RSR Training Materials

January 13, 2016

Data and Reporting TA Team

Answers to questions if you are new to the Ryan White Program and the RSR, an experienced submitter with data quality issues, or an IT staff member responsible for creating the RSR client-level data file.

For TA resources that meet your needs, click on the person who best describes your role and level of experience:

New to the Ryan White Program and the RSR: I was just put in charge of my organization’s annual RSR. This will be my first time submitting one, and I’m not even sure what an RSR is, never mind where to start. I’d like an overview of the submission process, how to get started, and who to go to for help.

Experienced Submitter with Data Quality Issues: I submitted the RSR last year, but I had some issues with data quality. I don’t know where to find my Completeness Report or how to look at it to find the items that could be improved. I’d also like some tips on how to analyze my data all year long, so there are no surprises upon upload.

IT Staff Member: I’m the IT person responsible for creating the RSR client-level data file. I’d like to know my options for creating this file and its technical specifications, including what goes into the encrypted Unique Client Identifier (eUCI).

New to the Ryan White Program and the RSR

Start Here! Get an overview of the RSR and its main components
	RSR from 30,000 Feet: A Great Place to Start! This video introduces the three reports within the RSR and key data elements. 6 minutes
	Who Reports What for the RSR: Overview of Grantee-Provider Relationships This video introduces the Ryan White Program. It describes the different relationships between grantees and providers and who reports what in the RSR. 8 minutes
	RSR Instruction Manual This detailed guide describes how to submit the RSR, data element definitions, and who reports what. 65 pages
	Understanding the Eligible Scope Requirement for 2015 Data Starting with the 2015 calendar year data collection period, Ryan White providers will report data on all clients who received services eligible for Ryan White funding, regardless of the actual funding source used to pay for those services. 2 pages
	The Transition to Eligible Scope Learn how the data reporting change from funded scope to eligible scope will affect your RSR submission and get your remaining eligible scope questions answered. 33 slides
Learn more about the Grantee Report
	Electronic Handbooks (EHBs) This presentation introduces grantees to the EHBs and includes topics such as system registration, navigation, and general functions within EHBs. 38 slides
	How to Complete the Grantee Report Using the GCMS This session provided step-by-step instructions for completing the RSR Grantee Report, including modifying contracts using the GCMS. Grantees obtained an understanding of the RSR workflow process. 43 slides
Learn more about the Client-Level Data File
	Required Client Level Data Elements Matrix outline of Ryan White eligible services, and data elements to be reported for each. 3 pages
	Choosing a Software System to Create the Client-Level XML File This video presents software options for creating a valid client-level data file in the required XML format. 10 minutes
	Software Options for Creating the Client-Level Data File This RSR in Focus document presents software options for creating a valid client-level data file. 4 pages

Experienced Submitter with Data Quality Issues

	Data Quality: Why it Matters This video presents the difference between data quality and program quality and why data quality matters. 8 minutes
	RSR Data: Are They Complete? Are They Right? Do They Reflect Your Program? This RSR in Focus document presents tips for analyzing your RSR data quality. 2 pages
	RSR Check Your XML Feature This webinar reviews the Check Your XML Feature tool available to grantees that allows them to check client-level data quality prior to submission. 47 slides
	How to Access the Check Your XML Feature This document explains how Grantees and Providers can access the Check Your XML feature in the RSR to check client-level data quality prior to submission. 7 pages
	RSR Validations and Merge Rules This webcast reviewed changes to the data validations and client-level data merge rules for calendar year 2015. 33 slides
	Data Validations for Client-Level Data This document provides a summary of the RSR validation checks, including detail on what triggers an Error, Warning, or Alert during the data validation process. 2 pages
	2015 RSR Data Validations This document provides information on the data validations for each data element, including the types of notifications you could receive in the data upload process, a description of the notifications, HAB’s approval status of the validation notification, and the rationale for it. 21 pages
	How Can I Use My Completeness Report to Improve Data Quality? This video describes the structure of the Completeness Report and tips for analyzing the completeness of your RSR data. 9 minutes
	Missing Data: Rates by Item This document shows data elements grouped by the average missing rate across all providers. 1 page
	RSR Data Completeness Rates: 2010-2014 Charts show improvements in completeness of data reported by Ryan White grantees from 2010 to 2014, measured by known rates for client demographics and clinical information. 1 page
	Chex X-ERT is an Excel template that is pre-populated with drop down menus and conditional formatting to help you validate your data prior to importing it into TRAX.

IT Staff Member

	Choosing a Software System to Create the Client-Level XML File This video presents software options for creating a valid client-level data file in the required xml format. 10 minutes
	Software Options for Creating the Client-Level Data File This RSR in Focus document presents software options for creating a valid client-level data file. 4 pages
	RSR Download Package The download package contains the Data Dictionary and XML Schema.
	TRAX Application TRAX helps providers create the RSR client-level data file. You import files with your client-level data in a specific format into TRAX, and TRAX generates the compliant XML file.
	TRAX for the RSRManual and Supporting Documents This package contains the User Manual, Sample Input Files, Chex, and the RSR Crosswalk.
	RSR TRAX This webinar provided an introduction to TRAX and an opportunity for grantees to review the process of using this modified tool for creating the RSR client-level xml data file. 32 slides
	The eUCI and You Describes how the eUCI protects your data and allows HAB to link records across providers. 15 minutes
	Client De-Duplication: How to Avoid Validation Errors Describes how to make sure no two clients share the same eUCI and gives providers several mechanisms for de-duplicating their data. 2 pages
	RSR Merge Rules Describes how data in multiple files from the same provider are merged by HAB. 5 pages
	RSR Crosswalk The RSR Crosswalk is a table in which you list the variables and values in your EHR that correspond to RSR data elements. 10 pages