February 2014 - Issue 40 - Disability Services, Department of Communities, Child Safety and Disability Services (Queensland Government)

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February 2014 - Issue 40

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,

c. Enhancements to ODC for own system users, and

d. Updated Agency numbers

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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.

From 1 July 2014, ODC users will notice that:

  • BIS ID number will be required to complete reporting,
  • Be required to update Annual Availability of Service statistics if not already  completed, and
  • Review department provided service user profile information

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Services Received Places file

Recently there have been a number of common errors by Own System reporters with the Services Received Places file.

Please note that this file must contain at least Start Date information as per the requirements of the Technical Guide and NMDS Data Collection requirements.

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What do these changes mean for ODC users?

Over the coming months you will notice that you will be able to easily search for your client details by their BIS identification number.

You will also be prompted to complete your Annual Availability of Service response if you haven’t already done so. In the future, you will be prompted to provide this information when reporting for Quarter 1 in ODC.

We will soon be undertaking some work on the consolidation of user profile information with the intention of pre-populating these fields in ODC. More information on the implementation of this work and what it means for Agencies will be provided in the coming months.

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What format is a BIS Identification number?

A BIS identification number has the format xxxx-xxxx, for example 0012-3456.

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How do I know my clients BIS identification number?

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

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Service user profile information changes

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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How will I submit my data?

ODC users – use ODC as you normally would to complete your reporting.

Own System Users – send your file in the required format to the Data Management Team at cstdanmdshelp@communities.qld.gov.au

It is envisaged that after 1 July 2014 you will be able to upload your own NMDS data file into ODC. We are planning a phased in approach to this feature which will include feedback on the data submitted by your Agency.

By enabling Agencies to upload their data directly into ODC, we expect a significant reduction in time to process data and improve data quality in the system and across the department.

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

ODC users – you will receive an error message and not be able to save your data in ODC until it is corrected.

ODC own system users – during the transition phase the data submission process will remain as it is currently.

We will provide feedback to your agency on the suitability of the data to meet future system enhancements along the way. This will include system generated error reports relating to your data upload.

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

The 2013-2014 Technical Guide has now been released. This document outlines what is required in order for you to submit your data. You can access this at NMDS resources.

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

We are committed to working with your Agency to assist in ensuring that your system changes and/or data meet the requirements of these changes.

We will monitor your reporting compliance to ensure prompt payment is received while we work on resolving any issues with the changes in data reporting requirements.

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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

Disability Services National Minimum Data Set (DS NMDS) website.

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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.