CLASS News         

August 2020
This issue of CLASS News focuses on training, integration and data collection. We’re really pleased that over 95% of Centres have now signed the new five-year CLASS user agreements. We look forward to working with you and continuing to support you.
New Helpdesk portal –

We want to make getting help with CLASS and the National Accreditation Scheme (NAS) Portal as easy for you as possible especially while many of us are working remotely. A new improvement is our new CLCs Australia Service Helpdesk portal for all support and training requests. The portal is the most effective way to contact us so we can help you most efficiently and share screenshots. Please bookmark it so you can access it whenever you need.

Your username is your email address and you’ll need to follow the password reset flow to get started. If you’ve never emailed our email address (old or new) you may not have an account yet. This is easily fixed if you send an email to us, that will create the account for you so you can then reset your password and log in.

Please note, the username field is case-sensitive, following how your organisation has set your email address up.

You can still contact us by email, but please use our new email address

⚠️  Please amend your address book as the old email address will be disabled next month. ⚠️  

You can use the portal to keep track of your requests (using ‘My Requests’), or any request someone else has shared with you (using ‘All Requests’). 

Once you’ve created a request, you can share it with someone else by clicking ‘Share’ or if someone has shared a ticket with you and you no longer need to see it you can unsubscribe from notifications for that request with ‘Don’t notify me’.

Training and support

CLASS training 
We’ve moved into high gear delivering training via webinar. Sam kicked off the new financial year with General User training to 50 users, and Community Projects training to 40 users. Reuben delivered a session on Accountability to 35 users, and James provided training on Accountability and Reporting to 54 users. Videos will be posted a few days after each session. We’re really enjoying interacting with users and connecting with so many Centres.

Reuben Johnson 
ICT User support and Training Officer
Please bookmark our training schedule. Watch your email for individual event registration links which are sent out the week prior to the training. Please let us know any training you would like us to cover via the Helpdesk portal.
A satisfied customer
I just wanted to say a huge thank you for all your assistance planning and delivering our CLASS training sessions last week. It was really valuable for us to be able to leverage your extensive knowledge and experience in delivering this training to our team. Thanks for all the work you put in helping us to develop the training plan, resources and script; I feel this has put us on a great footing to start using CLASS consistently across the organisation.
Eamon Fraser-Crooks, IT Manager, Environmental Defenders Office
Using CLASS as a practice management tool
Townsville Community Law held a webinar on piloting a paperless office program using CLASS as a practice management tool. You can go to their website for the recording and handouts. The webinar is part of the Community Legal Centres Queensland webinar series.

Integrating CLASS and other case management systems
Testing has started on our tool to import reporting data from case management systems such as Actionstep and CSNet into CLASS. If you would like to be kept updated on this project, please contact the Helpdesk portal to be added to the CLASS Import Tool Teams User Group.

Community Legal Centres Queensland held a webinar on using Actionstep as a practice management tool. You can go to their website for the recording and slides.

Emergence webinar series – August program is out
We have a range of interesting webinar topics from legal observer tips to how COVID-19 has impacted advocacy efforts and a National Accreditation System overview for all Centres as well as virtual Networks meetings. More information about our events is available on our website.
Help us improve CLASS usability 
We are seeking users to give insights on ways to improve screen layouts, form design and displaying actions for services to help make CLASS more efficient, accessible and easy to use.

We recently held a Zoom workshop with a group of users, identifying pain points and working up potential enhancements. We’re using a Miro online whiteboard to collaborate on solution options.

Claire Hammond
ICT Business Manager
We would love your help to validate our design assumptions and get feedback on screen mockup options. Please contact Claire Hammond if you would like to participate.
Data matters

NLAP – a new funding agreement with the Commonwealth

The National Legal Assistance Partnership 2020-25 (NLAP) has now been signed and is being implemented around Australia.

If you read it closely you see that clauses 33 to 35 and Schedule D introduce some changes to the data requirements under NLAP. These changes do not come into play for the first 12 months and we will be engaging you in some conversations about how we can all work together to adapt CLASS and your data collection practices to better achieve nationally consistent CLC data.

Funding categories
Funding categories in CLASS allow you to allocate services or projects to funding streams so that you can then report to your funders on the services provided under that funding stream.

