Data Platform Training Materials

Video transcript

To Search for a record in the system there are two ways you can do this.

So, you can either go to the top search box in the right-hand side here, which will search the section of the system that you're currently in.

So, as you can see here, I'm in the applicant section.

So, if I type in Jones and click enter it will return any record with the name Jones linked to it.

So, as you can see here these are all the applicants with the surname Jones.

To do a more wider search of the system you can use the search box at the top of the page.

So again, typing in Jones at the top here, if you just click enter, it will show you all records within the system that have the surname Jones.

So, it's split into different sections. As you can see you've got all sponsors here, all applicants or all applications.

Video transcript

As individuals on the Super Sponsor and Individual Sponsorship schemes move through our systems, it'll be necessary to change their journey status codes to reflect their progress.

So we can change that for both individual records, and we can also do that through the household ID to edit the records at the same time of all of the members of the household.

So to edit one person's record, so in this case Carol's record, we come to the SS journey status and we click the dropdown and once you're ready to change their status, you simply click the next status on the list and save.

And that has now applied that status change to Carol's record.

Now if we click on the household ID, you can see that we have another member of the household and this person is also ready to move on and to change their journey status.

So in fact, if we wanted to change the records of everyone in the household group, we come to the table at the bottom of the screen and we click Select All.

And then where we have the Edit button, this enables us to edit the two records at the same time. So we go to the SS journey status, the same dropdown that we had for the individual screen, and we click SSO8, Ready for Move On, and we click Save.

And those two records have now been saved and that ensures that the whole household now all have the same status code and are ready for move on.

Video transcript

Some individuals coming through our schemes may have complex cases,and what we mean by complex cases is that they may have additional health or well-being concerns or safeguarding concerns which local authorities need to be aware of due to the nature of the system not being designed to handle sensitive information.

It's important to have a means of flagging complex cases on this system and ensuring that anyone handling that case can refer to local information and local files for further details on the complexity and the nature of those cases

So to add a complex case note, we come to an individual's record. So we'll use Rachel in this case.

On Rachel's record, we're going to first add a 'Yes' at the top here to indicate that shehas complex case and we're going to also enter a note to say. Complex Case and with that we can say,"please speak to N Jones for further information".

And that just means that we can flag who the person is that has the information or that is the best person to speak to for further details on this case.

So when we save,that note is added under complex case and you can see that the flag here is yes. If we then come out of the record, when you go back into Rachel's record in future, if you double click, you're instantly shown that there is a complex case flag on this system.

So that means that nobody can access this record without being aware that this is a complex case and that they need to refer to local case notes for further information to provide the right support available.

Video transcript

This is a short video to show users how to create a Housing Needs record within a household. Each household will be required to have a Housing Needs record filled in with the correct information in order to aid the move on search and the reservation process.

When you are in a household record you will see tabs along the top here and you will see Housing Needs. If you select the housing needs when there isn't a housing need created already, there will be a Source record not selected message. To create the housing need you just need to go to the top bar here and select Create housing Needs. When you click that you will get a message that says new record. This will create a housing need to this household. Would you like to continue? Select OK and then you'll get a message to say the Housing needs record has been created successfully. Once you click OK you will have a blank housing need form here

For this you just need to fill out all the relevant information that is relevant to the household.

So, if for instance if I just go back to the general tab, I can see that this is a one-person household. So, if I go back to the housing need, I just need to select the type as single. There is also couple and family, so you just need to select the relevant one to the household setup.

Sponsorship scheme, so again if I go back and go into the applicant, I can see that she is on the individual sponsor scheme. So, if I go back into the household into the housing need, please note that it automatically saves here. I can put individual sponsor. Local authority rehoused, you don't really need to fill that in unless you want to just pop your local authority in there and then date of arrival in the UK you can put that if it's known. If it's not yet, then you don't need to put that in.

Date received, you can ignore, date information was referred to the local authority and date offered property. You can use these if you want to keep track of any offered properties or reservations that you are following, but they don't necessarily have to be filled out and they are not mandatory.

So confirmed family members would be one in this instance and it's one adult, no children and she is 35 and then you would just put F for female. She wants one bedroom, and she wants one bed. She's a single adult and that's all she requires. You then need to just read the questions and if any are applicable to the applicant you need to fill them in. So, if there is a wheelchair accessible property needed, the property accessibility requirements, you can detail them here. So, if it is the case that the individual needs a wheelchair, the property accessibility requirements will be things like a ramp or widened door frames, things like that.

If an adapted property is required, if there's primary care needed, and then additional accessibility needs. So, things like an accessible bathroom, things like that. And then if they need a private bathroom, so some people may require private bathrooms for particular conditions that they have, you can detail that there. Please ensure that no personal medical or sensitive information is included. It just needs to be an overview of what is needed at the property. All this information will help aid the move on search when you are trying to match a household to an offered property.

So again, if they have pets, just detail the what the pets are there, whether it's a dog or cat or anything like that if anyone smokes, and then if they've cleared health screening. This may not be known at this point when you're creating the housing need, but it's just for future reference if needed. And again if there's a specific requirement for gender or religion and any language preferences. General notes, you can include any information, but again, just to reiterate, no sensitive personal medical data needs to be included in that section there.

