Family violence performance and reporting
requirements
Frequenly asked questions
Contents
Background ................................................................................................................................................................. 1
Service Delivery Tracking ............................................................................................................................................. 1
Family Violence Services Activities .............................................................................................................................. 1
Frequently Asked Questions ..................................................................................................................................... 2
1.
Which organisations may find these FAQs helpful? ........................................................................................... 2
2.
The targets for my organisation do not look right. Who can I discuss this with? ............................................... 2
3.
Do I still need to report through the Integrated Reports and Information System (IRIS) and the
Specialist Homelessness Services Collection (SHSC)? .................................................................................... 2
4.
Where can I find information on funded activities reported via the service delivery tracking system? .............. 3
5.
Is there other information I can use to assist me with counting rules? .............................................................. 3
6.
When should organisations submit their data through the service delivery tracking process? .......................... 3
7.
Family Violence Support Services (31233) ........................................................................................................ 3
8.
Women’s Information and Referral Exchange (WIRE) (31239) ......................................................................... 4
9.
Men’s Family Violence Services (31240) ........................................................................................................... 4
10. Aboriginal Family Violence Services (31244) ..................................................................................................... 5
11. Adolescent Family Violence (31265) .................................................................................................................. 5
12. High Risk Family Violence (31267) .................................................................................................................... 6
Background
Service Delivery Tracking
In 2014, the Department of Health and Human Services (the department) introduced an online service delivery
tracking process which involves organisations accounting for monthly service delivery against their service
agreement target. This ensures that both the organisation and the department have a shared view of service
delivery in a timely and regular manner. This supports organisations in managing their progress towards meeting
agreed targets, and assists the department to manage its reporting commitments.
For further information about the service delivery tracking refer to Service Delivery Tracking online process
frequently asked questions (FAQs) on the Funded Agency Channel <www.dhs.vic.gov.au/funded-agencychannel/data-collection-and-reporting/human-services/service-delivery-tracking-department-of-human-servicesonly>.
Family Violence Services Activities
The department funds the provision of services to support people who have experienced or are recovering from
family violence which are reported via the service delivery tracking process. This FAQ provides information in
relation to the following six activities:
• Family Violence Support Services 31233
• Women’s Information and Referral Exchange (WIRE) 31239
• Men’s Family Violence Services 31240
• Aboriginal Family Violence Services 31244
• Adolescent Family Violence (31265)
• High Risk Family Violence 31267
This document provides further clarification of the performance measures and counting rules for the above
activities and provides information about the Service Delivery Tracking system.
There are a further two activities for family violence (see below) which is funded under the National Partnership
Agreement Homelessness funds.
• NPAH – Family Violence Initiatives (94657)
• NPAH – Family Violence Stage 2 (94671)
For information on the above NPAH activities please refer to the NPAH activities performance reporting
requirement FAQs.
Frequently Asked Questions
1. Which organisations may find these FAQs helpful?
This information may be helpful to organisations funded to deliver any of the above activities.
2.
The targets for my organisation do not look right. Who can I discuss
this with?
If you have any queries about your targets, please discuss it with your departmental contact.
3. Do I still need to report through the Integrated Reports and Information
System (IRIS) and the Specialist Homelessness Services Collection
(SHSC)?
Yes, the reporting requirements remain unchanged and organisations will still need to submit their data to these
reporting systems.
For those reporting to IRIS refer to Funded Agency Channel < http://www.dhs.vic.gov.au/funded-agencychannel/information-technology/integrated-reports-and-information-system> about reporting requirements.
For those reporting to the Department of Health and Human Services Homelessness Data Collection which was
introduced in July 2015, all Specialist Homelessness Services Collection data being submitted on or before the
tenth working day after the end of the month. The additional requirement is that the same extract is also submitted
to the department through the Secure Data Exchange.
In addition to the above reporting requirements, organisations who receive funding through the National
Partnership Agreement on Homelessness, Housing Establishment Funding and Transitional Housing Management
programs must complete the following manual reporting to the Department of Health and Human Services:
• National Partnership Agreement on Homelessness quarterly reporting by 21 July, 21 October, 21 January and
21 April
• Housing Establishment Funding biannually by 20 January and 20 July each year
• Transitional Property Reconciliation when requested
• Transitional Housing Management Rent Remittance by the fourteenth day every month.
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4. Where can I find information on funded activities reported via the
service delivery tracking system?
The activity descriptions in the Volume 3 of the Policy and Funding Guidelines <http://www.dhs.vic.gov.au/aboutthe-department/plans,-programs-and-projects/plans-and-strategies/key-plans-and-strategies/policy-and-fundingplan-department-of-human-services> include information regarding performance measures and counting rules.
These can also be found on the Funded Agency Channel.
5. Is there other information I can use to assist me with counting rules?
Yes, ready reckoners have been developed to provide accessible information on counting rules which has been
align to this FAQs as well as other FAQs available on Funded Agency Channel <www.dhs.vic.gov.au/fundedagency-channel/data-collection-and-reporting/human-services/service-delivery-tracking-department-of-humanservices-only>.
6. When should organisations submit their data through the service
delivery tracking process?
Data for each month must be submitted between the first and tenth day of the following month, for example for July
2016, data must be submitted between 1 August and 10 August 2016.
7.
Family Violence Support Services (31233)
7.1 What services are provided?
The program provides counselling and support services to women and children, which may include assessment,
information and referral, education, individual and group counselling, and support and case coordination. The
service may also provide assistance to women seeking intervention orders through court support, advocacy and
referral services.
7.2 How is the number of new cases counted for Family Violence Support Services in
the service delivery tracking system?
Count the number of new cases that were opened during the month.
