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8.1 Data collection and reporting
Client data and manual reporting capture service delivery. This includes:
Service delivery tracking (SDT) via the Funded Agency Channel and the monthly submission of two extracts from the Specialist Homelessness Information Platform (SHIP) or equivalent client management system as certified by the Australian Institute of Health and Welfare (AIHW) to include Specialist homelessness services (SHS) client data. The two extracts are:
- The SHS extract, submitted to both AIHW via Validata and the Department via the Homelessness secure data exchange. The SHS extract should only be submitted to the department once it has been validated by Validata.
- The HDC extract, submitted to the department via the Homelessness secure data exchange after the SHS extract has been approved by Validata.
SHS-funded activities within the SHS collection must submit SHS and HDC extracts by the tenth working day of the month after the reporting month. For example, submit April data by the tenth working day in May.
SHIP may not collect client data related to funded activities not in scope for the SHS collection. Ad hoc data requests may arise for program monitoring and evaluation, such as evaluation required when funding is due to lapse.
8.2 Manual data collections
Sometimes, manual reports might be needed. This happens when SHS data is insufficient for monitoring, reporting and evaluating a program. These reports usually involve extracts from SHIP or other relevant client management systems. Extra administrative data entry may be necessary for further metrics.
Where possible, procurement service contracts for a program will outline if manual collections are necessary. Extra manual collections may be needed for ad hoc evaluation or reporting. For example, further evidence of program success to secure lapsing funding. In such cases, the department and SHS will discuss an agreement on possible reporting commitments.
8.3 Managing client data
Schedule 1 of the Privacy and Data Protection Act 2014 contains the Information Privacy Principles (IPPs). The IPPs are the core of privacy law in Victoria. They set the minimum standard for how Victorian public sector organisations manage personal information.
If an organisation collects and holds personal information about an individual, it must let the individual with access to the information upon request by the individual, unless an exception applies. See IPP 6 – Access and correction for more information.
In line with the department’s commitment to progressing Aboriginal sovereignty, SHS may share de-identified data for Aboriginal individuals and families with the appropriate self-determined governance forums. This complies with obligations under the Health Records Act 2001.