COMSIS Com munity S ervices I nformation S ystem Training and Support Tutorial

1. Version: Quick Start Updated: 30 January 2012 COMSISCommunity Services Information System Training and Support Tutorial

2. Overview • This training material is organised into five (5) sections: • Introduction • Geographies • Data • Building the evidence base – analysis, presentation and validation • Support and feedback Appendix: Evidence Based Management (EBM) Framework (For more detailed information and examples, refer to COMSIS Tutorial, Version: Detailed) • COMSIS is an easy system to use and to navigate, but we suggest that new users run through the training material to get an understanding of what COMSIS is and what it offers. • Don’t be afraid to ‘play’ in COMSIS to find out what it can do and how to best get the information you need out of it – as a user it is impossible for you to accidently change the data or to break the system! Introduction Geographies Data App: EBM Building the Evidence Base Support and Feedback Overview Contents

3. Contents • Building the evidence base– analysis, presentation and validation • 4.1 Analysing and presenting data from COMSIS (quantitative data) • 4.2 Validating quantitative data with local knowledge (qualitative data) • Introduction 1.1 Introducing COMSIS 1.2 Using the evidence in COMSIS 1.3 Accessing COMSIS • Geographies 2.1 Understanding the geographic hierarchy in COMSIS 2.2 Selecting a geographic area in COMSIS • Data 3.1 Running a regional profile in COMSIS 3.2 Locating data in COMSIS 3.3 Specialised data – Disadvantage-Need-Risk (DNR) Rankings 3.4 Running a database query in COMSIS • Support and feedback • 5.1 Need more help using COMSIS? • 5.2 Providing feedback to ensure COMSIS meets your needs Appendix: Evidence Based Management (EBM) Framework Introduction Geographies Data App: EBM Overview Building the Evidence Base Support and Feedback Contents

4. 1.1 Introducing COMSIS • COMSIS stands for Community Services Information System. • COMSIS was built and is maintained by the Office of Economic and Statistical Research (OESR), a portfolio office of Queensland Treasury, for the Department of Communities on behalf of the Non-profit Community Services Sector (the sector). • COMSIS is a key tool under the Queensland Compact in establishing a core set of common standards and information across Queensland for identifying disadvantage, need and risk. • The release of COMSIS to the sector is one step towards an integrated, evidence-based approach to policy and program development through collaboration with and across government departments and the sector. • COMSIS supports the sector to access robust data for use in evidence-based planning. • Provision of Disadvantage-Need-Risk (DNR) rankings through COMSIS presents the sector with access to the outputs of internal research and analysis, without incurring any of the costs associated with research and analysis activity, or contravening current data agreements with other government agencies. Geographies Data App: EBM Introduction Overview Building the Evidence Base Support and Feedback Contents

5. 1.1 Introducing COMSIS (continued) • COMSIS provides a single comprehensive source of local, regional and state-wide data for Queensland (over 200 datasets for localities and population groups) that may or may not be readily available elsewhere, but would be quite time consuming to manually or otherwise retrieve and compile. • Data topics (broken down into ‘Subjects’ and ‘Collections’ in the COMSIS database) include: disadvantage-need-risk (DNR) ranks; demography; population estimates, projections and characteristics; Aboriginal and Torres Strait Islander people; ethnicity and culture; disability; education and training; social wellbeing; labour/employment; housing; and disadvantage. • COMSIS data can be accessed by viewing pre-constructed Profiles or by querying the Database. • COMSIS Related data links are also provided to support the concept of single point of enquiry for data relevant to the community services sector, but not suitable for loading into the Database. • Provides data for Queensland, Department of Communities’ Regions, Local Government Areas and Statistical Local Areas • Provides access to various data series • Output can be printed or downloaded to Excel for further analysis • Provide an overview for Queensland and for Department of Communities’ Regions • Provide examples of data topics and presentation styles • Are constructed using data in the COMSIS Database • Output file can be printed or saved COMSIS Database COMSIS Profiles • Provides links to relevant electronic documents and data that are not eligible to be loaded into the COMSIS Database • Supports COMSIS as a single point of enquiry for data relevant to the community services sector by managing the need for different levels of access based on data quality, lack of a consistent statistical geography and confidentiality requirements • Provides access to national data complementary to Queensland-specific data held in COMSIS COMSIS Related data Geographies Data App: EBM Introduction Overview Building the Evidence Base Support and Feedback Contents

