Reporting for Part A Grantees: Review of Requirements

1. Reporting for Part A Grantees:Review of Requirements E. Amaka Nwankwo-Igomu Acting Chief, Data Management, Program Analysis and Technical Assistance Branches Debbie Isenberg, MPH, CHES Senior Health Scientist, Data Management Division of Policy and Data U.S. Department of Health and Human Services Health Resources and Services Administration HIV/AIDS Bureau July 30, 2013

2. 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

3. Ever Feel This Way?

4. 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

5. Data Reporting Requirements • Ryan White Services Report (RSR) • Allocation and Expenditure Reports (A & E)

6. 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?

7. THE RYAN WHITE HIV/AIDS PROGRAMSERVICES REPORT (RSR)

8. 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

9. What’s In The Report?

10. THE GRANTEE REPORT

11. 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

12. 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

13. 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

14. THE PROVIDER REPORT

15. 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

16. The Provider Report • Three Sections • Provider Information • Counseling and testing information • Services delivered

17. 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

18. THE CLIENT REPORT

19. 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

20. 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

21. 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

22. 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

23. Tips and Reminders • Start early! • Have a list of contracts before you start the grantee report • Your 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

24. Tips and Reminders • Set reasonable deadlines for their providers • Try to build a collaborative working relationship with the other grantees who are also funding your providers • Use the reports in the web system • RSR Client Upload Confirmation Report lets you see what is in the XML file

25. 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@csrincorporated.com

26. 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/

27. 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

28. Allocation and Expenditure Reports (A&E)

29. 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

30. What’s In The Report?

31. 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

32. When Is It Due? * Indicates that the due date may change if partial awards are given

33. Allocations Tips and Reminders • Start early • Make sure that you use the correct form (allocations) in the correct format (excel) • Make sure to complete grantee information • Make sure that grant awards=allocations • Use the “Checklist Worksheet” provided in the form itself • Save document with grantee name in it

34. Expenditures Tips and Reminders • Start early • Make 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

35. 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

36. Questions? Health Resources and Services AdministrationHIV/AIDS Bureau5600 Fishers LaneRockville, MD 20857301-443-4149 disenberg@hrsa.gov