June 2008 - Issue 25

DS NMDS data due 31 July 2008

With the end of the year fast approaching, we would like to remind you to ensure that you have entered and authorised all necessary data for all of your CSTDA funded outlets that operated during 2007-08. Some helpful hints on how to do this are provided below.

Over the coming weeks, we will be contacting any agencies that have not provided their quarterly returns and remember the CSTDA Regional Support Officers, along with the helpline, are here to assist!

End of financial year reporting requirements - hours of operation

With quarter four now upon us, don't forget you will need to submit data capturing your annual period of operation for 2007-08. As this information is only required once a year, it is easy to forget to submit it as part of your June quarter return.

Information we require includes: How many weeks per year do you usually operate? How many days per week and how many hours per day do you usually operate? For Online Data Collection users, the questions you need to answer can be found under your service outlet menu on the ODC website. For paper users, these questions can be found on page 2 of the service outlet form.

For ODC users, you will need to choose the Financial Year before entering any other data on this page. Please ensure it reflects 2007-08.

How will you know you have addressed all outstanding data items?

That's easy! Just run the quarterly reporting checklist (located under the reports link within ODC). This will highlight any outstanding data items that need to be addressed prior to submitting your data to DSQ.

Clarification of service user hours received

Continuing on with our data improvement hints, this quarter we focus on Reporting of service user service received hours (data items 17f & 17g on the service user form).

Remember, service user hours should only include the direct support provided to the service user. And if a service user receives multiple service types, e.g. 1.06 - In-home accommodation support and 3.01 - Learning and life skills, the reportable hours should be apportioned accordingly.

Also, administration and travel time should not be included when reporting services received hours. Any administration time, staff meetings, staff training etc, should be captured under staff hours on the service type outlet form (data items 5 & 6), and should not be included against individual clients.

Example 1:

Answering question 17f) Hours received in the 7-day reference week preceding the end of the quarterly reporting period:

A client receives 25 hours of 3.01 - Learning and life skills support - over a quarter, 5 of which were captured in the 7 day reference week.
As the reference week is asking for the actual hours of support that occurred during the 7 days: 17f) = 5 hours

Example 2:

Using the scenario above, answering question 17g) Hours received in a typical (average) 7-day week, the calculation for the typical (average) week is as follows:
25 hours / 13 weeks = 1.92 hours (rounded up to 2 hours as only whole hours can be recorded).
17g) = 2 hours

2.06 - Case management is the exception to this rule, please refer to following article.

Service user hours received and case management

Please remember - you do not need to report administration time against a client unless it relates directly to the 2.06 - Case management, local coordination and development service type.

If your service is funded to provide case management it is important to capture all administration time directly linked to a service user, e.g. assessments, case meetings, phone calls etc. If case management meetings involve a number of clients, split or apportion the hours against each.

For a complete overview in determining service user services received hours, please refer to your Data Guide 2007-08, pages 91-93, or call the helpdesk for more information.

Diary dates 2007-08

Diary dates

Month	DS NMDS activity
April 2008	Deadline for third quarter data lodgement was: 30 April
July 2008	Deadline for fourth quarter data lodgement: 31 July

Snapshot Day: Wednesday 25 June 2008

Staffing changes for CSTDA Data Services

Our Greater Brisbane regional support officer, Karen Borsody-Nagy, has had to take some time off and will be on leave for the rest of this year.

In addition, our Toowoomba based officer, Catherine Jones, has taken 12 months off. As a result, we have recently inducted some new staff members into the Data Services Team.

Melinda O'Neill (or Lindy as she prefers to be called), who is our regional support officer for Mackay Whitsunday, North and Far North Queensland, was successful in obtaining a permanent position with the team - congratulations to Lindy!

We have also appointed two temporary staff members - Juanita White and Sarah Knott. Juanita will be located at the DSQ Toowoomba office and will cover the Moreton, Darling Downs and Gold Coast regions. Juanita has a strong background in training, service co-ordination and working with indigenous clients. Sarah will be located in the Brisbane office and will cover the Greater Brisbane region. Sarah is new to government but has previously worked with culturally diverse groups in co-ordination and presenter roles.

Welcome aboard to both of you!

Helpline call statistics

The DS NMDS Helpline provides ongoing support to Queensland service providers.

Requests for Help 2007-2008

Date	Phone	Email	Total
Jan 2008 - Mar 2008	202	26	228
Monthly average Year-to-Date	71	14	85

DS NMDS help available

For any enquiries, please call the helpline or email us using the details below. If the helpline is busy, please leave a message and our operator will return your call as soon as possible.