6. 1.2 Using the evidence in COMSIS • COMSIS is a dynamic database – it continues to be improved and updated over time as a result of: • additional or more recent data becoming available, e.g. updated Census data, population projections, • successful negotiations with data custodians to release relevant data (e.g. health data, crime and safety data) to the sector through COMSIS on the basis that it be used as indicative data only, for the purposes of planning and policy development, • feedback from the sector about their needs, and • sector capacity to request and generate data for upload to COMSIS. • Because COMSIS is not static: • electronic copies or printouts of the data should not be relied upon as being the most recent data available for your area of interest, and • users are encouraged to return to the source (to re-check COMSIS). Geographies Data App: EBM Introduction Overview Building the Evidence Base Support and Feedback Contents

7. 1.3 Accessing COMSIS • COMSIS can be accessed by the sector via the Internet at: • Department of Communities • Community Door, a 'one-stop shop' for information, tools and resources to support community-based organisations in Queensland http://communitydoor.org.au/ • COMSIS can be accessed by Department of Communities’ staff via the Intranet • Access to the COMSIS database is via username/password: • The first time you use COMSIS, you will need to register online and follow the prompts. • An email will automatically be sent to you advising your COMSIS access details. A valid email address is required (this will be your COMSIS username). • You only need to register once. When you receive your access email you can log in to COMSIS. • Please note the COMSIS Terms and Conditions. • For more information about COMSIS see thebrochure. Geographies Data App: EBM Introduction Overview Building the Evidence Base Support and Feedback Contents

8. COMSIS Geography State-wide Regional Local COMSIS geographic hierarchy Queensland Department of Communities’ Regions (Regions) (7) Local Government Areas (LGA) (75) Statistical Local Areas (SLA) (479) 2.1 Understanding the geographic hierarchy in COMSIS • COMSIS allows users to generate tables on key indicators organised by geography and data topics. • COMSIS geography has been broadly referred to in this training material as “local, regional and state-wide” (refer to information below for more detail). At each hierarchical level (Regions, LGAs, SLAs), the geographic areas collectively cover all of Queensland without gaps or overlaps Regions aggregate to cover Queensland as a whole LGAs aggregate to form Department of Communities’ Regions SLAs aggregate to form (or in regional areas are often the same as) LGAs Introduction Data App: EBM Geographies Overview Building the Evidence Base Support and Feedback Contents

9. 2.2 Selecting a geographic area in COMSIS How to select the geographic area? Availablegeographic areas COMSIS Profiles • Queensland • Department of Communities’ Region • Identify and select the Region of interest as the FIRST STEP of running a profile • There are two (2) processes involved: • Identify and select the Region(s) of interest as the FIRST STEP of running a database query. • If data is required at a more local level, choose to show the Query Results by selecting either LGA or SLA after the query has been run, i.e. the Regional data is refined as one of the LAST STEPS in running a database query • Queensland • Department of Communities’ Region • Local Government Area (LGA) • Statistical Local Area (SLA) COMSIS Database Introduction Data App: EBM Geographies Overview Building the Evidence Base Support and Feedback Contents

10. 3.1 Running a regional profile in COMSIS How to access the profiles? Profiles are available from the COMSIS Home page and from the menu at the top of each screen. Note: Username/password access is not required for the profiles. Why use the profiles? Why not go straight to the database? Profiles provide: • an overview, or snapshot, of each region compared to Queensland as a whole • a summary of the data in COMSIS (which can then be queried in the database at lower geographic levels)Tip: check the “Source” of the data within the profile, to help identify the “Collection” it belongs to within the database. • examples of how to present data in terms of structure and content • a brief analysis of the data How to run a regional profile in COMSIS? 1. Select the Region of interest 2. Select the Topic(s) of interest 3. Select the Output Type required 4. Review the Profile 5. Print or save the profile Introduction Geographies App: EBM Data Overview Building the Evidence Base Support and Feedback Contents

