Data Integration, Systems & Quality (DISQ)

The RSR and ADR resources featured below are intended to support the RWHAP field with high quality 2025 data. Please email DISQ with any inquiries about additional resources or subscribe to the DISQ newsletter for updates.

Ryan White HIV/AIDS Program Services Report (RSR) Submission Resources

The Ryan White HIV/AIDS Program Services Report (RSR) is the HRSA HIV/AIDS Bureau's client-level data reporting system. All (Parts A through F) funded recipients (grantees) and sub-recipients (providers) must submit an RSR data report each year via the Electronic Handbooks.

RSR Data TA Brochure

TA Resources for the Ryan White HIV/AIDS Program Services Report (RSR) Brochure and Timeline: this brochure outlines technical assistance and training available to Ryan White grantees for the ADAP Data Report. It also includes the ADR submission timeline.

In Focus Guides

RSR eUCI: guidelines for creating and encrypting the Unique Client Identifier (eUCI). Encryption of the eUCI must be included in the Ryan White Services Report (RSR) and ADAP Data Report (ADR) client-level data XML files.

RSR Upload Completeness Report: information on how to use the Upload Completeness Report (UCR). This becomes available in the RSR Web System once client level data is uploaded.

RSR Validations for Client-Level Data: summary of RSR validation checks initiated upon upload of a client level data report, including what triggers an Error, Warning, or Alert during the data validation process.

TRAX Resources

Using TRAX to Create Your RSR Client-Level Data File: this document provides information on how to use TRAX to create the RSR Client-Level Data File. Included are resources to get a better understanding of the RSR’s required data elements and where to locate them in your data system (s). The document also includes some common issues TRAX users encounter and how to resolve them.

TRAX Application Manual: a manual that outlines the basics of creating an XML file for the RSR with TRAX.

TRAX Application Package and Manual: a suite of resources that includes:

• CHEX
• RSR Crosswalk
• TRAX Sample Files
• Blank Template Files
• TRAX Application Manual

Webinars

RSR The Basics Webinar: this webinar features an overview of the RSR terminology and the three components of the RSR: the RSR Recipient Report, the Provider Report, and the Client Level Data (CLD) Report. We also review the 2025 RSR submission deadlines and how to access available resources.

How to Complete the RSR Recipient Report Using the GCMS Webinar: this webinar features step-by-step instructions for completing the RSR Recipient Report, including modifying contracts using the GCMS. Recipients will also obtain an understanding of the RSR workflow process. Eligible services reporting will also be reviewed.

Using CAREWare for RSR Reporting: in this webinar, presenters from jProg (the CAREWare software developers) share tips and best practices for using CAREWare for RSR reporting.

Changes to the 2025 RSR Client-Level Data: this webinar and Q&A session will walk through changes to the 2025 RSR Client-level Data, including changes to the reported data elements and response options, creation of the client unique client identifier (eUCI), and changes to validations in the RSR system.

Other Resources

RSR Instruction Manual: this is the updated 2025 RSR Instruction Manual.

Please note that the manual is a draft version, and not 508-compliant. The final 508-compliant manual will be posted at a later date.

RSR Crosswalk: table for use by providers in creating their Ryan White Services Reports (RSRs) from their electronic health records (EHR) - specifically, to crosswalk EHR and RSR data elements.

eUCI Application User Guide: the encrypted Unique Client Identifier (eUCI) and its application in RWHAP data systems.

RSR Schema Implementation Guide and Data Dictionary

RSR Validation Report All System Validation Messages: data validation checks related to the RSR Recipient Report, Provider Report, and client-level data file. This file lists the 2025 messages.

Appendix A: Required Client-Level Data Elements for RWHAP Services: this resource is an excerpt from the RSR Instruction Manual.

RSR-Ready Data Systems Vendor Information: many software systems, including EHRs, lab systems and case management systems, generate the RSR. These systems also have internal validations and reports that allow the provider to check the quality and completeness of the RSR data before upload. This document presents a table with the following information about the various RSR-Ready Systems:

• Build Number
• Number of users in the most recent submission
• Vendor websites and contact information
• Release timing of versions that create a compliant file for the upcoming submission

For more information about a particular data system, please contact the appropriate data system vendor. For general questions about selecting an RSR-Ready System, email the DISQ team.

AIDS Drug Assistance Program Data Report (ADR)

The ADAP Data Report (ADR) is an annual reporting requirement for AIDS Drug Assistance Programs (ADAPs). The ADR provides data on individuals served, services being delivered, and costs associated with these services. Data are used to monitor client health outcomes, monitor ADAP activities in relation to HIV needs across the U.S. and track progress in relation to national HIV/AIDS goals.

TA Resources for the AIDS Drug Assistance Program Data Report (ADR) Brochure and Timeline: this brochure outlines technical assistance and training available to Ryan White grantees for the ADAP Data Report. It also includes the ADR submission timeline.

HIV Quality Measures (HIVQM) Module

The HIVQM Module is a tool developed by HAB that allows recipients and subrecipients to enter their HAB performance measures and continually monitor their progress in improving health outcomes for people with HIV. HIVQM Module users can generate summary reports and compare their progress with other users regionally, nationally or by RWHAP Part.

HIVQM Template for Imports: if you are interested in importing a file to submit the HIVQM, you can use this template of the file to get started.  Please reach out to DISQ if you have any questions on using this tool by contacting DISQ via email.

