Ontario Structured Psychotherapy Program:

Data Submission Guide

The OSP Technical Specifications, also known as the Data Submission Template, is an Excel spreadsheet that provides a template to submit quantitative data collected from the OSP program. All NLOs are required to use this data format to submit their data.

Key Features:

The template is created to align with the OSP data dictionary. New versions of the data dictionary may result in corresponding revisions to the data submission template.
At present, 87 of the data elements documented in the OSP data dictionary have been mapped to 87 database columns in the Data Submission Template (V4.00). An additional 6 database columns are included for historically collected data elements.

Responsibilities of NLOs

The main responsibilities for NLOs are related to data coaching, quality, collection, and submission are summarized below:

1. Privacy considerations:

Ensure that all data sharing within their network for the purposes of OSP service provision complies with current Ontario privacy legislation as well as organizational privacy and confidentiality policies to preserve clients' personal health information.
Store data securely and protect it against theft, loss, alteration, disposal, destruction, and unauthorized access, collection, use, and disclosure by selecting and maintaining appropriate physical, technological, and administrative security standards.

2. Coach clinicians/SDS on data requirements

Provide support for implementation of measurement-based care across the network including coaching for clinicians, information for clients on the approach, and building data collection capacity.
Ensure that progress of all clients within the network is measured and collected regularly throughout treatment using OSP standardized measures, and that scores are reviewed with the client and used to inform clinical decisions/service approaches.

3. Implement ongoing quality improvement

Monitor client outcomes and demographic data collected through the MDS across the network, including those specific to clients from priority populations to support quality improvement efforts, accordingly.
Use data collected through MDS and implementation monitoring and project tracking to support internal quality improvement planning for improvement on metrics within clinical outcomes, service utilization, and program standards.

4. Conduct data quality checks

Monitor local data quality to ensure the robustness, reliability and completeness of data that is extracted for central reporting (activities may include regular data audits, data validation, processing data entry backlog, etc.).
Conduct data cleaning to remove incorrect or duplicated entries or modify the values to meet certain rules and standards.
Identify and eliminate the root causes for data quality issues; regularly review data quality policies and rules with the intent to continuously improve them and prevent repeated errors.

5. Implement and maintain data collection systems:

Select and implement an independent data collection tool with the capacity to collect the standardized MDS data for each client across service delivery sites
Support SDSs in implementing data management systems and establishing processes for collecting and submitting required data, as well as offering necessary ongoing technical support for OSP-related needs

6. Compile and submit client data to provincial repository (DATIS) for reporting

Securely transfer data on a on a bimonthly (per the data submission schedule) basis to the Provincial System Support Program’s (PSSP) Drug and Alcohol Treatment Information System (DATIS) at CAMH (or any future repositories, as these are developed) for consolidation and analysis.
Conduct performance management across the network related to clinical outcomes and OSP standards (e.g., data quality, wait times) by reviewing data against provincial targets.

Data Submission Instructions

As part of OSP, all service providers must collect MDS data for evaluation purposes and send it to the Drug and Alcohol Treatment Information System (DATIS). DATIS staff will then evaluate the program overall, to determine if the program is being implemented successfully and where improvements can be made around training and supervision, clinical, data quality or administrative processes, and equity.

As of June 21, 2021, the data submission template for each reporting period will be submitted using the Exit Date (MDS item #81) as the cutoff criteria for historical data. This decision was made unanimously by the Data Working Group. According to this decision:

Data submissions will include only data for open client records and client records closed within the reporting period
Records for clients who have exited prior to the reporting period are archived
Closed records cannot be updated once they have been submitted; however, there will be an opportunity to update closed records at the end of each fiscal year
Open client records will need to resubmitted in full until they are closed

The steps to conduct data submission are as follows. Each of these steps will be described in further detail.

Steps 1-3 are applicable only if this your first time making a submission to DATIS. Please proceed to Step 4 if you have made previous submissions to DATIS and have an existing user account for your NLO.

STEP 1: Initiate service request to create secure file transfer platform (SFTP) account,
STEP 2: Generate a public/private key pair using PuttyGen,
STEP 3: Validate the public key and authenticate your user with DATIS,
STEP 4: Extract data into the data submission template provided by DATIS,
STEP 5: Upload the file onto the designated secure file transfer platform using one of two methods:

Secure File Transfer Platform via WINSCP (preferred), or
Secure file transfer, access manually granted by DATIS

Step 1: Initiate service request to create secure file transfer platform (SFTP) account

NLOs should initiate a service request with CAMH by providing DATIS with basic information, including their organization and contact personnel, and the request to create an SFTP account.
There will only be one SFTP account and corresponding key generated per NLO. To place a service request with DATIS, please contact Bill Que (Bill.Que@camh.ca).

