COMMUNITY LEGAL SERVICES
INFORMATION SYSTEM
Data Guide
v1.06 2004
1
….Data Item Index
TABLE OF CONTENTS
INTRODUCTION ...................................................................................................4
DATA ENTITIES ..................................................................................................4
HIGH LEVEL DATA ENTITY DIAGRAM .............................................................................5
DATA ENTITIES AND DATA ITEMS ..................................................................................6
CLIENT ........................................................................................................................7
¾ Key and Mandatory Data Items........................................................................7
¾ Optional Data Items..........................................................................................9
MATTER ....................................................................................................................12
¾ Key and Mandatory Data Items......................................................................12
◊ All Matters ......................................................................................................12
◊ Child Support Matters.....................................................................................14
◊ Welfare Rights Matters...................................................................................14
¾ Key (only) Data Items.....................................................................................15
◊ Child Support Matters.....................................................................................15
¾ Mandatory (only) Data Items ..........................................................................15
◊ Youth Matters .................................................................................................16
¾ Optional Data Items........................................................................................16
ADVICE .....................................................................................................................19
¾ Key and Mandatory Data Items......................................................................19
¾ Mandatory (only) Data Items ..........................................................................20
¾ Optional Data Items........................................................................................21
CASEWORK ...............................................................................................................22
¾ Key and Manadatory Data Items....................................................................22
¾ Key (only) Data Items.....................................................................................23
¾ Manadatory (only) Data Items ........................................................................23
¾ Optional Data Items........................................................................................25
NON-CASEWORK .......................................................................................................26
¾ Key and Manadory Data Items.......................................................................26
¾ Key (only) Data Items.....................................................................................27
¾ Mandatory (only) Data Items ..........................................................................27
¾ Optional Data Items........................................................................................28
INFORMATION ............................................................................................................29
¾ Key and Mandatory Data Items......................................................................29
¾ Optional Data Items........................................................................................30
CLIENT SURVEY.........................................................................................................32
¾ Advice and Casework.....................................................................................32
SERVICE PROVIDER DETAILS .....................................................................................34
¾ Key and Mandatory Data Items......................................................................34
¾ Mandatory (only) Data Items ..........................................................................35
¾ Optional Data Items........................................................................................35
STATE PROGRAM MANAGER DETAILS .........................................................................36
MODEL SERVICE AGREEMENT ....................................................................................37
ANNUAL TARGETS .....................................................................................................38
¾
Key and Mandatory Data Items......................................................................38
INDEX OF DATA ITEMS ......................................................................................39
VERSION CONTROL ..........................................................................................44
INTRODUCTION
This Guide is intended to provide an overview for the user of the CLSIS database and of the
data items. For more detail of the database structure and data item values the user should
refer to the CLSIS Data Dictionary.
The CLSIS database comprises
• a number of Entities, or groupings of data items, and
• the data items themselves.
A brief description of each Entity is provided in the section below, and in the following
sections more information on the Entities, the linkages between them, and of the data items
occurring in each Entity, are set out.
DATA ENTITIES
A Data Entity represents a ‘high-level’ grouping of data items that contain all the necessary
information relevant to the Entity. For example, a client may present with one or more
problems requiring legal advice and/or casework. The Client Entity contains details about the
client, the Matter Entity the details of the problem(s), while the Advice and Casework Entities
contain relevant details of the action taken by the Centre. These Entities are linked to provide
a complete ‘picture’ of the incident.
The Data Entities identified are:
Entity
Description
Client
Information about a client of a community legal service provider.
Matter
The problem or group of problems about which a person seeks
assistance from a community legal service provider.
Advice
Advice Activity – the provision of legal advice to a client.
Casework
Casework Activity – the provision of casework services to a client.
Non-casework
Non-Casework Activity - a project which a community legal service
provider undertakes for which individual clients or client groups are not
identified.
Information
Information Activity – the provision of ‘service related’ information to a
person or group.
Client Survey
Items to be collected for the Client satisfaction surveys.
Model Service
Agreement
The indicators for State Program Managers to record the receipt and
approval of documentation required under the Service Agreement.
Annual Targets
The Activity targets as included in the Strategic Plan for a community
legal service provider (refers to outputs negotiated under the Model
Service Agreement).
Service Provider
Details
Information relating to service providers funded under the Community
Legal Service Program.
State Program
Manager Details
Information relating to State Program Managers of the Community Legal
Service Program.
Annual budget
The financial information relating to a community legal service provider’s
annual budget.
Financial return
The financial information relating to a community legal service provider’s
quarterly income and expenditure.
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4
….Introduction/Data Entities
HIGH LEVEL DATA ENTITY DIAGRAM
Client
Matter
Advice
Annual
Targets
Casework
Service
Provider
Details
Annual
Budget
Financial
Return
Non-Casework
Information
SPM* Details
Client Survey
* State Program Manager
Dotted lines indicate that the information entered into the local databases is ‘tagged’
with the service provider ID. This ID is contained in the Service Provider Details
entity. The tagging enables client, matter, advice, casework, non-casework,
information, client survey, activity targets, annual budget and quarterly financial
return information to be correctly applied to the central database.
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5
….High Level Data Entity Diagram
DATA ENTITIES AND DATA ITEMS
The following alphabetic listing of Data Items by Data Entity is broken down into:
‘Key Data Items’ – these items are required by the Commonwealth. Only key data
items are transmitted to the NPC.
‘Mandatory Data Items’ - are compulsory Items for which a value must be entered
for the screen/record to be saved to the database, and
‘Optional Data Items’ – entry of the Data Item is non-mandatory but may be helpful
or useful to the Centre.
As a general rule, the values that may be given to Key and Mandatory Data Items
are specified in drop-down menus in the relevant screen, and the user makes a
selection from that menu. Optional Data Items are generally, but not always, freeform, such as family name, notes about a case, etc. There is a maximum size
allowed for such fields, and the user is referred to the CLSIS Data Dictionary for
specific details.
Some of the values that may be given to a Data Item are outlined in the listing below,
but these are not necessarily comprehensive, especially where a large number of
values are specified. For example, for the Client Entity, data item ‘Main Language
Spoken At Home’, the description provides a broad overview of the available entries.
For detailed information on the available code values and descriptors refer to the
CLSIS Data Dictionary or to the CLSIS Code List. This Code List is in a similar form
to the NIS code list and is an extraction of all the code values and Data Item
descriptors from the Data Dictionary.
Note that a Data Item may appear in one or more Data Entities.
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6
….Data Entities and Data Items
CLIENT
T
A person becomes a client when:
ƒ they receive legal advice in relation to their problem, and/or
ƒ the service provider undertakes casework in relation to their problem.
For professional indemnity insurance purposes, a person receiving advice, or for whom
other legal work is undertaken, must have name and contact details about them recorded
by the service provider.
Key data items are indicated by an *preceding the item name and Mandatory data items
are indicated by bold type. Optional data items are listed in plain type.
¾ Key and Mandatory Data Items
Centre Client ID
Centre assigned identifier – if Client ID options are set to “Allow
user entry of ID”.
*Client ID
A unique system or user-assigned number for each client.
*Client Type
The type of client seeking assistance with a problem or
problems –
Individual, Group, Organisation, Company, Other Types of Body
Corporate, Client Other.
*Client Type - Other
Description of the Client Type where ‘Client Other’ is selected in
the ‘Client Type’ box.
*Date of Birth
The date on which the client was born – ‘dd-mm-yyyy’, or ‘yyyy’,
or ‘mm-yyyy’, or ‘Unknown’.
*Disability Indicator
Indicates whether the person is identified as having a disability.
There is a separate (optional) field, ‘Disability Type’, which
allows for a specific type of disability to be entered.
*Family type
The current family living arrangements of the client –
ƒ Two-parent or One-parent family with dependent children;
ƒ Other family; or
ƒ Not living with a family.
ƒ ‘Not applicable’ is assigned if ‘Client Type’ is not an
individual.
Note: This refers to the relationship between people who are
currently living together in the same household or dwelling NOT to any relationships with non-resident family (eg noncustodial parent).
*Income scale
The level of gross income which the client receives - individual
income ONLY. Includes pensions, benefits and allowances.
ƒ
ƒ
Low Income – under $500 a week (or $26,000 a year);
Medium Income – between $500 and $1,000 a week (or
$26,000 and $52,000 a year);
ƒ High Income – over $1,000 a week (or $52,000 a year).
If the client presents as a couple, each person is entered as a
separate client, and the income of each client is recorded.
*Indigenous status
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Self identified indigenous status.
7
….Client Entity
*Main language
spoken
*Postcode
*Proficiency in spoken
English
*Sex
*Statistical Local Area
(assigned
automatically at NPC)
*State (or Territory)
*Suburb/Town/Locality
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Indicates whether a person idenitifies as Aboriginal, Torres
Strait Islander, both or neither. For reporting purposes, either or
both are combined to a single ‘Aboriginal or Torres Strait
Islander’ category.
