Department of Human Services

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Adding Assessments via Bulk Import - relevant to individual submissions only

Transcript

Creating assessments

So there are a couple ways to create Assessments in the R2D2 system, again following kind of the same principles as adding clients to the system, there's direct entry and there's bulk import.

For Bulk Import, scroll down this screen to that heading.

Direct entry

Go to the client section (top right of the screen). Search for the client that you wish to assess at the search field in the middle of the screen.

When you find your client, click on their name. A new screen opens.

Then click on the three stacked lines (hamburger menu) at the top of the screen. The ‘Create Assessment’ button appears. Click on that button.

This brings up the Administration screen where the client name is already pre-populated for you. In this example, the client’s name is Creed.

Choose a template

Under the client’s name is a template field, with drop-down options.

The next thing we need to decide is what template we're going to assess Creed against.

Using the drop-down menu, the example shows two options and they're the identically named templates, with different dates at the end of their names.

Some organisations have a wide variety of different templates and that's the case, just you need to be really clear on the template name.

The other thing to be mindful of is the months in the title. So in this example, we have ‘Jan’ for January and ‘Jul’ for July.

The month refers to the first month in the reporting period. If I’m wanting to assess a client against the January-to-June period, I would be selecting the template marked ‘Jan’. If I’m wanting to assess a client against the July-to-December period, I’d be selecting the template marked ‘Jul’.

Once you have selected a template, you moved to the next drop-down field on the screen, which is ‘Phase’. Your choices here are pre-service or post-service.

Pre-service phase

Pre-service is, is generally data collected at the start of service. It represents a baseline assessment and it's not something you need to be completing every six months. Do it once and then that covers the client for the duration of the time that they're involved.

Post-service phase

Post-service is a bit of a misnomer. We recommend doing post-service on a regular basis —once every six months, or once every quarter if you report on a quarterly basis, including when the client is still active, even if they haven't actually finished their service. That allows us to track progress against outcomes.

Let's say that Creed just needs his post-service assessment done. Select that option and click on the ‘Create’ at the bottom left of the screen

A new screen opens. The system automatically populates with the Client’s name, the template name, and today's date in the Assessment Date and Engagement Start fields. You can change these dates.

Fill in the fields and mark the check boxes down the screen to reflect the Client’s current status. When you have finished, click the ‘Update’ button at the bottom of the screen.

Finishing the assessment

The screen will refresh. The assessment saves in draft status. You can still edit it at this stage, using the ‘Edit’ button at the top of the screen.

This assessment will not get counted towards the submission until you click the ‘Mark as completed’ button at the top of the page. So it's really important that if you're happy with the contents of the assessment that you click ‘Mark as completed’. That will ensure the assessment gets counted towards the submission which you submit to DHS generally on a six-monthly basis.

If you mark an assessment as completed and then you see a mistake, if you have administrator level access you can click the ‘Revert completed’ button at the top of the page and that will enable you to go back into the assessment and edit it.

Downloading the Bulk Assessment Import template - 5.07 mark

You do this from the Schedules section.

From the Home screen, choose the Schedules section (top left of the screen).

Look under the Reference section, in the centre of the screen. Choose a schedule.

To bulk import assessments, look under Schedule RBA Templates (bottom of the screen).

Note the template you want to use. Hover the mouse over the three stacked dots (at the far right of the text row. A popup screen with several action options appears), and from the options available, click Import Assessments. A new screen opens.

Step 1

At the field for ‘Assessment Type’, use the drop-down menu to select pre-service or post-service. In this example, pre-service was selected.

Use the ‘choose file’ box to choose your file.

Once you choose your file (step 1) you need to check the column matching (step 2)

Step 2

A new screen opens. A message reads: ‘Match column headers to data and click Next to continue. To start again, click Previous button’.

So basically we're checking that the field headings in R2D2 are reading the column headings from the Excel spreadsheet. Each field title and field content should match. For example, the field title ‘Gender’, should have a field under it reading ‘Gender’.

If it looks okay, go to the top of the screen and click the ‘Next’ button.

Step 3

The system processes the data.

This example had an error. Click the ‘Export Errors’ button at the top of the page. [Excel spreadsheet opens] And I had put an incorrect assessment date…

[Slide reads: In this example, the Assessment Date fell outside the Jan–June 2022 reporting period (that is, it was in July 2022).

If you discover you have errors on your bulk import template, I recommend cancelling the import process and using the error report to guide you to fix up your original bulk import template.

The next part of the video starts after I have re-uploaded my fixed Bulk Import Assessment Template and checked the column matching (that is, steps one and two have been completed.]

So, this time: total rows one, rows with valid data one, rows with invalid data zero. So that's looking good. That means my data's going to import successfully.

Click the ‘Next’ button at the top of the page.

A popup appears. It reads: ‘Valid data will be imported. Do you wish to continue?”

Click OK.

Step 4

Processing data – import process complete.

Go to the Home screen, go to Clients (top right of the screen). A new screen opens.

In the centre of the screen, next to Search, click on Reset.

The uploaded client information will display.

Page last updated : 19 Sep 2022

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