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Children and Young People's Health Services Data Set

This page provides information and implementation guidance for the Children and Young People's Health Services (CYPHS) data set, which is being renamed the Community Services Data Set (CSDS). The CSDS will supercede the CYPHS data set in October 2017, to allow adult community data to be submitted.

The Community Services Data Set (CSDS) will expand the scope of the existing Children and Young People's Health Services Data Set (CYPHS), by removing the 0-19 age restriction. The structure and content of the CSDS remains the same as the existing CYPHS data set. Further information about the CSDS is available from digital.nhs.uk/csds.

The CYPHS data set was mandated for central flow to NHS Digital from 15 October 2015 (for September 2015 data) for all providers of publicly-funded community services, who are legally mandated to collect and submit community health data, as set out by the Health and Social Care Act 2012. An updated Information Standards Notice (ISN) was published on 21 April 2017, and an overview of the CYPHS data set and CSDS requirements can be found on the SCCI web pages along with other published documents.


What data is being collected?

The CYPHS data set describes national definitions for the extraction of data in relation to the following key areas:

  • personal and demographic
  • social and personal circumstances
  • breastfeeding and nutrition
  • care event and screening activity
  • diagnoses, including long term conditions and childhood disabilities
  • scored assessments

Who should implement the data set?

Community Services that are funded and/or provided by the NHS are required to include their clinical activity in the CYPHS data set provided the patient is less than 19 years old. These activities may take place in locations including health centres, Sure Start centres, day care facilities, schools or community centres, mobile facilities or the patient's own home.

As a result of the Transforming Community Services (TCS) agenda, Community Services can exist within the following different organisation types (both Foundation Trusts and Non-Foundation Trusts):

  • Acute Trusts.
  • Mental Health Trusts.
  • Community Healthcare Trusts.
  • Care Trusts.
  • Social Enterprises.
  • Integrated Care Organisations.
  • Any Qualified Providers.
  • Independent Sector Providers (including Third Sector).

The standard also applies to suppliers of IT systems used by CYPHS.


When do I need to implement the data set?

System Suppliers

From 01 September 2015, CYPHS systems MUST be fully conformant with this standard.

Care Providers

From 01 September 2015, providers of NHS-funded CYPHS MUST be able to collect information locally, and from 15 October 2015 MUST begin submitting CYPHS data set submissions in accordance with this standard.


How do I implement the data set?

The CYPHS data set defines an output standard, which is to be compiled from existing clinical records to enable monthly submissions to the Bureau Service Portal. It does not represent a definitive list of data items and values which may need to be captured for care delivery, merely a subset to which local data should be mapped for national submission and analysis purposes. NHS-funded Services will have the flexibility to adopt any local data collection process and employ whichever IT system that is capable of extracting data in accordance with the output specification.

The CYPHS data set will be submitted using an XML format. An XML conversion tool package for the CYPHS data set has been developed by NHS Digital. This is intended to enable providers to load or copy their data into the provided table structure. Once complete, a routine can be run that will export the submission into the required XML format ready for submission to the Bureau Service Portal. The associated XML schemas are available as outlined below. A copy of the draft conversion tool is currently available on request from our Contact Centre, please send an email to enquiries@nhsdigital.nhs.uk citing 'CYPHS Conversion Tool' in the subject line. The current version of the conversion tool is v1.83, please ensure that you are using this current version, if you are experiencing any errors during your submission, it may be that you are using an older version.

To start making submissions, you will also need to register to use the submission portal and supply a data user certificate (DUC) form, which you can now find on our website under 'download the CYPHS dataset data user certificate' on the NHS Digital web pages. Any queries regarding this should be sent to the Exeter Helpdesk via exeter.helpdesk@nhs.net

The associated XML schemas are available as outlined below. There is also a guidance document available which explains how to open a CYPHS XML extract in Access 2003, 2007 and 2010.


How will I submit the data?

Submissions will take place on a monthly basis. For each reporting period, data providers should populate their XML schema file with data collected from their own local systems, and upload this to the central system using the online Bureau Service Portal (BSP). In order to make your submissions, you need to register to use the BSP via the Exeter Helpdesk at exeter.helpdesk@nhs.net.

Each submission window for the dataset will be for one month, and will be open for a Primary submission and a Refresh for the previous period.

For example, in October, any data that was recorded in September must be submitted. This is the September Primary submission.

In November, any data that was recorded in October must be submitted. This is the October Primary submission. There is then another chance to submit the September data (September Refresh).


What are the submission dates?

Post-deadline processing time is likely to be around 7 days. CYPHS data is required to be submitted monthly, the timetable for which is shown below:

Month

Submission Window Opens 00:00:00 of:

Submission Window Closes 23:59:59 of:

May (R) & June (P)

19/07/201709/08/2017

June (R) & July (P)

17/08/201707/09/2017

July (R) & August (P)

15/09/201706/10/2017
August (R) & September (P) *

16/10/2017

03/11/2017
October (P) - first CSDS submission **

13/11/2017

05/12/2017

* IMPORTANT: September 2017 CYPHS Refresh Submission has been cancelled to allow the switchover and transition between CYPHS and CSDS schema. It is important to ensure that providers submit as much good quality data as is possible in their last September Primary CYPHS submission, as there will be no further option to submit that data again.

** The subsequent data submission dates for the Community Services Data Set (CSDS) are available under the heading 'When to submit data' on the CSDS webpage: https://digital.nhs.uk/Community-Services-Data-Set

Scheduled System Maintenance/updates:


For further detailed information on scheduled system maintenance and updates, please refer to the notice function on the Bureau Service Portal (BSP), which provides advance notice of downtime.


