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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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The Ryan White HIV/AIDS Program ADAP Data Report (ADR)

The HIV/AIDS Bureau (HAB) currently requires that all AIDS Drug Assistance Programs (ADAPs) report aggregate data quarterly using the ADAP Quarterly Report (AQR).  However, aggregate data limits HAB’s ability to respond to inquiries from Congress and other stakeholders regarding the ADAP program.   

To address this limitation, HAB has developed a new data reporting system, the ADAP Data Report (ADR).  The ADR will enable HAB to evaluate the impact of the ADAP program on a national level, inclusive of describing who is using the program, what ADAP-funded services are being used and the associated costs with these services.  Given that the ADR is new, grantees will continue to submit the AQR until such time as they become accustomed to the ADR and the quality of the information provided through the ADR accurately represents the program.  At that time, the AQR will be retired.

2013 ADAP Data Report (ADR) Submission Timeline

As a result of multiple factors including HHS’s data burden reduction initiative, the ADR will be placed on an annual submission timeline. However in an effort to maximize the utility of the report for our program, the Grantee Report will be placed on your grant year cycle, and the Client level data (Client Report) will be placed on a calendar year cycle.

The information in the grantee report is descriptive related to how you run your programs so intuitively using the grant period makes more sense. Client level data needs to remain on the calendar year to align with the RSR data collection approach.

Please note, the web system will open for the 2013 ADR report on Thursday, April 10, 2014 and will be due to HRSA on Monday, June 9, 2014 at 6 PM ET.

2013 ADR Grantee Report Period

April 1, 2013 – March 31, 2014

2013 ADR Client Report Period

January 1, 2013 – December 31, 2013

2013 ADR Client XML Test Site Opens

March 3, 2014

ADR Web System Opens for 2013 Data Collection

April 10, 2014

2013 ADR is Due to HRSA

June 9, 2014 6:00PM ET

What is the ADAP Data Report (ADR)?

Beginning in 2013, ADAPs will begin using a new data reporting system to report information on their program and the clients they serve to the HIV/AIDS Bureau.  

The ADR is comprised of two components:

The Grantee Report.  Grantees will complete this report online through the HRSA Electronic Handbooks (EHBs) using a web-based data system.  Besides providing basic information about their organization, they will provide information about program limits, developments and changes, income eligibility requirements, coordination with Medicaid and State Pharmaceutical assistance programs, funding and expenditure amounts, and their ADAP formulary on a semiannual basis.  

Annually, grantees will provide information on frequency of recertification, clinical eligibility criteria and cost-saving strategies.

The Client Report (or client-level data).  Each grantee will submit this report online as an electronic file upload using a standard format. Each upload file will contain one record per client. Each client record will contain information on clients enrolled in ADAP during the reporting period regardless of whether or not they received services. Information reported will include information on demographic status as well as enrollment and certification information. A client’s record may also include HIV clinical information as well as information about the ADAP-funded insurance and/or medications received. The client-level data is submitted on a semiannual basis.

All ADAPs are required to submit both reports. The ADR has been approved by the Office of Management and Budget (OMB) through 2014.

Technical Support

Report Content or Submission Questions:

Ryan White Data Support addresses content-and submission-related questions regarding data content, policy, and guidance including:

  • How to interpret the ADR Instruction Manual
  • Policy questions related to the data reporting requirements.

Toll Free Help Line: 1 (888) 640-9356
Hours: Monday-Friday 9am -5:30pm Eastern Time
Fax: (703) 312-5230

Web Technical Support:

The HRSA Contact Center (HCC) addresses ADR software-related questions including:

  • ADR Web Application questions
  • XML upload problems
  • EHBs questions/issues/access problems.

Toll Free Help Line: 1 (877) 464-4772 or 1 (877) GO4-HRSA
Hours: Monday -Friday 9:00 to 5:30 PM Eastern Time

Grantee Infrastructure Development:

The Data and Report TA (DART) Team addresses advanced questions related to:

  • Accessing and installing the Unique Client Identifier (UCI) algorithm.
  • UCI generation utility, including how the UCI ensures anonymity.
  • Requests for significant, high-investment assistance to meet data reporting requirement.


Program-Related Assistance:

Questions related to program guidance, such as funding or grant-related questions, should be addressed to the HAB Project Officer appropriate to your project.