2. Submission and validation of CMHC NMDS data files

Submission, delivery and validation of the 2023-24 CMHC data (version 5.51) will occur through the Online Validator. AIHW and the Department of Health and Aged Care will obtain jurisdictional DAT files directly from the Online Validator using the download functionality available to reviewers.

2.1. Timelines

Jurisdictions are requested to propose a file using the Online Validator by 3 January 2025. The Australian Institute of Health and Welfare (AIHW) and the Department of Health and Aged Care are aiming to have fully reviewed and validated the file by 18 April 2025 to facilitate timelier reporting of CMHC data, in accordance with the schedule in Table 2.1.

Table 2.1 CMHC and RMHC NMDS 2023-24 data validation

Progress point description

Responsibility

Completion Time

Completion date

Compliant file proposed for review

Jurisdictions

3 January 2025

Submitter comment on issues within the issue list

Jurisdictions

7 weeks

21 February 2025

Reviewer reply to issues within the issue list and raise other issues based on historical reports

AIHW

3 weeks

14 March 2025

Resolution of any remaining issues - validation process completed and submission finalised

AIHW/Jurisdiction discussion back and forth

5 weeks

18 April 2025

2.2. File type and naming convention

DAT files should be a single Fixed Format data file, with each record in the file being terminated with Carriage Return (CR) and Line Feed (LF) characters.

The data file will have the naming convention of CMHCSSSYYYYNNNNN.DAT where:

  • CMHC denotes ‘Community Mental Health Care’

  • SSS is the abbreviation for the State name, using the following convention:

    • New South Wales = NSW

    • Victoria = VIC

    • Queensland = QLD

    • Western Australia = WAU

    • South Australia = SAU

    • Tasmania = TAS

    • Australian Capital Territory = ACT

    • Northern Territory = NTE

  • YYYY indicates the reporting year covered in the file, using the convention where financial years are abbreviated by referring to the last calendar year of the pair (for example, 2023-24 is identified as 2024)

  • NNNNN represents an incremental batch number (leading zeros present).

Any resubmitted files should have a batch number greater than the file they replace. For example, the first CMHC data file submitted by the Australian Capital Territory covering the 2023-24 year would be named ‘CMHCACT202400001.DAT’.

2.3. Validation

Mental Health National Minimum Dataset (NMDS) validation is the process of reviewing and cleaning the mental health service data received from state and territory governments using the Online Validator a web based validation tool. The process includes:

  • Checks on file upload, before the submitter chooses to propose the file for review

  • The option for reviewers to accept or reject the proposed file for review

  • Collaborative review and validation

    • Review and accept all issues in the issues list in consultation with jurisdictions as necessary.

    • Review data set reports (CMHC and RMHC) and raise additional issues with the jurisdiction as necessary.

  • A finalisation step, indicating that the submission process for that reporting cycle is complete.

2.3.1. Checks on file upload

The pre-submission checks ensure that the submitted data file structure is correct: that the data is in the correct layout, that there are no disallowed blank fields and no invalid characters. These checks ensure that each line of data is correctly formatted and aligns to the specifications.

2.3.2. Collaborative review and validation

Collaborative review and validation is the process of reviewing unusual trends in the files. Each collection is different and has its own structure, but the general process of validating is the same. In this process:

  1. Submitters work though the issues list, either providing comments on known issues or updating and resubmitting the file. It is expected that most jurisdictions will need to submit updated files multiple times before validation is finalised. Note that jurisdictions must submit comments on issues before the AIHW is able to accept an issue.

  2. Submitters and reviewers collaborate via the Online Validator, when more information is required on an issue. Each jurisdiction will have an AIHW staff member assigned as the lead validator, who will be in touch early in the validation period. Please ensure that any email communication is also Cc’d to the Mentalhealth@aihw.gov.au inbox in case of staff absences or changes in AIHW staffing.

  3. The AIHW will review the ‘data set reports’ and will raise additional queries about any large fluctuations evident in these reports after investigating which regions, organisations and service units are causing them. The AIHW will endeavour to ensure that additional queries are limited to essential issues that impact the state-wide result.

2.4. Submission report

States and territories must complete the submission report, formerly the ‘data quality survey’, in the Online Validator for the CMHC submission. Details will be used to inform the Quality statements published on METEOR for each NMDS collection period.

2.5. Additional information and queries

AIHW and Logicly staff are available to answer any queries regarding the submission and validation of the 2023-24 CMHC NMDS. In order to obtain a coordinated response, requests should be sent to the following parties simultaneously:

AIHW

Email: mentalhealth@aihw.gov.au

Logicly

Email: support@validator.com.au