We are working with Program Managers and peaks in each State to streamline funding categories so that they can better meet your needs. The new system allows each State to better tailor funding categories to meet jurisdictional needs. Your Program Manager will be in touch to let you know which funding categories they would like you to use for services provided under funding that they administer, e.g. NLAP funding or COVID-19 funding.

James Okeby
ICT User Support and Training Officer
Centres can also create funding categories for funding sources that are not administered by a Program Manager.

Remember you can hide funding categories you are not using and create ‘child’ funding categories that are only available to your Centre.

Please contact James Okeby or Susan Scott via the Helpdesk portal if you have any questions about funding categories.
Generating reports by Statistical Area 3 (SA3) and Statistical Area 4 (SA4)
CLASS uses a client’s street address to calculate which geographic areas your Centre has delivered services to, e.g. electoral districts, LGAs or ABS Statistical Areas 1 and 2.

We have now added the ability to easily generate reports by ABS Statistical Area 3 (SA3) and Statistical Area 4 (SA4) boundaries.

The standard reports that have administrative boundaries (S01, C03 and more) now have SA3 and SA4 available in the dropdown for ‘Aggregate by Administrative Boundaries’. DIY reports now have SA3 name, SA4 name, SA3 code and SA4 code added.

SA3s are designed to provide a regional breakdown of Australia and represent the area serviced by regional cities that have a population over 20 000 people. They often closely align to large urban Local Government Areas, e.g. Gladstone, Geelong.

SA4s are built from SA3s. They are the largest sub-State regions in the Australian Statistical Geography Standard. You can generate a map of SLA3 or SLA4 regions using this ABS tool.

Indigenous Other Party
To assist our FVPLS users we have added the ‘Aboriginal and Torres Strait Islander’ status field to Additional Parties to help count services delivered to a non-Indigenous client related to an Indigenous child.

Because this field implements the same dropdown list as the ‘Aboriginal and Torres Strait Islander’ field on the client, please remember to check if you have any default values set on this field, as the default will carry across to the Additional Parties field. Note that this also occurs with the Gender field. If this is not relevant to your Centre you do not need to use the field.

Field fixes
The field fix tool development is nearing completion. We anticipate it will be ready by the end of September. The tool will enable you to merge data in several ways, for example:
  • Merging data from a custom field into a standard field – e.g. a field that came across from CLSIS
  • Merging all responses for one dropdown value into another value –  e.g. you discover you’re using an incorrect funding category and want to move all services to another category
  • Moving a custom field and all its data from clients to services or from projects to project services – e.g. you create a field to record conflict check information but realise that you created it on the client and you need it for each service
This tool will bulk change all records for a field, so it is not suitable for moving subsets of data, e.g. only moving services provided from 1 July 2020 from one funding category to another funding category.
Tip of the month: No shows
A number of Centres asked for the best way to record prospective clients who have booked in for appointments, but who do not attend (‘No shows’).

We recommend recording No Shows by creating a new No Show service type, parented to the ‘Information’ service type – this allows you to track the number of ‘no show’ appointments you have booked in, avoiding the pitfall of leaving them in purgatory in the Triage queue.

If you are a CLASS Advanced Administrator and want to create a new service type, here’s how you can do it.

1. Go to ‘System Settings’ in the bottom-left menu of CLASS.

2. From there, select ‘Types and Categories’ from the menu in the top left.

3. In the tab that is opened by this, click on ‘Service Type’.

4. Then click on ‘New’ in the ribbon on the top right of the tab this opens.

5. Finally, a window will pop up to create your service type. Select ‘Information’ from the drop-down on the field called ‘Parent’, enter the name of the service type (you do not have to call it ‘No Show’) and click ‘Save and Close’ – you do not need to enter a code.

This DIY recipe report shows you how to report on custom service types. If you have any questions around this, please feel free to contact us through the Helpdesk portal.
Need help?
User manual
Helpdesk portal
Training schedule
Data consistency guide
Reporting and accountability
Community Legal Centres Australia acknowledges the traditional owners of the lands across Australia and particularly the Gadigal people of the Eora Nation, traditional owners of the land on which
our office is situated. We pay deep respect to Elders past, present and emerging. 

Copyright © 2020 Community Legal Centres Australia, all rights reserved.

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