Once you've completed, so let's just say she has a dog. Great. And then we're just going to save that, and it will save the record. This will stay permanently in the housing need tab. If, for instance, you were to add someone into the household, you just need to make sure that you go into the housing needs and update that to reflect the household situation every time someone either moves into the household or is split from the household. And that is the housing need section. If you go into another property, another household, sorry. So, if I go into this household, you can see there is already a housing need.

So, if you go into that you don't ever need to create once again, all you would need to do is just update the information if there is any changes to the household setup.

Video transcript

This short video will show you how to create and close placement tracking's. Depending on the situation that you are creating the placement tracking for will depend on how you create the placement tracking. For instance, if you have existing data in the system with a host and host address attached, you can go ahead and create a sponsor/host placement tracking without having to follow the reservation process. If there is no host or host address attached, then you will need to follow the reservation process in order to create the placement tracking. So firstly, I'm going to show you how to create the placement tracking when there is a host and host address already attached to the household. So, in the household page you go to Placement Tracking and then you click New Placement tracking.

Within this form, then you will need to select the drop down as Sponsor/Host and this will populate the Sponsor/host details here. You then need to select the start date so I'm just going to take it back a little bit. So, let's do from the 1st of March.

You won't put it date ended because you're not closing the placement tracking at this point and you don't need to enter an address here. You can put any information here, so staying with hosts and things like that, but you don't necessarily need to. Once you have done this you need to ensure the local authority is your local authority that you are situated in on the system and then click Save and close.

This will generate a sponsor/host placement tracking. Please note if there isn't a Host or Sponsor on the General tab, you will need to follow the Move on search and create a reservation in order to create the Host or Sponsor Placement tracking and I will show you that a little bit later on in this video.

So, if for instance then you want to create a different placement tracking, you just go back into Placement Tracking's and create a new Placement. You do not need to close the previous placement tracking because create the creation of a new placement tracking will close the previous placement tracking. You can however double click into the current placement tracking and give a move on reason.

I'll just select Placement completed successfully and then you just save that and that will just give the move on reason ready for the closure of the placement tracking. So, when you create the new placement tracking which I'm going to select move on for this one in a scenario where the applicants have moved on from the host or sponsor. Move on accommodation, no host or sponsor populates here and then you just need to put a date started. So, I'm going to say that was the 19th of July, you just need to pop your local authority in here and then it will populate and then you can put the address here.

So, 123 test road I'll just put for this example and then all you need to do is again save and close. What will happen now is within about 60 seconds, you just need to give the system some time to generate the placement tracking's, when you do refresh it may take you back to the household general page. You just go back into placement tracking and you can see there now that the sponsor/host placement has been closed, the new move on accommodation has been opened with the address. You can also put things like self-supporting in here if they're private rent and things like that. And if I go back to the General tab and just give it another refresh, you will see the host and host address has now disappeared from the household.

So, there were several other placement tracking's that you can create. And if I just go into new placement tracking, there are Move On, Hospital, Repatriation, Temporary, Accommodation, Welcome Centre, and Temporary Left. So, the only other one I will show today is the repatriation. I'm not actually going to complete that through because it will move the record, but if you select repatriation, again it works much like a move on.

So, you can select the start date. And just to make you aware of this, when the local authority needs to be open brackets outside of UK, if they are returning to Ukraine, that is the only difference in changing the local authority there. Once you save a repatriation placement tracking, it will move the record into the overhead business unit, and you will no longer have access to the record. I'm not going to save that one for this instance, I'm just going to go back and then I can just discard changes. Please note that if you are creating a repatriation placement tracking, you need to ensure there are no active reservations.

If there is an active reservation. You will have an error message to say you cannot create the Repatriation Placement tracking and if that is the case you just need to close the reservation and then create the Repatriation placement tracking.

Just one more thing before we bring this video to a close. If you are now looking at this record with a move on accommodation placement tracking, there is no host or sponsor attached to the household and you want to create a host or sponsor placement tracking. If you go to the Placement tracking and click New Placement tracking and select Host or Sponsor and select the date started and then select your local authority.

If you click save you will get a warning and it will tell you, 'In order to create a placement tracking from the type sponsor/ host you need to create a reservation'. So, you will not be able to do that and it won't save. It will say unsaved, and you'll need to discard the changes. Go to the Move on search and follow the instructions on the Move on training to complete the placement tracking.

Video transcript

There may be occasions where you need to add or remove applicants from households, either into their own household or bring in someone into the current household that you're working with. To do this, if you go to the household tab and you select the household that you wish to work with. So, I'm going to select this one-person household here.

So, if you just go into the record, you can see there that you've got a lead applicant. Ashleigh Evans is a single person household and you've been informed that someone else actually needs to join this household.

So, to add someone into the household, you'd just need to go to the applicant section here and select the action as add an applicant. And then you're just going to look for the applicant you wish to add. So, I'm going to find Louise Price and click on her here and then I'm just going to put travelling with applicant, with lead applicant, let's just put that there as the reason. And I'm going to say that they were on the 17th of October, they were travelling with the lead applicant.

So, once I've done that now and I save, this will add Louise into household FAM008585 as you can see here. So, she would have been split from her previous household and added here.

