Our Impact
Data Integration, Systems & Quality (DISQ)

Data Integration, Systems & Quality (DISQ)

DISQ helps agencies that receive funding through the Ryan White HIV/AIDS Program strengthen the quality of data they produce to help improve services for people with HIV and public understanding of the HIV epidemic.

Agencies that receive federal funding through the Ryan White HIV/AIDS Program (RWHAP) provide essential services to people with HIV, including HIV primary medical care, support services, and medication. Collectively, they serve more than half of people with diagnosed HIV in the United States each year.

It is critical that these agencies submit high-quality data in federally required reports to ensure that clients are receiving optimal care, to illustrate the impact of the Ryan White HIV/AIDS Program, and to accurately represent the status of the HIV epidemic to stakeholders including Congress, the HIV community, and the public.

The initiative

The Data Integration, Systems, & Quality (DISQ) team provides national training and technical assistance to help agencies that receive funding through the Ryan White HIV/AIDS Program manage and accurately report their program data. We provide webinars, resources on TargetHIV, peer learning, and individualized technical assistance to help agencies with each step of the data management process.

A long-standing challenge for these agencies is that data frequently come from multiple sources and data systems and it can be challenging to locate, transfer, map, combine, and interpret data. We help agencies streamline data integration between common data sources. We also coordinate directly with data system vendors to help them understand federal reporting requirements, and we provide technical assistance to agency staff on how to navigate common data systems.

Our DISQ project aims to ensure that data are accurate and can be used to understand and improve services for people with HIV. This project benefits agencies that serve people with HIV as well as the Health Resources and Services Administration (HRSA) HIV/AIDS Bureau (HAB) that receives the data and administers Ryan White HIV/AIDS Program funding.

The impact

The DISQ project is a five-year initiative that began in 2020 and evolved from an earlier initiative at CAI, the Data and Reporting Technical Assistance (DART) project, which ran from 2011-2020. That project contributed to significant increases in data completeness, and now our DISQ project focuses on sustainable strategies for improving data quality and streamlining data management.

The DISQ project helps improve public understanding of the HIV epidemic and helps agencies balance the demands of data reporting with their important work providing services to clients with HIV.

Project funder and key partners

Funder: Health Resources and Services Administration (HRSA) HIV/AIDS Bureau (HAB).
Partners: The project is led by CAI and includes partnerships with Mission Analytics Group, and Deborah J. Isenberg (consultant).

Leadership and contact

Sheyonna Watson, Project Director: data.ta@caiglobal.org

The DISQ Team develops and maintains numerous resources to continue supporting the RWHAP field with high-quality data submissions. The resources featured below are meant to support those new or returning to the RSR, ADR, or EHE.

Please email DISQ with any inquiries about additional resources or subscribe to the DISQ newsletter for updates.

If you would like any referenced resource that is currently unavailable, please reach out at data.ta@caiglobal.org. Thank you!

2025 Reporting Resources

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.

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

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.

Other Resources

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-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.

Please note the 2025 RSR-Ready Data Systems Vendor list updates are in progress.

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.

Please check back for updated guidance documents for 2025 reporting.

Ryan White HIV/AIDS Program Services Report (RSR)

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

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.

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.

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.

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

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.

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.

Ending the HIV Epidemic (EHE) Triannual Modules

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.

RWHAP Data Technical Assistance

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.

The DISQ Team hosts annually recurring webinars and other virtual peer learning events (EHR User Group Calls, Office Hours, and RSR Orientation Calls).

Upcoming Webinars and Events

Click on the links below to learn more about our upcoming webinars and events.

Past Webinar Content

Please contact the DISQ Team with any webinar related questions, including requesting access to the recordings and presentation slides of any of the webinars listed below.

RSR

RSR: The Basics
Using CAREWare for RSR Reporting
Preparing for RSR Reporting: Updates and Best Practices
RSR: Check Your XML Feature
Overview of HRSA’s Electronic Handbooks for Grant Recipients
How to Complete the RSR Recipient Report Using the GCMS
Moving Beyond Data Completeness: Ensuring RSR Data Reflect Services Provided
Prepping for RSR Submission: Key Steps for High-Quality Data
Creating the RSR Client-Level Data File
Completing the RSR Provider Report
Reviewing Your Data at Upload: Tools in the RSR Web System
RSR UCR Bootcamp
RSR Town Hall
RSR TRAX

ADR

ADR Town Hall
Preparing for ADR Reporting: Updates and Best Practices
ADR TRAX
Strategies for ADR Data Integration
Reviewing Your Data at Upload: Tools in the ADR Web System and the Check Your XML Feature
Using CAREWare for ADR Reporting
Completing the ADR: Recipient Report & Client Level Data Upload

EHE

Completing the EHE Triannual Module Recipient Report
Completing the EHE Triannual Module Provider Report
Data Reporting Requirements for EHE-funded Recipients and Providers

Request DISQ Technical Assistance

The DISQ Team provides critical capacity-building, data management and data infrastructure support to the RWHAP community to ensure robust, sustainable, and high-quality data procedures. DISQ assists recipients and providers through each stage of the data management process, including data collection, mapping, integration, systems use, quality checks, and utilization to enhance the completeness, accuracy and consistency of RWHAP client-level data.

The DISQ Team supports the following HRSA HAB reports:

The Ryan White HIV/AIDS Program Services Report (RSR)
The AIDS Drug Assistance Program Data Report (ADR)
The Ending the HIV Epidemic (EHE) Triannual Modules
The AIDS Education and Training Centers (AETC) Annual Report
The HIV Quality Measures (HIVQM) Module

To request technical assistance from DISQ, please email Data.TA@caiglobal.org or submit a TA request form.

How We Can Help

Ryan White HIV/AIDS Programs can request TA from numerous providers. Download our RWHAP TA Brochure for information on where to direct your questions. Here’s how DISQ can help you:

Data Reporting

Guiding new users where to start
Mapping source data to required reporting variables/schema
Structuring data in the required format (e.g. XML, MS Excel)
Using TRAX, a free application supported by HRSA, to create an XML file

Integration

Linking data from multiple sources (e.g. EHRs, RSR/ADR-Ready Systems, HIV surveillance)
Enhancing data-related capacity and infrastructure
Supporting the ongoing collection, use and reporting of RWHAP data

Systems

Determining if data systems currently collect required data
Helping data system vendors understand and meet reporting requirements
Connecting recipients who use the same data system and facilitating peer learning

Quality

Identifying and addressing data quality issues using system generated reports- including the Upload Completeness and Validation Reports- to check data quality
Supporting long-term, sustainable solutions to improve data quality
Facilitating regular data quality reviews