The main language which the person uses at home.
Languages are grouped into 9 major geographical regions –
ƒ European – Northern; Southern; Eastern;
ƒ South West Asian and North African;
ƒ Asian – Southern; Southeastern; Eastern;
ƒ Australian Indigenous; and
ƒ Other (which includes sign languages).
ƒ ‘Not stated’ is coded 9990.
The drop-down menu offers a detailed list of specific languages
relevant to the geographical region.
The postcode of the suburb, town or locality in which the person
seeking information or the client or the related client/other party
currently lives (or has their place of business).
The client’s self-defined level of proficiency in spoken English:
may be client’s or service provider’s perception, depending on
what is most appropriate for individual clients.
This question should only be asked of people who speak a
language other than English at home.
The self-identified gender of the client.
The Statistical Local Area which corresponds to the
suburb/town/locality and postcode of the current address of the
client.
Note: This data item is assigned automatically by the CLSIS
system, using a combination of State/Territory,
suburb/town/locality and postcode. The Statistical Local Area
code is stored in the central database. The main use of this item
is for aggregation of information to specific geographic levels.
The State or Territory of the suburb/town/locality and postcode
of the current address of the client.
The name of the suburb, town or locality in which the person
seeking information or the client or the related client/other party
currently lives (or has their place of business), and the suburb,
town or locality of the service provider.
8
….Client Entity
¾ Mandatory (only) Data Items
Group/organisation
name
The name of the client group/organisation.
If the client is an organisation, partnership or company, enter
the name in this field.
This is also a multiple entry field which allows for unlimited
Contact names to entered.
Last Activity Date
The latest date (maximum value) of Advice Date, Case Open
Date and Case Close Date for the client. This value is system
generated and only updated when a change is made to the
matter or activity.
Last Worker
The identifier for the last worker/s involved in the last activity.
This value is system generated, and only updated when a
change is made to the matter or activity.
Type
The nominated type of contact address/es, email and telephone
given by the client.
ƒ Address
Street, Postal, Work, Other
ƒ Email
Home, Work, Other
ƒ Phone
Home, Work, Facsimile, Mobile, Other
This is a multiple entry field which allows unlimited entries to be
made for this data item in the Client Details screen. This is used
to detail alternative contact address information for the principle
client only.
¾ Optional Data Items
Country of birth
The country in which the client was born.
The countries are grouped into 9 major geographical regions ƒ Oceania & Antarctica;
ƒ Europe – North West; Southern; Eastern;
ƒ North Africa & the Middle East;
ƒ Asia – South-East; Southern & Central;
ƒ Americas;
ƒ Sub-Saharan Africa.
ƒ ‘Not stated’ is coded as 9990.
Disability type
Type of mental or physical disability.
ƒ
ƒ
ƒ
ƒ
ƒ
ƒ
ƒ
ƒ
ƒ
ƒ
ƒ
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Developmental delay;
Intellectual (including Down Syndrome);
Specific learning (including Attention Deficit Disorder);
Autism (including Asperger’s Syndrome);
Physical;
Acquired brain injury;
Vision sensory;
Hearing sensory;
Speech sensory;
Psychiatric;
Neurological (including epilepsy and Alzheimer’s Disease);
9
….Client Entity
ƒ
ƒ
ƒ
ƒ
ƒ
ƒ
HIV;
Hepatitis C;
Other blood borne/other disease;
Dual disability – any;
Disability other (including disability group not yet
diagnosed);
Not stated’ is coded 9990.
This is a multiple entry field which allows unlimited entries to be
made for this data item in the Client Details screen.
Email address
The email address of the client.
This is a multiple entry field which allows for unlimited entries to
be made for this data item in the Client Details screen. Each
entry is linked to the specified client.
Family name
The family name of the client.
Record the Family name only of the client. Given name(s) are
recorded in the First Name field.
This is a multiple entry field which allows for unlimited entries to
be made for this data item in the Client Details screen. This is
used to detail alias or alternative contact names for the principle
client only.
First name
The first or given name/s of the client.
Service providers may record first and second (given) name/s in
this field if required. Note however, that FAMILY NAME MUST
NOT BE RECORDED IN THIS FIELD.
This is a multiple entry field which allows for unlimited entries to
be made for this data item in the Client Details screen. This is
used to detail alias or alternative contact names for the principle
client only.
Income source
The principal source of the client’s income.
Principal sources are:
ƒ
ƒ
ƒ
Earned income;
Government provided income (pensions, etc);
Other income (eg, rent, superannuation, etc)
Note: That the main source of income may be less than 50% of
all income - eg if a client has an annual income of $35,000 per
year, as follows:
ƒ Wages: $15,000
ƒ Benefits: $10,000
ƒ Other : $10,000
then use code for ‘Earned Income’, as the single largest source
is from wages, even though this represents only 42.86% of all
income.
Size of (client) group
The size of the group (where the client type is a group of
persons).
Used by service providers whose clients are generally groups –
eg Environmental Defenders Offices.
Street (address)
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The street number and street address of the client/s, OR Postal
10
….Client Entity
address if applicable.
Telephone (number)
The telephone number of the client.
Telephone numbers should be recorded including the STD
code.
Mobile telephone numbers can also be recorded if required.
This is a multiple entry field which allows for unlimited entries to
be made for this data item in the Client Details screen. This is
used to alternative contact telephone names for the principle
client only.
Year of arrival (in
Australia)
The year in which the person first arrived in Australia with the
intention of staying at least 12 months.
Note: This question should only be asked of clients who were
born in a country other than Australia.
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11
….Client Entity
MATTER
Definition
The ‘Matter’ entity consists of the problem or problems with which the client is seeking
assistance, and to other items which are related to the problem or problems. Note that this
entity is only relevant to Advice and Casework, and is related to these two entities.
Notes/guide
A ‘Matter’ consists of a single problem or a group of related problems, or a group of
problems which may be unrelated, but are dealt with together. If a client has a number of
problems that are NOT dealt with together, these should be treated as separate Matters.
For example, a client rings with three problems. If there is a problem with the landlord about
a rent increase and a problem about repairs to the rented dwelling, then these are related
tenancy problems and would generally constitute a single Matter.
If the client also has a problem with obtaining entitlements for a pension or benefit, and this
problem is dealt with at the same time as the tenancy problems, then this latter problem
should generally NOT be recorded as a separate Matter. If the problem relating to
entitlements is dealt with on a separate occasion, or requires separate, discrete actions
distinct from the actions taken in relation to the tenancy problems, then it is recorded as a
separate Matter, and a separate Advice or Case activity.
The ‘Matter’ entity also contains details of
ƒ
‘related clients’, that is, other persons involved with the client in seeking the advice
and/or legal assistance, and
ƒ
‘other party/ies’, the persons, groups or organisations against whom the advice or legal
assistance is sought.
The fields are grouped separately under ‘Optional Data Items’ below.
Data Items
Key data items are indicated by an *preceding the item name and Mandatory data items
are indicated by bold type. Optional data items are listed in plain type.
¾ Key and Mandatory Data Items
(Note that some items are key and mandatory for specific matter types only.)
◊
All Matters
*Activity Nature
The nature of the activity (legal or other) undertaken Legal; Non-Legal
Note: All information activities have the code 2000 – Non-legal
applied automatically.
All non-casework activities have the code 1000 – Legal applied
automatically.
*Domestic Violence
Indicator
Indicator of whether domestic violence is an issue in advices
and casework.
Used only for Family Law problem types
*Legal Aid provision
Provision of legal aid – determines if legal aid has been
requested by the client about this matter.
*Matter ID
A unique system-assigned number for each matter.
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12
….Matter Entity
*Party ID
A unique system-assigned number for each related
client(s)/other party(ies) to a matter.
*Problem Type(s)
The problem or problems about which a person contacts a
service provider and for which assistance is requested. May
include family, civil or criminal law.
The major problem types are:
ƒ Family Law
Child support; Child/spousal maintenance; Contact and
residency; Divorce and separation; Family/domestic
violence; Property; Child protection; Other Family law;
Family Law - other
ƒ Civil and Administrative Law
Tenancy; Credit and debt; Govt/administrative Law; Govt
pensions benefits allowances; Consumer complaints;
Motor vehicle; Wills/probate; Environment; Injuries;
Discrimination; Employment; Neighbourhood disputes;
Other civil law
ƒ Criminal Law
Offences against persons
Offences against Property and other offences
Note: There is no restriction on the number of problem types
that may be recorded. Each problem type is entered in the
Problem Type window.
Although this classification is intended to be comprehensive,
exhaustive and have mutually exclusive categories, there may
be some problem types which individual centres wish to record
separately. This can be done using the customised level 3 of
the coding structure, OR by requesting that an existing code be
‘split’ to enable the particular problem to be a Level 2 code. The
procedures for requesting changes of this nature are outlined in
the Data Dictionary.
