ACDC Quick Guide - Disability Services Commissiondisability.wa.gov.au/Global/Publications/For... · ACDC Quick Guide Page 2 Introduction For an introduction to the data on people

ACDC Quick Guide Version 3.0

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Table of contents

Introduction .................................................................................................. 2

Before you begin – key points related to ACDC data submission ........... 2

Tasks related to ACDC data submission ................................................... 4

Step 1 – Staff access role confirmation ........................................................................... 4

Step 2 – Adding and Removing Service Users ............................................................... 5

Step 3 – Service user demographics ............................................................................... 7

Step 4 – Service user service records ........................................................................... 12

Step 5 – Plans data input (NOT REQUIRED) .................................................................. 15

Step 6 – Data validation ................................................................................................... 16

Step 7 – Data submission ............................................................................................... 20

Appendix A – ACDC staff access roles .................................................... 22

Appendix B – ACDC staff access: adding and removing ....................... 23

Adding staff access ......................................................................................................... 23

Removing staff access .................................................................................................... 26

Appendix C – How to delete service type outlets with no service users 29

The Disability Services Commission is the statutory authority responsible for

disability services in Western Australia. On 1 July 2017, the Disability Services

Commission became part of the newly formed Department of Communities. For the

purpose of this document, the Disability Services Commission is referred to as the

Department of Communities, Disability Services.

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Introduction For an introduction to the data on people and services to report in ACDC, please refer to

the Department of Communities, Disability Services website for the ACDC Reporting

Requirements Information Sheet.

Before you begin – key points related to ACDC data submission The following general comments relate to the ACDC data submission process:

1. You should provide details for all the service users, and their services, that your

organisation has provided services to, who are or were funded at any stage of the

collection period (beginning 1 July and ending 30 June of the following year), by

Disability Services or under the WA NDIS.

Please note that this DOES NOT include services funded by the Commonwealth

operated NDIS National Disability Insurance Agency (NDIA).

2. You should not include any service users who were solely funded for all of the

collection period under the Commonwealth operated NDIS (NDIA).

If a service user received services funded by both the State (Disability Services

and/or WA NDIS) and the Commonwealth (NDIA) during the collection period

(1 July to 30 June), only report on services funded by the State (Disability Services

or WA NDIS). Any services funded by the Commonwealth are NOT to be reported

to Disability Services in ACDC.

It is important to note that data submitted to Disability Services should not be

confused with services provided for the Commonwealth-administered NDIS (NDIA).

Only services funded by Disability Services, or under the WA NDIS, are to be

reported in ACDC.

3. All data provided needs to be supported by evidence and should only relate to the

current collection period (1 July to 30 June), as the data submitted is subject to the

Office of the Auditor General’s audit and internal quality control audits.

In particular, the following evidence is essential: evidence of service provision,

service type, dates of service, client demographics and date of birth, by individual.

4. It is important that the data is verified prior to submission by your organisations

management to ensure its accuracy. The verification provides confirmation that the

services input into ACDC are an accurate reflection of services funded by Disability

Services or WA NDIS and only relate to the current collection period.

5. ACDC will include details of some, if not all, service users that your organisation

needs to report on for the collection period. You will need review the accuracy of the

service user information in ACDC and add any service users that your organisation

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has provided services to, if they are not in ACDC (refer to Step 2 below for

instructions on how to add service users).

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Tasks related to ACDC data submission

Step 1 – Staff access role confirmation

When you login to ACDC for the first time for the collection period, ACDC will display a

message advising you that a staff member with the ACDC role of Agency Authorising

Officer (AAO) is required to login to complete a staff access verification step for your

organisation. This screen can be dismissed by you if you are not an AAO, or if you are an

AAO but do not wish to acknowledge the message, however it will reappear upon each

subsequent login until the acknowledgement is performed. An example of this message is

provided below.

Descriptions of access roles available for your staff in ACDC are included at

Appendix A. The steps required to review, and add or remove ACDC access for

your staff, are detailed at Appendix B.

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Step 2 – Adding and Removing Service Users

To add a service user, go to the Home page for your organisation and click on a service

type outlet from the list under the Service Name column, as shown in the example below:

It will open with a list of service users receiving a service from that service type outlet (as

in the below example). If you need to add users to a service type outlet, there are two

button options, as shown below.

Add Multiple Service Users – You can add existing service users, who are receiving

services at other outlets, to this outlet by selecting their name from the list.

