Data Exchange
For technical support, contact the Data Exchange help desk by
email dssdataexchange.helpdesk@dss.gov.au or on 1800 020 283
Setting up the structure of your Organisation
Data Exchange web-based portal – Admin Task Card 3
This task card provides explanation of how an Administrator should set up their organisation for
a single organisation as well as multi-agency, facilitating partners, consortia and sub-contractor
arrangements.
Frequently Asked Questions
Is there a right way to set up a multi-agency arrangement?
There are a few different ways to structure your organisation when in a multi-agency arrangement.
Figure 1 is the recommended method that will be suitable for most organisations; however choose
the one that works best for your organisation. This flexibility is aimed at giving organisations choice
in their data entry options and reflects the diversity of organisational structures within the sector
delivering in-scope programme activities.
Do I need an AUSkey?
Within an organisation at least one user will need to have an Administrator AUSkey. Only an
Administrator can set up a multi-agency arrangement.
Each of your delivery partners will also need their own AUSkey, especially if you’re using the
recommended set up method (option 2).
How does the ‘recommended’ set-up for multi-agency organisations influence the visibility of client
records?
As each delivery partner enters their own data, they will only be able to see their own client data. The
lead organisation cannot see each of their delivery partner’s client level data. This ensures total client
privacy.
As a lead organisation, do I enter all the data for each of my delivery partners?
If using the recommended set-up method (option 2), each delivery partner operates as their own entity
and enters their own data. This means they are responsible for their own data reporting.
Admin Task Card 3 – Setting up the structure of your Organisation
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Figure 1 - The recommended method to set up a multi-agency arrangement
This diagram represents the recommended way for a multi-agency arrangement to be set up in the Data
Exchange. The lead organisation, with their own AUSkey and unique Data Exchange log-on and
password will add their delivery partners and assign them to the programme activities they are delivering
on behalf of the lead organisation.
Each delivery partner would then operate as their own entity; they will need their own AUSkey, access
log-on details for the Data Exchange, and will need to set up their own outlets and users.
This setup provides a variety of benefits as listed in the FAQs.
Instructions on how to add delivery partners and assign programme activities can be found in this task
card.
Admin Task Card 3 – Setting up the structure of your Organisation
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Comparative ways to set up your organisation in the Data Exchange
Table 1- Set up options
Set-up Option 1- Single Organisation (standard
configuration)
For the majority of organisations this is the
recommended configuration within the Data
Exchange.
Set-up Option 2- Multi Organisation
configuration
This configuration can be considered where you are
operating a consortia/ sub-contract arrangement and
have consortia members who have their own
organisation AUSkey account. It allows the creation
of ‘Delivery Partners’* who create and manage their
own client records that are then attributed to the
lead organisation funded by DSS.
*See Step 1: Adding a delivery partner
This configuration is suitable…
Where all users belong to a single organisation, all
programme activities are being directly funded AND
delivered within your organisation, AND where your
users are entering data for consortia/ sub-contracted
agencies.
Where users belong to multiple programme activities
that are being delivered by consortia/ sub-contracted
organisations for your own organisation. This
configuration is suitable should you not want
organisation external to your own to see client
records created within your organisation.
AUSkey
This configuration works off a single original AUSkey
account.
This configuration works off multiple organisational
AUSkey accounts.
Data Exchange Accounts
Each user will need a Data Exchange account.
Each user will need a Data Exchange account within
their organisation.
Visibility of Client Records
All users within the organisation will be able to view
any client record created against the organisation,
with appropriate access permissions.
All users will be able to view any client record
created against their organisation, with appropriate
access permissions. Client records are not visible to
other consortia/ sub-contract members. Where a
client attends programme activities across multiple
agencies a client record is created against each
organisation. Consortia/ sub-contract organisations
will be able to provide lead organisations aggregate
reports of their clients and the services delivered.
Visibility of Outlets
Data Exchange Administrators will have visibility of
all outlets and can edit access and details for the
outlet. Editor and viewer users can only view and
record cases against the outlets they have been
associated to.
Admin Task Card 3 – Setting up the structure of your Organisation
Within their own organisation, Data Exchange
Administrators have the responsibility to create their
own outlets. Only Data Exchange Administrators will
have visibility of all outlets within their own
organisation, and can edit access and details for the
outlet.
Editor and viewer users can only view and record
cases against the outlet they have been associated
to.
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Visibility of Case Records
Editor and viewer users can see that clients have
been associated to cases under all programme
activities and outlets, but only view the details of the
cases where they have been given access to their
outlet and programme activity by their administrators
Within their own organisation editor and viewer
users can see that clients have been associated to
cases under all programme activities and outlets, but
only view the details of cases where they have been
given access to the outlet and programme activity by
their administrator.
Consortia/ sub-contract organisations will be able to
provide lead organisations aggregate reports of their
clients and the service delivered.
Visibility of Sessions
Data Exchange Administrators will have visibility of
all sessions recorded within their organisation.
Editor and viewer users can only view and record
sessions recorded against a case when they have
been given access to the outlet and programme
activity the case was created under.
Within their own organisations Data Exchange
Administrators will have visibility of all sessions
recorded.
Editor and viewer users can only view and record
sessions recorded against a case when they have
been given access to the outlet and programme
activity the Case was created under.
Consortia/ sub-contract organisations will be able to
provide lead organisation aggregate report of their
clients and the service delivered.
Step 1 – Adding a delivery partner
From the Data Exchange home screen, select Manage organisation in the My Organisation menu.
Figure 2 – Manage organisation option
You will then be taken to the Manage organisation screen.
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Figure 3 - Manage Organisation Screen
A list of programme activities will show. These will be the same as those listed in your Grant Agreement.
Select a programme activity from the Programme activities section that you wish to assign a
delivery partner (for an example we’ve chosen Forced Adoptions Support Service).
Figure 4 - Programme activities - adding a delivery partner
You will then be taken to the Programme activity page.
Admin Task Card 3 – Setting up the structure of your Organisation
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Figure 5 - Programme activity screen
Select Add delivery partner.
Step 2 – Adding a delivery partner
Select the delivery partner either by using the drop down arrow or typing the first few letters of their
organisation.
Figure 6 - Add a delivery partner screen
To confirm your selection, click Save.
Admin Task Card 3 – Setting up the structure of your Organisation
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Figure 7 - Delivery partner details screen
You will then be returned to the previous screen, where you will now be able to see your chosen
delivery partner under the Delivery partners heading:
Figure 8 - Delivery partners screen
IMPORTANT: If the delivery partner you wish to add cannot be found in the list, this could because
they have changed their name, or have never been funded by DSS before.
Contact the Data Exchange helpdesk who will be able to either inform you of the organisation’s
name in the Data Exchange, or request a new organisation record be created.
You will need to provide the organisation’s ABN number, as well as other identifying information.
Admin Task Card 3 – Setting up the structure of your Organisation
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