FORM 1: Procedure for Requests for Ad-Hoc Analyses of Existing SA Health Data by PROS Population Survey Services provided by the Population Research and Outcome Studies (PROS), University of Adelaide on behalf of SA Health
1. Introduction This document outlines the procedure to be undertaken when the South Australian Department for Health and Ageing (SA Health) or other external party that would like to submit a request for data analyses by Population Research & Outcome Studies (PROS) of existing SA Health data. 1.1. SA Health PROS are able to be contracted to undertake services on behalf of SA Health, without entering into a formal tender process, under the arrangement made between SA Health and the University of Adelaide. 1.2. External Parties If you are a party external to SA Health and your request is associated with SA Health work you need to nominate an SA Health sponsor. If there is no association with SA Health work, please write not applicable. June 2013 2
2. Application & Approval Process 2.1. Initial Consultation a. Applications to request analysis of SA Health data can be made by completing the form Request for Ad-Hoc Analysis Form on page 5 of this document. b. Requesting Parties are encouraged to confer with a PROS representative prior to submitting an application. Enquiries can be directed to PROS via Eleonora Dal Grande on 8313 1208 c. Applications and any additional accompanying documentation should be submitted to PROS at: eleonora.dalgrande@adelaide.edu.au or pros@adelaide.edu.au d. PROS will assess the rationale, feasibility and appropriateness of the request from a technical perspective prior to submitting it to the relevant South Australian Government Data Set owner for review and approval. If PROS feels it is not technically feasible this will also be communicated to the Data Set owner for review. e. PROS will notify the applicant if their request has been approved. 2.2. Quoting a. If approval is granted, PROS will provide a written Quote (email is acceptable) to the Requesting Party stating the below: I. The number of hours required to provide the service II. Any additional charges b. For SA Health staff members I. PROS will send the Quote to the SA Heath staff member that submitted the application ( Requesting Officer ) and Ministers Contract Administrator. II. SA Health will determine whether requests for data analysis can be met through its annual paid allocation (quota) or alternatively whether a charge applies. Preference will be given to high priority work for SA Health. III. You will be advised if your request is to be met within SA Health s quota or if a charge will be incurred. IV. The charge will be at the previously agreed rate between the University of Adelaide and SA Health. The rates per hour will range from $63.80 to $126.50 GST inclusive. V. If charges will apply Ministers Contract Administrator must issue a written notice ( Acceptance Notice ) accepting the Quote (email is acceptable). June 2013 3
c. For other external parties I. A once-off service agreement will be put in place regarding this engagement. Adelaide Research & Innovation (ARI) manages the University of Adelaide s commercial and consultancy partnerships and will be responsible for this agreement. II. For enquires regarding this agreement please contact: Meagan Mercurio Commercial Development Manager meagan.mercurio@adelaide.edu.au Phone 8303 5020 PO Box 149, Rundle Mall SA 5000 3. Deliverables, Payment and Publication 3.1. Deliverables Once approval has been provided and Quote has been accepted (or agreement is in place) analysis will be sent to you in an encrypted format. You are required to arrange your own encryption software (Truecrypt is available as free open source software at http://www.truecrypt.org/). 3.2. Payment If payment is required, upon completion of the work a Tax Invoice will be generated and sent to the SA Health Requesting Officer and their associated requesting agency or the external party. Adelaide Research & Innovation (ARI) manages the University of Adelaide s commercial and consultancy partnerships and will be responsible for invoicing and payment. For enquires regarding this contact: Meagan Mercurio Commercial Development Manager meagan.mercurio@adelaide.edu.au Phone: 08 8303 5020 PO Box 149, Rundle Mall SA 5000 3.3. Publication Please indicate on the attached from if you wish to publish the findings. If the Requesting Party does intend to publish the findings they must seek approval from SA Health prior to publication. All publications must acknowledge the support of the Department of Health and the Minister. Please provide PROS with a copy of all publications. June 2013 4
Request for Ad-Hoc Analysis Form Title (no more than 50 words) Data source Please indicate with the check boxes provided SAMSS SAAHS Health Monitor (SA Health owned data only) HOS (SA Health owned data only) Other SA Health owned data (please specify) Background Rationale for request i.e. part of an evaluation, project. Proposed date analysis is required Request details * Topic / Variables (e.g. alcohol) Age range Time period Region/geographical area Statistical tests (Chi-Square) *Analyses will only be released if have sufficient numbers Publication Do you intent to publish data? If so please provide details 4. Contact Details Name of Requesting Party Organisation Phone Fax E-mail June 2013 5
SA Health Sponsor (for non SA Health Requesting Parties only) Name of Project/Program Name of SA Health Unit SA Health Contact Person Phone: E-mail: Please return the form to: Ms Eleonora Dal Grande e-mail: eleonora.dalgrande@adelaide.edu.au or pros@adelaide.edu.au Office use only (PROS, University of Adelaide) Request No. Allocated Estimated Hours to complete task (hours) Price per hour (if above quota) Date request was submitted to PROS (date) Date request was submitted to Director, (.)/SA Health Service Activity Committee (date) Comments Office use only (SAC Chair to complete, SA Health) Request approved (y/n) Date Name (of SAC Chair) Position/Title (of SAC Chair) Comments June 2013 6