Add Service Users – You can add service users who are new to your organisation, since

the last collection period, into ACDC using this function. If a new service user to your

organisation has a Disability Services Local Coordinator, they will already have a record in

ACDC, but not with your organisation.

Enter the user details (name, DOB and sex) to search for a pre-existing record which may

exist for that service user within ACDC to add them to your organisation.

Note: If an existing record does not exist in ACDC a new record will be generated.

Removal of Service Users – There are two ways to remove service users in ACDC. The

best option for your organisation will depend on your internal work processes.

i. Delete service – to remove a single service user for the nominated service outlet,

click on Delete Service (see the screen shot below).

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or

ii. Click Service Wizard (see the screen shot below) or click Edit Service (see the

screen shot below.)

Next, click on Did not receive service under the Services tab (see screen shot below).

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Step 3 – Service user demographics

Update and validate demographic data for your organisation’s service users, as required1.

a. You can access service users’ records through the service type outlets. From the

Home page click on the name of the service type outlet, which is listed under the

Service Name column title under the Outlets tab, as shown in the screen shot below.

Note: Any outlets where the number in the Responsible Service Users column is

equal to the number in the Demographics Validated column indicates that all the

service users’ demographics have been validated. You will not need to select those

outlets, unless you need to add users to the outlet (see Step 3 b below for how to do

that).

1 The term “service user” refers to people your organisation provided services to that were funded by the Disability Services Commission or Department of Communities - Disability Services or by WA NDIS.

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b. It’s important to note that you only need to update and validate the demographics for

service users where your organisation is designated the Responsible Service Provider

for that individual.

A red dot against a service user’s name under the Demographics column indicates

that the service user’s demographics need to be validated. In the example below

Adam Ant and Sallytest Smithtest have red dots against their names, indicating that

their demographics need to be updated.

c. Click on the service user’s name to open their record.

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d. The screenshot below shows you an example of the service user screen (for Sallytest

Smithtest). The screen opens by default under the Summary tab, which shows the

demographics. To edit demographics, click the Edit General Details button (shown at

bottom, right of the image).

e. When you’ve completed editing the General Details screen, click the Save & Next

Page button at the bottom of the General Details screen (as shown in the screenshot

below) to go on and edit the Other Details screen which will automatically open.

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f. When you’ve completed editing the Other Details screen click the Save button at the

bottom of the Other Details screen, as shown in the screenshot below.

g. Return to the Summary tab. Scroll down the screen to the Data Validation section (as

shown below) and click on the Validate Demographics button. Please note, this is an

important step in completing your validation and data submission.

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h. Once the service user’s demographics have been validated the screen below will

appear with notification that the validation was successful.

i. Return to the Service Outlet page. In the screenshot example below you can see that

user Sallytest Smithtest now has a green dot against her name in the Demographics

column, indicating that the demographics data has been fully entered and validated

and does not require any further actions.

Select the next service user with a red dot in the Demographics column, such as

Adam Ant in the example below, and repeat the process until all users in the service

outlet have green dots, or are blank, in the Demographics column.

j. Return to the Home page and select another outlet which has service users that

require updates and validation of demographics data.

Repeat the steps b through to i above until all users in all outlets have been

completed.

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Step 4 – Service user service records

Complete the service record information for every user who receives services from your

organisation.

A service user may receive services from several service type outlets in your organisation.

You can use the existing service records in ACDC and your organisation’s records of

service provision to service users to establish whether any new service records need to be

added.

Go to the Home page for your organisation and click on a service type outlet from the list

under the Service Name column, as shown below:

It will open with a list of service users receiving a service from that service type outlet as in

the below screen shot example.

As discussed above, in Introduction - Before You Begin – Point 5, there may be

some users that are new to your organisation, or new to the service type outlet, for

the collection period and they will not be listed. You can follow the steps outlined

above, in Step 2 - Adding and Removing Service Users, to add any new users.

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As shown in the screen shot above, click on Service Wizard (to edit all the service

records for the service users in the service type outlet) or click Edit Service against

a single service user record (to edit only the service record for a single service

user). You will then need to populate all service record information for the service

user(s), the details of which are shown and explained below.

Date Commenced: The date the client initially received the service from your

organisation. This may be a date before the current collection period, potentially

many years in the past.

Last Received Date: The date the person last received the service in the current

collection period. This date must be a date between 1 July and 30 June.

Please note that ACDC will close approximately ten business days before 30 June.