This is a multiple entry field which allows for unlimited entries to
be made for this data item in the Matter Details screen.
*Referral from
The person, organisation or agency which referred the person
to the service provider to request assistance with their problem ƒ
ƒ
ƒ
Community Legal Service Provider; Private Legal
Practitioner; Legal Aid Commission; Court/Tribunal;
Community Support Service;
Selected Government: Centrelink (including Family
Assistance Offices); Child Support Agency; Police; Law By
Telecommunications Call Centre;
Government – other; Dispute Resolution Service; Other
referrals.
Note: INTERNAL referrals may be entered under ‘1___’.
For example, for a person initially dealt with by a Generalist
solicitor and referred to a specialist Welfare Rights solicitor in
the same Centre for another problem, ‘Referred To’ may be
entered as ‘1500 Welfare Rights’ in the Matter/Activity screen.
*Service Type/Specific
Project
V1.06 September 2004
The service type, including ‘specific projects’ to which the
activity relates.
13
….Matter Entity
These are separated into ‘FUNDED SERVICE TYPE’, which are for
activities under the CLSP or under a specific State program of
the CLSP, and ‘NON-CLSP ACTIVITIES.’
Note: Service providers should code to Level 2 of the code
structure.
Service providers who do not receive any separate funding for
specialist services or projects, may set the default for this item
to Code 1100 – Generalist.
Service providers who receive generalist funding may choose to
record generalist activities in relation to other service types that
are not specifically funded, eg tenancy. Choosing these codes
will automatically add any agreed key items for these particular
types of activities.
Service providers who do not receive specialist funding may
choose to record activities as ‘generalist’ and use a customised
field to identify internal work categories.
Service providers who receive specialist service or project
funding should select the appropriate service type or specific
project for each activity. Use domain codes 1200-2900.
“Not Specified” provides spare domain codes for future CLSP
service types or projects, or, under non-CLSP activities, a
service provider can allocate these domain options to different
non-CLSP funded programs or projects.
◊
Child Support Matters
*Parent type
The nature of the parenting status of the client in relation to the
child support Matter – Carer only; Liable only; Carer and
Liable.
*Stage of matter (child
support)
The current Stage of the child support issue. The Stage is
defined by the Child Support Agency.
◊
Welfare Rights Matters
*Eligibility/
Qualification
The eligibility qualification issue relating to the type of payment
which is the subject of the client’s problem –
Advances; Assurance of support – whether assuree accessing
support; Bereavement entitlements; Carers – care issues;
Cohabitation / m-l-r issues; Compensation – requirement to
claim; Concession card; Dependency of child; DSP / Carer
Payment/Carer Allowance/Sickness Allowance – medical/care
issues; Foreign pensions – requirement to claim; General
inquiry; International Social Security Agreement coverage;
NSA/Youth Allowance/Special benefit – activity issues; Referral
or not a commonwealth income support issue; Rent Assistance;
Residence – portability; Residence – qualification; Special
Benefit – homelessness issues; Special benefit – livelihood
issues; Study issues (F/T- P/T; satisfactory progress;
exemptions; whether vocational); Telephone Allowance; Work
for the Dole; mutual obligations; Eligibility other
*Payment/entitlement
type
The type of payment which is the subject of the client’s problem
or query –
Abstudy; Age Pension; Assistance for Isolated Children;
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14
….Matter Entity
Austudy Payment; Bereavement Allowance; Carer Allowance
(child); Carer Allowance (adult); Carer Payment (child); Carer
Payment (adult); CDEP; Child Care Benefit; Disability Support
Pension; Double Orphan Pension; Family Tax Benefit A; Family
Tax Benefit B; Health care Card; Maternity Allowance; Maternity
Immunisation Allowance; Mature Age Allowance; Mature Age
Partner Allowance; Mobility Allowance; Newstart Allowance
*Rate and Payability
The rate or payability issue relating to the payment which is the
subject of the client’s problem.
*Review process
outcome
The outcome of the review process reached with the service
provider’s assistance, categorised under the review process,
eg under ‘Original Decision’, ‘Authorised Review’ etc.
*Review stage on
contact
The stage of the review process which the client is at the
commencement of the activity –
Original Decision Maker; Authorised Review Officer; Social
Security Appeals Tribunal; Administrative Appeals Tribunal;
Federal Court; Review Stage – other.
¾ Key (only) Data Items
(Note that some items are key for specific matter types only.)
◊
Child Support Matters
*DNA test required
Indicator of whether a DNA test is required to determine
paternity.
¾ Mandatory (only) Data Items
(Note that some items are mandatory for specific matter types only.)
Family/group name –
of related
client(s)/other
party(ies)
The family name of the related client/other party/ies.
Record the Family name only. Given name(s) are recorded in
the First Name field.
Other party type
The type of individual, organisation or entity which is the other
party in the Matter Individual, Group, Organisation, Company,
Other Types of Body Corporate, Government, Other Party
Centres may wish to customise this item at Level 3 of the
classification to cater for particular types of other party, eg real
estate agents, financial institutions etc. under Code 5000;
specific government departments under Codes 7100, 7200, and
7300 etc.
Party ID
◊
A unique system-assigned number for each related
client(s)/other party(ies) to a matter.
Disability Matters
Disability
V1.06 September 2004
The area in which the client experienced discrimination, and
which is the subject of the Matter.
15
….Matter Entity
discrimination area
◊
Welfare Rights Matters
Administration
The nature of the child’s problem or issue with Centrelink or
associated agencies –
ƒ Administrative delay;
ƒ Administrative review process general inquiry;
ƒ FOI issues;
ƒ General treatment complaint;
ƒ Jobnetwork issues;
ƒ Negligence maladministration (Reg 9 CDDA);
ƒ Payment pending review;
ƒ Privacy / confidentiality; Urgent payments EBT counter
cheques;
ƒ Administration – Other.
Debts and recovery
The nature of the client’s debt and recovery issue relating to the
type of payment which is the subject of the client’s problem.
◊
Youth Matters
Youth service inquiry
The person, organisation or other entity making the enquiry on
behalf of the young person –
Young person/Family MemberChild/young person; Parent or guardian; Other family member;
EducationAcademic; Education dept/school/tertiary institution;
Student; Education other;
OtherGovt Dept; Legal; Media; Non-Govt org; Politician; Other.
¾ Optional Data Items
(Note that some items are optional for specific matter types only.)
File number
Service Provider’s own reference for the Matter. Generally
relates to paper file.
Problem description
A description of the problem/s.
Email address - of
related client(s)/other
party(ies)
The email address of related client/other party(ies).
Family/Group Name
The family name of the related client(s)/other party (ies).
Family name alias - of
related client(s)/other
party(ies)
The family name by which the related client(s)/other party(ies) is
(are) also known.
Individual service providers may need to include multiple alias
fields if more than two aliases are commonly used by related
client(s)/other party(ies).
Note: these fields are also used for contacts for group clients.
First name - of related
client(s)/other party(ies)
The first or given name/s of the related client(s)other party(ies).
Service providers may record first and second (given) name/s in
this field if required. Note however, that FAMILY NAME MUST
16
….Matter Entity
V1.06 September 2004
NOT BE RECORDED IN THIS FIELD.
First name alias - of
related client(s)/other
party(ies)
The first name by which the related client/other party(ies) is
(are) also known.
Individual service providers may need to include multiple alias
fields if more than two aliases are commonly used.
Note: these fields are also used for contacts for group clients.
Other telephone – of
related client(s)/other
party(ies)
The alternative or other telephone number of the client or
related client(s)/other party(ies).
Postcode - of related
client(s)/other party(ies)
The postcode of the suburb, town or locality in which the related
client(s)/other party(ies) currently lives (live) (or has(ve) their
place of business).
When combined with suburb/town or locality, will provide
information to enable the Statistical Local Area to be allocated.
Note that a table of postcodes is included in the system.
State – of related
client(s)/other party(ies)
The State or Territory of the suburb/town/locality of the current
address of the related client(s)/other party(ies).
Relationship to Client
The relationship of the party to this matter -
Telephone numbers should be recorded including the STD
code.
Mobile telephone numbers can also be recorded if required.
ƒ
ƒ
Other Party
Related Client
PO Box/Street
(address) - of related
client(s)/other party(ies)
The street number and street address of the related
client(s)/other party(ies), OR Postal address if applicable.
Suburb/Town/Locality –
of related client(s)/other
party(ies)
The name of the suburb, town or locality in which the related
client(s)/other party(ies) currently lives (live) (or has(ve) their
place of business).
Telephone number – of
related client(s)/other
party(ies)
The telephone number of the related client(s)/other party(ies).
◊
Credit and Debt Matters
Financial product type
◊
Telephone numbers should be recorded including the STD
code.
