2. Submission and validation of SKL data files

Submission, delivery and validation of the 2024-25 SKL data (version 4.02) will occur through the Online Validator.

2.1. Timelines

Jurisdictions are requested to propose a file using the Online Validator by 2 January 2026. The AIHW and Department of Health and Aged Care are aiming to have fully reviewed and validated the file by 17 April 2026 in accordance with the schedule in Table 2.1, so structural changes are anticipated prior to the MHE file submissions.

Table 2.1 SKL 2024-25 issues validation

Progress point description

Responsibility

Completion Time

Completion date

Compliant file proposed for review

Jurisdictions

2 January 2026

Submitter comment on issues within the issue list

Jurisdictions

7 weeks

20 February 2026

Reviewer reply to issues within the issue list

AIHW

3 weeks

13 March 2026

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

AIHW/Jurisdiction discussion back and forth

5 weeks

17 April 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 SKLSSSYYYYNNNNN.DAT where:

  • SKL denotes ‘Mental Health Establishments Skeleton’

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

    NSW:

    New South Wales

    VIC:

    Victoria

    QLD:

    Queensland

    WAU:

    Western Australia

    SAU:

    South Australia

    TAS:

    Tasmania

    ACT:

    Australian Capital Territory

    NTE:

    Northern Territory

  • 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 Skeleton data file submitted by the Australian Capital Territory covering the 2024-25 year would be named ‘SKLACT202500001.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. Additional information and queries

AIHW, Department of Health and Aged Care and Logicly staff are available to answer any queries in respect of changes to the 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