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.• CallCenter@HRSA.gov

• 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 – Data.TA@caiglobal.org

• 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/Default.aspx?EventID=1209474

• CAREWare users• Help Desk - 877-294-3571 12pm-5pm

Monday-Friday ET• cwhelp@jprog.com

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.• CallCenter@HRSA.gov

• Templates, instructions, due dates• HAB Web site – www.hab.hrsa.gov

Questions?Health Resources and Services

AdministrationHIV/AIDS Bureau

5600 Fishers LaneRockville, MD 20857

301-443-4149disenberg@hrsa.gov