Mobile telephone numbers can also be recorded if required
The nature of the financial service or product which is the
subject of the client’s problem –
Credit/Finance, Savings and Investment, Payment Systems,
Insurance, Non-Financial Product or Service, Financial
Product Other.
Tenancy Matters
Dwelling type
V1.06 September 2004
The nature of a person’s or group’s dwelling.
Permanent dwelling:
Separate detached house;
Semi-detached row or terrace house;
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….Matter Entity
Flat, unit or apartment;
Attached to a house;
Other Dwelling
Caravan, cabin or houseboat;
Improvised home, tent, sleeping out;
House or flat attached to shop or office etc;
Dwelling type other – not covered by the above.
Lease type
The nature of a person’s or group’s lease of their dwelling –
Fixed; periodic; other.
Length of tenure
The length of time the client has lived in their current housing –
Under 1 year; 1-5 years; over 5 years.
Tenure type
The nature of a person’s or group’s legal right to occupy a
dwelling –
Owner/purchaser;
Rental Accommodation;
Private rental; Public rental; Community housing
association etc rental; Life tenure scheme rental;
Occupied rent free;
Other Accommodation;
Border or lodger; Caravan park dweller; Homeless –
refuge or crisis accommodation; Homeless – transitional
or medium term accommodation; Accommodation - other .
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18
….Matter Entity
ADVICE
Definition
Advice occurs when a service provider helps a client to select between options about the
client’s own problems. Advice includes but is not limited to legal advice. It may be
counselling, advocacy, support and/or legal advice.
Advice includes assistance with the drafting of simple correspondence, which the client then
dispatches, and/or phone calls which are made on the client’s behalf during, or as soon as
practicable following, the provision of advice.
An advice is a discrete activity that occurs on an individual occasion. At the conclusion of
an advice there is no follow up action to be undertaken and there is no expectation that the
client will have further contact with the service provider about the same problem.
Notes/Guide
If a service provider is to undertake follow up action and there is an expectation of further
contact with the client about the same problem, the activity is to be recorded as a case
rather than as an advice.
When advice is provided to a client, the client’s personal details are collected and recorded
to meet Professional Indemnity Insurance (PII) requirements.
Data Items
Key data items are indicated by an *preceding the item name and Mandatory data items
are indicated by bold type. Optional data items are listed in plain type.
¾ Key and Mandatory Data Items
*Advice date
The date the advice was given – dd-mm-yyyy.
*Activity ID (Advice)
A unique system-assigned number for each Advice.
*Contact type
The means by which the person made contact with the service
provider –
Face to face; Telephone; Mail; Email; TTY; Video Conference;
Contact other.
*Contact type other
The ‘other’ means by which the person made contact with the
service provider.
*Interpreter usage
Interpreter, if any, used to assist client.
*Outreach location
The outreach location at which the activity occurred.
This Table is maintained by each service provider.
This field is only completed if ‘yes’ is answered to Outreach
Service – (i.e. the outreach service box has been ticked).
Note. That this is the only instance where centre specific codes
are held on the central database. Centres create Level 2 codes.
*Outreach service
V1.06 Septembert 2004
Indicator of whether the activity occurred at an outreach service.
19
….Advice Entity
*Referral to
The external person, organisation or agency to which a person
was referred for assistance with the problem.
ƒ
ƒ
ƒ
ƒ
ƒ
Community Legal Service Provider;
(Use codes commencing with ‘1’ for any referral to another
legal service provider OTHER THAN a private legal
practitioner or Legal Aid.);
Private Legal Practitioner; Legal Aid Commission;
Court/Tribunal; Community Support Service;
Selected Government; Centrelink (including Family
Assistance Offices); Child Support Agency; Police; Law By
Telecommunications Call Centre;
Government Other; Dispute Resolution Service; Other
referrals;
Not applicable – no referral
This is a multiple entry field which allows for unlimited entries to
be made for this data item in the Advice Details screen. All
referrals relate to the specified Matter ID.
*Worker status (in
worker table only)
The status of the worker.
Service providers should indicate on the worker table if the
worker is inactive, i.e. if they are no longer available for
allocation of work.
Note: This information, along with Worker Name or Code, is
NOT uploaded to the central database and is accessible ONLY
to the service provider.
*Worker type
The type of worker who is undertaking the activity.
Staff Member (by expertise); Volunteer (by expertise); Worker
type other.
Note: Worker Type is uploaded to the central database but it is
only accessible by the Service Provider.
¾ Mandatory (only) Data Items
Limitation date(s)
The date(s) for which there are limitation issues for the case eg date by which an appeal must be lodged.
This is a multiple entry field which allows for unlimited entries to
be made for this data item in the Advice Details screen.
Additional limitation dates relate to the specified Matter ID.
Limitation date(s) –
client advised
Information about whether the client has been advised about
the limitation date(s).
Limitation issue(s)
Information about the nature of the limitation event(s).
Used in conjunction with limitation date and a report produced
to advise of imminent limitation dates/issues to assist with case
management.
Centres may wish to add a customised field to enter textual
information relating to the issue.
Use the customised Level 3 of the classification to enter centrespecific limitation issues codes.
Worker name or code
V1.06 Septembert 2004
The identifier for the worker involved in the activity.
20
….Advice Entity
Service providers must maintain the worker table to ensure all
workers to be recorded are correctly listed. Worker name may
be full name, initials, codes or other text as desired.
Note: Worker name is NOT uploaded to the central database,
and is ONLY accessible to the service provider.
This is a multiple entry field which allows for unlimited entries to
be made for this data item in the Advice Details screen. All
worker names relate to the specified Matter ID.
Worker category(ies)
The category(ies) (skills) of the worker who is undertaking the
activity. This is one of the two worker categories that have been
allocated to the worker in the worker table –
by Service Type (eg, Generalist – Immigration, Child Support,
Welfare Rights, etc); Other Worker service type.
Note: Worker category is NOT uploaded to the central
database, and is ONLY accessible to the service provider.
¾ Optional Data Items
Advice issues
Indicator of whether the advice involved a number of items of
interest.
ƒ Public Interest
(Issues or problems which are in the public interest eg
issues relating to more than the client(s) in this advice);
ƒ Possible Non-Casework Follow Up
(Issues or problems of interest for possible non-casework
projects or follow up research).
Interpreter required
Interpreter required to assist client(s).
Advice Notes
Notes/comments in relation to an advice are for use by and
access by individual service providers ONLY.
Project follow-up notes
Information on the issues of interest in the advice, of interest for
non-casework projects.
Workers should enter as much information about the advice as
is considered necessary/useful. It should only be completed if
‘yes’ was ticked to the Advice Issues Question on ‘Possible
non-casework follow-up’.
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21
….Advice Entity
CASEWORK
Definition
A case is an activity where a service provider provides ongoing assistance and/or acts on
behalf of a client in respect of a problem. A case has an open date and a close date.
Casework includes instances where a service provider acts as a Duty Lawyer for court
work.
Notes/guide
If a service provider is to undertake follow up action and there is an expectation of further
contact with the client about the same Matter, the activity is to be recorded as a case rather
than as an advice.
When a case is opened, the client’s personal details are collected and recorded to meet
Professional Indemnity Insurance (PII) requirements, unless these details have already
been collected in relation to a previous activity. When a case is closed, information
regarding the work and issues involved in the case are recorded.
Note that the client may have already received ‘advice’ about the Matter on prior occasions.
Data Items
Key data items are indicated by an *preceding the item name and Mandatory data items
are indicated by bold type. Optional data items are listed in plain type.
¾ Key and Manadatory Data Items
*Activity ID (Case)
A unique system-assigned number for each Case.
*Case close date
The date the case is closed - dd-mm-yyyy.
*Case hours
The number of hours involved in the conduct of the case.
*Case open date
The date the case is opened.
*Interpreter usage
Interpreter used to assist client –
Interpreter used (by interpreter service); No interpreter.
*Outreach location
The outreach location at which the activity occurred.
This Table is maintained by each service provider.
This field is only completed if ‘yes’ is answered to Outreach
Service – (i.e. the outreach service box has been ticked).
Note: This is the only instance where centre specific codes are
held on the central database. Centres create Level 2 codes.
*Outreach service
Indicator of whether the activity occurred at an outreach service.
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….Advice Entity
*Referral to
The external person, organisation or agency to which a person
was referred for assistance with the problem.
ƒ Community Legal Service Provider
(Use codes commencing with ‘1’ for any referral to another
legal service provider OTHER THAN a private legal
practitioner or Legal Aid.);
ƒ Private Legal Practitioner; Legal Aid Commission;
Court/Tribunal; Community Support Service;
ƒ Selected Government; Centrelink (including Family
Assistance Offices); Child Support Agency; Police; Law By
Telecommunications Call Centre;
ƒ Government Other; Dispute Resolution Service; Other
referrals;
ƒ Not applicable – no referral.
