Validata™ is a validation tool built by the AIHW and introduced to the SHS collection in September 2018. The predecessor SHS data validation platform, Specialist Homelessness Online Reporting (SHOR), was decommissioned in August 2018.
What is Validata™?
ValidataTM is a secure web portal that enables the secure submission of data to the Specialist Homelessness Services (SHS) Collection at the AIHW.
ValidataTM generates a report about the data extract’s interaction with the SHS Collection edit rules that control the quality of the input data. Validation results can then be downloaded by agencies and used to identify potential data errors, which can then be amended prior to re-uploading and submitting the extract.
ValidataTM is trademarked to the AIHW.
How does Validata™ work?
Jurisdictions (states and territories) submit a Specialist Homelessness Establishment Database (SHED) data file to the AIHW each month. The SHED file contains administrative information about each agency as well as providing the scope for the collection by identifying which SHS agencies are participating in the collection and are required to submit data.
Data collected by SHS agencies is de-identified when extracted from the client management system and uploaded securely to Validata™. Validata™ checks the data through a validation process and provides validation results and detailed information on any identified errors. Agencies, legal entities and jurisdictions can use Validata™ to generate reports on submitted data and track the progress of data submissions.
Submitting monthly data
In Validata™ the user uploads a data extract and checks the validation results to ensure there are zero critical errors. If there are zero critical errors, the extract is then submitted, to complete the process.
If the validation results indicate there are any critical errors then the user will need to fix the errors in the client management system (e.g. SHIP), re-extract the monthly data, and repeat the above process.
Learn more: SHS Validata Manual (August 2018)
What do agencies need to do?
Participating agency administrators are provided with Validata™ access to submit their monthly data.
Agencies are responsible for:
- adding, editing or removing user accounts
- submitting SHS data extracts each month
- following up on Validata™ validation errors, and if required, fixing any data errors and re-extracting the file for upload. Data for subsequent months cannot be submitted until the previous data file passes the Validata™ validation process and is submitted.
What do jurisdictions need to do?
Jurisdictions are responsible for providing the scope of their SHS agencies to the AIHW via the SHED file, detailing which of them are funded, participating in the collection and required to report data. The SHED also provides the AIHW with agency administrative data, including the details of the agency’s manager and nominated Validata™ contact person. A valid SHED file is required from the jurisdictions each month to enable the AIHW to accept data from agencies.
Jurisdictions are responsible for:
- providing a SHED file to AIHW each month (e.g. the January file is due between the 20th – 30th of January)
- fixing data errors and resubmitting the SHED file, if required
- following up agencies listed as participating in the SHED file to ensure they have submitted SHS data.
What do legal entities do?
Legal entities (which fund their agencies) can log on to Validata™ to check the progress of their agencies’ reporting.
Keeping data secure and confidential
All data submitted to AIHW through Validata™ is managed in accordance with legal and ethical obligations for privacy, confidentiality and objectivity.
Access to client, unassisted person and agency data within Validata™ by authorised staff of AIHW, state/territory governments and homelessness agencies is strictly controlled.
Validata™ meets all AIHW security standards and policies. This includes:
- encrypted connections with data providers
- a high level of security associated with the IT infrastructure for the project
- databases stored in a secured partition on the AIHW’s servers
- monitoring of all access to the system.
Read more about privacy and security of SHS data.