So now all you need to do is put the relationship to the lead applicant. So, I'm going to put friend. If Louise was the lead applicant, then you would need to just then make those changes. It's really important that when you add or remove someone from a household that you update the housing needs. So just selecting the housing need tab here, you would now change this to a couple and put two family members, two adults and then just add in Louise's age which just make this up as 35 for now and female and they need 2 bedrooms because they don't want to stay in the same room. So, two beds. And let's just say that Louise has a dog in there. What we do then is just save the housing need and that is how you add an applicant to a household.

If for instance, at any point Louise decides actually 2 weeks later that she is going to return to Ukraine and leave Ashleigh in the household that they are staying in, all you need to do here is remove applicant. So, in the household page, again you would need to go to the Applicant section and it's just basically the opposite of what you've just done, remove applicant to a new household.

So doing that you need to then search the name again Louise Price and we're going to put travelling home to Ukraine alone and then I'm just going to put splitting household and then put the date as yesterday's date.

So doing this will now remove Louise into her own household. So, once I've saved, we can see that Louise has gone. You need to go back into the housing need and then change it back.

So just take out the details that were in there so one, one, and then there's no pets anymore because Louise was the one that had the dog, save that. But then you also need to find Louise's profile. So, if you just go to the top and search Louise Price and then access her record, you will see now that she has a household starting with WG. So anytime someone is split from a household starting with FAM, they will be moved into their own WG reference. And as you can see here on the timeline it says household changed from FAM 008585 to WG 0113.

So, this is the reason why and it's showing on the timeline. So just remember, if you go into the household then you just need to create a housing need. There won't be one there because it's a new household. So, you create the housing need and then just proceed to fill out the information as you are aware of it. So, one adult aged 35, She's female, she wants one bedroom, 1 bed, and then she just has a dog.

She will sit in her own household, so you can now proceed to create a repatriation placement, tracking for her on her own as part of her move back to Ukraine.

Video transcript

This is a short video to show you how to access the applicant details on the UDP and also the application details.

So first of all, we're going to click the Home section here. This will take you to the default applicant section. So, to access the application details you just need to look at this view here and see the unique application numbers down here.

So, to access an application you just need to click the hyperlink and it will take you to the application record. For individual sponsors, you will see the name of the applicant and also the name and address details for the sponsor or host that they are staying with or being sponsored by.

All other fields are locked fields that are included in the application data when it's uploaded to the system. So, things like the date they were submitted would be the day the application was submitted.

Below here are further locked fields that are updated by the Home Office when applications are voided, withdrawn or refused and also if there is Home Office rematching. You shouldn't need to update any of these because they are locked fields, and they will be updated by the data feed daily if there were any updates.

So, if I go back you can also see a Super Sponsor application will have the same information, but no sponsor details because they are sponsored by the Welsh Government.

So, if I go back again, I'm back in the All applicants table. To view an applicant record, you just need to double click anywhere in the view on one of the records and it will take you into this record. As you can see, this one flashed up with a complex case tab, so I just closed that off there and you can see it's a complex case. If the record isn't complex, you won't have that message pop up.

So, I'm just going to go quickly through the different sections of the applicant record and where you can access certain data. So, you can see the name at the top here is the name of the individual. They are an applicant. Here is the link to their application and this is the local authority. Here is the link to the household ID. Each applicant will be a member of a household ID, whether it's a multiple person household or a single person household.

They will be provided with a household ID that either begins with FAM or WG, if the households have been split apart. You can see that if the person is the lead applicant of that household, meaning they are the main point of contact, and you can also see their name details here. The route they will be on will always be indicated based on the application they've applied for and also the journey statuses. And as they move through those journey statuses as they come to Wales then you can see some of their other details like their sex, date of birth and age and then their contact details here. If any are missing it would be your responsibility to obtain that information from the individual.

Individual sponsor applicant checks here are just toggles that you need to complete once you've completed the welfare visit and paid the interim initial £200 payment. So, once you've completed that all you need to do is left click on the mouse and it will toggle the button from no to yes and it's unsaved there, so you just need to ensure you save that if you toggle it back it actually saves it because it was the original answer there.

So just ensure you've saved just to be sure that you've got everything as it looks and then just scrolling up to the right-hand side. Here you've got case notes and activities. So, as I said when I came into this record, if it's a complex case it will flash up as a complex case. If it's not you can just select no and then save again and it will take that off.

Complex cases are things like safeguarding concerns or medical instances and most of the time the case management team in the contact centre will handle those.

If the individual wants no non-essential communication, then again you just need to left click the mouse and toggle that to YES. This would entail no non-essential communications entail things like information about Ukraine national holidays, about events for Ukrainian citizens in your local area. So if someone contacts and says they don't want that information then you need to toggle this to yes click save and it will ensure that they don't receive any non-essential communication. They will only receive information about their visa application.

If they're an unaccompanied minor, you would toggle that to yes. In this instance they're not, they're 34 and this just pulls through from the application data. So again, if the application has been withdrawn or they are a cross-border reassignment from another UK country on a different visa, these will be toggled as part of the data feed.

If you need to add a case note to the individual applicant page, you can click enter note here and type in the title. So, if I just put no non-essential comms as the title and then maybe just put a note to say please do not send event emails, only emails regarding visa and placement and all you do is click add note and that will leave a timestamp note on the timeline of the applicant record. If I go into personal details, you can see any additional emails that have been given, any additional telephone numbers and then just some application details.