This is a multiple entry field which allows for unlimited entries to
be made for this data item in the Case Details screen. All
referrals relate to the specified Matter ID.
*Worker status (in
worker table only)
The status of the worker.
Service providers should indicate on the worker table if the
worker is inactive, i.e. if they are no longer available for
allocation of work.
Note: This information, along with Worker Name or Code, is
NOT uploaded to the central database and is accessible ONLY
to the service provider.
*Worker type
The type of worker who is undertaking the activity.
Staff Member (by expertise); Volunteer (by expertise); Worker
type other.
Note: Worker Type is uploaded to the central database but it is
only accessible by the Service Provider.
¾ Key (only) Data Items
*Case issues
Indicator of whether the case involved a number of items of
interest. Items that are ‘key’ are:
ƒ
ƒ
Primary/Alternative Dispute Resolution
Court/Tribunal Representation
¾ Manadatory (only) Data Items
Court attendance/s
notes
Information about the nature of the court/tribunal attendance.
Workers should enter as much information about the
attendance as is considered necessary/useful.
This is a multiple entry field which allows for unlimited entries to
be made for this data item in the Case Details screen.
Court Name
Type of court attended.
Critical date(s)
The date(s) which have a critical implication for the case, e g
date for court attendance, etc.
This is a multiple entry field which allows for unlimited entries to
V1.06 Septembert 2004
23
….Advice Entity
be made for this data item in the Case Details screen.
Critical issue(s)
Information about the nature of the critical event(s). Centrespecific critical issues codes can be added using the
customised level 3 of the classification.
Used to produce a report listing date and issue to assist with
management of a case.
Centres may wish to add a customised field to enter textual
information relating to the issue.
Limitation date(s)
The date(s) for which there are limitation issues for the case eg date by which an appeal must be lodged.
This is a multiple entry field which allows for unlimited entries to
be made for this data item in the Case Details screen.
Additional limitation dates relate to the specified Matter ID.
Limitation date(s) –
client advised and
show reminder
Information about whether the client has been advised about
the limitation date(s).
Limitation issue(s)
Information about the nature of the limitation event(s).
Used in conjunction with limitation date and a report produced
to advise of imminent limitation dates/issues to assist with case
management.
Centres may wish to add a customised field to enter textual
information relating to the issue.
Use the customised Level 3 of the classification to enter centrespecific limitation issues codes.+
No. of attendance/s
The number of attendances before each type of court or tribunal
involved in the case.
State/Territory courts; Federal courts; Administrative Decisions
tribunals; Consumer/credit/commercial tribunal;
Residential/tenancy etc tribunal; Social Security Appeals
Tribunal; Other Tribunals.
Each court type represents a separate data item.
Only required for the types of court or tribunal which staff
attended. Complete during the conduct of the case, or at
closure of the case. For each Court/Tribunal, record the number
of attendances made by staff throughout the course of the case.
Note: This item differs to court representation, in that the staff
member or volunteer does not necessarily represent the client.
Up to 7 court/tribunal types can be selected, each with a
number of attendances recorded.
Each number of attendances is a 4 digit field. Note that the
domains are for court types – these are selected and then
the number of attendances for each of the selected type are
entered.
Worker name or code
The identifier for the worker involved in the activity.
This is a multiple entry field which allows for unlimited entries to
be made for this data item in the Advice Details screen. All
worker names relate to the specified Matter ID.
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….Advice Entity
Worker category(ies)
The category(ies) (skills) of the worker who is undertaking the
activity. This is one of the two worker categories that have been
allocated to the worker in the worker table –
by Service Type (eg, Generalist – Immigration, Child Support,
Welfare Rights, etc);. Other Worker service type.
Note: Worker category is NOT uploaded to the central
database, and is ONLY accessible to the service provider.
¾ Optional Data Items
Archive box number
The archive box number in which the case or project file was
archived.
Used to record the storage place of the paper casework file
when archived.
Archive date
The date on which the case file or project file was archived –
dd-mm-yyyy.
Case issues
Indicator of whether the case involved a number of items of
interest. Items that are optional are:
ƒ Public Interest;
ƒ Test Case;
ƒ Possible Non-Casework Follow Up.
Case Notes
Notes/comments in relation to an activity are for use by and
access by individual service providers ONLY.
Interpreter required
Interpreter required to assist client.
Project follow-up notes
Information on the issues of interest in the case, of interest for
non-casework projects.
Workers should enter as much information about the case as is
considered necessary/useful. It should only be completed if
‘yes’ was ticked to the Case Issues Question on ‘Possible noncasework follow-up’.
V1.06 Septembert 2004
25
….Advice Entity
NON-CASEWORK
Definition
A non-casework project (or activity) consists of a piece of work in relation to a particular
issue or issues for which individual clients are not identified. It covers both community legal
education and law reform and legal policy.
A project
ƒ
ƒ
ƒ
ƒ
ƒ
Incorporates a range of tasks, actions or products in an area of law or legal service
provision
Is developed and implemented over time
Has a stated aim/s
Is planned and evaluated
Is not a one off action or task
One off actions such as talks can be grouped together to become a project, eg one off talks
grouped together as a Community Legal Education project entitled ‘Responding to
Community Requests/Initiatives’.
Notes/guide
Community Legal Education (CLE) is the provision of information and education to
members of the community on an individual or group basis about the law and legal
processes and about the place of these in society. CLE is a process of raising awareness
about the law and legal processes. It is also a process of increasing the community’s ability
to participate in legal processes by utilising community development strategies.
Law Reform and Legal Policy projects influence and effect changes to the law, legal
processes and service delivery to enable the community’s active participation in the legal
system.
Data Items
Key data items are indicated by an *preceding the item name and Mandatory data items
are indicated by bold type. Optional data items are listed in plain type.
¾ Key and Manadory Data Items
*Activity nature
The nature of the activity (legal or non-legal) undertaken.
Default of ‘legal’ applied automatically
*Outreach location
The outreach location at which the activity occurred.
This Table is maintained by each service provider.
This field is only completed if ‘yes’ is answered to Outreach
Service – (i.e. the outreach service box has been ticked).
Note: This is the only instance where centre specific codes are
held on the central database. Centres create Level 2 codes.
*Outreach service
Indicator of whether the activity occurred at an outreach service.
*Problem type(s)
The problem or problems about which a person contacts a
service provider and for which assistance is requested. May
include family, civil or criminal law.
This is a multiple entry field which allows for unlimited entries to
be made for this data item in the Project Details screen.
*Project ID
V1.06 September 2004
A unique system-assigned number for each project.
26
….Non-Casework Entity
*Project start date
The date the project is started.
*Project status
The status of the non-casework project on any given date.
*Project title
The title or name of the non-casework project.
*Project type
The type of non-casework project.
If Project Type Other selected, Problem Type is not required.
*Service type
The service type, including ‘specific projects’ to which the
activity relates.
*Worker status (in
worker table only)
The status of the worker.
Service providers should indicate on the worker table if the
worker is inactive, i.e. if they are no longer available for
allocation of work.
Note: This information, along with Worker Name or Code, is
NOT uploaded to the central database and is accessible ONLY
to the service provider.
*Worker type
The type of worker who is undertaking the activity.
Staff Member (by expertise); Volunteer (by expertise); Worker
type other.
Note: Worker Type is uploaded to the central database but it is
only accessible by the Service Provider.
¾ Key (only) Data Items
*Project end date
The date the project is ended.
*Project hours
The number of hours involved in undertaking the project.
¾ Mandatory (only) Data Items
Activity date
The date on which a community legal education session (e g
seminar, talk class) is held, or on which a law reform and legal
policy meeting/workshop is held.
Interpreter usage
Interpreter used to assist client –
Interpreter used (by interpreter service); No interpreter.
Worker name or code
The identifier for the worker involved in the activity.
This is a multiple entry field which allows for unlimited entries to
be made for this data item in the Project Details screen. All
worker names relate to the specified project ID.
Worker category(ies)
The category(ies) (skills) of the worker who is undertaking the
activity. This is one of the two worker categories that have been
allocated to the worker in the worker table –
by Service Type (eg, Generalist – Immigration, Child Support,
Welfare Rights, etc);. Other Worker service type.
Note: Worker category is NOT uploaded to the central
database, and is ONLY accessible to the service provider.
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….Non-Casework Entity
¾ Optional Data Items
Interpreter required
Interpreter required to assist client(s).
Project activities attendances
The number of attendances at the specified CLE or LRLP
activity.
Project activities location
Information about the location of the CLE or LRLP activity.
Project activities -notes
Information about the nature of the CLE/LRLP activity.
Workers should enter as much information about the location of
the CLE/LRLP activity location as is considered
necessary/useful.
Workers should enter as much information about activity as is
considered necessary/useful.
