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

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 PROGRAM SERVICES 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 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

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

Where Can I Go If I Need Help? Questions about program guidance HRSA project officer Questions about EHB, XML schema HRSA Contact Center (877) am - 5:30 PM Monday-Friday ET. Data content and submission questions Data Support - (888) , 9am - 5:30 PM Monday-Friday ET. com com

Where Can I Go If I Need Help? Data quality, eUCI generation, extensive TA to meet data reporting requirements DART – Templates, instructions, due dates HAB Web site: Important Notices, Dates to Remember, Training Materials TARGET Center -

Where Can I Go If I Need Help? In-person RSR trainings September 9-11, x?EventID= x?EventID= CAREWare users Help Desk pm-5pm Monday- Friday ET

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? ReportDue Dates Allocations*90 days after budget period start date Expenditures150 days after budget period end date * Indicates that the due date may change if partial awards are given

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

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

Where Can I Go If I Need Help? Questions about program guidance HRSA project officer Questions about Electronic Handbook HRSA Contact Center (877) am - 5:30 PM Monday-Friday ET. Templates, instructions, due dates HAB Web site –

Questions? Health Resources and Services Administration HIV/AIDS Bureau 5600 Fishers Lane Rockville, MD