So here we have some timestamped arrival dates that come through again from ports and borders information. So, this information at the top here is just information that's been provided on the application and the original planned UK arrival date is again the date that they planned to travel at the time the application was submitted. And if the contact centre for super sponsor have a confirmed UK arrival date they will input that information there. But then these boxes here, so the first voyage arrival date and when it was modified that just tells you when it was uploaded to the system, will show the first time they ever entered the UK through a port and border that scans passports and then the latest voyage arrival will be the latest and most recent time they've arrived back in the UK.

We don't have an exit time stamp, but you could just basically see if they've gone maybe back to Ukraine and come back or they've gone on holiday and come back.

You will always see the first voyage arrival will never change, but this latest voyage arrival may update as they come and go from the country. And then you've just got the sponsor details here of the person who has sponsored the application and potentially the host if they are staying with this person.

Case notes and activities, you won't really see anything here. It's usually a blank, but if there are any activities, you can add them here, but it's not something that is expected to be filled out. And then Placement Tracking's will show all placement tracking's that have been created on the household record and filtered through here for any relevant and current or previous placement tracking's.

Health board information is just the tab the local health boards use to insert any health board information it's not commonly used, so you may not find that this information is kept up to date, but it's for info for local authorities. If you do come across that, so back to the summary page and that is the Applicant section.

To access the Household section, you just click this hyperlink here and please revert to the Household training video to see how to action anything on the household page.

Video transcript

This is a short video to show you how to access the household section of the UDP and to give you an overview of the tabs within the household section. So, on the home screen if you click home it will automatically default to the applicants page.

So, if you just go to the left hand side under People here and see Households, if you just click on that it will give you the household view. So, to get into a household record you just need to click on the hyperlink of the name here. It will always start with an FAM or a WG.

WG will be if the household has been split at any point, so if you just click on the FAM number it will take you to the household record, As you can see here, here is the household ID and your local authority on the top right, and then you've got a few different tabs that you need to work through to ensure that everything is created as it should be on the household.

The household is the driver for any placement tracking's and any actions for the individuals in the group as a whole. And then you need to go into the individual applicant pages to make any notes that are specific to that person alone. So, as you can see here, we've got a lead applicant and the name is Thomas Davies. Here is his telephone number and it's confirmed that he is the lead applicant. You can use the allocated officer and callback date section if you want to allocate a member of staff to work this record and all you do is start to type in the person's name and it will come up with their information there and callback date is just date and time there.

You will see the reservation section here. So, this is when there is an active reservation on the record you will see a reference starting with RS and please follow the reservation process too to action any active reservations. If there is a welcome centre attached, you will see the welcome centre here and you will be able to click a hyperlink there to see the welcome centre. In this instance there is a host and host address attached, which means this person is on the individual sponsor scheme and has a sponsor there attached.

If there isn't a host and host attached and you need to link the person with the host or sponsor, then you just need to follow the reservation process detailed in the move on training to do so.

If I go down here, you can see the applicant section, and this is where you can add or remove an applicant that is also detailed in the 'adding or removing an applicant to a household video'.

And then here we just see the details of anyone else in the group so we can see this is a one person household. Journey tracking at the bottom just shows any updates from the contact centre. You'll only really see this on Super Sponsor records if they are aware of their point of arrival when they are arriving and where they expected to arrive to with an ETA.

So, if I just scroll up then you've got a timeline. So, if I click on the timeline again much like the applicant section, you just click enter note and you can put a timeline here. So maybe you could put one person, household or whatever is the relevant details and then the text would be Thomas is travelling alone with no family members and then you just click add note that will then stamp the household. It will not filter into the applicant page. If you have an information regarding the applicant, you need to put that on his individual page.

So, Placement Tracking's will show all active placement tracking's and to create a placement tracking you either need to follow the reservation process or select new placement tracking. This is all detailed in the 'Creating and closing a placement tracking' video. So, this is where you will see any Active Placement tracking's.

The Housing Needs section, so there isn't currently a housing need here, but if you follow the 'How to Create a Housing Need', you'll be able to create housing needs in this section and it will detail there. And then the move on search, so this is where you would complete the move on search as detailed in the 'Move on Process training' video. So, you just need to follow that and create a move on search to help aid a reservation.

You will also see individual sponsor applicant checks, so this is information where they've had a welfare visit completed or had had their interim payment been paid and this will all feed from the applicant section into the household section and that is an overview of the household page.

Video transcript

This is a short video to give you an overview of the Sponsor and Sponsor Household section of the UDP and how to navigate through those records and pages within the system. So, on the Home tab it will automatically default to the Applicant section. You just need to go down on the left-hand side here to the Sponsor section and click there and you will see all active sponsors and hosts within the system.

So, this could be people who have sponsored applications, but also anyone who has offered to and expressed interest and hosting without sponsoring individuals.

So, to get into a record you just double click, and you'll see the sponsor record there. So, you've got name at the top and you can see they are a sponsor. You've got your local authority on the right-hand side and then you've just got information here. So, you've got their journey status, you've got their name and their birthday, telephone number, e-mail address. And then here it will show the application that is linked to the sponsor record.

