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Request to Reopen the Data Exchange March 2020
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Request to reopen the Data Exchange
Request to Reopen the Data Exchange March 2020
Fields marked with
*
are required
This form is to be completed by the authorised representative of your organisation, such as the Chief Executive Officer.
In accordance with the Data Exchange Protocols, all data reflecting service delivery must be submitted successfully to the Data Exchange by midnight 30 July (for the reporting period 1 Jan to 30 Jun) and by midnight 30 January (for the reporting period 1 Jul to 31 Dec). All times are AEST/AEDT.
Re-opening the system has serious consequences on data integrity, and impact on government agencies being able to provide consistent and timely briefs and reports.
Requests to re-open the Data Exchange will be considered on a case by case basis and granted under
exceptional circumstances
only. Exceptional circumstances are considered to be a crisis or event outside your organisations control. System re-openings will be time limited and apply for a short period only.
Please note that the following reasons will not be considered exceptional circumstances:
•
Inability to obtain a myGovID.
•
Staff unavailable to provide the data.
•
Not being aware of the reporting requirements.
•
Delay caused by a third party vendor.
Note: If delivery or community partners require an extension, they will need to submit a request to re-open the system for their organisation.
Organisation information
This section should be completed by the organisation. Please copy this from your Grant Agreement.
Organisation Id
*
Verify number
Organisation Id Not Verified
Organisation Id Verified
Organisation Legal Name (Verified through GPS)
Organisation Legal Name
*
Contact person/requesting officer
*
Contact phone number
*
Contact email address
*
Has your organisation used the Data Exchange for previous reporting periods?
Yes
No
Has your organisation already requested an extension for this reporting period?
Yes
No
Has your organisation requested an extension for a previous reporting period?
Yes
No
Note:
Only the program activities that are in the Data Exchange and listed in this extension request form will be considered.
Available program activities
(choose the value/s and then select Add):
(If your program activity is not in the list, select the "Not in the list" option).
+
-
List of chosen activity programs (Max 15 per form).
*
You have reached the maximum of 15 program activities allowed per form.
List of chosen activity programs.
You have selected "Not in the list". Please enter the program activity name(s) in the below textbox.
*
Enter the program activity name exactly as it is written in the Data Exchange.
Please separate multiple program activities with a semicolon (;).
Background information
This section should be completed by the organisation.
Do you, or another user in your organisation have a myGovID that has been linked to your business in RAM?
Yes
No
Has your organisation applied for an AUSKey?
Yes
No
Date that your organisation applied for an AUSkey
*
Have you been granted access to the Data Exchange?
Yes
No
Date that your organisation applied for access to the Data Exchange
*
How are you submitting data?
*
System-to-system
Bulk XML
Web-based portal (manual entry)
What percentage of client data still needs inputting?
*
How many sessions still need inputting?
*
Has your organisation successfully submitted data for this reporting period?
Yes
No
Have you tested your upload in the staging environment?
Yes
No
Reason for request
This section should be completed by the organisation.
Reason for request
*
Staff on training at the end of reporting period
Outlet creation required
Don't have a myGovID
Issues with myGovID
Unaware of reporting date
Third party vendor issues
Unsuccessful upload
Other priorities within our organisation
Bulk upload errors
Waiting for Data Exchange Helpdesk support
Declared natural disaster in region
Infrastructure failure (internet, phone, power, roads)
Unexpected staffing injury or illness
Technical issues prevention upload
Other
Other
*
(Limit: approx 300 words, 2,000 characters)
Characters entered:
Please provide the following:
1.
Your reasons for this request, specifying how they demonstrate "exceptional circumstances" (refer to the
Data Exchange Protocols
"Administrative Matters"), and
2.
A summary of contact with the Data Exchange Helpdesk to resolve any technical matters.
*
(Limit: approx 300 words, 2,000 characters)
Characters entered:
Please attach supporting documentation here if you wish to do so.
A maximum of three attachments are allowed.
Note
: Attachments must not include identifiable client information.
Accepted file types
– .txt, .jpg, .zip, .pdf, .msg, .docx, .doc
Click to Upload
File:
Download Attachment
Funding Arrangement Manager email address
*
Date
*
By selecting the
Email Funding Arrangement Manager
button, you confirm that the information contained is true and correct.
This action will create an email pop-up box, enabling you to email this form to your
Funding Arrangement Manager
.
Email
Funding
Arrangement
Manager
Funding Arrangement Manager information
This section should be completed by the assigned Funding Arrangement Manager.
Have you had contact with the organisation or the Data Exchange Helpdesk about the issue(s) outlined above?
Yes
No
If the organisation is seeking an extension for activities managed by other
Funding Arrangement Managers
, please ensure you have consulted with them regarding this request.
Please provide a summary of the contact (including dates, contact names and Data Exchange Helpdesk reference numbers) and comments regarding your knowledge of this organisation
*
(Limit: approx 300 words, 2,000 characters)
Characters entered:
Endorsement can only be provided for program activities that you are the funding arrangement manager for. Where you are not able to endorse this request, please refer the extension request to the relevant contact.
Program Activity
Endorsed
Yes
No
Endorsed
Please provide contact email addresses for departmental contacts/mailboxes that require notification of the extension outcome
I confirm that I have verified the organisation's name and ID as displayed on their funding agreement.
*
When you select
Submit
an email pop-up box will appear to enable you to forward this form to the
Data Exchange Team
.
Please take this opportunity to attach any relevant records or communication you have had with this organisation with regards to their reporting requirements.
Submit
For Official Use Only
This section should be completed by the Data Exchange Team.
Program Activity
Approved
Extension Date Approved
System Opened
System Open Period
Policy Notified
GAM Notified
Reason Category
Comments
Yes
No
ExtensionDateTime
System Opened
Open Date
Close Date
Policy Notified
GAM Notified
Reason Category
myGovID Issues
CMS/software problem
Data Exchange access
Hacking/theft/arson
Natural disaster
Not required
Staff Issues
Other
Comments
Reasoning:
Reasoning
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Submit
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