Tools and resources

Systems

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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)

Reporting frequency

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
PASDS DHHS Monthly
Stronger Families 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 iris.helpdesk@dhhs.vic.gov.au 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

IRIS installation Instructions guide

IRIS user guide

IRIS data export process

Quarterly data export

Quarterly data export for financial counselling

Child first procedure

Notes and templates

Clients and cases

Reports and filtering

Instructions for the IRIS administrator

Backup your IRIS database

Creating staff combinations

Working with groups in IRIS

IRIS Newsletters

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

Login

Links to the login pages for CRISSP and the Client Relationship Information System (CRIS):

Access CRISSP 

Access 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?

Organisation Authorities

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 ebiz@dhhs.vic.gov.au.

To appoint an OA, complete the nomination form and return it to ebiz@dhhs.vic.gov.au. 

CRISSP privacy

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.

The CRISSP privacy policy, privacy guidelines and privacy statement provide guidance regarding privacy requirements and issues concerning CRISSP. 

Guides

User guides are available on My Agency and can be requested from authorised agency representatives. Please contact your agency's nominee.

Training

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.

Help

Forgotten your login details? Email ebiz@dhhs.vic.gov.au 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:

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  • Disability Services

    Client Relationship Information System for Service Providers (CRISSP) assists community service organisations to share and manage information sensitively to support their clients; effectively protect their rights to privacy and confidentiality in a secure environment; and allow people including former clients, to appropriately access records regarding services provided to them.

    Services currently using CRISSP include:

    • accommodation services, such as respite and shared supported accommodation
    • day programs
    • individual support packages
    • case management
    • Home and Community Care (HACC)
    • Psychiatric Disability Rehabilitation and Support Services (PDRSS).

    CRISSP enables workers in Disability Services to report to the department for quarterly data collection, use a range of case management functions and plan and monitor expenditure for Individual Support Packages.

    CRISSP is also used by external facilitators who are responsible for developing funding proposals for Individual Support Packages.

    Reporting to the Department of Health and Human Services

    CRISSP enables community service organisations to record and submit their Quarterly Data Collection (QDC) requirements, including HACC and PDRSS. Users are able to record client demographics, service hours and team hours, as per the QDC requirements.

    Disability Services practice and guidelines

    The Individual Support Package-Funding Proposal (ISP-FP) business practice guide is intended to provide users with an overview process of the automated funding proposal within CRISSP, including the related components of the system's functionality and the 'business practice rules'.

    The Out of home care business rules provide practice rules to be followed by departmental staff and staff of registered disability service providers when recording details of a child living in out-of-home care in DS-CRIS and DS-CRISSP component.

  • Placement and Support

    CRISSP assists community service organisations to share and manage information sensitively to support children and young peoples best interests and effectively protect their rights to privacy and confidentiality in a secure environment. CRISSP enables workers in Placement and Support to record all work undertaken with clients, their families and/or caregivers.

    Services currently using CRISSP include:

    • Home Based Care
    • Adolescent Community Placement
    • Therapeutic foster care
    • Residential care
    • Families First.

    CRISSP for Placement and Support has been implemented across Victoria for all community service organisations.

    Reporting to the Department of Health and Human Services

    CRISSP enables community service organisations to record placements and services provided that can be submitted to the department to meet reporting requirements.

    All Placement and Support funded community service organisations are required to use CRISSP to meet reporting requirements to the department.

    Placement and Support practice and guidelines

    The Placement and Support business practice guide is intended to provide users with an overview of CRISSP, including the core components of the system's functionality and the applicable business practice guidelines.

  • Youth Justice and Youth Services

    CRISSP Youth Case was developed to enable community service organisations that provide youth services (including youth justice services) the ability to record client information.

    Services currently using CRISSP include:

    • Youth Justice Community Support Service (YJCSS), including the Transitional Housing Management Youth Justice Housing Pathways Initiative
    • Finding Solutions
    • Adolescent Support
    • Leaving Care.

    Reporting to the Department of Health and Human Services

    CRISSP enables community service organisations to record client information and services provided. A reporting tool is currently being developed for the Youth Justice Community Support Service.

    Youth Justice Community Support Service practice and guidelines

    The YJCSS business practice guide is intended to provide users with an overview of CRISSP, including the core components of the system's functionality and the applicable business practice guidelines. The YJCSS quick reference guide provides answers to commonly asked questions relating to the business practice guide.

    The YJCSS report reference guide provides practical guidance to reporting to ensure CRISSP contains accurate data.

  • Family Services

    Case Development Suspended (June 2012)

    Between early 2010 and 2012 the family services sector participated in the design of a Family Services CRISSP case. This collaborative process contributed to the sector and the department jointly considering a contemporary data collection system, with the aim of assisting us all to better understand the families whom we provide a service to, their needs and the types of responses they are provided.

    In 2012, the decision was made to suspend the project.

    The IRIS data collection system continues to be used by family services and the department to collect and analyse data relating to family services activities.

    If you have further queries regarding the family services CRISSP case please contact your regional family services program advisor.

Contacts
CRIS/CRISSP Helpdesk
1300 799 470
It.servicecentre@dhhs.vic.gov.au

Please call the Helpdesk only if the matter is urgent.

All non-urgent issues should be directed via email.

IRIS Helpdesk
(03) 9096 6919
IRIS.helpdesk@dhhs.vic.gov.au

Please call the Helpdesk only if the matter is urgent.

All non-urgent issues should be directed via email.