3.2.3. Uploading data

3.2.3.1. How do I obtain a template to upload my data to the MDS?

Upload templates are available from Upload specification.

3.2.3.2. What do I do if I have collected the data in Excel or Access?

Visit the online MDS documentation regarding uploads were a detailed User Guide for data uploads is available.

See Upload specification.

3.2.3.3. Should an upload file only contain new or changed data or should it contain all cumulative data from the start of service delivery?

All data should be uploaded for the first upload, but subsequently only new or changed data should be uploaded. However, parent records of new or changed data also need to be uploaded in order to keep the file internally consistent.

As example of what this means is that if a service contact record is added or changed, there msut be a corresponding episode record in the episode file and a client record in the clients file, even if the episode and client data hasn’t changed. Also, as service contacts refer to practitioners, there must also be a practitioner record in the practitioner file.

3.2.3.4. How can I edit a record I have previously uploaded?

There is a unique identifying key associated with every record in the PMHC MDS. When you upload a record with the same unique identifying key with updated data, then the MDS will recognise this record’s key and update the data already recorded in the system.

When an upload is completed successfully, you will see a summary of the updated records shown in the ‘Upload Change Summary’ table displayed in the View Upload Details for complete uploads. See Complete uploads.

3.2.3.5. How can I delete a record I have previously uploaded?

You can delete records via upload.

Please refer to Deleting records.

3.2.3.6. How can I review why the status of my upload file shows error?

If the status of your file shows error, you can view the returned errors through Viewing Previous Uploads.

Refer to Error messages.

3.2.3.7. How can I view my uploaded data?

When an upload is completed successfully, you will see a summary of the updated records shown in the ‘Upload Change Summary’ table. See Complete uploads.

If you have the Reporting role, you can produce system reports or extract recorded data. See Reports.

3.2.3.8. How do I upload the individual CSV files?

The CSV files must be compressed into a single file by zipping before upload. The filename of the zip file doesn’t matter as long as it has the file extension .zip All the required CSV files must be included for each upload, even if the file contains no data. If choosing to include any optional CSV files, these must be included with the required files in the single upload zip file.

See Upload specification.

3.2.3.9. How do I fix upload file errors?

Refer to Error messages.

3.2.3.10. How do I fix data errors in an upload?

Refer to Record formats related to column name for each error. By clicking on the field name this will take you to the field definition which outlines the associated notes that provide guidance on which response to use.

If still unsure, please email the PMHC Helpdesk on support@pmhc-mds.com and provide a copy of the error email, and/or a screenshot if possible. The error email is very important for the Helpdesk to quickly identifying the error and to provide you with a clear response on how to rectify the data issue.

3.2.3.11. Has my data uploaded if my file has an error status?

No. Only ‘Complete’ uploads that are not in test mode, are recorded in the PMHC MDS.

See Viewing Previous Uploads.

3.2.3.12. Will valid data be accepted if there are errors in the file?

For example, if we upload 200 lines of service contacts, and there are validation errors in 10 lines - will 190 lines be accepted?

No. All files and records in an upload have to validate before any data is accepted.

3.2.3.13. If validation rules change how will you treat legacy data?

When implementing new validation rules or changing existing rules, where possible we prefer to enforce the new rules as of a certain date.

For example, if a data field that is now optional where to be made mandatory, we would specify that it was mandatory as of a particular date. For any data previous to that date the field could still be optional, but for any data after that date the field would be mandatory.

3.2.3.14. I am receiving an upload error that has a code that is not in my records. What should I do now?

We have implemented an upload error log that reports when an error is not providing the relevant details. The error log code will be reported to the user after the error message, for example [ABC123ZY]

The [AW97AZRX] error code refers to our internal error log. With this error code, we will be able to quickly source you the relevant key details for this record. And this error log is also reviewed by our developers to diagnose and fix the specific error to ensure that the system reports the relevant details/keys for future uploads.

If you receive this types of errors message, please email the PMHC Helpdesk on support@pmhc-mds.com and provide a copy of the entire error message along with the error code.

3.2.3.15. I am receiving an unknown error in my records. How can I fix this?

If you receive an ‘unknown error’ message, please email the PMHC Helpdesk on support@pmhc-mds.com and provide a copy of the error email, and/or a screenshot if possible. The error email is very important for the Helpdesk to quickly identifying the error and to provide you with a clear response on how to rectify the data issue.