2. Submission and delivery of MHE NMDS data files

Submission, delivery and validation of the 2024-25 MHE data (version 4.10) 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 17 April 2026. The AIHW and Department of Health and Aged Care are aiming to have fully reviewed and validated the file by 18 September 2026 in accordance with the schedule in Table 2.1. This permits the updating of the MHE data on the Mental health online report website in by early 2027.

Table 2.1 MHE NMDS 2024-25 data validation
Progress point description	Responsibility	Completion Time	Completion date
Compliant file proposed for review	Jurisdictions		17 April 2026
Submitter comment on issues within the issue list	Jurisdictions	4 weeks	15 May 2026
Reviewer reply to issues within the issue list	AIHW	6 weeks	26 June 2026
Resolution of any remaining issues - validation process completed and submission finalised	AIHW/Jurisdiction discussion as required	6 weeks	7 August 2026
Supplementary report	AIHW		7 August 2026
Jurisdictional response to supplementary report	Jurisdictions	2 weeks	21 August 2026
Resolution of outstanding issues raised by the supplementary report	AIHW/Jurisdiction discussion as required	4 weeks	18 September 2026

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 MHESSSYYYYNNNNN.DAT where:

MHE denotes ‘Mental Health Establishments’
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, 2024-25 is identified as 2025)
NNNNN represents an incremental batch number (leading zeros present).

Adherence to this approach requires that any resubmitted files should have a batch number greater than the file they replace. For example, the first MHE data file submitted by the Australian Capital Territory covering the 2024-25 year would be named ‘MHEACT202500001.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:

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.
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.
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. Department of Health supplementary non-government organisation information

To assist in validating the 2024-25 MHE NMDS data, states and territories are requested by the Department of Health and Aged Care to provide a supplementary file relating to NGO payments that provides details of organisations funded. As in previous years, this file is to be used as the basis for ensuring consistency between jurisdictions, and across years, in the reporting of NGO data.

The supplementary file should provide details on NGO payments administered in 2024-25 through both health and non-health portfolios. Data should be prepared in an Excel workbook, following the basic tabular structure below (Table 2.2).

Table 2.2 Supplementary NGO excel file
NGO name	Level at which funds are allocated to NGO (Health central, Region, Non health portfolio)	Region ID (if applicable)	Funding amount (whole Dollars)

The supplementary NGO Excel workbook should be sent via email to the Department of Health and Aged Care and the AIHW, when DAT files are submitted to the Validator. Please use the following email address: mentalhealth@aihw.gov.au

2.6. Additional information and queries

AIHW and Logicly staff are available to answer any queries regarding changes to the Online Validator’s MHE module and validation rules. 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