Data Exchange
For technical support, contact the Data Exchange help desk by
email dssdataexchange.helpdesk@dss.gov.au or on 1800 020 283
Add a Group Case and Session(s)
Data Exchange web-based portal – User Task Card 11
This task card explains how to record large group and community events in the web-based
portal.
Step 1 – Add a Case
To add a new case record, click on + Case in the Add menu. This is located on the Data Exchange
home page:
Figure 1 – The Data Exchange home page
The Add a case - Case details screen will appear.
Figure 2 – Add a case - Case details screen
Table 1 - Add a case - Case details screen (Refer Figure 2)
FIELD
DESCRIPTION
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User Task Card 11 – Add a Group Case and Session(s)
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FIELD
DESCRIPTION
If your organisation has its own case ID number, you can record this in the Case ID
field. Alternatively, if the group has a name, such as ‘Family Fun in the Park’, or an
event title such as ‘Harmony Day’, enter this into the Case ID.
Case ID
Remember to use something meaningful and accurate as this name can be used to
assist you to search for your cases in the future.
Privacy Note: Please do not enter a client’s name or other identifiable information
in this field.
Outlet
Programme
activity
Service Type
Total number
of unidentified
clients
associated
with case
Next
Select the main location (Outlet) this case is being delivered from. If a case is
delivered across multiple locations, record the most frequently used office from
where the case is delivered.
Please note: You will only see Outlets within your organisation to which your
Administrator has provided you access.
Select the appropriate programme activity that this group or event was held for.
Please note: The drop down box will only show programme activities your
organisation is funded to deliver.
Each session can only have one Service Type. Select the service type that best
reflects the intent of the session. The choices are dependent on the programme
activity the case was created under and are to align with the programme intent.
This field should only be used to report group activities where it is not possible or
practical to record each participant with their own client record. It should not be
used to ‘bulk report’ services to individuals or small groups where it is possible to
collect the details of each individual client. The Data Exchange Protocols requires
service providers to report client level data, with aggregate reporting only permitted
for services involving a large group of people or a whole community.
For group activities and large-scale community events where it is impractical to
obtain any client-level information for each individual that attends, enter the total
maximum number of clients that you expect to attend in this field. For example, if
you expect 150 people to attend the event over the life of the case you would enter
150 in this field.
For group activities where a combination of clients and unidentified persons are
expected to attend, enter in the expected number of unidentified persons only. You
can then add the clients invited in the next step.
Select Next to finish.
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Step 2 – Attach Clients
The Add a Case - Attach clients screen allows you to attach clients to the case. You can do this by
either searching for a client record via the Search clients function or by looking at the list of clients
attached to your organisation in the Search results area at the bottom of the screen. Select the clients
you know are coming to the group, or are invited to an event.



Click ATTACH SELECTED CLIENTS.
For large community events where it is impractical to attach specific clients, you can disregard this
step.
Click NEXT at the bottom of the screen and continue.
Figure 3 - Attach Clients to a Case Screen
Step 3 – Review Case Details
This screen allows you to review the details of the case you have entered to help ensure they are
correct.
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Figure 4 - Add a Case - Review Screen
Click SUBMIT
Step 4 – Add a case – Finish screen
This screen shows a summary of the case you have created, and if you did not enter your own case ID,
a case ID will be automatically assigned for you.
Figure 5 - Add a case - Finish screen
Organisations participating in the Partnership Approach can choose to record additional information about
where their clients were referred from and the reasons they were seeking assistance. This information
provides an enhanced understanding of client pathways and valuable insights into understanding client
outcomes.
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To record this information, select the REFERRAL SOURCE AND REASON button. This will take you to the
referral and reasons for seeking assistance screen.
Step 5 – Add a session
To add a session to the case you have just created select the >Add a Session hyperlink under ‘What can
you do now?’ heading from the bottom of the Add a Case - Finish screen.
Figure 6 - Add a Session Link
Or, if you are adding a session after searching for an existing case you can add a session to the case
using the ADD SESSION or COPY SESSION buttons:
Figure 7 – Case screen showing Add and Copy session
Either of these steps will take you to the Add a session – session details screen.
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Figure 8 - Add a session – Session details screen
Table 2 - Add a session – Session details fields (Refer Figure 10)
FIELD
DESCRIPTION
Case ID
The Case ID reflects the name of the case you are entering a session for.
Session ID
Session Date
Service Type
Number of
unidentified
clients attended
session
Next
If your organisation has a session numbering system you can enter your own
session ID, otherwise leave this field blank and it will be auto-populated once
saved.
Record the date the group met or event actually occurred. This can be done either
by entering the day, month and year values or using the calendar function (found on
the right hand side of the field).
Please note: Sessions cannot be entered for future dates or dates in a closed
reporting period.
The field provides an understanding of the type of service delivered within the case
on each occasion. The options within the drop down box will be dependent on the
programme activity the case is recorded, so that only relevant service types can be
added.
This field is used for recording groups of clients who have attended a session (such
as workshops, skills training, or community events) where it was not practical to
record individual client details. In these scenarios please record the number of
people who actually attended the group session.
Community Event Example: If 150 persons were expected to attend, but only 120
actually attended on the day the session was run, you would enter 120 in this field.
Select Next to finish.
You will then come to the Add a session – clients/support persons attended screen. If you had
clients invited and attached to the case who attended the group or event, you would select them.
If the event was too large to collect specific client data and no clients were attached to the case, you
would see the following screen:
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Figure 9 - Add a Session - Client/Support Persons Attended Screen

Click NEXT.
You will then progress to the Add a session – Review screen.
Figure 10 - Add a Session - Review screen

Click SUBMIT.
You will then progress to the Add a session – Finish screen. If your organisation has opted-in to the
Partnership Approach, you can add further information by selecting the REFERRALS TO OTHER
SERVICES or SCORE ASSESSMENTS button.
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Figure 11 - Add a session - Finish screen
For detailed information on adding a Session or Community SCORE, please refer to the Data Exchange
Protocols Document
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