Data submissions to the AIHW for the 2018–19 collection will begin in August 2019. Agencies are required to collect this data from 1 July 2018 until 30 June 2019.

User documentation for 2018–19 data submissions

Changes for 2018–19

  • Australian Standard Classification of Languages (ASCL)
    • ASCL 2016 replaced ASCL 2011
  • Australian Statistical Geography Standard (ASGS)
    • ASGS 2016 replaced ASGS 2011
  • Standard Australian Classification of Countries (SACC)
    • SACC 2016 replaced SACC 2011
  • Sex
    • format of permissible code values changed from ‘N’ to ‘X’. Description of Code 3 changed from ‘Intersex/indeterminate’ to ‘Other’, and Code 3 is now available for use in the AODTS collection
    • while the format now allows the reporting of alphabetic values, the continued use of numeric values is preferred in the AODTS collection to maximise consistency and the potential for linkage via the SLK-581 with previous collection years
    • this change also impacts on the underlying structure of the SLK-581, in that the final character of the format is now ‘X’ rather than ‘N’, that is, the complete format for the SLK-581 is now ‘XXXXXDDMMYYYYX’.

Drug and Alcohol Program funded agency collection guidelines

This section provides information for agencies funded by the Commonwealth Department of Health Drug and Alcohol Program (DAP). Including solely funded Primary Health Network (PHN) agencies and other agencies funded by the DAP. These agencies are required to submit data to the Alcohol and Other Drug Treatment Services National Minimum Data Set (AODTS NMDS).

Who do I submit my data to?

Note: DAP was previously known as the Non-government organisation treatment grants program (NGOTGP) or the Substance misuse service delivery grants fund (SMSDGF).

PHN-commissioned agency submission process

To reduce the burden of data collection and validation on PHN commissioned services, agencies may report their AODTS NMDS data through existing data collection channels. PHN agencies that are solely funded by the PHN are to submit their data directly to the AIHW via email to aod@aihw.gov.au (see submission process below). Where state and territory Governments are co-funders of agency services, service providers are to submit their data via their state/territory health department or peak body depending on jurisdictional reporting requirements.

In cases where the solely Commonwealth funded agency previously submitted data via their state/territory health department or peak body (for example, agencies that have had their funding source change), the agency can continue to do so to ease collection burden.

Note: Agencies do not need to use the data entry sheet for recording treatment episodes if the data can be extracted from an agency database in the correct CSV format for submission to the AIHW.

Data submission process to the AIHW

The AIHW requires the NMDS data to be supplied in CSV format, listing each episode as a single record, enabling the submitted data to be entered into the AIHW validation tool (Validata). The following steps are part of the data submission process:

  1. Agencies can email aod@aihw.gov.au, expressing their intent to report to the AODTS NMDS 2019–20 collection (no data is to be attached in this email).
  2. The agency will receive a link to a secure environment (account details will need to be completed by the user) through this account data can be submitted in CSV format to the AIHW for editing.
  3. The AIHW load the data into Validata.
  4. Validata performs a number of data quality checks against each record and outputs a report listing errors/edits where the data needs to be confirmed as correct or amended.
  5. The Validata report is sent back to the agency to apply corrections to the data.
  6. The agency submits a new clean version of the data file.
  7. The AIHW loads the data in Validata to ensure all corrections have been made.
  8. Once the data are 'clean', the AIHW confirms the frequency counts with the agency who agrees to approve the data as finalised.
  9. Once all agencies sign off on their 2018–19 data, they are incorporated into a national AODTS NMDS dataset, analysed and used for the 2018–19 report and other agreed reporting requirements.

Data entry sheet

This workbook contains the correct codes for the 2018–19 collection.

The AIHW only requires the 'Data submission sheet' worksheet within the workbook. This contains all the episode data. Once completed, save it as a 'CSV file (Comma delimited) (*.csv)' and email to the AIHW for processing (see submission process above).

A client episode form is available for those agencies who require a form for data collection.