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Data Sharing Agreement

This step was introduced to ensure that CAFAS data elements sent by you to the Hospital for Sick Children will not be include personal health information (PHI) as defined in Ontario's Personal Health Information Protection Act (PHIPA). In our efforts to comply with PHIPA, we developed a software application (DSA.exe) that will be downloaded and run from the exporter's computer and would serve to de-identify the PHI data elements in advance of being sent to us. The CAFAS Exportes will be running this application prior to the data submission.

The result of running this application will be a few changes in the exported files Stats.csv and Stats_for_Excel.csv, such as:
- Date of Birth variable will be changed from the month/day/year format to 1/1/year
- The Admission Date variable will be changed from the month/day/year format to 1/month/year
- The Sex variable will be recoded

Note: The application will take only between 2-10 seconds to run and convert files

For more information consult CAFAS Export Instructions.

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Export Submission

Starting July 2009, a new method of data and file transfer is proposed to our CAFAS users:  CAFAS  Online File Transfer Application (COFTA)

Data exports will not to be sent anymore using the email but thorough an on-line system that will facilitate both secured data uploads from the organizations to the Hospital for Sick Children and quarterly report downloads produced for the organizations.

This system assist with speeding up the data transfer process at our end, drastically reducing the burden of hundreds of emails with large attachments that are exchanged every quarter of the year. It will also reduce the file transfer difficulties some of you have when dealing with file extensions that are not recognized and blocked by your email server or problems related on the size of the attachments.

TO FIND OUT MORE DETAILS ABOUT THE ONLINE SYSTEM CLICK HERE.

TO ACCESS THE ON-LINE SYSTEM CLICK HERE (or on the image above)/.

If you are a person who willl export CAFAS, please contact your local CAFAS program manager to obtain the login information. In case this person is not available, please send an email to Cristina Vlad or Behnaz Shirazi requiring permission to access to the server.

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Schedule of Submissions

Export No.	Admission Dates (CAFAS)		Referral Dates (BCFPI)		Due date
2010.4	From:	Jan 1, 2005	From:	Apr 1, 2004	Jan 22, 2011
	To:	Dec 31, 2010	To:	Dec 31, 2010
	(72 months )		(81 months)
2011.1	From:	Jan 1, 2005	From:	Apr 1, 2004	Apr 15, 2011
	To:	Mar 31, 2011	To:	Mar 31, 2011
	(75 months )		(84 months)
2011.2	From:	Jan 1, 2005	From:	Apr 1, 2004	Jul 16, 2011
	To:	Jun 30, 2011	To:	Jun 30, 2011
	(78 months )		(87 months)
2011.3	From:	Jan 1, 2005	From:	Apr 1, 2004	Oct 21, 2011
	To:	Sep 30, 2011	To:	Sep 30, 2011
	(81 months )		(90 months)
2011.4	From:	Jan 1, 2005	From:	Apr 1, 2004	extended to Jan 21, 2012
	To:	Dec 31, 2011	To:	Dec 31, 2011
	(84 months )		(93 months)
2012.1	From:	Jan 1, 2005	From:	Apr 1, 2004	Apr 14, 2012
	To:	Mar 31, 2012	To:	Mar 31, 2012
	(87 months )		(96 months)
2012.2	From:	Jan 1, 2005	From:	Apr 1, 2004	July 24, 2012
	To:	Jun 30, 2012	To:	Jun 30, 2012
	(90 months )		(99 months)
2012.3	From:	Jan 1, 2005	From:	Apr 1, 2004	Oct 12, 2012
	To:	Sep 30, 2012	To:	Sep 30, 2012
	(93 months )		(102 months)
2012.4.	From:	Jan 1, 2005	From:	Apr 1, 2004	Jan 15, 2013
	To:	Dec 31, 2012	To:	Dec 31, 2012
	( 96 months )		(105 months)
2013.1	From:	Jan 1, 2005	From:	Apr 1, 2004	Apr 12, 2013
	To:	Mar 31, 2013	To:	Mar 31, 2013
	(99 months )		(108 months)

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Related Materials

DSA Application:

DSA.exe

If you have difficulties downloading the aplication with the extension .exe, click on the link below to download a zipped version of file.

DSA.zip

CAFAS Export Instructions
CAFAS Standard Filter for Data Exports (unzipped) -Right Click and choose Save Traget As

If you have difficulties downloading the filter with the extension .cxp (this usually happens when CAFAS Export program is not installed on your machine), click on the link below to download a zipped version of file.

CAFAS Standard Filter for Data Exports (zipped)
BCFPI Export Instructions

Common Data Set:

BCFPI and CAFAS Common Data Elements

Data Cleaning:

How to Clean Your CAFAS Data
BCFPI - Data Entry Cleanup

Please refer to the FAQ section or even better, go to the CAFAS wiki for additional Q&As.

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Using a Common ID in CAFAS and BCFPI

The Ministry of Children and Youth Services is adamant that CAFAS, BCFPI, and CYMH fund data for each client can be linked. 

Note: If your agency didn't recieve funding in 2004 under the Ministry's Child and Youth Mental Health fund initiative then you just refer to the CAFAS and BCFPI data!

Your organization is required to link CAFAS, BCFPI, and CYMH fund data in the following manner:

The BCFPI "Client ID" (Person Screen) - however derived - must be entered onto the CAFAS "Client Identification Number" (Client Identification and Background Screen) and onto the clients' CYMH fund data that is required from MCYS.

This procedure requires that the clinician rating CAFAS knows the BCFPI Client ID. BCFPI always predates the CAFAS rating at Time 1 (entry to treatment) and the BCFPI print out must be in the file information available to the designated treatment clinician. In the event that the organization receives BCFPI data from another location/organization, and this occurs following the first CAFAS rating, then organizations must put procedures into place to ensure a data match using the BCFPI Client ID, i.e., go back into CAFAS and enter the BCFPI Client ID.

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Contacts for CAFAS and BCFPI Data Export

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