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Reporting for Part A Grantees:Review of Requirements
E. Amaka Nwankwo-IgomuActing Chief, Data Management, Program Analysis
and Technical Assistance BranchesDebbie Isenberg, MPH, CHES
Senior Health Scientist, Data ManagementDivision of Policy and Data
U.S. Department of Health and Human ServicesHealth Resources and Services Administration
HIV/AIDS BureauJuly 30, 2013
Objectives• Review HAB uses of data• Review data reporting requirements• Identify tips for completing reporting
requirements• Identify resources available to Part A
grantees • Address questions regarding
reporting requirements
Ever Feel This Way?
HAB Uses Your Data• Assess the quality and impact of
Ryan White HIV/AIDS Program funded services
• Assess the performance of HAB grantees and their providers
• Respond to Congressional, HHS, and other inquiries
Data Reporting Requirements
• Ryan White Services Report (RSR)
• Allocation and Expenditure Reports (A & E)
Format• What Do I Need To Know?• What’s In The Reporting
Requirement?• When Is It Due?• What Are Some Helpful Tips?• Where Can I Go If I Need Help?
THE RYAN WHITE HIV/AIDS PROGRAMSERVICES REPORT
(RSR)
What Do I Need To Know?• RSR has three components• Grantee Report• Provider Report• Client Report (Client Level Data)
• Grantees complete the grantee report
• Grantee train providers and then oversee and approve completion of the provider and client reports
What’s In The Report?
THE GRANTEE REPORT
The Grantee Report• Completed by all Part A, B, C and
D grantees (including the Adolescent Initiative)• One report for each grant received
• Collects basic information about grantee organization and funded service provider contracts
The Grantee Report• Three sections• Basic Agency Information (4 Items)• Providers And Services Funded By
Your Grant• Providers And Services Funded
Through Your Fiscal Intermediaries
The Grantee Report• Important things to know• If you don’t certify, your providers
can’t submit• If providers are multiply-funded, they
can’t submit for any of their grantees
THE PROVIDER REPORT
The Provider Report• Completed by every provider
listed in Grantee Report • Every provider completes one
report, even if multiply-funded
• Collects basic information about service provider agency and services delivered under each Ryan White HIV/AIDS Program contract
The Provider Report• Three Sections• Provider Information• Counseling and testing information• Services delivered
The Provider Report• Important things to know• Providers should be completing this
section• Services that provider delivers
should match services that grantee funded• Providers report under “funded”
scope
THE CLIENT REPORT
Client Report (Client-Level Data)
• Completed by providers of core medical or support services • Each provider uploads client level
data• Client level data contains one
record for each client who received a Ryan White-funded service during the reporting period
Client Report (Client-Level Data)
• Each record will include up to 66 data elements, including:• Encrypted Unique Client Identifier
(eUCI)• Demographics• Ryan White Funded Services
received• Clinical Information
The Client Report• Important things to know• Providers upload an XML file • Data represent all Ryan White
funded services received• Grantees review the report and
determine if you accept it or not• If rejecting the report and providers
are multiply-funded, coordinate with other grantees
When Is It Due?• Submitted annually• Data will be reported for the period
January 1 – December 31, 2013• Final Timeline will be posted closer to
reporting • Early December – System opens for
grantees for grantee report• Early January – System opens for
providers for provider report• End of March – All 2013 RSRs must be
submitted
Tips and RemindersStart early!Have a list of contracts before
you start the grantee reportYour job as a grantee is to
complete the grantee report and make sure that your funded providers accurately complete and submit their provider and client reports
Tips and RemindersSet reasonable deadlines for
their providersTry to build a collaborative
working relationship with the other grantees who are also funding your providers
Use the reports in the web systemRSR Client Upload Confirmation Report
lets you see what is in the XML file
Where Can I Go If I Need Help?• Questions about program guidance• HRSA project officer
• Questions about EHB, XML schema• HRSA Contact Center (877) 464-4772
9am - 5:30 PM Monday-Friday ET.• [email protected]
• Data content and submission questions• Data Support - (888) 640-9356, 9am -
5:30 PM Monday-Friday ET.• ryanwhitedatasupport.wrma@csrincorpo
rated.com
Where Can I Go If I Need Help?
• Data quality, eUCI generation, extensive TA to meet data reporting requirements • DART – [email protected]
• Templates, instructions, due dates• HAB Web site: http://hab.hrsa.gov/
• Important Notices, Dates to Remember, Training Materials• TARGET Center - www.careacttarget.org/
Where Can I Go If I Need Help?
• In-person RSR trainings• September 9-11, 2013• http://www.regonline.com/builder/site/Defa
ult.aspx?EventID=1209474• CAREWare users• Help Desk - 877-294-3571 12pm-5pm
Monday-Friday ET• [email protected]
Allocation and Expenditure Reports
(A&E)
What Do I Need To Know• Completed by all Part A, B, C and
D grantees• One report for each grant received
• Collects information about how grant funds were allocated and expended
What’s In The Report?
A & E Reports• Grant dollars allocated/spent on:• Core medical services• Support services• ADAP-related services• Health Insurance services• Administration• Clinical Quality Management• Planning and Evaluation
When Is It Due?
Report Due DatesAllocations* 90 days after budget
period start dateExpenditures 150 days after budget
period end date
* Indicates that the due date may change if partial awards are given
Allocations Tips and Reminders
Start earlyMake sure that you use the correct form
(allocations) in the correct format (excel)Make sure to complete grantee
informationMake sure that grant awards=allocationsUse the “Checklist Worksheet” provided in
the form itself Save document with grantee name in it
Expenditures Tips and Reminders
Start earlyMake sure that you use the correct form
(expenditures) in the correct format (excel)
Make sure to complete grantee information
Make sure actual costs are reported, not allocations
Use the “Checklist Worksheet” provided in the form itself
Save document with grantee name in it
Where Can I Go If I Need Help?
• Questions about program guidance• HRSA project officer
• Questions about Electronic Handbook• HRSA Contact Center (877) 464-
4772 9am - 5:30 PM Monday-Friday ET.• [email protected]
• Templates, instructions, due dates• HAB Web site – www.hab.hrsa.gov
Questions?
Health Resources and Services Administration
HIV/AIDS Bureau5600 Fishers Lane
Rockville, MD 20857301-443-4149