Project activities - types
The variety of non-casework activity involved in the noncasework project,
e g Publication; Video; Website; Workshop – one off; Workshop
– series; Conference; Needs analysis or survey; etc.
Project committee name
The name of the formal committee from which the project
resulted.
Project description
A full description of the project. Workers should enter as much
information about the project as is considered necessary/useful.
Project evaluation
If the project has been evaluated either internally or externally,
enter as much information as is considered necessary or useful.
Project Notes
Notes/comments in relation to an activity are for use by and
access by individual service providers ONLY.
Project committee work
This item relates to projects that result from being a member of
a committee or advisory body.
Project link notes
Information on the nature of the link from the project to the
client(s), the matter(s) or the activity(ies) which are associated
with the project.
Workers should enter as much information about the nature of
the link as is considered necessary/useful.
Project link type
The type of association with the project, Client ID, File Number,
Advice ID, Case ID or Project ID.
Project link value
Is the client number, file number or activity (advice, case, noncasework project) which has some connection with the project
V1.06 September 2004
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….Non-Casework Entity
INFORMATION
Definition
An activity classified as information is one where:
ƒ
the person does not give specific details of their own particular problem, or
ƒ
the specific details of the problem are irrelevant to the information given, or
ƒ
importantly, there is no discussion of options (as in an advice activity) pertaining
to the specifics of the person’s particular problem.
Notes/guide
Notethat information activities relate to requests for assistance from people who have an
expectation that the services which the centre provides could meet their needs. Information
activities should not include requests for general information such as directions, deliveries,
etc.
Information activities may be entered in CLSIS as either individual unit records (i.e. one
entry for every information activity) or ‘in bulk’ for a specified period, such as a month.
¾ Key and Mandatory Data Items
*Information date
The date the information was provided.
*Information
ID/Information
Summary ID
A unique system-assigned number for each information.
*Month (Summary
Information)
The Month which corresponds to provision of the Information
activities which are included in the summary.
Entered only for Information activities which are recorded on a
summary basis.
*Outreach location
The outreach location at which the activity occurred.
This Table is maintained by each service provider.
This field is only completed if ‘yes’ is answered to Outreach
Service – (i.e. the outreach service box has been ticked)
Note: This is the only instance where centre specific codes are
held on the central database. Centres create Level 2 codes.
*Outreach service
Indicator of whether the activity occurred at an outreach service.
*Problem Type(s)
The problem(s) about which a person contacts a service
provider and for which assistance is requested. This may
include family, civil or criminal law.
This is a multiple entry field which allows for unlimited entries to
be made for this data item in the Information Details screen.
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….Information Entity
*Referral to
The external person, organisation or agency to which a person
was referred for assistance with the problem.
ƒ Community Legal Service Provider;
(Use codes commencing with ‘1’ for any referral to another
legal service provider OTHER THAN a private legal
practitioner or Legal Aid.);
ƒ Private Legal Practitioner; Legal Aid Commission;
Court/Tribunal; Community Support Service;
ƒ Selected Government; Centrelink (including Family
Assistance Offices); Child Support Agency; Police; Law By
Telecommunications Call Centre;
ƒ Government Other; Dispute Resolution Service; Other
referrals;
ƒ Not applicable – no referral.
This is a multiple entry field which allows for unlimited entries to
be made for this data item in the Information Details screen. All
referrals relate to the specified Information ID.
*Year (Summary
Information)
The Year which corresponds to provision of the Information
activities which are included in the summary.
¾ Optional Data Items
Contact type
The means by which the person made contact with the service
provider –
Face to face; Telephone; Mail; Email; TTY; Video Conference;
Contact other.
Contact type other
The ‘other’ means by which the person made contact with the
service provider.
Notes
Notes/comments in relation to an activity are for use by and
access by individual service providers ONLY.
Postcode
The postcode of the suburb, town or locality in which the person
seeking information currently lives (or has their place of
business).
Referral from
The person, organisation or agency which referred the person
to the service provider to request assistance with their problem ƒ
ƒ
ƒ
ƒ
Community Legal Service Provider; Private Legal
Practitioner; Legal Aid Commission; Court/Tribunal;
Community Support Service;
Selected Government;
Centrelink (including Family Assistance Offices); Child
Support Agency; Police; Law By Telecommunications Call
Centre;
Government – other; Dispute Resolution Service; Other
referrals.
NOTE; INTERNAL referrals may be entered under ‘1___’.
For example, for a person initially dealt with by a Generalist
solicitor and referred to a specialist Welfare Rights solicitor in
the same Centre for another problem, ‘Referred To’ may be
entered as ‘1500 Welfare Rights’ in the Matter/Activity screen.
V1.06 September 2004
30
….Information Entity
State or Territory
The State or Territory in which the person seeking information
currently lives (or has their place of business).
Suburb/Town/Locality
The name of the suburb, town or locality in which the person
seeking information currently lives (or has their place of
business.
Worker category
Note that a suburb/town/locality list is included in the system.
The category (skills) of the worker who is undertaking the
activity. This is one of the two worker categories that have been
allocated to the worker in the worker table –
by Service Type (eg, Generalist – Immigration, Child Support,
Welfare Rights, etc); Other Worker service type.
Note: Worker category is NOT uploaded to the central
database, and is ONLY accessible to the service provider.
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….Information Entity
CLIENT SURVEY
Definition
The Client Survey entity contains non-client identifying feedback on the service they
received from the community legal service provider.
Notes/guide
Client Survey activities concern the measure of the level of client satisfaction with the
services provided by the cemtre in respect of legal advice and casework (denoted by
‘advice/casework’) and community legal education (‘cle’).
Note that while certain data item names are common to both survey types, the detailed
questions and responses differ. For example, the question for Survey – Access are
“How easy was it to contact or visit us?” (advice/casework)
“How easy was it for you to get to the CLE venue?” (cle).
Data Items
Please note all date items within the client survey enitity are key and mandatory data
items.
*Client Survey ID
A unique system-assigned number for each client survey.
*Survey end date
The date the survey ends.
*Survey start date
The date the survey starts.
*Survey type
The type of survey completed by a client or CLE participant Advice/Casework or Community Legal Education
¾ Advice and Casework
*Survey - Access
The client’s perception of the ease of access to service –
“How easy was it to contact us or visit us?”
Difficult; OK; Easy.
*Survey - Explanation
The client’s perception of how things were explained to them –
“Did you understand the advice you were given?”
Didn’t understand at all; Understood; Understood very well.
*Survey Responsiveness
The client’s perception of the responsiveness of the centre –
*Survey - Treatment
(of client)
The client’s perception of how they were treated at the centre –
*Survey - Usefulness
The client’s perception of the usefulness of the assistance they
received.
“How quickly did the service respond to your enquiry?”
Not quickly enough; Quickly enough; Very quickly.
“How well did we treat you?”
Not very well; Quite well; Very well.
“How useful was the assistance provided to you in helping you to
understand or deal with your problem?”
Not useful at all; Useful; Very useful.
¾ Community Legal Education
*Survey - Access
v1.06 September 2004
The client’s perception of the ease of getting to the centre.
32
….Client Survey Entity
Question and response wording may be varied for particular
client groups –
“How easy was it for you to get to the CLE venue?”
Not Easy; Quite easy; Very Easy.
*Survey - Explanation
The client’s perception of how things were explained to them –
“Was the information presented clear and to the point?”
Not clear, not well presented; Clear and to the point; Very well
presented.
*Survey Responsiveness
The client’s perception of the responsiveness of the centre –
*Survey - Treatment
(of client)
The client’s perception of how they were treated at the centre –
*Survey - Usefulness
The client’s perception of the usefulness of the CLE session/s
they attended –
“How easy was it for you to get a place in a CLE session?”
Not easy; Quite easy; Very easy.
“How well did we provide an opportunity for discussion?”
Not very well; Quite well; Very well.
“Was the session useful?”
Not useful at all; Useful; Very useful.
¾ About the client (individuals only)
*Survey - Age group of
client
The client’s age group –
*Survey - Disability
indicator
Indicates whether the person identifies as having a disability –
yes/no.
*Survey - Indigenous
status
Self identified Indigenous status –
yes/no.
*Survey - Interpreter
usage
Interpreter used to assist client –
yes/no.
*Survey - Sex
The self-identified gender of the client –
male, female.
v1.06 September 2004
Under 18; 18-34; 35-49; 50-64; 65 and over.
33
….Client Survey Entity
SERVICE PROVIDER DETAILS
Definition
The Service Provider entity contains basic identifying information about each service
provider, such as service name, address, etc. A service provider is a Community Legal
Centre or a Community Legal Service.
Notes/guide
The main use of this entity is to enable activities, activity targets, annual budget and
financial returns to be linked to the correct service provider at the central database. In
addition, the information held in this entity could be used to generate a mailing list if desired.