If services are expected to be delivered after ACDC is closed, please estimate the

‘Last Received’ date within the collection period (up to 30 June).

Service Exit Date: If the client will no longer receive services from the service type

outlet, enter the date that you were advised of this. If the client unexpectedly exits

the service type outlet after ACDC closes, but within the collection period, please

send an email to the ACDC Helpdesk to advise this.

When referring to individuals in emails – please do so using their SLK (rather than

first name and surname), which can be found in ACDC under the service user’s

record. Always enter an accompanying Reason Leaving if a Service Exit Date is

being entered.

Reason Leaving: Select a Reason Leaving from the options available. Only

provide a Reason Leaving if a Service Exit Date is also provided.

Service Funding Type: Indicate the source of funding used by the person to

access the service at this service type outlet. Options are Individually Funded, Block

Funded and Both.

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There are three ways to edit service users’ service records in ACDC (see the

screen shot below). The best option for your organisation will depend on your

internal work processes.

i. Edit service – to edit a single service user’s record for the nominated

service outlet only.

ii. Service user’s name – to edit ALL services for a single service user.

iii. Service Wizard – to edit all service users’ records in the nominated

service outlet only.

The steps to follow for each option are:

i. Edit service – Click on the Edit Service button next to the nominated

service user (see example below).

a. Enter the Service Dates and Service Details for the service user

and Save the record.

b. Select the next service user and repeat the process

ii. Service user’s name – Click on the service user’s name to see ALL

services that the service user receives. Edit each service outlet

separately:

1

2

3

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iii. Service Wizard - Click on the Service Wizard button and enter the

Service Dates and Service Details for each service user. Save the record

and progress to the next service user’s record.

If you clicked the Service Wizard, you will see a screen that looks like the

example below. Enter the service information and click the Save and Next

User button to progress through the list of service user records that require

data entry and validation. If you get to a service user’s record and the

information is not available, click on the Next User button. You can come

back to the incomplete or missed records at a later stage.

Step 5 – Plans data input (NOT REQUIRED)

You are NOT required to enter any data related to plans into ACDC.

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Step 6 – Data validation

Prerequisites for submitting data to Disability Services:

1. All service records, for all users at all service type outlets, must be entered in full

and completely.

This can be checked by opening each service type outlet from the Home page –

every status light, for every user under the Service Data column should be green (if

they are not, edit the service records as required until the status light is green).

You can use the Service Wizard, as described in Step 4 – Service user service

records above, to edit the service record. The screenshot below provides an

example of the status lights at a service type outlet named Therapy Support for

Individuals, where both service users have complete service records and are

therefore showing green status lights.

There may be some service type outlets for your organisation that don’t have any

service users, after all service records have been entered for all existing service

users and for any new service users who were added to ACDC in the collection

period. In the case of empty service type outlets there are two options:

i) Complete the service type outlet as a zero-user outlet. This means that you

should skip the Step 2 below and continue from Step 3 with the Complete

Review process.

OR

ii) Delete the service type outlet(s), in which case you don’t need to do any further

data processing of the service type outlet in ACDC. Please see Appendix C –

How to delete service type outlets with no service users for instructions on

how to delete the service type outlets.

2. Service user demographics must be completed for all users where your

organisation has responsibility for doing so (ie. where your organisation is the

Responsible Service Provider).

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Using the screenshot below as an example, the status light for every user under the

Demographics column should be either green (for users where your organisation is

responsible) or blank (for users where your organisation is not responsible).

In the example below both users have red status lights, therefore the demographics

for both need to be entered and validated (as shown in Step 3 – Service user

demographics above).

3. A Complete Review for every service type outlet must be performed. The

Complete Review process can only be performed by staff whose ACDC access role

is one of the following:

• STO Manager

• Agency Management

• Agency Authorising Officer

A prerequisite for the Complete Review process is that items under the Service

Delivery tab are complete. From your organisation’s Home page click on the

Service Delivery tab (highlighted in the screenshot below) to review and/or edit the

service delivery details for the service type outlet.

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The details that need to be completed are circled above:

a. “Have you operated for the full financial year?” – this question relates

to the service type outlet – Click Yes or No as appropriate.

b. “Usual number of hours per day” – either enter a number between 1

and 24 OR select the box to the right of “No regular daily pattern”.

c. “Usual number of days per week” – either enter a number between 1

and 7 OR select the box to the right of “No regular weekly pattern”.

d. “Number of weeks this collection period” - Either enter a number

between 1 and 52 OR select the box to the right of “No regular

collection period pattern”.

e. “How many service users received this service type from this service

type outlet during the period 01-July-2019 to 30-June-2020?” (note

that the specific years mentioned will change with collection periods)

– this should only be entered for service type outlets with MDS code

of 6.01 through to 6.05 – for all others it will already have a number

and will not require or allow data entry.

