ADAPs To Report Client Level Data

ADAPs To Report Client Level Data

September 4, 2012

HRSA is implementing a new data reporting system, the ADAP Data Report (ADR), allowing AIDS Drug Assistance Programs (ADAPs) to generate and report client-level data.  ADR is an addition to the Ryan White Services Report (RSR), which provides client-level data on hundreds of thousands of individuals served by Ryan White Part A through F agencies across the Nation.  Client-level data enables service agencies to document the services they provide and to use that information to improve services. 

The ADR represents a huge change for ADAPs in terms of the amount of data they will collect as they transition from aggregate to client-level data reporting. However, the change is not completely revolutionary for ADAPs as most are already collecting the bulk of the data called for in the ADR. That’s because the ADR is based on the ADAP Quarterly Report (AQR) currently used by ADAPs to report aggregate data.

The ADR will replace the current AQR, but that won’t happen until ADAPs are fully ready to adopt the new ADR. Phase-out of the AQR will happen once robustness of ADR reporting is achieved.

Adopting a New System

Fortunately, the Ryan White Community has many insights about transitioning to a client level data system under the RSR, which went far more smoothly than anyone had anticipated. In its first year, over 80 percent of Ryan White agencies submitted their RSR reports by the deadline. Today, well over 95 percent are submitting client-level data on time. Among the RSR lessons learned that ADAPs might consider:

  • Don’t wait until the last minute. Start collecting ADR data and review it to see if the information is complete and accurate.
  • When the system opens up to data uploading, start testing to see if the upload goes through properly. ADAPs can always un-submit and re-submit. 
  • Submit early to avoid the risk of overloading the server, which can cause delays and missed submission deadlines.
  • Reach out to RSR colleagues to gain their insights. The ADR and RSR systems are very similar.

ADR TA and Training Is Available

Perhaps the biggest lesson learned by grantees in adopting the RSR was the importance of accessing HRSA TA and training. Below are highlights of ADR assistance being provided by HRSA/HAB.

Orientations to the ADR. HRSA/HAB webcasts and presentations outline the ADR, and they are a good starting place. These include:

ADR Website Portals. There are two main websites for ADR information: the HRSA/HAB ADR page with information about ADR reporting requirements and the TARGET Center’s ADR topic page, which also presents technical assistance and training information. HRSA is keeping information across these pages in sync. Both sites present information such as the ADR implementation timeline (ADAPs will submit the ADR every 6 months, with the first data collection period starting October 1, 2012, and ending March 31, 2013) and the ADR Instruction Manual. Below are starting points for learning about and accessing ADR TA and training:

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