In addition, non-funded service providers who may use CLSIS for recording their activities
by agreement with the Attorney-General’s Department will have these details recorded.
Information relating to individual service providers will be entered by the Attorney-General’s
Department (for ACT and NT) OR State Program Managers (for States). It is the
responsibility of each service provider to ensure that information recorded is accurate and
complete, and that it is updated as required. For example, service providers should update
information if their physical or postal address changes, if the telephone number, facsimile or
email contact details change, or if there is a change in the nominated contact officer.
Data Items
Key data items are indicated by an *preceding the item name and Mandatory data items
are indicated by bold type. Optional data items are listed in plain type.
¾ Key and Mandatory Data Items
*Funding category(ies)
The category of funding received by the service provider CLSP Funding Type.
*Postcode
The postcode of the suburb, town or locality in which the person
seeking information or the client or the related client/other party
currently lives (or has their place of business).
*Service provider
name
The name of the service provider organisation.
*Service Provider ID
A SPM-assigned number for each service provider.
*Statistical Local Area
The Statistical Local Area which corresponds to the
suburb/town/locality and postcode of the current address of
service provider (generated automatically).
*State
The State or Territory of the suburb/town/locality and postcode
of the current address of the service provider.
*Street address
The street number and street address of the service provider,
OR Postal address if applicable.
*Suburb/Town/Locality
The name of the suburb, town or locality of the service provider.
V1.06 September 2004
34
….Service Provider Entity
¾ Mandatory (only) Data Items
SPM’s service
provider number
SPM’s own reference for the Service Provider organisation.
.
¾ Optional Data Items
Email address
The email address of the service provider.
Notes
Notes/comments in relation to the service provider.
Any stakeholder may enter notes in relation to the service
provider. This field is intended only for notes which may assist
in contacting a service provider or SPM, or in interpreting
information (e g a note about a temporary closure of a service
provider organisation, any unusual activity, best time to contact,
etc.
Postal Address - PO
Box/street
The postal address of the service provider.
Postal Address - State
The State or Territory of the suburb/town/locality and postcode
of the postal address of the service provider.
Postal Address Suburb/Town/Locality
The name of the suburb, town or locality of the service
provider’s postal address.
V1.06 September 2004
35
….Service Provider Entity
STATE PROGRAM MANAGER DETAILS
Definition
The State Program Manager (SPM) entity contains an Identifier for each SPM.
Notes/guide
The main use of this entity is to enable SPMs to access relevant service providers’
activities, strategic plan, annual budget and financial returns, and to enter relevant data in
relation to these entities at the central database.
*SPM ID
V1.06 September 2004
A unique system-assigned number for each State Program
Manager
36
….SPM Entity
MODEL SERVICE AGREEMENT
Definition
Indicator for State Program Managers to record the receipt and approval of documentation
required under the Service Agreement.
Data Items
State Program Managers record:
ƒ
Funding categories (e g Generalist, Youth, EDO, DDA, Rural Women’s Project, etc) for
all Service Providers – up to 10 categories per Service Provider for each Period of
Agreement.
ƒ Dates due for all triennial, annual and quarterly reports (global per state) – one set of
triennial dates for each period of agreement, one set of annual and quarterly dates for
each financial year.
ƒ Dates received for all triennial, annual and quarterly reports except Budget, quarterly
Income and Expenditure Reports and Annual Targets – one set of triennial dates for
each period of agreement, one set of annual and quarterly dates for each financial year.
ƒ Dates approved for all triennial, annual and quarterly reports except Budget, quarterly
Income and Expenditure Reports and Annual Targets.
ƒ Extension Dates for all triennial, annual and quarterly reports – one set of triennial dates
for each period of agreement, one set of annual and quarterly dates for each financial
year.
ƒ Period of Agreement
This data is the source data for the set of Management and Administrative (CM) Reports.
Additional data requirements for these reports are:
ƒ
Dates received for Budget, Quarterly Income and Expenditure Reports, and Annual
Targets are generated by the system as the date submitted by the Service Provider.
ƒ State Program Managers require an on screen facility to view and approve Budgets,
quarterly Income and Expenditure Reports, and Annual Targets for Service Providers
within their own States.
Note: Service Providers are required to submit separate Budgets and Income and
Expenditure Reports for each service type or specific project for which funding is received.
Final receipt and approval dates are only generated when the full set of Budgets for a
financial year or a full set of income and expenditure reports for a quarter is submitted.
(Refer to description of Report CM1.4 in Attachment A to the Updated Needs and Solutions
Statement.)
Access
The Attorney-General’s Department and State Program Managers and Service Providers
have access to this information. State Program Managers have edit access to this
information for their own State. Service providers have access to reports which relate to
their own information, to ensure that appropriate entries have been made in relation to the
receipt and recording of information.
v1.05 February 2004
37
….Model Service Agreements Entity
ANNUAL TARGETS
Definition
Annual targets, as required under the Service Agreement, are required to be submitted by
each Service Provider and relate to a particular financial year period.
State Program Managers require an on screen facility to view and approve Annual Targets
for Service Providers within their own States.
¾ Key and Mandatory Data Items
Please note: These data items are contained in a single entry in the Data Dictionary as
‘Annual Targets’, but each item is stored as a separate field. Each field begins with “No of”
which is an abbreviation for “number of”. This is omitted here and in the index for simplicity,
but all of these fields are numeric.
Information Activities
Advices Provided Face to Face
Advices Provided Telephone
Advices Provided Mail
Advices Provided Email
Advices Provided TTY
Advices Provided Video Conference
Cases Opened
Cases Closed
CLE Projects
Law Reform & Legal Policy Projects.
Access
The Attorney-General’s Department and State Program Managers (SPM) and service
providers have access to this information. Service providers enter information about targets
(the numeric fields) and SPMs enter approval dates. Once entered and approved, service
providers have read access to their own information.
v1.05 February 2004
38
….Annual Targets Entity
INDEX OF DATA ITEMS
Mandatory Data Items - shown in bold.
Data Item
Data Entity
Activity ID (Advice) ................................................................
Activity ID (Case) ...................................................................
Administration (Welfare Rights Matters) ...............................
Advice date.............................................................................
Advice issues...........................................................................
Advices Provided Email .......................................................
Advices Provided Face to Face ...........................................
Advices Provided Mail .........................................................
Advices Provided Telephone ..............................................
Advices Provided TTY ..........................................................
Advices Provided Video Conference ..................................
Archive box number.................................................................
Archive date.............................................................................
Advice ...................................
Casework..............................
Matter ....................................
Advice ...................................
Advice ....................................
Annual Targets
Annual Targets
Annual Targets
Annual Targets
Annual Targets
Annual Targets
Casework...............................
Casework...............................
18
21
15
18
20
37
37
37
37
37
37
24
24
Case close date .....................................................................
Case hours .............................................................................
Case issues .............................................................................
Case open date .....................................................................
Cases Closed ........................................................................
Cases Opened .......................................................................
Client ID ..................................................................................
Client Survey ID .....................................................................
Client Type ....................................................................................
Client Type – Other .....................................................................
Community Legal Education (cle) Projects ........................
Contact type ...........................................................................
Contact type.............................................................................
Contact type other .................................................................
Contact type other ...................................................................
Country of birth .......................................................................
Court attendance/s ..................................................................
Court attendance/s notes ........................................................
Court Name .............................................................................
Critical date(s)..........................................................................
Critical issue(s) ........................................................................
Casework..............................
Casework..............................
Casework...............................
Casework..............................
Annual Targets ....................
Annual Targets ....................
Client.....................................
Client Survey........................
Client.....................................
Client.....................................
Annual Targets ....................
Advice ...................................
Information.............................
Advice ...................................
Information.............................
Client......................................
Casework...............................
Casework...............................
Casework...............................
Casework...............................
Casework...............................
21
21
24
21
37
37
7
31
7
7
37
18
29
18
29
9
24
24
22
22
22
Date of Birth ...........................................................................
Debts and recovery (Credit and Debt Matters)........................
Disability discrimination area (Disability Matters) ....................
Disability Indicator ................................................................
Disability type...........................................................................
DNA test required (Child Support Matters)............................
Domestic Violence Indicator ................................................
Dwelling type (Tenancy Matters) .............................................
Client.....................................
Matter.....................................
Matter.....................................
Client.....................................
Client......................................
Matter ....................................
Matter ....................................
Matter.....................................
7
15
15
7
9
14
11
17
V1.06 September 2004
39
Page
…. Index
Data Item
Data Entity
Eligibility/Qualification (Welfare Rights Matters)..................
Email address ..........................................................................
Email address - of related client(s)/other party(ies).................
Matter ...................................
Client.....................................
Service Provider Details .......
Matter....................................
13
10
33
15
Family name ............................................................................
Family name aliases - of related client(s)/other party(ies) .....