Once the above details have been entered and verified you can click Save & Next

Page (circled in the screenshot above) to move to the Complete Review tab for the

service type outlet, which is shown in the screenshot below.

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Click the Review Complete button to complete the review for that service type outlet -

you will either receive a message confirming that the review was successful, or a

screen detailing any errors needing to be addressed before you try again.

Repeat the data entry/verification of the details under the Service Delivery tab and

the Complete Review process for every service type outlet. You can verify that all

service type outlets have been successfully completed by going to your organisation’s

Home page – the status light in the Status column should be green for every service

type outlet.

Once the Complete Review process has been completed on all outlets, a window will

pop-up confirming that you can proceed to Verify and Submit your data, if you are an

Agency Authorising Officer.

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Step 7 – Data submission

Once all the prerequisites described in Step 5 have been satisfied, a staff member from

your organisation, with an ACDC role of Agency Authorising Officer, can complete the final

data submission:

a. From your organisation’s Home page click the Details tab. The screen looks like the

example below:

b. Click the Verify Data button.

• Addressing errors: If there are errors, a popup window will provide a list of

incomplete service type outlets and incomplete service users. Please note the

details - these records will need to be addressed before data submission can be

finalised. Cancel the data submission and address the errors, then repeat the

submission process.

• Proceeding with no errors: If there are no errors, a popup window will display

with a Submit Data button. Click this button as shown below to complete the

data submission.

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c. Verifying if your data is submitted: You can verify that the data submission is

complete by going to your organisation’s Home page and clicking the Details tab. A

screen like the example below will indicate ‘Yes’ against the line ‘Data Collection

Submitted?’.

Once you see the above screen, which confirms successful data submission, your

organisation has completed all ACDC reporting requirements for the collection

period.

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Appendix A – ACDC staff access roles

ACDC Access Role Actions

Web Bulk Upload

(Used only by

organisations that

upload)

• Facilitates the bulk upload of data from the organisation to

ACDC

• Manages bulk uploaded data in ACDC

Read Only • View data only

• View the complete set of system reports

• Restricted on a DSO and STO level as required

Agency Data Entry • Search existing clients

• Add existing clients to service records

• Create user record for new clients

• Enter demographics for all clients

• Validate demographics for all clients

• Run a number of selected reports

STO Manager

(Service Type Outlet

Manager)

• All permissions of the Agency Data Entry role

• Request and revoke access for users in Agency Data Entry

role at their STO

• Edit existing STO data

Agency Management • All permissions of the STO Manager role

• View the complete set of system reports

• Request and revoke access for users in the STO Manager,

Agency Data Entry and Read Only roles

Agency Authorising

Officer

• All permissions of Agency Management

• Request and revoke access for users in the Agency

Management, STO Manager, Agency Data Entry and Read

Only roles

• Submission of final data

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Appendix B – ACDC staff access: adding and removing

Adding staff access

1. Log into ACDC.

2. Select Menu.

3. Select Administration and then Request System Access (see screenshot below).

4. In the window that opens, enter the staff member’s email address (double check for

accuracy) and then click Next.

5. In the next window that opens, select the role to be allocated to the user from the

drop-down menu against Role (see screenshot example below). If the chosen role

is Agency Management, click on the Add button and skip to step 7. You may also

limit the list of outlets shown by selecting a suburb from the drop-down menu

against Location, otherwise leave <ALL> to see the complete list of the

organisation’s outlets.

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6. If the user role to be allocated is any other than Agency Management, select one

outlet at a time to be allocated to the user from the outlet list (or click <ALL> against

Outlet if all outlets should be added for the user). Click on the Add button for each

required outlet – the new user will be assigned that role and the selected outlet(s),

and these will be listed under New Access.

The screenshot below shows an example of the roles and outlets that appear under

New Access after an Agency Data Entry role has been added.

Once you are happy with the new access that will be added (as displayed in the

New Access section), click the Next button.

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7. Complete all requested user details on the Enter/Confirm User’s Details screen

(see screenshot below) and then click the Request Access button.