So that is the application they have sponsored. If you see type sponsor here and an application here, it means they've sponsored someone. If it says host, it's more than likely that they have offered with an expression of interest to host someone without sponsoring their application.

OK, if I just scroll down, you can see the address here. This is the address relevant to the person, the actual sponsor, and where they live. This may not be the same as the address that they will be hosting in. There are occasions where people will host in a separate house to their own, but nine times out of 10 they are hosting in their own property with them living there and then you've just got your sponsor checks at the bottom there then. To toggle these, you just click the left button on your mouse and it will toggle to yes or no and just ensure that you've saved that at the top there.

And this will be when you make your introductory contact your toggle to say you've done that. When you've obtained consent to start the DBS process you toggle to say you've done that, and then when the DBS check is complete, either basic or enhanced, you toggle either one that's relevant.

The other toggles at the bottom here are the Home Office checks that will be automatically uploaded through the data feed. And then you've just got a finance section here where you just need to update with the finance system reference and the payment eligible date once the host is hosting and the person is living at the property.

And then non-essential communications here in the case notes and activities. So, this will be if someone writes to you, emails you or contacts you to say that they don't want non-essential communications. So that will be things like information on events for Ukrainian citizens or national Ukrainian holidays. If they don't want to receive that information, you can toggle that to YES and they will only receive relevant information to the visa they are sponsoring.

OK, Placement Tracking's is where you'll see all relevant placement tracking's to the hosting that they have active on the system. So, these will be generated from the Household of the linked household page and filter in here to the sponsor record.

The hosts address will show the host address where they are hosting. So, as you can see it's slightly different to the address that they are living in which means they are hosting in a separate property and if you double click in there then you can see the offered property tab that will be used for the move on process. And please access the move on training video for all information regarding the host address and offered property.

The Sponsor household will show anyone who is living at the address permanently with the host. So, this will be family members of the host or relatives of the hosts that live there. And if you can just double click into their records and it will just give you a short piece of information on those individuals, you can just go back and then applicants will show any linked applicant. So, these are applicants that are linked through the approved visa.

So, as you can see there, this person has sponsored this individual and this household to come to Wales. So, this will show any links here. OK, so that is the sponsor record. With the sponsor household you can access the information here, but you can also on the left-hand side access the sponsor household details here and it will show all active household members across the sponsor records that you have.

So, you'll be able to access individually here as well, so you can search their name at the top right hand side here, or you can, as I said, go into the sponsor record, double click into the record, go to this one's household and view any information there if it's available.

That is how you access the sponsor and sponsor household records within the UDP.

Video transcript

This is a short video to cover navigation in the UDP and where you can find certain records. So in the left hand panel here you have the navigation tables. So, you have the People navigation tables and the Placement navigation tables.

So, for the People navigation, this is where you can find Applicants and Applications in this tab. Households in this tab sponsor records in this tab and then sponsor household records in this tab. The Search Applications table is covered in how to search for a record training video and all others in the People tab are covered in each individual training video for the relevant records.

With the Placement section, this is where you can find different accommodations, details of host addresses and open and active placement tracking's and offered properties. So, if you go into Accommodation every time, you'll notice you select on one of the tabs, you'll get a blue line to show you are in that record.

Accommodations will show all active Welcome Centre or Initial accommodations in your local authority. Host Addresses will show all active host addresses that you have against any sponsors in your local authority. You can also change the view to inactive host addresses to see any that have been inactivated.

Placement tracking's will show all active placement tracking's. Again, you can change your view there to Inactive Placement Tracking's and it will show you any that have been deactivated.

If you go back to Active Placement Tracking, there you will see the name of the placement tracking and you can search through the top box for the placement tracking you are looking for.

Offered properties show all offered properties in your local authority. This view is part of the move on process, and you'll be able to find more information about this and the move on process training on what different views to use in terms of seeing new or available properties within your local authority. And then the applications will show all applications that have been approved in your own local authority.

Housing needs will show any housing needs that have been created, all active ones and then you can also see inactive housing needs as well, if there are any to show in that view. And then reservations will show all active reservations in your local authority. So, these are just quick ways to navigate through the system.

All these sections you can actually find through the Household and Sponsor records, but if you wanted a quick overview to look for placement tracking for instance, you can click in there, search for the placement tracking name and find that with ease in those sections there.

Video transcript

In this short video I will show you some general system functionalities of the UDP.

Really basic steps to getting into the system and ensuring you're in the correct system is checking the top bar here. So, if it is orange and says sandbox, you're in the test system. If it is purple with no sandbox, then you are in the live system.

It is really important that you ensure when you're searching for records that if you are looking for live records you are in the system with the purple tab at the top.

As you can see here highlighted the cog picture will give you some setting information, so one thing to ensure that you do is click the cog and go to Personalisation Settings.

You must do this when you first access the system to ensure that your setup is correct. All you need to do. You can ignore all these details here; you just need to set the time zone. So, you need to make sure, as you can see here, that the time zone is incorrect. It's saying Coordinated Universal Time, but you need to be on GMT Dublin, Edinburgh, Lisbon, and London.

So, it's +0000, so ensure that you are on that time zone and then click OK and it will make sure when your records come through and upload, they are uploading exactly as they should be.