When will the data be available?

CYPHS data set publications are now available and are published on a monthly basis.


Resources

You can use our information and tools to help implement the CYPHS data set in your organisation. The ISN provides an overview of the CYPHS data set requirements, and can be found on the SCCI web pages along with other published documents as outlined below.


Organisational assessment and planning tools

word icon CYPHS Implementation Planning Template [366kb]

You can use this planning template to plan your organisation's activity for implementing the CYPHS data set. The resulting plan should give a high level picture of how your organisation intends to tackle this implementation within the anticipated timescales.

word icon CYPHS Readiness Assessment Tool [196kb]

You can use this readiness assessment tool to measure your organisation's CYPHS data set implementation progress. This spans a baseline assessment, regular reviews and a final review to report successful implementation.

xls icon CYPHS System Conformance Checklist [342kb]

This is a worksheet tool for service providers to assess how well their local IT systems 'map' to the data set specification.

The xml schemas describe the structure of the exports and can be used to assist in development of in-house analytical and checking tools.

Document

Description

Current Version

Last Updated

pdf icon Opening a CYPHS XML Extract in Access 2003 2007 or 2010 [6kb]

Guidance document for importing xml file into Access 2003, 2007 or 2010

V2.2

25/04/2016

zip icon CYPHS Commissioner Extract Schema v1.5.39 [5kb]

File structure for the outgoing Commissioner Extracts.

Extracts are available for commissioners following post-deadline processing, and after they have been made available for providers. Commissioners will only have sight of these, once they have been loaded into the data warehouse. Their view will only show pseudonymised data.

V1.5.39

02/06/2017

zip icon CYPHS Provider Pre Deadline Extract Schema v1.5.39.zip [3kb]

File structure for the outgoing Provider Pre-Deadline Extracts.

Once a provider has submitted a successful file and it has been processed, a pre-deadline extract can be downloaded. Further processing is later required to produce the post-deadline extracts (this takes place after the submission deadline).

V1.5.39

02/06/2017

zip icon CYPHS Provider Post Deadline Extract Schema v1.5.39 [5kb]

File structure for the outgoing Provider Post-Deadline Extracts.

Following post-deadline processing (once the submission window has closed), the central system/Bureau Service Portal (BSP), generates a 'post-deadline' extract for providers which contains the elements of their data, taken into data storage.

V1.5.39

02/06/2017

NB: Pre-deadline processing is applied to every file uploaded to the BSP. It produces a pre-deadline extract and Data Summary reports.

Post-deadline processing is only applied to the 'last good' primary (and refresh, if submitted) files that have passed validation by the submission deadline.

This is because files need to flow in sequence through the post-deadline processing, with all refresh files processed before primary files and only one of each type for each provider.

Both pre-deadline and post-deadline extracts have the same file format, structure and elements.


Guidance documents

Please note that these documents are currently in draft form and are subject to future updates to allow us to address any issues or queries which users raise.

DocumentDescriptionCurrent versionLast updated

pdf icon CYPHS User Guidance [805kb]

The User Guidance describes how the information standard should be interpreted by service providers, IT system suppliers and other stakeholders. It helps users understand the scope of the standard and how it should be implemented locally.V2.225/04/2016

pdf icon CYPHS Technical Guidance [154kb]

This describes the data submission framework and how service providers should create and submit a data submission file.V0.619/12/2014
pdf icon CYPHS Extracts Specification [313kb]

The Extracts Specification document describes the requirements for forming data extracts for CYPHS. This document should be used in conjunction with the CYPHS Technical Output Specification and Data Model, both of which can be found on this webpage.

v1.910/01/2017
pdf icon CYPHS data set Fair Processing Guidance [145kb]

This guidance describes the CYPHS data set and contains suggested fair processing information for including with existing patient information material

V2.028/06/2017

Data Model and Technical Output Specification (TOS)

The Data Model has been approved by SCCI and therefore constitute a final version that cannot be changed without going through the SCCI corrigendum or change request process.  The TOS has been approved by SCCI, however, validations and derivations are not controlled through the SCCI process and can therefore be subject to change.

DocumentDescriptionCurrent VersionLast updated

pdf icon CYPHS Data Model [165kb]

A single page data model of the CYPHS data set, for use with the Technical Output Specification and other documents.V1.502/07/2015

xls icon CYPHS Data Set TOS v1.5.39 [1007kb]


A detailed specification of each CYPHS data item, including linkage items used to link each data group.
V1.5.3908/05/2017

Known issues update

DocumentDescription                                                                                                                  Current VersionLast updated

pdf icon CYPHS Known Issues Update [285kb] 

A number of bug fixes were implemented on the 24/03/2016 to the BSP. There are some additional bug fixes planned for implementation in the future, which we will keep updating here accordingly.1.0                        08/04/2016


Future Dataset Change Requests

The following document contains details of high level changes which users have requested to be included in the next version of the CYPHS Data Set. We are always happy to receive constructive comments and suggestions for improvement, which will be evaluated on a case by case basis. Recommendations can be made via enquiries@nhsdigital.nhs.uk with the subject line 'CYPHS Data Set'.

pdf icon CYPHS Dataset requirements November 2016 [157kb]

This document is intended to provide a high-level summary of the requested changes currently in development or under consideration for the CYPHS Data Set.

2016/11

21/11/2016

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