7.3 What is the definition of ‘number of new cases’?
A new case is counted when a client receives services from a service provider for the first time within the past three
months.
When to count a new case:
• When a client receives services from this service provider for the first time
• When a client presents for services after a previous case has been closed
• When a client presents for services relating to the same incident, but has not received services from this service
provider for three months or more.
When not to count a new case:
• When the client has received the same service from the service provider relating to the same incident within the
last three months
• When an existing case carries over into a new financial or calendar year
• When an existing case carries over into a new month.
7.4 What is a client?
A client is defined as women and their children who have experienced family violence or are risk of being unsafe in
the family environment.
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A woman and her children are counted as one new case. However, where a child requires a separate response in
his/her own right, that the child is recorded as a separate new case.
8. Women’s Information and Referral Exchange (WIRE) (31239)
8.1 What services are provided?
The program provides timely and appropriate prevention and support services for women.
8.2 How is the number of contacts and referrals counted for Women’s Information and
Referral Exchange in the service delivery tracking system?
Count the number of contacts and referrals made during the month. If a contact leads to a referral, this should only
be counted once
8.3 What is the definition of ‘number of contacts / referrals’?
A contact is any interaction between a volunteer or funded worker and a client that does not lead to a referral.
A referral is defined as provision of simple advice, a referral to a service or other brief episode of service.
When to count a contact or a referral:
• If the contact is made with a person, but not referral is made one contact should be counted.
• If the contact is made with a person that leads to a referral, one referral should be counted with the contact not
counted.
9.
Men’s Family Violence Services (31240)
9.1 What services are provided?
Services provided to men may include: intake and assessment, individual or group counselling, telephone
counselling and referral. These services include the Men’s Referral Service, Enhanced Intake, Court-Directed
Men’s Behaviour Change Program and Men’s behaviour Change Programs.
9.2 How is the number of new cases counted for Men’s Family Violence Services in the
service delivery tracking system?
Count the number of new cases that were opened during the month.
9.3 What is the definition of ‘number of new cases’?
A new case is counted when a client receives services from a service provider for the first time within the past three
months.
When to count a new case:
• When a client receives services from this service provider for the first time
• When a client presents for services after a previous case has been closed
• When a client presents for services relating to the same incident, but has not received services from this service
provider for three months or more.
When not to count a new case:
• When the client has received the same service from the service provider relating to the same incident within the
last three months
• When an existing case carries over into a new financial or calendar year
• When an existing case carries over into a new month.
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9.4 What is a client?
A client refers to men who use family violence towards family members, who are receiving a service to address
their violent behaviour.
10. Aboriginal Family Violence Services (31244)
10.1 What services are provided?
The program provides holistic healing services, time out services, men’s family violence group programs,
indigenous family violence strategy community initiative funds and regional action group funds.
10.2 How is the number of new cases counted for Aboriginal Family Violence Services in
the service delivery tracking system?
Count the number of new cases that were opened during the month.
10.3 What is the definition of ‘number of new cases’?
A new case is counted when a client receives services from a service provider for the first time within the past three
months.
When to count a new case:
• When a client receives services from this service provider for the first time
• When a client presents for services after a previous case has been closed
• When a client presents for services relating to the same incident, but has not received services from this service
provider for three months or more.
When not to count a new case:
• When the client has received the same service from the service provider relating to the same incident within the
last three months
• When an existing case carries over into a new financial or calendar year
• When an existing case carries over into a new month.
10.4 What is a client?
Clients are defined for the purpose of this performance measure as Aboriginal women, children, men and family
members affected by family violence (either as victims or users of family violence against family members).
11. Adolescent Family Violence (31265)
11.1 What services are provided?
The program provides a case management model of support for young people within the context of their family. It is
underpinned by an assertive outreach and engagement approach.
11.2 How is the number of new cases counted for Adolescent Family Violence in the
service delivery tracking system?
Count the number of new cases that were opened during the month.
11.3 What is the definition of ‘number of new cases’?
A new case is counted when a client receives case management support.
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11.4
What is a client?
A client is defined as young people aged between 12 and 17 years of age who are using violence against their
parent or carer or a parent or carer and other children likely to experience an increase in family violence by the
young people.
12. High Risk Family Violence (31267)
12.1 What services are provided?
The program has three main aims:
• Provide case management support to women and children at high risk from family violence to enable them to
live free from violence and achieve safe and secure long-term housing and independence.
• Coordinate multi-agency risk assessment and management panels (RAMPs), to share information and plan
around the safety of women and children at high risk of serious injury or death and to increase the accountability
of perpetrators.
• Provide flexible post crisis support packages to assist women and children experiencing family violence to
access a range of flexible options enabling them to live free from violence and achieve positive long term
outcomes relating to their safety, wellbeing, independence and/or housing needs.
12.2 How is the number of new cases counted for High Risk Family Violence in the
service delivery tracking system?
Count the number of new cases that were opened during the month – case management services only.
12.3 What is the definition of ‘number of new cases’?
A new case is counted when a client receives services from a service provider for the first time within the past three
months.
When to count a new case:
• When a client receives services from this service provider for the first time
• When a client presents for services after a previous case has been closed
• When a client presents for services relating to the same incident, but has not received services from this service
provider for three months or more.
When not to count a new case:
• When the client has received the same service from the service provider relating to the same incident within the
last three months
• When an existing case carries over into a new financial or calendar year
• When an existing case carries over into a new month.
12.4 What is a client?
A client is defined as women and their children who have experienced family violence or are at risk of being unsafe
in the family environment.
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© State of Victoria, Department of Health and Human Services June 2016.
Available at <www.dhs.vic.gov.au/funded-agency-channel/data-collection-and-reporting/humanservices/service-delivery-tracking-department-of-human-services-only>
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