Submitting CSDS data to the Strategic Data Collection Service: common errors and how to overcome them

As a provider of weight management services, you will need to aggregate your data to the Community Services Data Set (CSDS) and submit this to the Strategic Data Collection Service. 

The process of submitting data to the Strategic Data Collection Service requires a thorough approach due to the varied potential for errors. 

There is a useful guide provided on the NHS website. 

However, the appendix for WMS submissions does contain some errors which may trip you up.

This article shares common errors that may occur during data submission to the CSDS weight management portal and provides mitigation strategies to prevent these errors from occuring again. 

A big thanks to Ross at NHSD for his help.

File Level Rejections

File level rejections occur when the entire data file is pushed out and not accepted due to various inconsistencies or incorrect formats. 

1. Incorrect Postcode Formats

With so many participant postcodes, mistakes can creep in and in some cases, postcodes might not follow the standard format. The fourth character from the right should always be a space.

Valid formats include:

• A1_1AA
• A11_1AA
• AA1_1AA
• AA11_1AA
• A1A_1AA
• AA1A_1AA
• AAA_1AA

Ensure that the postcode data is correctly formatted before submission.

This can be easily done using Left() or Right() functions in spreadsheet software. 

2. Incorrect Date of Birth Format or Invalid Dates

If you've been using the Appendix of WMS submissions to format your dates, don't!

The correct formatting is: CCYY-MM-DD, or in other words YYYY-MM-DD, not DD/MM/YYYY as shown in supporting images.

Errors for this issue include:

• File rejected - Failed Date of Birth Check. File contains invalid dates of birth.

3. Errors with the CYP000 Metadata Table

Several potential errors could occur in the CYP000 table. Common errors include:

• Incorrect reporting period Start/End dates: The dates should align with the relevant reporting period, noting the format CCYY-MM-DD (YYYY-MM-DD).
• Incorrect Date and Time Data Set Created Date format: Ensure this field follows the correct format.
• Blank Primary Data Collection System column: This is a free-text field. Enter any details on the system you use to store data.

Record Level Rejections

Record level rejections occur when individual records are rejected, but the rest of the file is accepted. 

This can still lead to file rejection if all records were rejected.

1. Blank GP Code (CYP002)

GP codes cannoot be blank. Default codes can be used if the actual GP code is not known.

Instead, you can use these codes:

• GP Practice Code not applicable: V81998
• GP Practice Code not known: V81999
• No Registered GP Practice: V81997

2. Missing or Incorrect Data in the CYP006 Table

The CYP006 table is 'required', meaning it should be reported where applicable. Required is not the same as mandatory.

If there is no information to present for these records, it may be best to exclude their LocalPatientIDs from this table.

3. Incorrect Date Formats (CYP007 and CYP101)

Ensure the Employment Status Recorded Date (CYP007) and the Referral Requested Receive Date (CYP101) follow the correct date format CCYY-MM-DD (YYYY-MM-DD).

4. Incorrect Data in the CYP201 Table

Check the Care Contact Date and the Org Identifier Code of the Commissioner. The former should follow the correct date format (CCYY-MM-DD), while the latter should be the ODS code of the commissioner.

Uploading your data

The data needs to be exported as a .accdb file. That’s right - a relational database. This is bit trickier than Excel submissions to the OHID. If you do not have database skills, follow the process in an Excel spreadsheet and copy and paste the cells into the database using software such as Microsoft Access.

Once you're happy with your data, upload it to the Strategic Data Collection Service in the cloud (SDCS Cloud) as either a valid submission, refresh or test.

Once you upload your data, you will receive feedback on the outcome of the data processing phase.

It is important to note that the process may still require adjustments and refinements over time, and regular updates to the CSDS should be monitored to keep up with any changes or improvements to the data submission process.