Department of Human Services Health and Aged Care Information Management Strategy Tony Nippard Director, Planning and Resources Rural and Regional Health & Aged Care Services Presentation to AHSFMA May 2006

Drivers of Reform April 2002 PAEC Report to Parliament on the Department of Human Services - Service Agreements for Community, Health and Welfare Services Partnership Flagship Data Collection and Performance Reporting Reform Project Victorian Public Hospital Governance Reform Panel recommendations Metropolitan Health & Aged Care Services (MHACS) Division Data Collection Review Project DHS ICT Strategic Review (additional funds now allocated to this project)

Why Information Management Reform Information management reform is essential to address: cost and burden of reporting for funded organisations ongoing proliferation of data collections and reporting requirements duplication of data collected inconsistent terminology across data collections inconsistent information management practice and utilization of collected information limited feedback of information to organisations providing data

Information Management Reform Strategy The IM reform strategy was established to: balance the information need of programs with the reporting burden on funded organisations strengthen governance arrangements for data collection and reporting requirements of organisations funded by Health and Aged Care programs review current data collection and reporting requirements in order to identify opportunities for reform implement approved reform strategies establish a Common Client Data Set across all Health and Aged Care programs improve feedback on collection data from Health and Aged Care programs to funded organisations

What’s different? For the first time: dedicated team allocated resources senior executive support and interest governance: –data collection “gate-keeper” –advisory committee with external representation –new collections require Executive Director approval immediate impact on data collections

Progress to Date 1.established information management governance infrastructure 2.reviewed proposals for new or changed data collections into developed whole of Health and Aged Care Data Collection Register (DCR) 4.established Common Client Data Set (CCDS) across nine (initially four) RRHACS program data collections from 1 July established information management community of practice across DHS 6.slowed the proliferation of data collections 7.engaged two short-term staff to support work-plan acceleration

1. Information Management Governance Structure: MIMS & DMAC established to support improvement in data collection and reporting across the RRHACS and MHACS Divisions: –a Manager, Information Management Strategies (MIMS) role in each both RRHACS and MHACS Divisions to coordinate and oversee all information management strategies and data collection reform –an infrastructure for ongoing data management across Health and Aged Care programs, through internal governance business rules –the Health and Age Care Data Management Advisory Committee, consisting of DHS and sector representatives

1. Data Management Advisory Committee (DMAC) established to review and provide strategic advice to the Executive Directors MHACS and RRHACS on: –the work-plan to reform data collection and reporting requirements of organisations funded by Health and Aged Care programs –processes and associated business rules for proposed new, changed and ad hoc Health and Aged Care data collection and reporting requirements –review business cases for the continuation of all Health and Aged Care data collections into –other matters related to Health and Aged Care data collection or reporting referred to the committee or raised by the committee

1. DMAC Membership

2. Data Collection Business Cases key component of the governance arrangement is requirement of Health and Aged Care programs to submit Business Case proposals to justify: –new data collections/reports; –change to existing data collections/reports; –maintenance of existing data collections/reports; and –ad hoc data collections/reports. DMAC reviews Business Cases and makes recommendations to Executive Directors RRHACS and MHACS

2. DMAC Meeting – 7 March 2006 DMAC met on 7 March 2006 to consider twenty-five (25) Business Case proposals for: new data collections or changes to existing data collections for operation in Business Case proposals have been endorsed by the DMAC, 4 subject to minor clarification - to be followed up and resolved by the MIMS prior to implementation of the proposal a summary of DMAC recommendations follows

2. DMAC Recommendations – Data Collections for 2006/2007

2. Status of Health and Aged Care Data Collections proposal to establish 4 new data collections compares favorably with the average of 10 new collections established per annum over the previous 5 years projected total number of data collections over the next 2 financial years includes a number of collections which are scheduled to be discontinued this can be due to a number of factors: –a collection is discontinued because it is part of a non- recurrent/short-term project; –as the result of review the collection is identified as redundant or able to be amalgamated with another collection

2. Status of Health and Aged Care Data Collections 21 collections are due to retire by 1 July collections are due to retire by 30 June 2007

