December 2013 - Issue 39 - Disability Services, Department of Communities, Child Safety and Disability Services (Queensland Government)

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December 2013 - Issue 39

Quarter 2 submissions

Please ensure that the data is submitted by the 15 January 2014 for Quarter 2. If any data is outstanding at this time there may be an adverse effect on 2013-14 payments. No data for any quarter will be accepted after 31 July 2014.

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Diary dates for 2013-14

QuarterStart DateEnd DateReference WeekDue Date
1 01-Jul-13 30-Sep-13 24-30 Sep 2013 15-Oct-13
2 01-Oct-13 31-Dec-13 25-31 Dec 2013 15-Jan-14
3 01-Jan-14 31-Mar-14 25-31 Mar 2014 15-Apr-14
4 01-Apr-14 30-Jun-14 24-30 Jun 2014 15-Jul-14

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Online Data Collection (ODC) Reforms

As you may be aware, the department is undertaking a number of reforms regarding NMDS reporting requirements. These reforms include:

a. Enhancements to internal and external reporting systems,

b. Mandatory reporting of client BIS identification numbers, and

c. Enhancements to ODC for own system users

d. Updated Agency numbers

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What is my agency (provider group) number?

Your agency number is a system generated number which identifies your organisation in departmental systems.

We have updated your agency number to reflect what is currently provided to you in your funding contract.

This change will not be noticed by ODC users as the system has been updated automatically, however, own system users will have to make a change to their file.

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What is a BIS Identification number?

All service users who have been assessed and funded to receive a service from a disability service provider in Queensland, have been assigned a unique number in the Department’s central reporting system (BIS).

This is their BIS identification number. It has the format xxxx-xxxx, for example 0001-1234.

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How do I know my clients BIS identification number?

You will have noticed that BIS identification numbers are now included in the funding contract documentation that the department provides to you.

A list for your organisation can be forwarded to you upon request.

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What changes do I need to make to my ODC Own System file?

You will be required to provide BIS reference numbers when you return your data.

This may necessitate some minor changes to the way in which your system has been configured or your files are produced.

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Availability of Service updates

We have automatically populated the annual Availability of Service responses for every Service Type Outlet (STO) in ODC. Missing information was populated using 2012-13 reported data.

Please make sure that you review these questions when completing your Q2 data. You will be able to overwrite any incorrect data.

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When do the system changes commence?

These changes will be phased in from 1 January 2014. This will allow Agencies sufficient time to make the necessary own system changes.

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How do I submit my data?

ODC users – use ODC as you normally would to complete your reporting. Don’t forget to include BIS I.D.s for your clients. You will notice that you will be required to also submit your annual service type outlet data.

ODC Own System Users – send your file in the required format to the Data Management Team.

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Service user profile information

In the future, as we make further system changes, you will no longer be required to maintain or provide service user profile information. This will be maintained through an upload process between departmental systems.

You will be advised of the timeframe and process for this change. A process for any required changes to profile information will be communicated to you once finalised.

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What if my record or file has missing or has incorrect information?

ODC users – you will not be able to save your data in ODC.

ODC own system users – during the transition phase the data submission process will remain as it is currently. We provide feedback to your age

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How do I submit my data?

Please forward your data to cstdanmdshelp@communities.qld.gov.au

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Need help submitting your data?

Data Management Services appreciates the effort required for NMDS reporting. For assistance with all aspects of the DS NMDS collection:

Email enquiries: cstdanmdshelp@communities.qld.gov.au

Website: Disability Services National Minimum Data Set (DS NMDS)

Service Providers that use either in-house systems or software other than ODC, please submit your data files to this email: cstdanmdshelp@communities.qld.gov.au

If you have any questions concerning formatting problems, contact:

Chris Hemingway on 07 3224 7046 or email christopher.hemingway@communities.qld.gov.au on the suitability of the data into the future.

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Is your feedback

Please submit your comments on the department's Compliments and Complaints section.

Please submit your comments on the Queensland Government website Contacts form.