Supporting HIV care through education and innovation

RSR Training Materials

RSR Training Materials

December 1, 2012
Data and Reporting TA Team

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 video 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
frame from video 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
cover image RSR Instruction Manual

This detailed guide describes how to submit the RSR, data element definitions, and who reports what. 69 pages

Learn more about the Grantee Report

cover image Electronic Handbooks (EHBs)

This presentation describes Step 1 in the Grantee Report: creating an account in the EHBs. It also includes topics such as dealing with forgotten passwords, organization associations, and updating profile information. 17 slides
cover image Sample Grantee Form

Learn what to expect when you fill out your Grantee Report. 7 pages
slide image Completing the Grantee Report

This webcast goes over the definitions of data elements and demonstrates how you input data. 50 minutes

Download the presentation notes

Download the answers to chat questions

Learn more about the Provider Report

Cover image Sample Provider Form

Learn what to expect when you submit your Provider Report. 8 pages
Completing the Provider Report

This webcast explains how you log onto the Provider Report from the grantee and provider perspectives. It also defines data elements and demonstrates how to input data. 70 minutes

Download the presentation notes

Download the answers to chat questions

Learn more about the Client-Level Data File

cover image Choosing a Software System to Create the Client-Level XML File

This video presents software options for creating a valid client-level data file.
cover image 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. 3 pages

Experienced Submitter with Data Quality Issues

cover image Data Quality: Why it Matters

This video presents the difference between data quality and program quality and why data quality matters.
cover image 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

Evaluate Data Quality at Submission

cover slide How to Use Tools in the RSR Web System

This presentation focuses on the reports available within the RSR Web System for reviewing your data. 38 slides
cover slide Do My Data Make Sense?

This presentation offers an in-depth look at the different data validations applied to the RSR. You can learn how to manage common data validation errors, warnings, and alerts as well as how to review submitted data to verify that they are complete and correct. 21 slides
cover image Data Validations for Client-Level Data

This RSR in Focus document presents the data validations used by the RSR Web System to check the quality of your data. 2 pages

Review Last Year's Data Quality

cover image 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.
file image 2011 Completeness Reports: Missing Rate Statistics

This PDF gives the missing rate statistics for the 2011 missing rates across all providers. 1 page

Prepare for the Upcoming Year

X-ERT Package

X-ERT is an Access and Excel-based tool that allows you to review your RSR data all year long. It can help improve data quality and avoid problems at the time of RSR submission. With X-ERT, you can see:
  • Counts and percentages of response options
  • Completeness rates
  • Validation checks
cover image X-ERT: XML Extraction Reporting Tool (Beta Release)

This webcast describes a process for viewing and analyzing your client-level data XML file in Excel. 13 slides
Download the presentation notes

IT Staff Member

cover image Choosing a Software System to Create the Client-Level XML File

This video presents software options for creating a valid client-level data file.
cover image 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. 3 pages
Download the Client-Level Data Dictionary, XML schema definitions, Sample XML files, T-REX, and the eUCI Application

slide image The eUCI and You

Describes how the eUCI protects your data and allows HAB to link records across providers. 15 minutes
cover image Client De-Duplication: How to Avoid Validation Errors

Describes how to make sure no two clients share the same eUCI. 2 pages
cover image Understanding Client-Level XML Import Rules for Merging Records

Describes how data in multiple files from the same provider are merged by HAB. 2 pages

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