Another good tip is to look at the question mark here. This will take you to the Ukraine Data Platform Information Hub where you have accessed this video, but it's a quick easy link, if you are in the system and you need to check something on the Information Hub or the guidance, you can just access it there really quickly.

And then just to, if I go into the applicant page, show you what the top tab here says, so you've got Show chart you can ignore. You've got the refresh there and then you can ignore these buttons here. You shouldn't need to use them. These are just for data and running reports and things like that.

But if you select a record, you can then see Edit is the only functionality you'll need to use here and that will take you into the record. In your records then you will always see save, save and close refresh. Those are the three you need to use. You can ignore things like connect and check access.

If you go into a household, you will see the same Save, save, and close. If there's a housing needs to be created, you will see that and then refresh. Again, you can ignore these buttons here and then if you do go into a sponsor record, this is the only time you will see a slightly different view because you will see new there. And please follow the video to create a new host to see how to do that and use that button.

And again, if you click in you'll see edit there and if you double click into the record you will see Save, save and close and then you will also see assign because with sponsor records you can assign them to your local authority when creating them.

So that is the general system functionalities. You can also see here at the home section you've got the recent so anything that you've clicked on as a recent and also you can pin if you wanted to. So, if I was looking at this record, I could pin it and then it will show in my pinned.

If it's a record that is of importance and you are looking into something or using it quite frequently, that is a short overview of the system functionalities. For all other processes, please follow the individual videos in the Information Hub.

Video transcript

This is a short video to show you how to create a host record within the UDP system, from time to time, you may need to create a host record where someone has self-matched with a host or if there is an expression of interest that hasn't come through the expression of interest survey data.

To do this you just need to go to the sponsor section on the left-hand navigation and you will see the active sponsors record here. So, all you need to do is go to the new tab at the top and it will bring up a new sponsor record page.

All you need to do then is change the drop down to host as you will only ever create a host in the system. Sponsors will come through on the data feed only and then select the first status journey to applied and then you can just pop in their name, then and their surname and then their gender.

If you know the date of birth and the mobile number pop that in. I'm just going to put some dummy data in here and then you just need to put in their address.

So, the local authority will be your local authority that you are in and then you just pop the address there, so and the address there and then the post code.

OK, so once you put in the address then you just need to put any information if you've completed any of the checks. But at this point we're just creating the sponsor, so you've put in the home address and their details, and you just need to click save.

What this will do now is create the name here so you can now see that Harry Jones is a sponsor. They will always show us a sponsor, but as you can see here it's type host because they haven't actually sponsored a record.

So, before you go any further, you can see here that I currently own this record. If I refresh the page, it still shows that I own the record. If this is the case, then you just need to assign the record to your local authority.

So, to do that you just click assign and then where it says Assign to me, select user or team instead in the drop down and start to type in your local authority.

Once you've got the local authority, click assign and as you can see it now says Conwy Local authority own the record, so all you need to do now is create the host address. So, I'm just going to copy the postcode there and I can just take the details from the address, go to host address and select new host address.

So, I'm just going to start by typing in the street name and then pop that it's in Conwy and put the post code in. Now you can see here that the identified local authority is locked. This should populate with your local authority when you save, but if not, again we would go in and assign that record to your local authority. So, as I click save just give it a moment. As you can see Conwy local authority has saved there because you are the person who has created the host address and then you can see an offered property tab has been created with the status new. So, you can go in then and just change those details to the relevant details relating to the property.

So, if I just come out of this now you've got a host record and you've also got a host address record. So, if this address was different to the address on the summary page, you would just need to ensure that those details are copied there and now you can go ahead and work this record. Toggle each toggle that is relevant and start to make the property available for the move on process.

Video transcript

Making changes to household groups.

There may be circumstances when it's necessary to either add or remove a person to a household or to change the lead applicant of the group, and this video explains that process.

It's vital that whenever you edit a household group, you ensure that any housing requirements associated with that group is also amended to reflect the change.

And if you're changing a lead applicant, you must reset the relationships between the applicants in the group.

So to change a lead applicant we will use the households menu and if we select the household ID here, this will show all of the members of that household listed down here.

So if we want to change the lead applicant at the moment, we can see that it's Ashley Baker here because we have the yes. And it's also indicated in this field here that Ashley Baker is the lead applicant.

So to make any changes to a household group, we use this action box here. When you click select, you select the activity that you want to do. So select lead applicant, set lead applicant. And what we're going to do is pick one of the other people who are featured in the list. So we're going to change Laura Hill to become the lead applicant.

So we can start typing Nora's name here. And you can see that she's there and we can make a comment to say that we've changed Laura to lead applicant. And the date can be today. Now we can save here at the top.

And then when that’s saved, you'll be able to see that the lead applicant has now changed. And if we look down here, we can see that the relationships between the members of the group have also changed.

So now that Laura is the lead applicant, we don't need to set a relationship for her because she doesn't have a relationship to herself. But what we can do is edit Ashley and Katie's statuses so they are a group of friends travelling together. So we can change to friend here we can use either the Save button here or we can use the save button at the top.

And again, for Katie will also change that to friend, and we can save that to make sure that we've accounted for all of the differences involved in changing the lead applicant, and we can save and close.

