The DSS will update the Data Exchange (DEX) gender values to be more inclusive for client data collection on March 2nd, 2024. This article contains important information on how you can update your Penelope settings to continue to take advantage of this integration with DEX.
Two important dates
On March 2nd 2024, the DEX will start using these new values
On March 9th 2024, the Penelope upgrade will start using new matching logic
What’s changing?
Statistical Linkage Key (SLK)
Penelope’s SLK generation will be updated to use the new codes for the Gender Values.
As per the DEX Web Tech Specs we will use the following codes:
Code 1 for Man or male
Code 2 for Woman or female
Code 3 for Non-binary
Code 3 for [I/They] use a different term
Code 9 for Not stated
Gender List
We are updating Penelope’s matching logic to support the new gender values from DEX. As per the DEX Fact sheet, the values are:
“Man or male”
“Woman or female”
“Non-binary”
“[I/They] use a different term”
“Not stated”
This table shows how we will map your System Administrator-configured Gender List to the values DEX is expecting:
Penelope Gender Matching Criteria | Value We Send to DEX | Penelope Gender Value |
Starts with “m” | “Man or male” | We recommend changing existing entry to “Man” or “Male |
Starts with “f” OR Starts with “w” | “Woman or female” | We recommend changing existing entry to “Woman” or “Female” |
Starts with “Non” | “Non-binary” | We recommend adding “Non-binary” |
Starts with “Different term” | “[I/They] use a different term” | We recommend adding “Different term” |
If none of the above | “Not stated” |
|
What do I need to do to prepare?
Using the gender matching criteria table above, update your Gender List in Agency settings before March 8th, 2024. Not sure how to do that? Read how to do this here.
During the time after the DEX update but before the Penelope upgrade, we expect errors to occur after updates to Individual Profiles where DSS Information has been edited. As such, we recommend turning off the sync process before March 2nd. After the Penelope upgrade on March 9th, once your Gender List values have been updated, you can re-enable the sync.
Note: once the sync is re-enabled, you may need to address DSS Session Level errors – take a look at the DSS Submission History List's “Error” tab to resolve any issues.
Other FAQs
Q: What happens to Individual Profiles with the previously supported value of “Intersex/indeterminate?"
These changes will not impact the Gender selected for Individual Profiles at the time of upgrade. We will not be migrating Individuals with a gender of "Intersex/Indeterminate" to another value. If you have this selected for an Individual, we recommend updating their Individual Profile the next time you meet with the client to determine the most appropriate value to select. After updating the Individual Profile's gender field, Penelope will then sync the Individual's updated Gender to DEX.
Q: Do I need to update outlet activities, reference tables, and scores on DSS setup?
We recommend reviewing and updating these regularly, so please check these as part of this update!
Additional Information
DSS Gender Values in the Data Exchange Fact Sheet: https://dex.dss.gov.au/sites/default/files/documents/2024-01/2321-gender-values-data-exchange.pdf