User Guides

Part 1: User Guide for Individuals

Part 2: Administration and Reporting Functions

Part 1: User Guide For individuals

Overview of the process Here is an overview of the process for connecting with organisations and using the

App

1. Create an account to

login•Once the App is downloaded, create an account in the App

2. Joining an Organisation

•If your organisation has sent you a code to link your assessment with the organisation, you need to enter this before you start doing your assessment.

•You can be linked with multiple organisations, or skip this step if you are just doing the assessment for yourself

•For instructions on how to set up organisations and access reports, see Part 2: Administration and Reporting

3. Complete your

Assessment

•Choose which organisation you are completing an assessment for, or select 'My Personal Assessment'

1. Getting Started Once you have downloaded and opened the app you will be required to sign in

The first time you do this you will need to set up an account, once set up, you will be able to enter

your user login details in future.

Click on ‘sign up now’ to create a new account

Then, enter the email address that you want associated with this account. If you have already signed

up as an organisational owner or administrator, you will need to use that login. See Part 2:

Administration and Reporting Functions

Once you enter your email, you will need to click on ‘send verification code’. You will receive a

verification email to the registered email address. This will give you a code that you will need to

enter to verify your email address for security purposes.

Then, create a new password

Once you have signed in, you will see the screen below. You can either click on:

- Simple Strategies – which will show you a list of simple strategies from the Carer Guide for

each partnership standard

- My Assessments – which will take you to your assessments

- Menu button on the top left hand side of the screen

When you click on the menu button you will see this screen:

This allows you:

- Person icon – this shows who is logged into the account

- Simple Strategies to Consider – shows a list of strategies for each partnership standard to

support your practice

- My Assessments – shows your personal assessments. Once you are connected with an

organisation, you will also see those here

- My organisations – to see which organisations you are currently connected with (this

requires a code to be provided by your organisation and entered under ‘codes’

- Codes – this is how you can connect with your organisation to enable organisational level

reporting for all users that are part of the organisation

2. Joining an organisation: If you have received a code from your organisation, click on the Codes icon. This will allow your

assessment data to be reported de-identified, to the person who established the organisation.

Note, the users cannot be identified in organisation reports, however any free-text entered in the

App could be identifiable, so we suggest care is taken in what information is entered into free text

fields.

You can be a member of multiple organisations, simply enter each of the codes you have been

provided with and you will see your list of organisations under the My Organisations icon.

You can do your assessment linked with an organisation, or you can do your own personal

assessment where data will only be stored on your account.

3. Complete your Assessment Go to My Assessments

You will then see My Personal Assessment (this is not linked to any organisations) and if you are

linked with organisations, each organisation will be listed here (see example below)

Click on the organisation you want to complete the assessment for, or click on My Personal

Assessment.

The self-assessment will then appear, starting at Partnership Standard 1 - on each page, when you

are ready to progress, click next

Then enter your rating for each activity in each partnership standard

Red = not met

Orange = partially met

Green = met

If you rate the activity as not met or partially met, include an action plan for what you need to do

next to improve the rating for this standard. Then click next and do this for all activities.

You can go back in at any point in time and update your ratings. If you are a member of an

organisation, reports will show the ratings and action plans at a selected point in time. The

assessments are ongoing and live and should be revisited regularly.

Part 2: Administration and Reporting Functions

Setting up Organisations, Users & Reporting

Contents

Overview of the process ......................................................................................................................... 1

1. Login to the Carer Guide Administration Portal ................................................................................. 9

2. Create Organisational Structures ........................................................................................................ 2

3. Set up Owners and Administrators ................................................................................................... 12

4. Create and Distribute Codes so that others can ‘join your organisation’ ......................................... 14

5. Reporting Functions .......................................................................................................................... 18

To access the website to set up, manage and report on Organisations for the

Carer Guide App, go to

https://admin.carerguide.com.au

Overview of the process Here is an overview of the process for setting up organisations, generating codes

and accessing reports.

1. Create an account to

login

•Set up a Carer Guide login via www.carerguide.com.au or via the Carer Guide App

2. Create Organisation

Structures

•Make sure you are authorised to create an 'organisation' for your organisation, mental health service, non-profit organisation, etc.

•Create an organisation, departments and sub-departments that you want to be able to report against

3. Set up Owners and

Administrators

•Decide who should be owners and administrators and set these up

4. Create User Codes

•This links App users to your organisation so you can access reports on data entered. Send out codes and start getting assessments for your organisation

5. Generate Reports

•Start analysing your assessment data

1. Login to the Carer Guide Administration Portal If you have already used the Carer Guide App and set up a username and password, enter it here.

Otherwise, click ‘Sign up now’ to create an account

Once you have created an account either here or via the Carer Guide App, you use the same login for

both and will need to use this login for all Carer Guide devices you are using.