Step 2: Generate a public/private key pair using PuttyGen

To generate a public/private key pair:

1) Download the software: First, you will need to download a software to generate the appropriate keys. PuttyGen is the easiest tool to use to do this and can be downloaded here: https://the.earth.li/~sgtatham/putty/latest/w64/puttygen.exe

2) Start PuttyGen

3) Select the RSA radio button and hit Generate

4. Once you've hit generate it will ask you to move your mouse around for a bit to capture some random information to use to generate your key. When completed the user interface will look like this:

5. Create your private key by entering a passphrase (you need to input it twice to make sure there are no spelling errors) and selecting "Save private key". Choose a folder to save the key and make sure you place your password somewhere you will not lose it. If you lose this password there is no way to retrieve it.

6. The extension of the private key is ppk (this is the default setting when you save). Create a public key and save it to the same folder as the private key. Your public key file should have the same name as your private key except instead of a ppk extension it should be pub. You will need to change this when you save.

Step 3: Validate the public key and authenticate your SFTP account with DATIS

Now that you've generated a public/private key pair you are ready to start using those keys to send files to CAMH.

You will need to supply DATIS with your public key so that we can add it to our system to authenticate you as a user, as an addendum to your initial service request
Keep your private key saved in a secure place. Never share your private key and password with anyone outside of your organization

Step 4: Add and verify new SDS IDs

1. Save and open the "OSPP Data Specs" file

2. Click "Site ID Tool" button to start the data validation process.

3. Select your organization from the dropdown.

4. Enter a site name in Column B; enter the anticipated date of service delivery for the site in Column C.

5. A new site ID is automatically assigned with an incremental number using the formula (NLO ID # +1, +2, +3 ...).

6. If you have more sites to enter, repeat Step 4.

7. Save your workbook (click save button or press shortcut Ctrl + s).

8. A popup Window will be displayed to tell where the data will be saved to, and the data file will be labelled as NLO_Date.csv, e.g.: CAMH(100)_Nov25_2021.csv.

Click "Export CSV" button to export the data to a CSV file on your local computer. The file can be found in the same folder where your OSPP Data Specs is located. Please send the exported CSV file to Bill Que (Bill.Que@camh.ca).

9.The OSPP Data Specs file is closed automatically.

Step 5: Uploading data into OSPP Data Specs (data submission template)

1.Format and save your data as a .csv file, using the specifications from the Data_File_Format tab in the "OSPP Data Specs".

2. Open the "OSPP Data Specs" file

3. Click "Data Validation Tool" button to start the data validation process.

4. A file browser window will open automatically. Go to your folder to open the data file

5. Data validation will start automatically, based on the validation rules defined in the second tab (DATA_CHECKING_RULES) of the Data Specs. A data issue report will be generated in the first tab (RESULTS) of the Data Specs if there are issues with the data.

6. Correct all issues in your original data file and then re-run the data validation to make sure that all issues have been fixed.

7. Label your data file using the following convention: HOSPITALNAME_DATE_VERSION.

there may have a security warning message when users open the tool, as it's a macro-enable workbook. By default, Macros have been disabled, so users need to click "Enable Content" to use it.

Please don't rename the file that you received from DATIS to a different name, otherwise the data validation tool won't be able to work.
Executing data validation rules could take more than five minutes to complete if a data set is large.
If you need assistance with the data submission process, please contact Bill Que (Bill.Que@camh.ca).

Step 6A: Upload and submit the file using WINSCP to access the SFTP account

DATIS will supply a username, port number, and hostname to you when it is time to complete your submission. You will need to use a software called WINSCP to connect to the CAMH SFTP server.

1.You can download winscp here: {+}https://winscp.net/eng/index.php+. It's a very popular piece of software that is easy to use and can really help in validating that the generated keys you created are working properly.

2. Testing the keys: Start the software

3. You will only have "New Site" listed in the left pane Select New Site and supply the host name, port and username you were provided within your package. Do not supply a password. Then select the advanced button.

4. Apply the "private" key you generated when creating your public/private key pair and select ok.

5. Save the configuration by hitting the save button

6. Once saved it will now show up in the left pane for easy re-use

7. Before proceeding you must have supplied your public key to CAMH and have verification it was applied. You can now test your connection by selecting your site and hitting the Login button. You will be prompted to enter the password you used when you created your private key. If all goes well you should be logged in and see the following screen:

Step 6B: Upload and submit the file using secure file transfer

If the platform is malfunctioning, which can occur in rare instances, you can email DATIS to support a secure file transfer, as an alternative to Step 5A.

1.You will receive an email from DATIS with a link "Access files on CAMH SecureFileTransfer". Click on the link to get you to CAMH File Transfer website.