11. 3.2 Locating data in COMSIS For a summary of all data currently available in the COMSIS database, go to the “What’s available in COMSIS” information page and open the PDF file.Note: You do not have to be a registered COMSIS user to access this. Click here Click on PDF which opens Introduction Geographies App: EBM Data Overview Building the Evidence Base Support and Feedback Contents

12. 3.3 Specialised data - Disadvantage-Need-Risk (DNR) Rankings What is the DNR Ranking? • Disadvantage-Need-Risk (DNR) rankings are a method to identify and rank the high priority groups-locations across Queensland using a combination of measures of disadvantage, need and risk. • The DNR ranking orders localities so that areas with a lower DNR rank are identified as having a higher need for support services than areas with a higher DNR rank. • DNR topics in COMSIS currently include homelessness, youth homelessness, volatile substance abuse, youth justice, vulnerable children and families, and youth at risk of unemployment. • Through the release of DNR analysis undertaken by the Department of Communities and OESR, COMSIS supports the Non-profit Community Services Sector to access robust data for use in evidence-based planning. Provision of the DNR rankings provides access to findings of internal research and analysis, without incurring any of the costs associated with research and analysis activities. Introduction Geographies App: EBM Data Overview Building the Evidence Base Support and Feedback Contents

13. 3.3 Specialised data - Disadvantage-Need-Risk (DNR) Rankings (continued) There are four principles of use of the DNR: 1. Utilisation of the DNR ranks by the sector is optional; 2. The DNR ranks are not effective unless validated by local conditions; 3. The DNR ranks are based on the best available public and protected data; and 4. The DNR ranks are an indicative identification of need – they are not definitive. • The DNR rank should be considered as only half the story without regional context and a ‘starting point’ for local discussion. Once priority SLAs are identified through DNR ranks, then further examination is needed to assess and tailor the appropriate service delivery response. This activity should include: • discussion with local service staff to capture their understanding of the unique economic, industrial, remoteness or transport characteristics of an area and their experience in supporting the local client base; • developing or enhancing an understanding of the local service system; • being aware of published literature on better practice in client support. • Where DNR ranks significantly depart from the local understanding of need, then there needs to be a discussion around “why” the quantitative data is different. For example, in some areas the Global Financial Crisis has resulted in rapid changes to the client base that are not captured through the Census data on which the DNR ranks are based. Introduction Geographies App: EBM Data Overview Building the Evidence Base Support and Feedback Contents

14. 3.4 Running a database query in COMSIS How to access the database? The database is available from the COMSIS Home page and from the menu at the top of each screen. Note: Access to the database is via username and password. How to run a database query in COMSIS? 1. Select the Region(s) of interest 2. Select the Collections of interest Regional statistics available in COMSIS are arranged in a hierarchy The COMSIS hierarchy provides a structured way of thinking about information, allowing users to identify available data starting from Subject groups (or themes). Collections are accessible from multiple Subject groups where there is a logical “fit’.For example, the Collection “Country of Birth by Person by Sex” is available in COMSIS by choosing either: “Demography”, then “Ethnicity and Culture”, or “Census”, then “Census 2006 - Basic Community Profiles”. Subject Collection Series 3. Select the Time Periods and Output Style of interest 4. Review the Query Results and refine the geographic area 5. Print the query results or Download to Excel Introduction Geographies App: EBM Data Overview Building the Evidence Base Support and Feedback Contents

15. 4.1 Analysing and presenting data from COMSIS (quantitative data) COMSIS Query Results can be: • viewed onscreen in COMSIS, • printed from COMSIS, or • downloaded to Excel (Note: all headings, footnotes and source information are retained within the downloaded file). Choosing the “Download to Excel” option: • increases presentation options, and • enables more powerful analysis of the data to be undertaken. For example: • Tools within Excel, such as PivotTable, PivotChart, Chart Wizard and Filters, assist in data analysis and allow the data to be presented in various ways including being copied into other documents. • Once data has been downloaded to Excel, it is in a format that can be imported into other data analysis tools, e.g. mapping software, for further analysis/presentation options. • Data can be analysed either in isolation or in conjunction with other data output for the same geographic area. Introduction Geographies Data App: EBM Overview Support and Feedback Building the Evidence Base Contents

