RSR Training Materials

RSR Training Materials

November 28, 2017
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

frame from videoRSR 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 RSRWho 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_Manual_ Cover
RSR Instruction Manual

This detailed guide describes how to submit the RSR, data element definitions, and who reports what. 65 pages
Understanding Eligible Scope

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

Transition to Eligible Scope

 

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

Overview of HRSAs EHBsElectronic 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 ReportHow 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. 41 slides

 

Learn more about the Client-Level Data File

Grid

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 SystemChoosing 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
cover imageSoftware 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

cover imageData 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 CompleteRSR 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

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 Check Your XML

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 Merge Rules

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 ValidationsData 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 Data Validations

2017 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

cover imageHow 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 Rates

Missing Data: Rates by Item

This document shows data elements grouped by the average missing rate across all providers. 1 page

RSR Completeness RatesRSR 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

TRAX for the RSR

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

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

cover imageSoftware 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

RSR Download Package

The download package contains the Data Dictionary and XML Schema.

TRAX Appiication

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 Manual

TRAX for the RSRManual and Supporting Documents

This package contains the User Manual, Sample Input Files, Chex, and the RSR Crosswalk.

 
RSR TRAX

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

slide imageThe eUCI and You

Describes how the eUCI protects your data and allows HAB to link records across providers. 15 minutes
Client DeDuplicationClient 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 RulesRSR Merge Rules

Describes how data in multiple files from the same provider are merged by HAB. 5 pages
RSR Crosswalk

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