Department of Human Services

Web Communications Unit

Web analytics report10 June 2008

John Henderson

Three key messages1. DHS recognises it needs to

• better balance its information requirements with reporting impost

• reduce proliferation & duplication of data requirements

• improve data integrity, data quality and timely feedback of data and ‘value added’ information to data providers and regions

2. DHS is better managing its programs’ data collection and reporting requirements

3. DHS is implementing strategic cross-divisional reform of its data collection and reporting requirements and it’s making a difference

What’s the problem?• ongoing proliferation of DHS data & report requirements

• duplication of data collection requirements

• inconsistent terminology across data collections

• inconsistent information management practices

• poor and inconsistent utilisation of data collected

• limited feedback of ‘value add’ information to organisations collecting data

A department-wide strategy to improve information management

The DHS IM Strategy has the following objectives

• better balance the information needs of DHS programs with the reporting burden on funded organisations, system suppliers and DHS itself

• reduce the proliferation and duplication of DHS program data collection requirements

• improve program data integrity and quality and the timely feedback of collected data and ‘value added’ information to data providers and regions

Guided by DHS IM principlesPrinciple 1 ensure the information we collect meets business

needs and priorities

Principle 2 minimise the cost and burden of information capture

Principle 3 get the best value from our information

Principle 4 produce quality information

Principle 5 protect and preserve information

Principle 6 enable good practices – Competencies

Principle 7 enable good practices - Governance

Strengthened governance Executive Directors have strengthened governance

• ED approval required (annually) in all Divisions for continued/changed/new (incl. ad hoc requests and surveys)

• ED approve business cases for each existing/new data requirement

Health & Aged Care only (i.e. RRHACS, MHACS & MHD)

• Manager IM Strategies (MIMS) established to manage all reform

• MIMS also analyse/process all business cases

• Data Management Advisory Committee (DMAC) established to provide strategic advice

• DMAC also reviews business cases

• Project Board TBD to oversee IM Strategy implementation

Health & Aged Care Data Management Advisory Committee

Val Callister (Chair) Regional Director, Gippsland RegionTony Nippard Director, Planning & Resources, RRHACSTim Barta Director, Funding, Health and Information Policy, MHACSMaree Roberts A/Manager, Metropolitan Health Service Performance, MHACSMaree Guyatt Director, Rural & Regional Health Services, RRHACSPeter Williams Director, IMT Health, MHACSNick Legge Manager, Service Planning and Review, Mental Health, MHDMark Gill Ass't Director, Health Information, MHACS

Chris O’Gorman Executive Director, Corporate Development, Austin HospitalAndrew Kinnersly Chief Financial Officer, Peter MacCallum Cancer CentreVicky Mason Chief Executive Officer, Darebin Community HealthVacant

Sue Clarke Chief Executive Officer, Bendigo Community Health Inc.David Lenehan Chief Executive Officer, Hepburn Health ServiceLeonie Coleman Director Corporate Services, Latrobe Community Health Service Inc

Andrew Howard Chief Information OfficerI n Regular Attendance:

Department of Human Services:

Funded Organisations – Metropolitan:

Funded Organisations – Rural & Regional:

Membership of the DMAC is as follows:

Progress to date • strengthened IM sponsorship and governance across all Divisions

• all 162 existing DHS data requirements of funded organisations registered in a single DHS Data Collection Register (DCR)

• over 130 H&AC data collections reduced/rationalised to 112 data collections and reducing

• new and ad hoc data collection requirements reduced. New data requirements approx. halved each year for past two years

• a snapshot of metadata associated with all DHS data requirements of funded organisations – DHS Metadata Repository (MDR) (3000+ data elements)

• a standard metadata glossary and improved metadata management tools and practice being developed

• a DHS IM Community of Practice (IM CoP) - including new forums open to people in funded organisations

• common data dictionaries being developed to better meet DHS and organisations data requirements e.g. Common CLIENT Data Dictionary

DHS data requirements of funded organisations fall into eight categories. Developing Common Data Dictionaries for seven of them.

Common Data Dictionaries

Category Common Data Dictionary

Client/Demographic Client CDDv2.1 live in 20 H&AC programs by 1/7/08Agreement across H&AC on Client CDD spec by Dec 08

Service Negotiating agreement across HACC, C&WH, DH, MH & Health Collect for Service CDD spec by Dec 08

Workforce Agreement across DHS on Workforce CDD spec by Dec 08

Incident Agreement across DHS on Incident CDD spec by Dec 08

Quality of Practice Project Brief to be developed

Organisation Project Brief to be developed

Capital/Assets Project Brief to be developed

Financial Common Chart of Accounts and F1 (H&AC only)

Longer term the DHS IM Strategy is working to establish:

• ongoing governance – including business cases

• integrated data requirements and collection processes

• support for sector organisations to reform own data management

• continue to influence National standards and datasets agenda

• value add to data and improve feedback to funded organisations and Regions

• common metadata and IM practices – 8 data dictionaries

• improved metadata management tools and processes

Where to from here?

Three key messages1. DHS recognises it needs to

• better balance its information requirements with reporting impost

• reduce proliferation & duplication of data requirements

• improve data integrity, data quality and timely feedback of data and ‘value added’ information to data providers and regions

2. DHS is better managing its programs’ data collection and reporting requirements

3. DHS is implementing strategic cross-divisional reform of its data collection and reporting requirements and it’s making a difference