Data Flow Guide
With Appendices or Without Appendices
This document is intended to aid local systems in the successful implementation and maintenance of outcomes data flow processes. It addresses overall data flow processes, creation of records and files according to Ohio Department of Mental Health (ODMH) specifications, data flow testing procedures, data flow production processes and problem resolution. The appendices provide detailed information about the data specifications, scoring guidelines and error codes.
An Outcomes Extract contains electronic mental health consumer outcomes data files created from the statewide outcomes database. Boards can complete a request to receive and access up to eight zipped files based on the instruments submitted. Each zipped file contains all outcomes records for instruments that have been accepted into the statewide production database to date.
Each instrument in Ohio's outcomes system has its own specification (i.e. its own set of instructions of how the fields in that particular type of record should be structured and organized). The specifications provide information about each data element in an outcomes record, including the type of field, size of field, position of the field in the record, acceptable responses for the field and how missing data should be handled. Every outcomes record that a board includes in a file submitted to ODMH must adhere to these specifications or the file will be rejected.
Data Entry & Reports Template
The template, a standard Microsoft Access database file, allows agenices to enter, store and access outcomes records. It also generates basic, individualized reports that can be used in treatment with clients. Data entered into the template may be regularly exported to text files and submitted to the statewide outcomes database at ODMH. Local systems may use the template as a starting point but are encouraged to develop and customize it to meet local needs.
Scoring Tools & Guidelines
The documents and tools in this section were developed to help make scoring the outcomes instruments easier and to ensure the accuracy of scores computed at the local level.