Minutes of Sharikat Khoo User Group meeting Held on 12 November 2003 at Monash City Council

Transcription

1 Minutes of Sharikat Khoo User Group meeting Held on 12 November 2003 at Monash City Council Attendance: Karen Stockdale Kerryn Ashton Jan Taylor Sharon Tiplady Steve Anderson Michelle Jones Jenny Barrow Elise Page Wanda Mitka-March Elle Heallett Lori Coates Debbie O Donahue Kerry Flynn Kylie Deppeler Cheryl Swayn Mary Stead Craig Stevens Paula Desnoy Carmel Cambrea Jan Gilbert Clare Wilkins Leanne Barnes Cheryl Alexander Alan Titcher Alycia Stivic Pat Butinar Jenny Damon Maree Lyster Penny Bristow Pamela Hore Natalie Liot Jackie Kloprogge Veronica Young Latrobe City Latrobe City City of Monash Mildura Rural City City of Casey Knox City Council Knox City Council City of Greater Bendigo City of Greater Bendigo City of Ballarat City of Ballarat City of Moonee Valley City of Moonee Valley South Gippsland Shire South Gippsland Shire Bass Coast Shire Murrundindi Shire Murrundindi Shire Macedon Ranges Chairperson: Minutetaker: Elise Page, City of Casey Debbie O Donahue, City of Greater Bendigo 1. Apologies Cath Atkins and Neva Phillips from City of Whitehorse. 1

2 2. Acceptance of previous minutes Accepted by Maree Lyster, Murrundindi. Business arising from previous minutes Progress of Palm pilot (IPAQ) trial at Kingston Council Alan Titcher spoke on this initially: Few problems with IPAQ units freezing but that has been fixed. Currently have around 40 carers using the IPAQs, one unit per carer. Once a week the rosters are uploaded back into SKK from any of the 5 admin machines. SKK does not need to be shut down while the upload occurs. Will have 150 carers on by December. Cheryl Alexander then spoke on this: Developed initial costing, looking at productivity and admin savings. A 1.3 year payback period, which is based on admin savings and being able to increase client service numbers. Hardware cost approx $380 per unit. Software cost approx $100 per unit Piloted the user of the IPAQ with 10 carers for 6 weeks, running parallel with paper timesheets. Few modifications to be made to SKK, then running ok so took paper away all good. Adding more carers on every couple of weeks. Carers and clients have accepted very well. The first 10 pilots were staff who could not use a computer, including the union rep - the response from carers has been positive. Most client have been positive, market as saving money and protecting their privacy. Changes to roster are made onto the IPAQ. The admin staff each have an IPAQ too. Mailing list suspended clients Under development showed us a brief demo. Due in February 2004 release. Training supersede This is available in Version 8.02 update (current release). Can be sorted by date or training course. In parameters you can select which courses should not supersede. Caregiver special requirements No action Mark asked is this still required as you can put in roster text, explained that needed more than that, discussed. Casey and Monash require this any Councils interested in this, please contact Elise Page at the City of Casey on who is working on a document on what is actually required. 2

3 3. MDS Update Changes to accept non consent clients. Changed the extract so that they do come up in the file (as anonymous clients). This is available in Version 8.02 update (current release). Monash raised issues on duplicate clients and households - will speak to SKK to figure the way to handle this. SKK are testing the use of a billed debtor for each service type for this modification to be set up and further details, please contact SKK. 4. Scott update Changes shown: On printout copy - change to ID on top RHS label area - bottom agency number, officer, date, number automatically entered. (Officer comes from screen 1, field 20) - Three new pages added can also re-order screens and hide screens through parameters Pension benefit is setup in PENSN parameter. You can print forms in any order you want. This is available in Version 8.02 update (current release). People are ing these around to other councils be aware of the securitiy risks/privacy issues related to this. 5. New release dates and features New Release (8.03 or 9) some updates available now, contact SKK for upgrade if required. Display to con on reports new format, you can scroll forward or back, shows page numbers etc. Can do a find text, can also change font, and window size. You can print all drop down lists now. Assessed and regular roster hours HC E11 and E8 options added available now. You run a G2 report if you want to print off timesheets after processing. This is documented under Help and is found at HC, SP, G2. The G2 can be modified to run for any date range contact SKK. Pure Windows printing hidden behind will allow you to print on some printers that could not be printed to previously. Available in February release. Client category assignment needs more work. Available in February release. 3

4 6. Meeting times and dates for next year 11 Feb 2004 Casey chair and minutes 12 May 2004 Whitehorse chair and minutes 12 August 2004 Whitehorse chair and minutes 10 November 2004 Post script Casey volunteered to chair the mtg this time, but this is out of turn, it s not actually their turn yet. Upon discussion in the meeting Darebin was next however, we ll miss all A, B and C s if they go next, so it really should go back in alpha order so whoever is after Whitehorse should do November s meeting. 7. Other business Darebin have some questions on waiting lists. A few Council s volunteered for a site visit to help. Suggested to set up dummy rosters for people who need care but no carer available. Also look at the clients requiring assistance report. Can you set up the C7 so you can roster directly from the report? This is not possible (Some sites copy rosters for caregivers on leave and/or public holidays, then move the work as required. Check the HHOPT help page for these copy options). Laptops used for assessment discussed. Shepparton, Murrindindi, Darebin, Mildura, Ballarat and Kingston all currently use laptops for assessments. HC E6 report Reminder that it only looks at assessed hours. Can we select services?? An option needs to be added, Mark to investigate. Printing to another printer US, B2, printer, select printer, ok. Also look at parameter PROPT. HC C3 you can print a specific area but needs to be set up differently if you need this you MUST contact Mark first. Suspending clients by service, at the moment can only suspend by module. Mark advised that on the lis of things to do is modify the suspend area totally and include this change. B4 was suggested as a way to get around this. C8 and C14 vacancy reports - can you check am or pm availability Mark to investigate. Union issue around payrates query Veronica from Mannginham to speak to Mark about this. Property maintenance query Mark to discuss with Debbie from Greater Bendigo. Public Holiday on property maintenance exception report Mark to debug. 8. National Standards Accreditation 4

5 Need some reports to be changed for Accreditation. May effect everyone. Discussions among councils may be required. Individual Councils concerned to contact Mark. 9. Community lunches How do you count clients who are not HACC assessed clients but do attend this. Suggested to create dummy person in Food Services and can order up to 99 meals for 1 client. Or a PAG for this where you create a centre as the meal? Does need the info to go to MDS? if so individual client assessments need to be recorded. 10. Tips and tricks C16 report clients to be serviced on a public holiday. Service module/type to be added to this report by Mark. Sharikat Khoo office is closed from 22 December to 12 January. Thank you on behalf of the group to Cheryl Swayn for her contributions over the years. Cheryl has changed jobs at Geelong and will no longer be attending these meetings. Cheryl best of luck in the new role. Cheryl replied with her thanks to the group and to Mark and Sek Ching. Thank you to Michelle Jones for facilities and organising rooms. Meeting closed - Lunch provided by Sharikat Khoo, and a demonstration by Kingston of the IPAQ and laptop assessment. 5