E-Bulletin Aug 2019

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National Data Period Two 2019

National data for Audit 2 2019 has now been released - click here to view it

(National data is available on the website after the NHHI Advisory Committee meeting. This occurs approximately 6 weeks from the close of the audit period).

HHCApp Updates

CSV extracts

Organisation Administrators can now donwload their own line data. This is available in the list of Standard Reports by clicking on the link in the Reports page Export CSV Line Data.

2019 Aug CSV Export

Each line in the report represents a single moment with all of the associated details including whether the data was collected on a mobile device or entered manually after paper collection. Extra fields are available if required by checking the boxes for Organisation Details and Text Descriptions


Auditor and Sessions CSV EXTRACTS

Region Administrators and Organisation Group Administrators can now run an Auditor and Sessions CSV Extract

This is a great report for region administrators undertaking auditor validation checks for their region. Auditors will be listed along with the organisation they are attached to. If they have data for more than one organisation, they will appear in a second line in the report. Each line will reflect the data collected for each organisation separately.

2019 Aug Auditor and Sessions CSV

This report can be used to populate the new Auditor Validation Template (see below)

Temp AUDIts

Temp audits are often created when an auditor using a mobile device does not log out of a previous audit period and continues to audit into the next audit period. When the auditor tries to sync the data for the current audit period, the system recognises that that dates are incorrect for the previous audit period which is now closed. This data is then put into a temporary local audit. Temp audits can also be created when the data is synced too late i.e. after the audit period closes.

Temp audits contain the username of the auditor, the date and the time the data was synced e.g. username_temp_audit_date_time

To find your temp audits, click on the 'Audits' tab in HHCApp at the top of page. In the 'Name' field, type 'temp', and Search.

Once a temp audit has been created, other auditors from the organisation can also inadvertently select the temp audit in the drop down list and sync their data to it.

It is possible to move the data from the temporary audit whilst both the local and the national audit period that the data should go into are both ‘Active’. Once either or both of the audit periods are ‘Complete’, the data can’t be transferred and needs to stay in a local audit. The system also simultaneously creates an Audit Period e.g. ‘NHHI Audit Two 2019_copy’. This name reflects the 'audit period' that the data was intended for. This is important to know if the organisation wants to run reports that include this local temp data. The drop down box in the reports will include the 'Audit Period' as above, not the name of the temp audit.

The best advice for auditors is to always sync their data after each session and hit the ‘Logout’ button. Just closing the page is not enough. This is especially important prior to the end of the audit period.

It is also important that organisations review their data and look for temp audits before the end of the audit period so that they can move the data into the national audit before it is set to complete. I would also suggest talking to the auditors involved so that they are aware of the issue.

Unsynced mobile data

Please remind any auditors using mobile devices to sync their data after every session and to log out of the app on completion of auditing.

Auditor Validation

Many organisations have recently been contacted with results of an audit process identifying auditors who are not currently validated. This is to ensure that all auditors currently attached to an organisation in HHCApp have met the requirements or are currently undergoing the Lapsed Auditor Pathway.

Region and Organisation Group Administrators can utlise reports in both HHCApp and the LMS to determine if all auditors are currently validated by populating the Auditor Validation Template (attached below).

Template for Auditor Validation checks

The template can quickly identify auditors that are validated and those that need to be followed up. Please note that the template relies on the names of auditors to be the same in both HHCApp and the LMS. The template will not identify validated auditors if names have been registered differently. 

Instructions for populating the Auditor Validation Template :

Open the template ready to copy and paste data from both the Auditor and Sessions CSV Extract from HHCApp and the LMS report. Enable Editing.

Auditor and Sessions CSV Extract

  • Run 'Auditor and Sessions CSV Extract' (see above). The report contains all of the auditors currently attached to an organisation for your region and how much data they have collected in the selected time frame. For Auditor Validation purposes, selected time frames should be for the previous 12 months. If an auditor is attached to more than one organisation, they will have a separate line for each organisation. Each line for these auditors will show the data for each organisation separately.
  • Copy data from report excluding the column titles.
  • Paste the data into the Auditor Validation Template at cell U3.

LMS Report

  • Run LMS Report 3. Any Status/All Learners/Multiple Courses/Result.
  • Browse Course Codes
  • Select   PreWorkshop  and Annual Auditor Validation (NB: the order of selection is important. The order you select the courses impacts on the order that they appear in the report).
  • Continue with Selected Courses
  • Status - Completed
  • Select Region / Organisation Group
  • Select Completion dates – same as Auditor and Sessions Extract i.e. the previous 12 months
  • Uncheck the box 'Show Latest Enrolment?'
  • Select All Records (batch job emailed within an hour)
  • Run Report
  • Report will be emailed to you
  • Open the LMS report - check that the PreWorkshop results come before the Annual Auditor results. If not, you may need to copy/ paste columns to correct this).
  • Copy from cell B5 i.e. first name to include all of the data (column B to column O) down to the last auditor
  • Paste copied cells from LMS report into the Auditor Validation Template cell B3 ie First name

Auditor Validation Template

  • Once the template has been populated, check the last column for unvalidated auditors (Column AI).
  • Check for duplicated auditors i.e. auditors who audit at more than one organisation (Column T - duplicated auditors are shaded in red).
  • Filter for duplicated auditors (Filter by colour) and add up total moments for these auditors.
  • Investigate 'not validated' auditors. Standardise names across HHCApp and the LMS if this is the issue. Ensure all auditors have selected the correct organisation in the LMS. If they have not selected an organisation in your region, the template will not capture any module completions.
  • Check if unvalidated auditors have completed the Lapsed Auditor Pathway - the Auditor Validation Template will not identify these auditors.
  • All other auditors should complete the Lapsed Auditor Pathway.
  • https://www.hha.org.au/audits/auditor-training/auditor-validation-requirements
  • NB: PreWorkshop Quiz completions - an assumption built into the template is that a PreWorkshop Quiz completion identifies auditors who have been trained within the last 12 months. These auditors can have less than 100 moments and still be considered validated. Administrators will need to review if this is correct for the individuals identified.