Family type .............................................................................
Family/group name - of related client(s)/other party(ies) ..
File number..............................................................................
Financial product type (Credit and Debt Matters)....................
First name................................................................................
First name - of related client/other party/ies ............................
First name aliases - of related client/other party/ies................
Funding category ..................................................................
Client.....................................
Matter....................................
Client....................................
Matter ...................................
Matter....................................
Matter....................................
Client.....................................
Matter....................................
Matter....................................
Service Provider Details ....
10
15
7
15
15
16
10
16
16
33
Group/organisation name ........................................................
Client.....................................
9
Income scale ..........................................................................
Income source .........................................................................
Indigenous status ..................................................................
Information activities ............................................................
Information date ....................................................................
Information ID/Information Summary ID .............................
Interpreter required ..................................................................
Client....................................
Client.....................................
Client....................................
Annual Targets ...................
Information..........................
Information..........................
Advice ...................................
Casework..............................
Advice ..................................
Casework.............................
8
10
8
37
28
28
20
24
18
21
Client.....................................
Annual Targets ...................
Matter....................................
Matter ...................................
Matter....................................
Advice ..................................
Casework.............................
Advice ..................................
Casework.............................
Advice ..................................
Casework.............................
9
37
17
12
17
19
23
19
23
19
23
Main language spoken ..........................................................
Matter ID .................................................................................
Month (Summary Information) .............................................
Client....................................
Matter ...................................
Information..........................
8
12
28
Notes .......................................................................................
Advice ...................................
Casework..............................
Information............................
Non-Casework......................
Service Provider Details .......
20
24
29
27
33
Interpreter usage ...................................................................
Last activity date ......................................................................
Law Reform & Legal Policy Projects ..................................
Lease type (Tenancy Matters).................................................
Legal Aid provision ...............................................................
Length of tenure (Tenancy Matters) ........................................
Limitation date(s)...................................................................
Limitation date(s) - client advised........................................
Limitation date(s) - client advised and show reminder .....
Limitation issue(s) .................................................................
V1.06 September 2004
40
Page
…. Index
Data Item
Data Entity
Other party type .....................................................................
Other telephone – of related client(s) and other party(ies)......
Outreach location ..................................................................
Matter ...................................
Matter....................................
Advice ..................................
Casework.............................
Information..........................
Non-Casework ....................
Advice ..................................
Casework.............................
Information..........................
Non-Casework ....................
14
16
18
21
28
25
18
21
28
25
Matter ...................................
Matter ...................................
Matter ...................................
Matter....................................
13
14
14
16
Service Provider Details .......
Service Provider Details .......
Service Provider Details .......
Client....................................
Matter....................................
Information............................
Matter....................................
Information..........................
Matter ...................................
Non-Casework ....................
Client....................................
Non-Casework......................
Non-Casework......................
Non-Casework......................
Non-Casework......................
Non-Casework......................
Non-Casework......................
Non-Casework......................
Non-Casework......................
Non-Casework......................
Advice ...................................
Casework..............................
Non-Casework......................
Non-Casework ....................
Non-Casework......................
Non-Casework......................
Non-Casework......................
Non-Casework ....................
Non-Casework ....................
Non-Casework ....................
Non-Casework ....................
34
34
34
8
16
29
15
28
12
25
8
26
26
26
26
27
27
26
26
27
20
24
26
25
27
27
27
25
25
26
26
Outreach service....................................................................
Parent type (Child Support Matters).......................................
Party ID ...................................................................................
Payment/entitlement type (Welfare Rights Matters).............
PO Box/street (address) – of related client(s)/relatied
party(ies)..................................................................................
Postal Address – PO Box/street ..............................................
Postal Address – State ............................................................
Postal Address – Suburb/Town/Locality..................................
Postcode.................................................................................
Postcode - of related client(s)/other party(ies) .......................
Postcode - of current residence...............................................
Problem description.................................................................
Problem Type(s).....................................................................
Proficiency in spoken English .............................................
Project activities.......................................................................
Project activities date(s) ..........................................................
Project activities location .........................................................
Project activities notes ............................................................
Project committee name..........................................................
Project committee work ...........................................................
Project description ...................................................................
Project end date.......................................................................
Project evaluation ....................................................................
Project follow-up notes ............................................................
Project hours............................................................................
Project ID ................................................................................
Project link ...............................................................................
Project link notes .....................................................................
Project link value......................................................................
Project start date ...................................................................
Project status .........................................................................
Project title .............................................................................
Project type ............................................................................
V1.06 September 2004
41
Page
…. Index
Data Item
Data Entity
Rate and Payability (Welfare Rights Matters) .......................
Referral from............................................................................
Referral from ..........................................................................
Referral to...............................................................................
Matter ...................................
Information............................
Matter ...................................
Advice ..................................
Casework.............................
Information..........................
Matter....................................
Matter ...................................
Matter ...................................
14
29
12
19
22
29
16
14
14
Service Provider Details ....
Service Provider Details ....
Matter ...................................
Non-Casework ....................
Client....................................
Client.....................................
State Program Manager
Details ..................................
Service Provider Details ....
Matter ...................................
Matter....................................
Client....................................
Information............................
Client....................................
Service Provider Details ....
Client.....................................
Service Provider Details ....
Client....................................
Information............................
Matter....................................
Client Survey – cle..............
Client Survey-advice/ case
Client Survey.......................
Client Survey.......................
Client Survey – cle..............
Client Survey-advice/ case
Client Survey.......................
Client Survey.......................
Client Survey – cle..............
Client Survey-advice/ case
Client Survey.......................
Client Survey – cle..............
Client Survey-advice/ case
Client Survey – cle..............
Client Survey-advice/ case
Client Survey.......................
Client Survey.......................
Client Survey.......................
33
33
13
26
8
10
Relationship to Client...............................................................
Review process outcome (Welfare Rights Matters) .............
Review stage on contact (Welfare Rights Matters) ..............
Service Provider ID................................................................
Service provider name ..........................................................
Service Type...........................................................................
Sex ..........................................................................................
Size of (client) group................................................................
SPM ID ....................................................................................
SPM’s service provider number...........................................
Stage of matter (child support) (Child Support Matters)......
State – of related client(s)/other party(ies) ..............................
State (or Territory) .................................................................
State or Territory......................................................................
Statistical Local Area ............................................................
Street (address) .......................................................................
Street address........................................................................
Suburb/Town/Locality ...........................................................
Suburb/Town/Locality ..............................................................
Suburb/Town/Locality - of related client(s)/other party(ies).....
Survey – Access ....................................................................
Survey - Age group of client.................................................
Survey - Disability indicator .................................................
Survey – Explanation ............................................................
Survey - Indigenous status...................................................
Survey - Interpreter usage ....................................................
Survey – Responsiveness ....................................................
Survey – Sex ..........................................................................
Survey - Treatment (of client)...............................................
Survey – Usefulness .............................................................
Survey end date .....................................................................
Survey start date ...................................................................
Survey type ............................................................................
V1.06 September 2004
42
Page
35
34
13
16
8
29
8
33
10
33
8
30
16
31
31
32
32
32
31
32
32
32
31
32
32
31
32
31
31
31
31
…. Index
Data Item
Data Entity
Telephone (number) ................................................................
Telephone number - of related client(s)/other party(ies) .........
Tenure type (Tenancy Matters) ...............................................
Type ........................................................................................
Client.....................................
Matter....................................
Matter....................................
Client.....................................
10
16
17
9
Worker category ......................................................................
Worker category(ies) .............................................................
Information............................
Advice ..................................
Casework.............................
Non-Casework ....................
Advice ..................................
Casework.............................
Non-Casework ....................
Advice ..................................
Casework.............................
Non-Casework ....................
Advice ..................................
Casework.............................
Non-Casework ....................
30
20
23
27
19
23
27
19
22
26
19
22
26
Information..........................
Client.....................................
Matter ...................................
29
10
15
Worker name or code............................................................
Worker status (in worker table only) ...................................
Worker type ............................................................................
Year (Summary Information) ................................................
Year of arrival (in Australia) ....................................................
Youth service inquiry (Youth Matters) ..................................
V1.06 September 2004
43
Page
…. Index
COMMUNITY LEGAL SERVICES
INFORMATION SYSTEM
Data Guide
VERSION CONTROL
Version
Date
Reason
v1.0
28/08/02
Initial Creation
v1.01
20/02/03
Insert client survey questions
v1.02
08/04/03
Annual Targets – amend ‘ongoing cases’ to ‘cases opened’
V1.03
24/06/03
Added first activity date and last activity date
V1.04
4/12/2003
Review
V1.05
02/2004
Added limitation date and limitation issues to Advice data entity/data items
dived into key and mandatory, key, mandatory and optional.
V1.06
24/08/04
Document revision following the release of CLSIS V4.0.
V1.06 September 2004
44
…. Index