9 October2014

<Name>

<Designation>

Company

<PO1>

<PO2>

<City>

Dear <Name

Changes Proposed to National Systems effective from 1 July 2015

The long-standing National Collections Annual Maintenance Project (NCAMP) and current programmes of work encompassing the new National Patient Flow (NPF) collection and Health Identity Platform (HIP) will now operate under a new collective banner called the National Systems Upgrade Programme (NSUP).

This approach takes a more co-ordinated view of changes to national systems and collections proposed by the Ministry, in particular, those changes affecting DHB Patient Administration Systems.As this is the first year that a number of projects will operate under NSUP, it should be considered a transition year with the aim to embed processes for 2015/16 and following years.The principles of NSUP are outlined in the appendix to this letter.

This change has been agreed by the Sector ICT Implementation Group which is representative of DHB IT leadership. It has also been endorsed by the National Health IT Board. There was universal support for a consolidated programme and an extended notice period.

In line with our obligations under the Operational Policy Framework (OPF) 2014/15 the Ministry of Health (Ministry) is required to provide six months’ notice to DHBs of changes required to Patient Administration Systems (PAS).

Under NSUP the notice of change will extend to nine months to enable more forward planning by DHBs and more effective engagement with vendors.This will be formally changed in the OPF for 2015/16.

NCAMP 2015

NCAMP 2015 will make changes to the National Collections for

  • the National Minimum Dataset (NMDS)
  • the National Non-Admitted Patient Collection (NNPAC)
  • Programme for the Integration of Mental Health Data (PRIMHD)
  • National Booking Reporting System.

The changes to the above National Collections will be effective from 1 July 2015. A Project Board including a Sector nominated representative from each

of the four DHB regions has agreed the requested changes. The NCAMP User Grouphave all had the opportunity to input and comment on the changes.

The changes represent the final scope and no additional changes are expected for inclusion in the National Collections Annual Maintenance Project.

The information contained in the packs will also be published on the Ministry website at

National Patient Flow (NPF)

Phase 1 of the National Patient Flow Collection (NPF) is underway and DHBs have been collecting data from 1 July 2014. National Patient Flow Phase 2 will be effective from 1 July 2015. The National Patient Flow Project Board will agree the requested changes.

The High Level Requirements Statement (All Phases) was published 11 August 2014, and DHBs and vendors have had the opportunity to input and comment on the changes.

The information contained in the packs will also be published on the Ministry website at

Further milestones and expectations for Phase 2 of the collection are detailed as follows:

Phase 2/3 Revised High Level Requirements including Data Dictionary and Data Model- 30 October 2014

Phase 2/3 DHB Impact Assessment -11 November 2014Phase 2 Detailed Design Specification - 18 December 2014

Phase 2 DHB Implementation Plans due-1 February 2015 (2014/15 Funding Milestone 2)

Phase 2 Detailed DesignSpecification update - 11 February 2015

Phase 2 Data capture commences - 1 July 2015.

Note that due to an extended consultation period with DHBs and the magnitude of requirements to finalise, the Detailed Design Specifications will be delayed until December 2014 during this transition year.

Health Identity Platform (HIP)

A recent Ministry programme of work (HIP) has delivered a new National Health Index solution that requires new web service interfaces to take full advantage of new functionality and data.

To minimise disruption and take account of the significant time and effort to transition Patient Administration Systems (PAS), DHBs areable to remain on the legacy HL7 interfaces via a Legacy Broker, and interact with the new solution (with constraints).

It is intended that the Legacy Broker be decommissioned once all parties have transitioned to new web service interfaces. Currently the target date for this is July 2017, which means a 3 year pathway is necessary to achieve transition.

Exactly how each DHB or region will do this is not yet clear as each has individual aspects to take into account. A specific roadmap will be developed over the next few months in consultation with all parties.

However, it is important to make a start, and expectations this year are focused on two specific pre-requisite activities for DHBs and their PAS solution vendors – a) vendor integration of eSAM address validation capability, and b) data impact analysis in preparation for transition tonew Patient web service interfaces.

In addition we expect that:

  • Each DHB will continue to support Ministry development of new web service operations (eg. Add, Update) to replace existing Legacy Broker functionality. This will take the form of participation in a sector reference group or workshops where relevant, appropriate and practicable, and provision of document review and feedback.
  • As early integrators, the South Island PICS Programme will continueto integratethe new Patient web services as they become available.

Role of Key Contacts

Our expectation is that the key contact people will co-ordinate the information flow from the Ministry to the relevant people within your organisation.

A pack has been included with this letter containing the following details:

  • Change Notification documents
  • Ministry contact details

If you have any queries regarding these changes, or your ability to meet them, please refer to the contact details provided in the pack.

Thank you for your co-operation to achieve a successful outcome for the National Systems Upgrade Programme in2015.

Yours sincerely

Graeme Osborne

Director

Information Group

National Health Board

EmailNational Director, National Health Board

Copy:DHB Chief Information Officers

DHB Chief Financial Officers

DHB Funding and Planning Managers

DHB Elective Services Managers

Patient Management System Vendors

NCAMP 2015 User Group

NPF Key Contacts

LHI Key Contacts