And that has now changed, and you can see in the table here that Laura Hill is now the lead applicant of this household group.

Video transcript

Within the data platform, it's possible to analyse and interrogate the data that you have using the report columns and filters.

So, I'm going to show you in this video how you can use some of these functions within the views to narrow down the data that you hold.

As you can see here, I'm in the all applicants view, so the example I'm going to use is that you want to be able to identify how many under 18 individuals you have within your data.

So, the first way we're going to do this is to click the edit filter button and when we click this button, we see the add button here.

So, we're going to select add and then add a row and it will ask you to select the field that you want to run the data from.

So, as you can see here, if I click the down arrow button there are lots of fields that you can search on.

For this example, I want to look at anyone under 18, so I'm going to search via the date of birth. And then the next box then will ask several different options for you to choose.

So, I'm going to choose on or after and then put the date as today's date from 2005. This will show me all individuals under 18 in the system.

So, I'm going to click apply, it will run the data and then you'll see, that your data will narrow down to eighteen’s within the system.

So, if I just scroll across, as you can see there are many different columns.

Here you can see that all the date of birth's here are after 2005.

You can actually then narrow this data down further so you can filter it. If you click on the date of birth box here, you can sort older to newer so you can see the oldest to newest individuals within the system.

You can also filter by their name, so you could sort A-Z for instance. And then there are all sorts of different ways you can actually filter the columns.

So, if you wanted to see if they were lead applicants, so you could filter this by clicking filter by, and then if you want to see if they were, it's just equals select the yes, click apply and you will see anyone who is a lead applicant within this data set.

So, there are 65 people under 18 who are lead applicants. If you wanted to then clear that out, you can clear that filter if it wasn't something that you just wanted to have a quick look at but not keep.

You can also edit the columns, so if you if you look in here and you can see route and individual journey status, you don't want those because you're only looking at super sponsor journey status.

You can go to the edit columns function here and as you can see there are many options, and this is every row that is showing on that view at the moment.

So, like I said, if you didn't want route, you can click here, if you just click the three dots to the right-hand side, you can remove it.

You can also move it up and down if you wanted this route, if you wanted to keep this route section and move it closer to the left-hand side of the view.

So, I'm going to remove the route for this view and I'm going to remove the IS journey status, we only want to look at super sponsor Journey status.

So of course, there are other things you can do. So, say for instance, you wanted their name to be the first thing you see.

You can either click the three buttons here and move it up, or you can just hold it and drag it to the top.

So, I'm going to just drag the first and last name and the date of birth. And then followed by the unique application number there.

So, once you click apply you will then see your view looks a little bit different, it's moved around.

If I then think actually I want to see something else. You can add columns as well in the edit columns filter.

So, I want to see their age. So, I want to be able to see the number of age on the view so you can click add column and you'll see there are several columns you can add here.

You can't just search, if I type in age you will see age comes up here. You can also look on related and it will tell you, it will filter through other parts of the system that you can pull in.

For this one I'm looking at the applicant's age, so once I've clicked it, it's gone from this view. If I click close it will be at the bottom of my columns here, so all I do is just move it up. And you just need to keep scrolling until you place it where you want in the view.

So, I'm going to put it next to the date of birth, between the date of birth and unique application number.

So, for my view then I can see first name, last name, date of birth, age and then the unique application number and everything else follows afterwards.

If you just wanted that you can go in and remove all of these options, but it's entirely up to you how you want to view the data in the system.

Then you're going to click apply, give it a moment and there you go. You can see the name, date of birth, age and then the unique application number and so on and so forth.

It goes through all the data that you've got in that view. As you can see, there is a asterisks next to the all applicants view. This is because I've edited this to how I want the view to look.

If I come out of the view, all my changes will disappear. So, it's really important that you save the view before you come out of the view. So, to do that you just click the downward arrow button here and you'll see any views that are on the system and then you can save as a new view.

So, if I just click on that, you can then change it to all applicants and name it. I'm going to name it under 18. You'll need to name it something other than all applicants because that is the default view and then you can put description if you want to. I'm going to leave that blank for now and you just save.

So now if I pull the drop down for the views, you can see there is a view for all applicants under 18 with a little person symbol next to it.

This is a view that you have created. So as you can see I've got two here, one for training, one for all applicants under 18.

Anytime you create a view you will see that, so anything without the little person symbol next to are the default view, so they are the system views.

If for instance, I've saved it and then I realize I want to remove a column so I can then edit columns again, and I want to take the place of birth out so I remove that, click apply and I also want to filter it smaller to larger, so smaller to larger on age so you can see that it goes in order there. If I also wanted to filter by everyone Z to A on their surname, so I want to do anyone Z to A on their surname or like I said you can filter it's smaller to larger.

If you filter one it will take the filter off the other one. Once I've done that, I can see there's a star again. So that means that if I come out of this it will not save.

So, what you need to do is just go back in and save changes to current view.

Once you've done that, you'll get a notification to say they've been saved and then your view is there. So you'll always be able to view it and you can always manipulate that if you need to at any time to change the views.

Video transcript

In this video I'm going to demonstrate how to use the system to record an applicant's journey from when they arrive in Wales right up to their current situation.

