Department of Human Services

Health and Aged Care Information Health and Aged Care Information Management StrategyManagement Strategy

Tony NippardDirector, Planning and ResourcesRural and Regional Health & Aged Care Services

Presentation to AHSFMAMay 2006

Drivers of ReformDrivers 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 Why Information Management ReformReform

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 Information Management Reform StrategyStrategyThe 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?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 DateProgress to Date1. established information management governance

infrastructure2. reviewed proposals for new or changed data collections

into 2006-20073. 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 2006

5. established information management community of practice across DHS

6. slowed the proliferation of data collections7. engaged two short-term staff to support work-plan

acceleration

1. Information Management 1. Information Management Governance Structure: MIMS & DMACGovernance 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 1. Data Management Advisory Committee (DMAC) 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 2007-2008

– other matters related to Health and Aged Care data collection or reporting referred to the committee or raised by the committee

1. DMAC Membership1. DMAC MembershipChairVal Callister, Regional Director, Gippsland RegionDHSTony Nippard, Director, Planning & ResourcesPhyllis Rosendale, A/Director, Funding, Health and Information Policy Geoff Lavender, Director, Rural & Regional Health ServicesFiona Wilson, Director, Office of Health Information SystemsKathryn Cook, Director, Access and Metropolitan Performancevacant, Manager, Health InformationFunded Organisations - MetropolitanChris O'Gorman Executive Director, Corporate Development, Austin HospitalDavid Anderson Executive Director, Finance, Peninsula HealthMax Alexander Executive Medical Director, Barwon HealthFunded Organisations - Rural & RegionalSue Clarke Chief Executive Officer, Bendigo Community Health Inc.David Lenehan Chief Executive Officer, Hepburn Health ServiceKarla Bramley Finance Manager, Maryborough and District Hospital

2. Data Collection Business Cases 2. Data Collection Business Cases 2006-20072006-2007

• 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 20062. 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 2006-2007

• 20 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 2. DMAC Recommendations – Data Collections for 2006/2007Collections for 2006/2007

DMAC RecommendationNew

collection

Change to existing

collection Totalendorse 2 13 15endorse, subject to further clarification 1 3 4noted, previously approved Under Secretary, Health1 0 1Total endorsed 4 16 20defer 2 2 4not endorsed, further development required 1 0 1Total deferred/ not endorsed 3 2 5

Proposal

2. Status of Health and Aged Care 2. Status of Health and Aged Care Data CollectionsData Collections

Data Collection Status prior to DMAC (7/ 3/ 06)

Status after DMAC (7/ 3/ 06)

Projected – 1 J uly 2006

Projected – 1 J uly 2007

Active 131 131 116 112Proposed 7 - - -New - 4 - -Total 138 135 116 112

• 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 2. Status of Health and Aged Care Data CollectionsData Collections

80 7767 67

51 51

42 38

7 7

77

0

20

40

60

80

100

120

140

160

Status prior to DMAC (7/3/06) Status after DMAC (7/3/06) Projected – 1 July 2006 Projected – 1 July 2007

Nu

mb

er o

f D

ata

Co

llect

ion

s

other Divisions

MHACS

RRHACS

138 135

116

112

• 21 collections are due to retire by 1 July 2006• 4 collections are due to retire by 30 June 2007

2. Data Collection Business Cases 2. Data Collection Business Cases 2007-20082007-2008

• DMAC Business Cases are required for all on-going 2006-2007 data collections to justify their continuation into 2007-2008

• 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)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) 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 2006-2007– 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)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 5. Information Management Community of PracticeCommunity 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 collections6. 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 2007-2008

7. Reform example7. 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 2005-06– Stage 2 - implement interim reporting arrangements for

2006-07– Stage 3 - implement unit level data collection and revised

reporting requirements for 2007-08 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 StepsWork 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 2006-2007 data collections to justify their continuation into 2007-2008

• 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 Information Management Reform AchievementsAchievements

• 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 2006-2007• established a framework for further information

management reform strategies • established information management community of

practice across DHS

Information Management Reform Information Management Reform SummarySummary

• 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 InformationContact and Further Information

Email:• MIMS.RRHACS@dhs.vic.gov.au (RRHACS programs),

Jonathan Ashley, 9096 1482Matthew Arnold, 9096 1484

• MIMS.MHACS@dhs.vic.gov.au (MHACS programs) Vaughn Moore, 9096 7618

Internet:http://www.health.vic.gov.au/hacims