June 2014 - Issue 41 - Disability Services, Department of Communities, Child Safety and Disability Services (Queensland Government)

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June 2014 - Issue 41

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2013-14 Data Submission

Under the National Disability Agreement, Queensland has agreed to provide full year service user data to the Australian Institute of Health and Welfare by August each year. As a result, you need to ensure that your data is transmitted as early as possible in July, so that we can meet this important reporting deadline.

We will be working with all service providers to try to get all submissions in by Tuesday 15 July 2014.

Lock this date into your calendars now!

No data for any quarter will be accepted after 31 July 2014.

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 a reminder, the department is undertaking a number of reforms regarding the way NMDS is reported.

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.

What has been completed?

The following changes have been implemented on ODC:

  • New Resources page
  • Own system data is being uploaded into ODC by the department
  • New functionality to enable synchronization with department internal systems
  • Fixes to some system bugs
  • Page banners and livery updates, and
  • Mandatory Annual Availability of Service reporting in Q1

What is still to come?

Over the coming months you will notice:

  • Functionality for you to search for a new client’s details using their ‘BIS’ number instead of having to create a new record and enter their profile information

You will be advised of the timeframe and process for implementation of these important changes.

How do 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

We have planned a ‘phase-in’ approach to implementing the new upload feature which will include a data validation and feedback on the data submitted by your Agency.

We will soon commence providing feedback to own system reporting Agencies on the compatibility of Agency data provided in Q3.

It is envisaged that after Q4 2014 reporting you will be able to upload your own NMDS data file into ODC.

By enabling Agencies to upload their data directly into ODC, we expect a significant reduction in the time taken to report data, as well as, a dramatic improvement to the data quality which will boost that data’s usability to both the state and federal governments.

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

The 2014-15 Technical Guide has now been released. This document outlines the data format required in order for you to submit your data.

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

You can access the Technical Guide and other useful resources from the new ODC NMDS Resources page. Simply log-in to ODC and select DS NMDS Resources from the left hand menu.

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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Not Operating Service Type Outlets

Any Service Type Outlet (STO) where recorded staff hours in a given quarter equal zero should be marked in ODC as “Not operating” for that quarter. 

To do this, go to the Service Type Outlet section for the corresponding quarter, select “Not operating” from the drop down menu at question 1a and click the Save button.  This is a common occurrence for Emergency and Crisis Service Type Outlets (1.082), where the services may not have been necessary during the quarter. 

Service Type Outlets with zero staff hours that have not been marked as “Not operating” will appear non-compliant and can affect future payments. 

If staff hours have been recorded against the Service Type Outlet for the quarter, but no Service Users were assisted, leave the outlet as operational, complete the staff hours questions and respond ‘0’ at the service user question.

Please Note: after selecting save, select the tick box at the bottom of the screen (to confirm the outlet operated with no service users) and select save again.

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YLYC – Host Providers reminders

  • NMDS reporting is required for your funded outputs, as aproved between the HP and the department.
  • YLYC Service Type Outlets are opened based on receiving an approved YLYC Service Type Form which should be returned to the department within 28 days.
  • As YLYC is separate arm of business, new Service Type Outlets are required for YLYC service and must be reported separately to traditional service delivery.
  • It is anticipated that the outputs 2.066 and 2.067 no longer require the reporting of dollar amounts from Q4.  This will enable Host Providers to report YLYC via Own System rather than ODC directly.

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Recording service user hours and staff hours

For the purpose of NMDS reporting, certain activities are recorded against Service User Hours while others are reported against the Service Type Outlet as Total Staff Hours.  Service User Hours are collected only for support provided for an individual person. Staff Hours incorporate both Service User Hours as well as all the administrative duties relating to the management of the Service Type Outlet. 

The following diagram provides a list of the types of activities that should be reported as Service User Hours and the activities that make up Total Staff Hours.  All Service User hours are incorporated into the staff hours. For further clarification of what to include in staff hours see Section 4 of the 2014-15 data guide.

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Identifying Service Provision for NMDS reporting

Service user relationship to my organisationDo I report the service provided?
We have provided a specialist disability service, which has been funded by Disability Services, to our client. Yes
We have received funding from Disability Services to provide a specialist disability service and we have subcontracted or brokered the provision of that service to another provider. Yes
We have been subcontracted by another provider to provide a specialist service to a client for whom we have not received direct funding from Disability Services. No

It is the responsibility of the service provider who initially receives the funding to report the service provision. This means that if you broker/subcontract service provision to another provider then you are still responsible for the NMDS reporting.

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Clarification of reporting a place (instance of service)

Accommodation codes – place reporting

The below Service Types are required to report places (instance of service):
1.01, 1.02, 1.041, 1.042, 1.07, 4.021, 4.031
Please Note: hours of service are still required for these service types.

Reporting Period End Date

Own System reporting Agencies must report an end date in the Services Received file.

The period end date must be a date within the reporting quarter, or, as at the end of the reporting period i.e. Q4 ends 30 June 2014.

Services reported must match the relevant reporting period and be received during, on or prior to this date e.g. Q4 - 1/5/14 to 14/6/14.

Please consult with your Departmental Contact person if you have any queries regarding period end dates.

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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

Online: http://www.communities.qld.gov.au/disability/key-projects/national-disability-agreement/disability-services-national-minimum-data-set-ds-nmds

Help yourself:
There is a new Help and Resources page in ODC. Logon using your username and password and in the left hand menu select DS NMDS Resources link. This page now contains all Data and ODC user guides.

For further assistance please contact your Regional Data Support Officer.

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Own System reporting Service Provider Help

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 file formatting, contact:
Chris Hemingway
Phone: 07 3224 7046
Email: cstdanmdshelp@communities.qld.gov.au

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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.