So, we're going to use an example of an applicant who has just arrived and is going to a sponsor/host placement, and it will be the sponsor who has sponsored their application who will be hosting them at their own address. So do this, you just go to the Applicant table here, select the record you want to work on, and you will see you come into the applicant page so you can see their journey status at the moment is ISO1 visa and Host approved.

They've got no complex case and we've got all the details there. So, we're going to go into the household ID, and you can see here that this host on the household page on the general tab is the sponsor for the record. There is, this is existing data with this person has sponsored the individual's application for them to come over to Wales.

So, in this instance you don't need to use the move on search and reservation process to link the host or sponsor because its existing data. You can create the placement tracking straight out of the household record. If for instance this individual wasn't going to host the applicants, you would need to go into the Move on search tab and complete the reservation process to reserve a new host.

So, first things first, you go into placement tracking and you're going to create a new placement tracking. So, we select Sponsor/host, and it will auto populate the details here on the right hand side going to select the date as the 1st of May and then that is all you need to do at this moment in time to create this placement tracking. Once you save and close then you will see the placement tracking has been created. If you give the system about 30 to 60 seconds to load everything through the flows will run in the background, creating the placement track in on the Applicant page and the Sponsor page.

So going back to the General and go into the lead Applicant page. Whilst we're waiting for that to happen, we're just going to update the journey status. It's really important that you do that every time you create a PT to make sure that the Journey status reflects the current hosted situation of the applicant.

So, they're visa, and host approved at the moment and we're going to do placed with host family and change that to active and then just click save.

So, if I go into the placement tracking's now, you can see that the applicant has a sponsor host placement tracking for the 1st of May with the host here.

And then if I go into the host by clicking on the hyperlink, you'll see two placement tracking's. On the sponsor record or the host record, you will always see two placement tracking's, one for the applicant and then one for the household of that applicant.

So if for instance there were three members of the household, you'd see three placement tracking's with the names of the applicant and then one that has no name because it's the household. So that is how you create the sponsor/host placement tracking for this particular journey status. So, if I go back into the applicant record then and we're going to say for an example that this person comes to you a few months later and says I've got a job, I'm self-supporting myself and I'd like to move out into private rental.

So, all you need to do here is again go back into the household ID, go to placement tracking and we're going to go into the sponsor/host record first and give it a move on reason because we're going to be ending this placement tracking to create the new one. So, we're going to put placement completed successfully in this instance and save and close that and now you will see the reason here. You can do this retrospectively, you don't need to do it in this order, but it is good practise to put the move on reason in before you create the new placement tracking which is going to end this current placement tracking.

So, if they're moving to self-supported accommodation, just select new placement tracking, we'll go to move on accommodation and let's just say they moved in July and then we're just going to type in our local authority here and then we can put the address. It won't populate any information here because it's not host or sponsor record, but you can put the address here for the rented property.

So, let's just say 15 test road and I'm just going to pop a little note to say self-supporting here and then you just save and close. OK. You're going to want to give the system about 30 to 60 seconds to update because this is running a flow to end the previous placement tracking and the creation of the new placement tracking which we can see here.

So again, if I go back to General, go to Damien Yates's profile and then go to the journey status and we're going to select move on and then we can change the status reason here to self-supporting. So, you can see move on self-supporting and you can just save that.

So, if I go into the applicant now, you can see that the placement tracking has been ended for the sponsor/host on the 5th of July and then opened for move on accommodation on the same day.

This date will always be the same because the person will move on that same day.

So, if I just go into Terry Thompson now and go to his placement tracking, you can see two closed placement tracking's for the household and the individual there.

So, there'll be no applicants linked here now because the placement tracking have removed that link. So, if Terry turned around and said he doesn't want to host anymore and he wants to withdraw his application to be a host, you can just select him as withdrawn, keep it as active, click save and close and I'll just need to go back into that record, and you can see now that record is inactive.

OK, so back to Damien Yates. So, we've got him as a move on self-supporting and we've got a placement tracking open on the household there.

So, if then, current day now you get a phone call or, you get a notification that Damian has decided to repatriate and return to Ukraine. There's a few things you need to do on the record before you repatriate a record and that is purely because you will lose access to the record as you put the information in. So first of all, we're going to go back to the applicant page, and we are going to keep the status as move on because the person has moved on. But we are going to update the status reason as repatriation.

So that's all you need to do on the record here and just click save. If I go back to the household page, if you had multiple applicants and you wanted to change the status, you can select multiple here and click edit. So, if I select one, you'll see Click edit and you can change all the status for all the records that you are selecting.

So, you can see there's no sponsor host here. All we want to do is create the Repatriation placement tracking now. So, if I go to Placement Tracking, select new and then select repatriation and then the date as yesterday's date, now the local authority won't be your local authority this time, you need to put it into the outside of the UK area, so it's called the Org Business unit. So, to do that you just have an open bracket, outside of the UK and then you can put returns to Ukraine in the address.

OK, and then once you save and close that again we're going to wait about 60 seconds. You can see that the placement truck is being created, but we need to give it a little bit of time to load. So, to make sure that the flows run through and all other placement tracking's are closed and the record will move into what I said is the org business unit, meaning you won't have access to it once you've completed these steps. This is why we updated the status first this time, so that we could complete those steps before we lose the record.