TRIPS Web - Services - TfNSW Reporting (ODIN)

Overview

This guide walks you through how to report to TfNSW from TRIPS Web and what to do if you encounter any issues along the way.

How to run the report

Step 1 - Hover over your name and click on “Services”

Step 2 - Go to “Create Service Data Reports” underneath the TfNSW banner

Step 3 - Entering your criteria for the report:

1. Year - Select the year of the report you want to upload to ODIN
2. Month - Select the month that you want to upload to ODIN
3. Funding Type - Select all the funding types that you want to upload to ODIN. Every organisation is set up differently in terms of funding type structure, be sure to only select the funding types that are required for the ODIN upload.

Step 4 - Once you select the correct criteria, click “Export”. There will be an option to export or save the report. Please Note: If you choose to save the report, it is good practice to go back and delete reports once the reporting period is over to reduce the number of saved reports in your folder.

By clicking “export” it will prepare the report for you. If you don’t want to wait for the report to download, you can click “email me” and you will receive the report via email when it is done. If you do wait for it, you will see the “download” button appear, click this and the report will then go to your “downloads” folder on your internet browser/computer.

Please note: If there are errors, your report will fail. If you saved the report, you will be able to see the error report in the folder, if you didn’t save, the error log will be emailed to you. (please see error meanings below for assistance with knowing what each error means)

Step 5 - Before you can upload your final file to ODIN, you must remove the code from the file name. To do this, open your downloads folder → right click on the file → select the option to rename → remove the code from the file name including the - → click “enter”. You can now upload your file to ODIN

Please note: It is important not to open your file before uploading. Doing so will alter the formatting of the report, and this will then cause the file upload to ODIN to fail.

Failed Report From TRIPS

TRIPS has their own in built error validation with the ODIN report, allowing you to clean the data on fundamentals before uploading it to ODIN. You will receive a failed report containing the errors you need to review.

Below are some of the errors you may receive and how to resolve them:

Invalid outlet activity ID / outlet name

Invalid outlet activity ID or outlet name means that there is a mismatch between your funding type and payer. You will need to ensure that you have selected a CHSP payer to remove this error.

To fix this, look up the booking ID via the “all bookings” page in TRIPS. Take note of the booking date and client name, as we will need to know this to follow up this error.

Navigate to the verification page within TRIPS, select the verification date that matches the booking date in question, and search for the client in question. Find each of their bookings on that day, and confirm the payer associated with their booking. From here either change the payer on the booking if it is wrong OR if the booking was not supposed to be a CHSP booking, change the funding type.

Invalid run start or end odometer reading

Invalid run start or end odometer reading means that the run that this booking is in is missing either the start or end odometer, or both.

To fix this, look up the booking ID via the “all bookings” page in TRIPS. Take note of the booking date and client name, as we will need to know this to follow up this error.

Navigate to the verification page within TRIPS, select the verification date that matches the booking date in question, and search for the client in question. Make sure that the vehicle run has a start and end odometer to clear up this error.

Invalid customer birthdate

Invalid customer birthdate means that the client’s birthdate recorded on their profile is not entered correctly or it is missing.

To fix this, look up the booking ID via the “all bookings” page in TRIPS. You need to navigate to the client’s profile, which you can click directly on the name to take you to the client’s profile.

On the client’s profile, navigate down to the “date of birth” and ensure that a birthdate is added if missing, or the format of the birthdate is correct.

Invalid Funding Type/Source

Invalid funding source means that a funding type you selected as part of your report is not set up for TfNSW (ODIN) Reporting

To fix this, look up the booking ID via the “all bookings” page in TRIPS → Navigate to the verification page within TRIPS, select the verification date that matches the booking date in question, and search for the client in question. Locate which funding type is selected for the booking.

If the funding type should be included as part of your ODIN reporting, navigate to “Organisation Settings” > “Manage Funding Types” > Click on the edit action icon for the applicable funding type to open the edit page > ensure that the “TfNSW Reporting Code” is not blank. If it is blank, select from one of the 3 options: CHSP, CTP or HRT.

If the funding type should not be a part of your ODIN reporting, you will need to run your report again and make sure not to select the funding type. This will ensure you do not get the same error returned again.

Incorrect Dead Running

Incorrect dead running means that there is an odometer discrepancy for a booking.

To fix this, look up the booking ID via the “all bookings” page in TRIPS → Navigate to the verification page within TRIPS, select the verification date that matches the booking date in question, and search for the client in question. Refer to the booking’s departure or arrival odometer readings. In most cases this will be where the issue is. E.g. Odometer missing

Invalid Origin or Destination Suburb and Post Code

Invalid origin or destination suburb or post code is due to there being a mismatch between what has been stored in TRIPS and what is listed on the TfNSW Address Data document. Link to document can be found here → Community Transport Reporting Requirements → download file, scroll to the bottom and open the “Address Data” Excel file.

To fix this, look up the booking ID via the “all bookings” page in TRIPS. Here you will be able to see the address in question.

1. Open the Address Data file from TfNSW, search for the suburb in question to find the accepted suburb/postcode combination.
2. You will now need to navigate to the “Locations” module in TRIPS
3. Search for the address
4. Open the edit location page for the address and update the details to match the TfNSW Address Data File
5. Click on “Save Location”