NOTE: You may find some system users already have existing details in ACDC,

and for these there may not be a password option, as the users may already have

login details in another Disability Services system, the Service Provider Gateway. If

they require a password reset the users can refer to the instructions on page 5 of

the ACDC FAQs document, which is available from the Home page of ACDC; click

the Menu button and then select Help/Information to open a page which offers a

link to the ACDC FAQs document.

8. A window will appear confirming that you have successfully provided the required

user access (see screenshot below). Click the Finished button to finalise the

process.

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9. The request will need to be processed by Disability Services (this should be done

within 24 hours) before the access becomes active. Once access is approved by

Disability Services, an automated email from the ACDC mailbox will be sent to the

user, with their user name and an activation code. Users will require both the

password that was set by the manager who requested the access and the activation

code to activate their account. The initial password will need to be changed by the

user when they first log into ACDC.

Removing staff access

Staff access to your organisation’s data in ACDC can be removed by staff holding

Agency Authorising Officer (AAO) or Agency Management (AM) roles in ACDC.

Note that the following applies:

• Staff in the role of AAO can remove access for staff in any role, except for

those who have the AAO role themselves.

• Staff in the role of AM can remove access for staff in any role except for

those in the AAO or AM role.

• Removal of access for staff in the role of AAO requires an email to be sent

to the ACDC Helpdesk ([email protected]). The sender of this

email needs to be an AAO.

• The removal of staff access can either be granular, so that access is

removed to one or a select number of service type outlets, or complete, so

that the staff no longer have any access to your organisation’s data in

ACDC.

1. To begin the process of removing staff access, click the Details tab from your

organisation’s Home page in ACDC. As shown in the screenshot below, the staff

details are in the Service Provider Staff section of the Details tab.

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2. The Service Provider Staff section lists all the staff that have access in ACDC. A

staff member will appear on a row of the listing for every role that they have been

assigned, so a single staff member can appear on multiple rows if they have

multiple roles in ACDC.

3. To completely remove a staff member’s access in a role, identify the row which lists

the staff name and their ACDC role and click the Revoke Access button (circled in

the screenshot above) on that row. Clicking on the Revoke Access button as

shown will cause the row to disappear from the listing. In the example above, staff

member Johntest Smithtest would no longer have the Agency STO Manager role

but would retain his other roles in ACDC. To remove Johntest Smithtest from other

roles you would need to click Revoke Access on each of the corresponding rows

for which you would like his access removed.

4. To partially remove access for a staff member, by removing access to some (but

not all) service type outlets for the staff member in a particular role, click on the

Permissions button (circled in the screenshot above). Clicking on the Permissions

button will open a window which lists all the service type outlets the staff member

has access to in the particular role. The screenshot below shows the window that

opens when Permissions is clicked on the row for Johntest Smithtest in the role of

Agency Data entry:

The screen above shows that Johntest Smithtest, in his role of Agency Data Entry,

has access to three service type outlets. If you click on the Revoke Access button

against the Service Outlet Attendant care/personal care (as circled in the above

screenshot) then that outlet will be removed from Johntest Smithtest’s access.

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The screenshot below shows the resulting confirmation message and the outlets

the staff member still has access to:

You can continue clicking the Revoke Access button against as many service type

outlets as you require to be removed. When you have finished removing outlets,

click the Close button and you will be taken back to the Service Provider Staff

section under the Details tab.

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Appendix C – How to delete service type outlets with no service users There are several points to note before you delete a service type outlet:

1. There should be no service users listed in the service type outlet when viewed in

ACDC. You will not be able to delete a service type outlet that has any service

users within it.

2. A service type outlet that has no service users can’t be deleted until 24 hours after

the last service user has been deleted. This means that if you only have service

users that did not receive a service and delete them all, so that there are no service

users left in the service type outlet, that zero-user service type outlet can only be

deleted the following day.

3. If you need to delete a zero-user service type outlet in order to submit your

organisation’s ACDC data for the collection period and are impacted by the 24-hour

delay, consider doing the Complete Review of the service type outlet (see Step 6 –

Data validation, Point 3 above) and include the zero-user service type outlet in

your data submission. There is no impact on your organisation or the data count in

doing a Complete Review compared to deleting the zero-user service type outlet.

The steps to follow to delete a zero-user service type outlet:

1. When viewing the service type outlet in ACDC, click the General Details tab, as

shown below.

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2. Select the No option against Enabled? And then click Save, as shown below.

3. When you return to your organisation’s Home page in ACDC the service type outlet

will no longer be visible.