2. Data Collection Business Cases DMAC Business Cases are required for all on-going data collections to justify their continuation into will be reviewed at DMAC meetings in July, August and September anticipated that this process, combined with the governance arrangements, will over time contain and control the growth of data collections

3. Data Collection Register (DCR) the result of a stock-take of all data collections - first time such a register has been established prior to this no systematic knowledge regarding the number of data collections from this point DCR creates to capacity to record an accurate history of data collections DCR is a “live” document - the number of data collections can vary, as they are uncovered or discontinued over time

4. Common Client Data Set (CCDS) developed to create greater alignment of data that describes persons in receipt of DHS funded services nine RRHACS programs,will be utilising the CCDS V1.2 in –Victorian ACAP MDS, HACC National MDS, SRS Service Co- ordination & Support MDS, Community Connections Service MDS, Housing Support for the Aged MDS, Older Persons High Rise Support Program MDS, State Alcohol & Drug Treatment Service Utilisation Data Collection, Community and Women's Health Data Collection, BBV-STI Data Collection in principle agreement with Acute, Sub-Acute and Ambulatory Care programs to move towards CCDS work on transitioning these programs’ data collections to a CCDS will progress throughout 2006, aim to implement by end 2008

4. Common Client Data Set (CCDS) with progress to date - possible for agreement to be reached on the specifications of CCDS for all Health and Aged Care data collections by end 2006 major programs yet to be approached are Mental Health and Dental Health objective is to complete take-up of a CCDS across Health and Aged Care programs within 2-3 years following this, attention moves to establishing a common service data language across Health and Aged Care programs - discussions with program branches to commence in early 2007

5. Information Management Community of Practice fosters cross-program collaboration to achieve data and information management reform across the Health and Aged Care programs discussion of data and information management issues plan for future data collection, data transmission and/or reporting requirements. discuss, support and plan for negotiations and initiatives with Commonwealth, other States and national bodies bi-monthly meetings

6. Growth of data collections as at December 2005 there were around 130 registered data collections half of which had been in operation prior to 2000 from 2000 to 2005 an additional 65 (currently operating) data collections were established this is an average of 10 per year 7 proposed new data collections for 2006/2007 (4 recommended, 2 deferred, 1 not recommended) modest slow-down in growth of data collections major issue will be the review of all continuing data collections into

7. Reform example Primary Health Branch has begun to rationalise data collection and reporting in the Dental Health Program, this work in three stages: –Stage 1 - implement minor improvements to current reports for remainder of –Stage 2 - implement interim reporting arrangements for –Stage 3 - implement unit level data collection and revised reporting requirements for and beyond Stages 1 and 2 completed: significant reduction (38 of 93 reports no longer required), in the number of reports DHSV are required to submit

Work Plan/Next Steps detailed analysis of mapped data collections to identify opportunities for macro level reform, and implementing approved reforms review of all on-going data collections to justify their continuation into continuing staged roll-out of the CCDS across Health and Aged Care programs through 2006 and 2007 improving feedback on collected data from program areas to Health and Aged Care funded organisations Feb 07 start to focus on stage 2 of ICT funded projects: assist other Division to adopt (& appropriately resource) similar process – Whole of DHS Project Board to be established shortly

Information Management Reform Achievements established information management governance infrastructure first time number and details of Health and Aged Care data collections recorded as a result slowed the proliferation of data collections established CCDS across 9 RRHACS programs, reviewed proposals for new or changed data collections into established a framework for further information management reform strategies established information management community of practice across DHS

Information Management Reform Summary joint RRHACS/MHACS, whole of Health and Aged Care initiative reform is essential to: –reduce the reporting burden on funded organisations –improve the way information is used reform will take place at the level of individual data collections and at the broader/macro level principles of good information management will inform ICT development (e.g. RRHACS data repository) requires joint effort of all program areas for success

Contact and Further Information (RRHACS programs), Jonathan Ashley, Matthew Arnold, (MHACS programs) Vaughn Moore, Internet: