - December 2016
Kindergarten IT program
The Victorian Government funds the State Library of Victoria to provide IT support to kindergarten cluster managers and community based kindergarten services that operate funded kindergarten programs. The Kindergarten IT Program provides IT tips, advice, hardware support and training.
Client Relationship Information System for Service Providers (CRISSP)
CRISSP is a flexible client information and case management system, developed by the department for the community services sector. CRISSP provides an extensive range of functions for recording client information, assisting case management and enabling electronic reporting of data required by the department.
Key features of CRISSP:
- easy to use
- easy to access
- workflow management
- share information on common clients
- confidential and secure
Links to the login pages for CRISSP and the Client Relationship Information System (CRIS):
New to CRISSP?
You need to register for an e-Business login to access CRISSP or CRIS.
Need to update a CRISSP or CRIS user?
- ICCMS Update User Request – CRISSP/CRIS for Funded Organisations
- ICCMS Update User Request Additional Roles – CRISSP/CRIS for Funded Organisations
- ICCMS Remove User Request – CRISSP/CRIS for Funded Organisations
The Organisation Authority (OA) is the person within an organisation who will be responsible for validating users that require access to CRISSP and CRIS. It is a very important role as it determines who in the organisation should have authorised access.
Organisations must nominate one primary and one or more secondary contacts within their organisation to be appointed as the OA.
Further information regarding the OA role is available by emailing email@example.com.
CRISSP privacy success depends on information being handled responsibly and in accordance with privacy requirements.
Organisations are expected to abide by all relevant privacy legislation. The Department of Human Services endorses fair information handling practices and uses of information in compliance with its obligations under the Information Privacy Act 2000 (Vic) and the Health Records Act 2001 (Vic). Any information provided, including identification of individuals, will be used only for the purpose/s intended and where the intention includes confidentiality, information will be treated as such unless otherwise required by law.
User guides are available on My Agency and can be requested from authorised agency representatives. Please contact your agency's nominee.
Due to recent developments with COVID19 all face-to-face training will be suspended until further notice. Therefore, the CRISSP training sessions that have been booked to run at 50 Lonsdale Street in March and April 2020 will no longer run. The training sessions booked for May and June 2020 will be reviewed and advice will be provided by April 30, 2020. We apologise for the inconvenience that this may cause to your Agency and staff and will keep you informed of any changes by updating the Funded Agency Channel portal.
CRISSP training is available to help you confidently navigate the system or to enhance your knowledge with helpful tips and tricks.
Forgotten your login details? Email firstname.lastname@example.org or call 1300 799 470 for assistance.
For support using CRISSP, contact the IT Service Centre on 1300 799 470 or email IT.ServiceCentre@dhhs.vic.gov. The IT Service Centre logs the request and forwards it the CRISSP/Client Relationship Information System helpdesk for follow up.
The following information should be provided to ensure that the problem experienced in CRISSP is understood:
your program area and the system you are using (for example, Disability Services - CRISSP)
date and time that the problem occurred
Client ID and Case ID (particularly where there are multiple cases)
scope of the issue (did it occur with the one client/case, many client/cases or all client/cases?)
a description of what the system is doing
steps you took immediately before you encountered the problem
screen shots of any error messages.
Service specific information
Information for community services organisations that are funded to provide services in: