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H H S Department of Health and Human Services
Health Resources and Services Administration
HIV/AIDS Programs

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ADAP Manual - 2003 Version

IV.  Reporting 

1.  ADAP Reporting Responsibilities: CARE Act Data Report (CADR), Title II Progress Reports and the Title II Application Guidance

Chapter Summary
Introduction

  1. Legislative Background
  2. Content and Format of Progress Reports
  3. Reporting on “Challenges and Technical Assistance”
  4. Reporting on “Program and Fiscal Accomplishments”
  5. ADAP Portions of the Title II Application Guidance
  6. References
  7. Attachments

 Chapter Summary  TOP

This chapter outlines the responsibilities of AIDS Drug Assistance Programs (ADAPs) in reporting significant program information in quarterly progress reports. It outlines the ADAP-specific information that can be included in Title II progress reports—especially program accomplishments, challenges, and technical assistance needs.

The chapter also describes ADAP reporting responsibilities for the annual Title II Grant Application, as described each year in the Health Resources and Services Administration’s (HRSA) HIV/AIDS Bureau’s (HAB) Division of Service Systems’ (DSS) Title II Application Guidance.

The chapter includes one Attachment: General Instructions for Completing the ADAP State Profile.

 Introduction  TOP

States must report to the Health Resources and Services Administration's (HRSA) HIV/AIDS Bureau's (HAB) Grants Management Branch (GMB) their progress in implementing Title II-funded program activities and services, including the State's AIDS Drug Assistance Program (ADAP).

ADAPs are an important program component of Title II, and ADAP information is critical to the completeness and accuracy of Title II progress reports. ADAP coordinators should be aware of the scope and purposes of these reports so that they may effectively document information related to the State ADAP.

The primary purposes of these reports are the following:

  • to inform Division of Service Systems (DSS) program officials of progress made in the administration of Title II programs;
  • to identify accomplishments and challenges in meeting established goals and objectives; and
  • to describe the types of technical assistance requested and received.

The required reports include a CARE Act Data Report (CADR), ADAP Monthly Reports (AMR), Title II program progress reports, and the Title II Grant Application.

Preparing the CADR

Instructions for preparing and submitting the CADR are available online. The AIDS Drug Assistance Program section of the CADR can be found in Section 7 of the CADR.

Preparing the AMR

An updated version of the AMR form and information on the Web-based AIDS Monthly Report is provided in this manual.

Preparing Program Progress Reports

The Title II program progress report is designed to:

  • inform program officials of progress made in the administration of Title II programs;
  • identify accomplishments and challenges in meeting established goals and objectives; and
  • describe the type of technical assistance received and requested during the grant year.

The Title II grantee is responsible for submitting progress reports to DSS. The State ADAP coordinator should work closely with the Title II director, providing any necessary fiscal and programmatic information about the State ADAP, as well as any other challenges or successes that would be relevant for a progress report. ADAP coordinators should work with their Title II directors to ensure that information related to the State's ADAP is accurate and complete.

DSS provides specific guidance for preparing program progress reports each year. This chapter provides general descriptions of progress reports and suggestions for their content and format. The sections below outline ADAP-specific information that should be included in a Title II progress report and describe how that information should be organized and presented.

 Legislative Background  TOP

Title II grantees must submit their CADR and program progress reports on their Title II programs in accordance with 45 CFR Part 92, Sub-part C, "Monitoring and Reporting Program Performance," and provisions of the CARE Act of 2000.

Submission of progress reports is one of the conditions of award for Title II funding recipients. Failure to comply with any of the conditions of award by the specified due date may result in suspension of a grantee's ability to draw down funds or the disallowance of funds.

Grantees must submit progress reports each year to DSS.

DSS annually determines the components of progress reports and supplies grantees with guidelines for completing them. Grantees must submit an original and a copy of each progress report to:

Grants Management Officer
HIV/AIDS Bureau, HRSA
Parklawn Building, Room 7-89
5600 Fishers Lane
Rockville, MD 20857

 Content and Format of Progress Reports TOP

A program progress report should provide specific, detailed information that answers three basic questions:

1. How much of the grantee's funding has been spent, and where?

2. What, if anything, has changed in the program since submission/approval of the grant application?

3. What, if any, significant accomplishments/barriers have occurred so far, during the grant year?

These questions should be answered and should document progress made by the Title II grantee as it attains the stated goals and objectives as reported in its annual Title II Grant Application.

Information provided in a progress report should flow from related information provided in the grantee's previous report.

Grantees should not repeat basic information from one progress report to the next.

 Reporting on “Challenges and Technical Assistance” TOP

The "Challenges and Technical Assistance" section of a progress report gives grantees the opportunity to identify challenges experienced during implementation of program goals and objectives for the year. ADAPs should include any challenges that have arisen with the administration or implementation of the program.

The ADAP coordinator should summarize plans to address the challenges mentioned and describe any past or current technical assistance provided or arranged by DSS.

 Reporting on “Program and Fiscal Accomplishments” TOP

Each progress report should include the progress made in reaching the "Objectives for Program Area" originally submitted in the annual Title II Grant Application. Also, activities supported through the State Matching Fund Requirement should be documented. Finally, submissions should include actual aggregate administrative expenditures, in order to document compliance with the caps on administrative, planning, and evaluation costs. DSS distributes more detailed requirements about these items in its annual guidelines for completing progress reports.

 ADAP Portions of the Title II Application Guidance TOP

Each year, Title II grantees are required to submit an application for Federal grant funds. To assist grantees in submitting this application and to provide specific directions about format and content, HRSA provides grantees with a Title II Application Guidance. This chapter offers a general overview of the principles on which the Guidance is based, and it outlines ADAP reporting requirements for State applications.

New HIV/AIDS care challenges required changes by States in their future CARE Act planning and implementation plans. The Title II Guidance asks for information that reflects linkages between services and funding sources to provide a continuum of care that includes access to primary care and quality treatment.

Title II grant applications are reviewed in the HIV/AIDS Bureau by the Grants Management Office and by the Division of Service Systems. DSS project officers and ADAP Branch staff review the ADAP portions of Title II applications for completeness and for program information. The Title II Guidance asks grantees to update and verify ADAP information, as displayed in the ADAP State Profile for that individual State. Updated ADAP State Profiles and any important corresponding narratives are entered into the ADAP Branch database. In conjunction with updates received through the ADAP Monthly Report (AMR), this information is used to produce accurate State Profiles, ADAP fact sheets, and other communications material.

In addition to the ADAP section of the Title II Guidance, questions about a State's ADAP are interspersed in other sections. For example, ADAP expenditures need to be included in the budget narrative/justification. Also, Section III, Part E asks States to describe major program accomplishments for the previous fiscal year by program area and major activities in the previous fiscal year that impacted HIV/AIDS care. Accomplishments and activities of a State's ADAP should be included in this section. In Part F of Section III, States are asked to identify and describe each planning entity, including ADAP advisory bodies. Finally, Table 5 requests objectives for Title II program areas, which should include ADAPs.

The Title II Application and AMR Participation

Some questions in the ADAP Section of the FY 2002 Title II Guidance were required only of those States that failed to submit at least 7 out of 10 ADAP AMRs during the past fiscal year. On April 1, 1999, however, AMR submission became a condition of grant award and must now be sent in on a monthly basis. Pricing information must be submitted on a quarterly basis. Future Title II Guidances will therefore require all ADAPs to report on the status of their Section 340B Drug Discount Program participation or their alternative drug purchasing and dispensing systems and their cost-saving strategies.

 References TOP

Sources Used for This Chapter

HRSA, HIV/AIDS Bureau, Division of Service Systems. "Administrative Costs." Issue Paper, January 31, 1997.

HRSA, HIV/AIDS Bureau, Division of Service Systems. Fiscal Year 2001 Title II Progress Report Guidance. Rockville, MD: U.S. Department of Health and Human Services.

HRSA, HIV/AIDS Bureau, Division of Service Systems. Ryan White CARE Act Title II Application Guidance. Rockville, MD: U.S. Department of Health and Human Services, 2002.

HRSA, HIV/AIDS Bureau, Division of Service Systems. "State Matching Fund Requirements." Issue Paper, January 31, 1997.

HRSA, HIV/AIDS Bureau, Grants Management Branch. Fiscal Year 2002 Title II Conditions of Award. Rockville, MD: U.S. Department of Health and Human Services, 2002.

To Obtain More Information on Topics Mentioned

Grants management. See the Title II Manual.

Maintenance of effort. See the Title II Manual.

Roles of grantees, consortia, and lead agencies. See the Title II Manual.

Title II Program Progress Report examples. See the Title II Manual.

 Attachments TOP

Attachment A: General Instructions for Completing the ADAP State Profile