✓ For Applicant Agencies
Table of contents
SmartyFile video orientation tour
What is the Administrator role?
Can we have more than one Administrator?
Can I change who is the Administrator in the future?
How do I create my organisations SmartyFile Profile?
Why do I have to use my ABN?
What user roles are available?
Administrator role
Author role
Viewer / Analyst role
How do I add a user? Video demonstration
How to cater for different organisational structures
Create teams
Example
Example of application of sharing options
SmartyFile video orientation tour
Welcome to your SmartyFile. This is your organisation’s dashboard, where you can see and manage all of your FSP applications in one place.
Create a profile for your organisation using your ABN. Add users to your organisation to allow them to work with applications in the way that you would like them to. Users can be given a variety of different roles that allow them to do different things within the system.
As a system administrator, you get to choose who can see and do what with your FSP applications. Security of the information in this system is also managed through multi-factor authentication, which has been enabled for your account.
What is the Administrator role?
The nominated Organisation Administrator for your applicant agency to create your SmartyFile record. This person will generally be a manager who will oversee the entire Agency's management of Flexible Support Packages. The Administrator will have the highest level of system access and will be responsible for:
- Creating and maintaining the organisation profile.
- Giving staff, including workers and supervisors, access to the system and providing them with appropriate levels of access.
- Monitoring and maintaining user access to the system including:
- removing users who should no longer have access.
- reassigning FSP packages as needed.
Can we have more than one Administrator?
Yes – It is a good idea to have more than one Administrator in case one is on leave. However, you should not give everyone in your organisation admin access and those you do give admin access to, should be authorised to see every FSP your organisation applies for.
Can I change the Administrator in the future?
Yes – should your current Administrator leave or change roles, you should ensure they give another person Admin access before they go. The new Admin can then remove or reduce the outgoing administrator’s access. If the Administrator leaves without assigning a new person to the Administrator role you should contact service@smartygrants.com.au immediately to get assistance to remove them as your Organisation Administrator and give a new person admin access for your SmartyFile.
How do I create my organisation's SmartyFile profile?
Once you have registered as a SmartyGrants user, go to https://www.smartyfile.com.au
Why do I have to use my ABN?
To ensure each applicant agency has one central dashboard for their FSP’s and to ensure no organisations are created fraudulently, we need to make sure each agency profile is only created once. Once an ABN is used it cannot be reused. If another user from your organisation tries to create a new organisation, they will receive a notice that the organisation already exists.
They can then send a message to the administrator of the existing organisation asking them to add them to the existing organisation.
Your SmartyFile organisation registration has also been designed so that the key information about your organisation can eventually be pre-filled into your FSP applications, saving you time.
Prefill will not be available in the first release of SmartyFile. You should see this feature in early 2022.
Once you have successfully created an Organisation, you can now choose to add contact information about your Organisation. This information is not compulsory but later when Pre-fill of applications becomes available it may be useful. The contact information is intended to be high-level contact information for your organisation as a whole, not your personal information. You can add either public information, such as your organisation's website, general contact email or public phone number. You could also choose to add the details of the head of your organisation.
What user roles are available?
There are a range of roles available that allow you to decide who can see and do what in your Organisation. There is a selection of predefined roles as well as the ability to create a custom role to suit your own operational requirements.
Administrator role
Administration access can see and do everything in the system including managing the organisation’s profile, manage user access to the system and have the ability to see, edit and submit all FSP packages across the organisation.
Administration access should be considered a privileged role and should only be granted to senior staff with the authority to undertake all the elements of the role.
Author role
The Author role is a high-privilege role with access to most of the system functionality. An Author can see but not edit the organisation's profile. They cannot manage system user access. They can start and edit FSP applications on behalf of your organisation. You can optionally grant permission to submit applications on behalf of your organisation. You can also define whether they can see all applications for your organisation or only those they have started or been invited to view.
Example 1
Daisy is a senior caseworker who manages her own caseload and mentors other workers. She has the level of experience and seniority in the organisation that she should be able to see all the FSPs across the organisation and is authorised to submit applications for FSPs for the organisation. However, as her role is not a team leader, she should only be able to edit her own applications and not other caseworkers. Her admin has therefore made her an Author with an optional ability to submit applications and access to all submissions.
Example 2
Minnie is a newly employed caseworker, she has just started with the organisation. She does have previous experience and is familiar with FSP’s from a previous role. Given this experience, we are happy for her to start FSP applications on behalf of the organisation. We are comfortable for her to have visibility of all the organisation’s FSPs but we would like a supervisor to approve her applications before they are submitted.
