Part A Minority AIDS Initiative (MAI) Reporting Requirements Chrissy Abrahms Senior Policy Advisor Department of Health and Human Services Health Resources and Services Administration HIV/AIDS Bureau Division of Metropolitan HIV/AIDS Programs

Required MAI Reports  Separate MAI Annual Plan  Separate MAI Annual Report  Because of Congressional intent to improve access and reduce disparities in health outcomes, separate reporting has been required from the outset  MAI funds, while synchronized and awarded with the Part A Program, represent a discrete program component

Required Data/Information  The Plan & Annual Report each contain two parts:  Online web forms to collect standardized, quantitative and qualitative information, accessed in the EHBs  An accompanying narrative (2-5 pages) that is uploaded into the Plan/Annual Report

Data Elements in the Web Forms  Amount awarded  Budgeted amounts for grantee administration, CQM  Amount budgeted for each service  Breakout of each amount for each target population  For each service/target population:  Service unit definition  Planned/Actual number of service units provided  Planned/Actual number of clients served (total, and WICY)  At least one and up to three planned client-level outcomes (At least one outcome must be a HRSA-recommended outcome)  Target Percentage expected to achieve each outcome  Actual number of clients documented who achieve each outcome

MAI Plan Narrative: 1 – 4 pages  If MAI goals/objectives in FY 2011 Part A grant application have changed, describe the changes and explain the reason(s). If no changes, simply state that  Summarize plan for ensuring that providers are able to document and report MAI program accomplishments and outcomes, including total number of clients that receive outreach and/or education services; and for grantees receiving $50,000 or more in MAI funding, the ethnic/racial demographics of clients served  Provide an update regarding current ADAP utilization data and the capacity of the ADAP to absorb additional clients (specify the number) reached through MAI-funded services

Annual Report Narrative: 2 – 5 pages  Program accomplishments re: specific communities served, such as success in:  Reaching particular underserved sub-populations or areas  Meeting/exceeding outcome targets for hard-to-serve populations  Strategies used to recruit, train and use outreach workers or peers  Increasing cultural/linguistic competence of providers  Enhanced linkages with HIV/AIDS prevention and counseling/testing programs and/or other Ryan White funded programs  Progress in developing and implementing systems, processes or procedures to document clients served and outcomes achieved

Annual Report Narrative (continued)  Challenges: Include steps taken to address them, and any lessons learned that might be useful for other grantees  Please list protocols, training materials or other tools/resources produced that may be useful for other grantees.  Other: If the grantee's planned Service Objectives, Budgeted Amounts, and/or Planned Outcomes were revised significantly, describe the change(s) and reasons for the change(s)

Important Dates and Deadlines  July 20, 2013: FY 2013 MAI Plan will open in the EHBs  You will receive an automatic reminder if you do not start your Plan by August 5th  FY 2013 Plan Deadline: August 20, 2013  January 1, 2014: FY 2012 MAI Annual Report opens in EHBs  January 31, 2014: FY 2012 MAI Annual Report deadline

 Access the report through your grant handbook in EHBs:  You need to input your username and password.  If you can’t remember your username or password, click on the “Forgot Password” link or contact the HRSA Call Center.  If you are new to the EHBs, please contact the HRSA Call Center for assistance with registering an account. MAI Report Access

Once you login to the EHBs, you will be at your homepage. Click on “View Portfolio.” MAI Report Access

Click on “Open Grant Handbook” next to your H89 grant.

MAI Report Access Click on “Open Grant Handbook” next to your H89 grant.

If you have not started your Plan/Report, click on “Start Submission.” If the report has been started, please click on “Edit Submission” under the specific submission. MAI Report Access

MAI Plan consists of three steps:  Step 1: Enter Grantee and MAI funding information  Step 2a: Select service categories (can only be modified during Plan report)  Step 2b: Select race/ethnicity and level of effort for each chosen category (can only be modified during Plan report)  Step 3: Separate web forms for each racial and ethnic client group for whom a service/activity will be directed MAI Data Entry

 While you are filling out the report, save each page using “Next Page,” “Previous Page,” or “Save”  “Next Page” will save the page and take you to the next page  “Save” will simply save the page and keep you on the same page MAI Data Entry: Saving Information

 Direct navigation from left hand navigation menu does not save each page before changing pages  The system will time out after 30 minutes of inactivity, and typing is not recognized as activity MAI Data Entry: Saving Information

 You can upload your narrative at any point while in the report by clicking on “Upload Narrative” under left hand navigation menu  You will then have the option to browse for your document and upload it to the system MAI Data Entry: Uploading the Narrative

 Once you have uploaded your narrative, you can view the narrative that you uploaded while in the system by clicking on “View Narrative”  If you choose to upload a different document, follow the steps to upload the narrative and your previously uploaded narrative will be overwritten MAI Data Entry: Viewing the Narrative

 Two levels of validation:  Page level validation occurs as you choose next page and will show you all errors thus far in the report  Report level validation occurs when clicking “Validate” under the left hand navigation menu and will show you all errors and warnings for the entire report Validating the MAI

 Errors must be resolved in order to submit  Warnings should be resolved, but if you are unable to resolve the warning or it is not applicable, you must enter a warning comment by clicking “Add Warning Comment” on the top of the validation screen in order to submit Validating the MAI

 Once you have resolved all validation errors, please click “submit” under the left hand navigation menu  You will receive an confirmation once the report is submitted  After your Project Officer reviews the report, he/she can return it to you for changes. If the report is returned for changes, you will receive an notification Submitting the MAI

 You may generate a PDF version of the entire MAI report to print  Click “Print PDF” to generate a PDF of the MAI report Printing the MAI

 By default, the EHBs only shows reports that are “Not Started,” “In Progress,” or “Change Requested”  You may want to access a submitted report in order to print the report or request to un-submit the report if you feel that you need to make edits  The following screens will show you how to access a submitted report Finding a Submitted MAI Report

Select “Submitted” as the selection criteria in the drop- down menu for “Scheduled Status.” Then click “Search” towards the bottom of the screen. In the Other Submissions section, click “Search” towards the right of the screen. Finding a Submitted MAI Report

Once you click “View Report,” you will be able to see your report. Finding a Submitted MAI

 Many notifications will be sent from HRSA regarding MAI submissions  The individual that will be sent s is pulled from question 1A of your previous MAI submission  Please ensure that the person who should be receiving important notifications from HRSA is entered into question 1A when completing your MAI Important Tips

 Service categories and ethnicity groups are selected when completing your MAI plan  You will have the option to add new service categories and/or racial/ethnic communities to your submitted Plan days before your Annual Report is due  You will be notified via when the EHBs are open for you to submit an “MAI Plan Revision Request”  The information provided in the Request is used to generate the web form(s) needed to report on the added service and/or added populations Important Tips

 Accessing the online MAI database via EHBs:  HRSA Call Center 1 (877) Monday - Friday: 9:00AM – 5:30PM  Please make sure to have your grant number handy and mention the MAI report to the agent.  Completing the MAI web forms (Plan or Annual Report):  Part A MAI Reporting Instructions  Online Help Function  Download PowerPoint Presentation with Screenshots  Call the HRSA Call Center Utilize Help Resources

 For online instructions on completing the MAI report, please visit: Welcome_to_the_MAI.htm  For additional MAI materials and help resources, please visit: reportingrequirements.html#MAI

Contact Information Chrissy Abrahms Senior Policy Advisor (301)