When you sign up for an account, you will receive a verification email to the registered email

address. This will give you a code that you will need to enter to verify your email address for security

purposes.

2. Create Organisational Structures The first step is to create a new organisation. Only authorised people from an organisation should

set up a new ‘organisation’ as they will have access to create and delete organisational structures

and view all reporting data. Seek permission from your organisation before this is established. Think

carefully about how you want to set this up as your data will start to populate against each of the

departments and sub-departments you create once you send out linking codes to Carer Guide App

users.

You may only have one organisation, an organisation with multiple departments, or you may have

multiple organisations you want to set up separately.

It is important that only authorised representatives from the organisation set up the ‘organisation’

structures as they become the ‘owners’ of the organisation and can make changes, delete structures

and see all the reports.

Click on ‘create a new organisation structure’

Whatever the top level of the organisation is, type this name in first – then you can add departments

later. Then click save.

The term ‘departments’ below could also represent services, units, community teams etc.

To add departments to the organisation, click ‘add’ next to the organisation you want to add levels

to:

You will now see that ‘Department 1’ has been added and sits under the ‘Example organisation’

To add more departments, go back to the top level of the organisation and click add again

It would then start to look like this where the 3 departments listed are all part of the ‘Example

Organisation’

If you wanted to create another sub-department, you can do this by clicking ‘Add’ under the relevant

level, e.g. Department 1

It would then start to look like this:

Notes:

You can set up as many organisations, departments and sub departments as you need.

You may only have the one organisation and not want or need to split it into separate departments.

However, there are advantages to setting different levels, this allows you to report at different

levels, e.g. the whole organisation, a specific department or a specific sub-department or you may

want to create reports to compare various departments, sub-departments or organisations, these

can all be easily extracted via the Reports section of the site.

3. Set up Owners and Administrators Owners have the ability to create and delete departments and organisations, create and remove

owners and administrators plus access to all areas that Administrators have access to (see below).

You can only add owners at the top organisational level (i.e. you cannot add owners to departments

or sub departments).

Think carefully before adding owners as the more owners you have the higher the risk of data loss if

organisations or departments are accidentally deleted (which cannot be recovered). Generally, you

would set up 2 owners to provide a backup mechanism if the original owner was no longer available

and to limit the level of risk for accidental deletion. Owners selected require relevant approval to

view data at the highest organisational level and we recommend owners are individuals with

intermediate IT skills and are authorised by the organisation to undertake this task.

Administrators are authorised to access reports for organisations, departments or sub-departments

that they have been given access to, and to generate codes to link users with the organisation via the

Carer Guide App. This may include your department managers, regional managers, state managers,

etc. You can set up each Administrator to have access to the specific departments or sub-

departments that you want them to be able to access reports for.

To add a new Owner, click on the Owners link on the right hand side of the organisation

Type in the email address of the owner you would like to add, click ‘Add Owner’. Once added, when

they login using that email address, they will now see the organisation that has been established.

All current owners email addresses will be displayed at the bottom of the page.

To delete an owner, click on the Delete link next to the email address. Make sure you don’t try and

delete the only owner of the organisation, there should be a minimum of 1 owner.

To add a new Administrator , click on the Administrator tab at the top of the page

Go to the level that you want to add an Administrator to and click Manage Administrators.

The levels are in a hierarchy, so in the example above, an Administration added to ‘Example

Organisation’ will have access to all Departments and Sub Departments underneath it.

An Administrator added to Department 1 will also be able to view Sub Department 1 and 2, but not

other Departments.

An Administrator added to Sub Department 1 will only have access to that sub department.

Then, enter the email address of the Administrator you want to add. When they then login (or

register) with that email address they will have access to the code and reports for the level they

have been given access to.

At any time you can delete Administrators, by clicking on the delete link next to their email address

4. Create and Distribute Codes so that others can ‘join your organisation’ Now you have established your organisation levels, you need to be able to distribute codes to others

so that they can link their self-assessment completed in the Carer Guide App to the organisation.

This allows reporting for all users that have linked their self-assessment to the organisation.

Go to the ‘Codes’ tab at the top of the screen

Select the relevant Department or Sub Department you want to generate codes for. Note you can

only create assessment codes for ‘bottom level’ departments to ensure data is recorded at the

correct sub-level.

Type in how many codes you want to generate. Note that each code is unique to a single user, so

you need to generate a code for every user you want connected to your organisation, department or

sub-departments.

You can come back at any time and generate more codes when you need them.

Once you enter how many codes you want (maximum of 100 each time) and click Generate, the

codes will be listed on the bottom of the screen

Download a file containing my codes is an option if you want to open an excel sheet with all the

codes listed so you can keep a record of who you have sent them to, to avoid double up or missing

anyone.