16. 4.2 Validating quantitative data with local knowledge (qualitative data) • A range of gathered evidence is referred to as an evidence base. • This information can be developed over time as quantitative and qualitative data sources emerge and are updated. • For additional information see Appendix: Evidence Based Management (EBM) Framework. Quantitative data • COMSIS data • ABS statistics • Service system data such as inputs, outputs and outcomes • Research and evaluation data • Only as good as the information collected • Is it current? What has changed since the information was collected? Qualitative data • Client perspectives on need and service performance • Other stakeholder views • Analysis of services and service systems • More difficult than quantitative data torecord and quantify • Subjective Evidence Base • Holistic perspective of focus area (can built on over time) • Analysis of high need – high risk locations against local knowledge • A needs based approach measures need and existing service supply in light of key priorities What is it? (examples) Notes + = Introduction Geographies Data App: EBM Overview Support and Feedback Building the Evidence Base Contents

17. 5.1 Need more help using COMSIS? • “Additional COMSIS Database information pages” • Frequently Asked Questions (FAQs) • What’s Available in COMSIS? • Tutorials: • Two versions of this Training and Support Tutorial (supporting individual learning styles) • Links to relevant Australian Bureau of Statistics websites and publications • Data Request • Concordance and ASGC Information • About COMSIS (printable brochure) • Terms and Conditions • Notifications via the Website and by Email • Significant changes to COMSIS • Upcoming training or information sessions • COMSIS support – how to use COMSIS? • Tutorials (see above) • Email: COMSIS_support@communities.qld.gov.au • Phone: 07 3224 7589 • Further information on analytical methods for use with these data • OESR web site Introduction Geographies Data App: EBM Overview Building the Evidence Base Support and Feedback Contents

18. 5.2 Providing feedback to ensure COMSIS meets your needs The Department welcomes your feedback on whether the evidence in COMSIS meets your needs and on the usefulness of these tutorials. Contact us via Email at: COMSIS_support@communities.qld.gov.au COMSIS has the capacity to host sector data and data requested by the sector. • Have you identified gaps in the evidence base? • Do you want to make recommendations for future updates (data or functionality) in COMSIS? Here’s HOW: • Contact us via Email at: COMSIS_support@communities.qld.gov.au • Complete a Data Request form Introduction Geographies Data App: EBM Overview Building the Evidence Base Support and Feedback Contents

19. Appendix: Evidence Based Management (EBM) Framework (1 of 2) • Evidence Based Management (EBM) is a coordinated set of principles, standards and processes which produce an evidence base for better matching services to high priority community needs. • EBM aims to ensure priority allocation of resources to those Queenslanders who are most in need and in line with State Government priorities and the Department’s strategic directions. • A strong evidence base for each of the major policy and program areas of the Department is paramount for supporting well informed decisions regarding how best to address priorities. Introduction Geographies Data App: EBM Overview Building the Evidence Base Support and Feedback Contents

20. Appendix: Evidence Based Management (EBM) Framework (2 of 2) Using evidence to drive policy at service development, strategic and operational levels Core principles and standards Principles: P1. Needs analysis – specific to particular target groups/issues. P2. Service system assessment – assessment of services in terms of their individual performance, relationship to each other and contribution to an effective system for addressing complex needs. Appropriateness of service models in terms of best practice. P3. Community capacity assessment – broad assessment of the presence and effectiveness of supportive community organisations and networks. Standards: S1. Geography – national standard small area statistical geography aligned directly with the Department’s seven regions. S2. Data Quality Framework – embodied in COMSIS. Service System GAPS? Is there a service or set of services to meet identified need? Community Capacity Need Introduction Geographies Data App: EBM Overview Building the Evidence Base Support and Feedback Contents