Her admin has therefore made her an Author with access to all submissions. But without the optional ability to submit.
Example 3
Wilma is a new caseworker and is on probation. This is a new role for her and until she has completed full training, we would like to limit her access to FSP applications to her own caseload only. We would like a supervisor to approve her applications before they are submitted.
Her admin has therefore made her an Author without the optional ability to submit applications and limited access to other submissions.
Collaborator role
The Collaborator role is a limited role with access to only applications and not the rest of the system such as the organisation profile. This type of role allows you to share applications in a very limited way. A Collaborator cannot see the organisations profile. They cannot manage system user access. They cannot start or submit FSP applications on behalf of your organisation. You can define whether they can see all applications for your organisation or only those they have been invited to view.
Example
Betty is a trainee caseworker; she does not yet have a caseload of her own but is training by being mentored by a couple of senior caseworkers. To give her the opportunity to learn about applying for FSPs, these caseworkers need to share particular applications with her to review, but they only want to give her access to an application for a limited time. We don’t want her to start or submit any applications on behalf of our organisation.
Her admin has therefore made her a collaborator with limited access to submissions shared with her.
Viewer / Analyst role
The Viewer /Analyst role is a limited role that allows the user to only view applications. This role cannot see the organisation profile or manage users. They cannot edit applications. You can define whether they can see all applications for your organisation or only those they have been invited to view. This type of role may not be needed for Flexible Support Packages.
How do I add a user? Video demonstration
Transcript
Adding a user is simple. Just enter the email address of the user that you wish to add to the system, they must be a user of SmartyGrants before you can add them to the system. If not, you’ll get a little error message pop up here at the top that tells you that that’s what needs to happen. So let’s try and add Minnie.
You can choose what sort of access that you’d like to give each user, I’m going to say that Minnie needs to be an author, I’d like her to be able to see my organisation’s profile, I’d like her to be able to start applications on behalf of this organisation. Now I get to choose whether or not Minnie can see just the applications that she has started or that she’s been invited to share, or whether I’m happy for her to see all of the applications across the entire organisation. In this case, I’m going to say Minnie can see everything.
The next level of permission that you have for authors is whether or not they can actually submit applications on behalf of the organisation. This allows you to manage approval processes. So where you have a process where the caseworker needs to get a team leader’s approval before they go ahead and submit an application, you can give your caseworkers author access, but without the ability to submit and give your team leaders the ability to submit. In this case, I’m going to say Minnie is a team leader, and I’m going to give her permission to submit. There we go.
We’ve now got this little message up here that says that Mini is not a registered smarter grants user. So that means the systems now sent her off a little message. She’ll receive that message which will prompt her to go ahead and register. Once she’s done that, she’ll get instructions to come back to you as the administrator to try again, to register in the system.
How to cater for different organisational structures
Create teams
By setting all user's submission access to “Limited” and then using the ability to share applications selectively, allows the grouping of applications. This can support organisations with multiple sites or with partial but not full cross-over to appropriately quarantine applications. This flexibility supports a wide variety of organisational structures from flat fully inclusive, to hierarchical or functional structures
Example
An organisation manager would be able to give limited access to a new staff member during a probationary period or while they learn the ropes. Gradually increasing the applications they could see by invitation over time – or on a need-to-know basis (e.g. share some relevant to their learning at the time)
An organisation manager could effectively quarantine a sensitive application.
Ability to only “invite” users to the sensitive application on a need-to-know basis.
An organisation manager could apply a more nuanced range of access rights within their organisation for different roles e.g. give team leaders a wider view and individual case workers a narrower view or a finance officer “Viewer” access to “All”
An organisation can effectively create teams by creating “Sharing” strategies, for example:
- Teams policy – share your applications with your own team.
- Team Leader “Can Submit” access “Limited” – invited only on that team’s work.
- Case Worker – “Author”, “Can Submit” access “limited” can access their own applications those that have been shared with them– invited only by that team.
An organisation with multiple sites may wish to structure two teams that share applications within their site only. This also would support where an individual case/application needed to be shared across or transferred between the two sites.
Example of application of sharing options
- Admin user can see all.
- Team A can see all Team A’s applications (except one started by Member 1 – (one way to segregate application) but not team B’s.
- Team B Can see all team B’s Applications but not Team A’s.
- Admin user has started a sensitive application and shared to particular user to deal with.
- There are infinite combinations possible with the use of sharing strategies to manage your teams.