Simply click the box to download a file containing your codes instead of displaying them on the

screen, then click Generate

When you open the downloaded folder it will open in Microsoft Excel and look like this. You can

then type in who you have given each code to and save this for your records if you like. There is still

no way to identify who has completed which self-assessment, simply who has been sent a code.

Email the code to other people

Send an email to each person you want to link their self-assessment to your organisation,

department or sub-department. You may want to include how to download the Carer Guide App in

your email if they have not already used it.

When they open the Carer Guide App, they will be able to click on the Codes section and enter their

unique code – see flow chart on following page or more detailed instructions in Part 1: User Guide

for Individuals.

1. Click on codes on the App screen 2. Enter the code provided by the

Administrator

(left hand side) or owner

3. Go to My assessments on the App screen

(left hand side)

4. Select the organisation or department

5. Commence your self-assessment for the

Relevant organisation or department

5. Reporting Functions

To generate reports, go to the Reports tab

Individual Service by Activity Report

This report displays performance information for a specified service at the activity level at a point in

time.

You can select just a sub-department, a department to see results for all of the sub-departments in a

consolidated report, or at the Organisational level to see results for all departments and sub-

departments.

Simply select at which level you want to view the report and enter the date you want to view it.. If

no date is entered, it will default to today’s date. Then click Generate

The report will look something like this:

The report shows you the range of total responses that you have i.e. how many people have

completed the assessment. In this example there are less than 5 respondents that have done the

assessment.

You can see the spread of Green = Met, Orange = Partially Met, Red = Not Met and Grey = No

response as yet.

You get a snapshot view of how the service is going against each criteria within each partnership

standard.

To navigate back to the reports, either click the back button to go back to this report, or click the

Reports tab again to get the main menu of reports.

Individual Service by Partnership Standard Report

This report displays performance information for a specified service at the partnership standard level

at a point in time.

You can select just a sub-department, a department to see results for all of the sub-departments in a

consolidated report, or at the Organisational level to see results for all departments and sub-

departments.

Simply select at which level you want to view the report and enter the date you want to view it. If no

date is entered, it will default to today’s date. Then click Generate

The Report will look something like this

You can see the spread of Green = Met, Orange = Partially Met, Red = Not Met and Grey = No

response as yet.

You get a snapshot view of how the service is going against each activity within each partnership

standard.

To navigate back to the reports, either click the back button to go back to this report, or click the

Reports tab again to get the main menu of reports.

Individual Service Snapshot Comparison Report

This report compares performance information for a specified service over two points in time.

You can select just a sub-department, a department to see results for all of the sub-departments in a

consolidated report, or at the Organisational level to see results for all departments and sub-

departments. Simply select at which level you want to view the report and enter the date you want

to view it as at. Then select the two dates you want to see a snapshot for. Then click Generate

The report will look something like this

The first date you entered will be the one that is shown on top and the second date will be below it.

On this example it shows that as at the first date, there were no responses. However, over time as

your responses are being updated, you will be able to generate useful data on the improvements or

changes in ratings over time. This helps to see if initiatives/actions that are undertaken are making a

difference to the self-assessment ratings.

Service Comparison by Partnership Standard Report

This report compares performance information for specified services at the partnership level at a

point in time.

You will need more than one service, or department or sub-department to be able to generate a

comparison report.

Simply choose at least 2 up to as many as you like from the list below to do the comparison report

The report will look something like this.

As you can see Departments 1 and 2 do not currently have any responses, but the third one does

have data. It also shows you the range of respondents, in all cases below, there are less than 5 self-

assessments completed.

All Services Comparison Report

This report compares performance information for specified services against all other services in the

system at a point in time. What this means is that you can see how your organisation, departments

and/or sub-departments are rating compared with all other App users.

You can select one or multiple departments and select a point in time. If there is no date entered, it

will default to today’s date. Then click Generate.

The report will look something like this:

In this example, my organisation is currently performing the best against the partnership standards

compared to all other organisations in the system. As more organisations are established by App

users, there will be an increase in the number of results displayed. If my organisation had results

that were not at the top level, it would show where my organisations results sit compared to others.

The identity of the other organisations you are rating against, are not revealed.

Action Plan Report

This report displays action plan information for a specified service at a point in time.

Simply select at which level you want to display the action plans for. If you want to see all action

plans for an organisation, click on the organisations name. Otherwise click on the Department or

Sub-Department level you want to view. Then, enter the date you want it to report. If no date is

entered, it defaults to today’s date. Then click Generate.

The report will look something like this:

Each individual user action plan is listed and categories under either not met or partially met

depending on what their rating was for the specific activity. All assessments marked as Met do not

have an action plan as the activity has already been met.