The Ryan White HIV/AIDS Program Services Report (RSR) is the HRSA HIV/AIDS Bureau’s client-level data reporting system. All (Parts A through F) funded recipients (grantees) and sub-recipients (providers) must submit an RSR data report each year via the Electronic Handbooks.

RSR Data TA Brochure

TA Resources for the Ryan White HIV/AIDS Program Services Report (RSR) Brochure and Timeline: this brochure outlines technical assistance and training available to Ryan White grantees for the ADAP Data Report. It also includes the RSR submission timeline.

RSR In Focus Guides

The following In Focus guides serve as tools to walk users through some common functions associated with preparing and submitting the RSR:

Reporting Services Correctly in the RSR: this In Focus document provides guidance regarding how to ensure that CLD accurately reflects the services for which providers were funded. It was primarily developed to support services providers that are direct recipients of RWHAP funding from the Health Resources and Services Administration HIV/AIDS Bureau (HRSA HAB).

RSR Provider Report: Clients by ZIP Code: this RSR In Focus provides guidance on the ZIP Code requirement and strategies for creating the report.

Understanding the Policy Clarification Notice (PCN) 16-02: summary of changes that may affect your data management and reporting practices in relation to Policy Clarification Notice (PCN) #16-02 on Ryan White HIV/AIDS Program (RWHAP) client eligibility and program guidance for allowable service categories.

Understanding Eligible Services Reporting: timeline, activities, and key steps in submitting the ADAP Data Report.

eLearning Modules

Introduction to the RSR: New Staff Training Module: this self-paced, interactive module is intended to orient staff new to the Ryan White HIV/AIDS Program (RWHAP) and/or the Ryan White HIV/AIDS Program Services Report (RSR). It will provide an overview of data management strategies, RSR reporting requirements, and steps for submission.

RSR Upload Completeness Report Training Module: the RSR Upload Completeness Report (UCR) is a report generated by the RSR Web System that reads your uploaded XML file(s) and generates a report that shows you the full breakdown of your client-level data (CLD). The UCR is one of the most helpful tools in the Electronic Handbooks (EHBs) to help you ensure complete, high-quality data for your RSR. This self-paced module will teach you:

• How to upload data to the RSR Provider Report and Check Your XML Feature in the EHBs
• How to access the UCR
• How to read and interpret the UCR tables
• How to identify issues in your data using the UCR
• What to do if you identify a data issue

The ADAP Data Report (ADR) is an annual reporting requirement for AIDS Drug Assistance Programs (ADAPs). The ADR provides data on individuals served, services being delivered, and costs associated with these services. Data are used to monitor client health outcomes, monitor ADAP activities in relation to HIV needs across the U.S. and track progress in relation to national HIV/AIDS goals.

ADR TA Brochure

TA Resources for the AIDS Drug Assistance Program Data Report (ADR) Brochure and Timeline: this brochure outlines technical assistance and training available to Ryan White grantees for the ADAP Data Report. It also includes the ADR submission timeline.

ADR In Focus Guides

These In Focus guides outline strategies to make ADR data more accurate and useful in reflecting your ADAP program.

Please check back for updated guidance documents for 2025 reporting.

How to Use the ADR Upload Completeness Report: the ADR Upload Completeness Report (UCR) helps you review your uploaded data. It will ensure your data is accurately reflected in your program. This document will guide you through the UCR section by section. It will give you an idea of what to look for in your review.

CAREWare Tips for ADAPs: Key Areas that Impact ADR Data Quality: tips for CAREWare features to ensure high quality data submission for the ADR. This guide covers:

• Contract and service setup
• Entering client ADAP application dates
• Updating enrollment status

If the data is entered incorrectly, or not kept up to date, results may be missing or inaccurate data may be reported.

The EHE Triannual Report is submitted three times a year by EHE initiative recipients and providers of services. Health Resources and Services Administration’s HIV/AIDS Bureau (HRSA HAB) uses these data to show the impact of the increased funding on reducing new HIV infections, identifying new HIV infections, and engaging clients in care and treatment. The information collected through the EHE Triannual Report also complements data collected through the annual Ryan White HIV/AIDS Program Services Report (RSR) and other reporting mechanisms.

EHE Triannual Module TA Brochure

TA Resources for the Ending the HIV Epidemic (EHE) Triannual Report Brochure and Timeline: This brochure outlines available TA resources and the submission timeline for the EHE Triannual Module. Only direct recipients of EHE funding and their funded providers are responsible for completing the EHE Triannual Reports.

EHE In Focus Guides

These In Focus guides serve as tools to provide guidance for recipients and providers that receive Ending the HIV Epidemic (EHE) Initiative funding.

EHE Triannual Provider Report Validations: summary of the validation checks initiated in the Ending the HIV Epidemic (EHE) Triannual Provider Report.

Data Reporting Requirements for EHE-Funded Providers: outline of data reporting requirements for RWHAP recipients and providers receiving Ending the HIV Epidemic funding.

DISQ works collaboratively with multiple TA providers to help ensure that Ryan White agencies have access to technical assistance and training that meets their specific needs. DISQ and other TA providers help Ryan White agencies manage their Ryan White client-level data systems and prepare high quality data submissions for the Ryan White Services Report (RSR), ADAP Data Report (ADR), the EHE Initiative Triannual Report (EHE), and the HIV Quality Measures Module (HIVQM). Additional TA is available to help grantees with grantee reports, including Part-specific reports.

Please review the RWHAP TA Resources Quick Guide which outlines information about each technical assistance provider, including the reports they support, frequently asked questions they respond to, and their best contact information.