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.
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.
The two reporting periods for the ADR are April 1 – September 30, and October 1 – March 31, representing the first and second halves, respectively, of the ADAP fiscal year. The first submission is due on June 17, 2013 which will contain data on the second half of the 2012 reporting period.
For the 2012 - 2013 deadlines, please refer to the ADAP Report Submission Timeline.
The 2011 Regional Data Trainings took place in San Francisco, CA on November 30 - December 2 and in Washington, DC on December 14-16. At the ADR Workshop, participants learned about the data required for the report, and how to prepare for data collection and reporting. Participants also learned more about the ADR Web application and where to go for technical assistance (TA) resources.
Materials from the ADR workshop can be found on the TARGET Center.
Ryan White Data Support addresses content-and submission-related questions regarding data content, policy, and guidance including:
Toll Free Help Line: 1 (888) 640-9356
Hours: Monday-Friday 9am -5:30pm Eastern Time
Fax: (703) 312-5230
The HRSA Contact Center (HCC) addresses ADR software-related questions including:
Toll Free Help Line: 1 (877) 464-4772 or 1 (877) GO4-HRSA
Hours: Monday -Friday 9:00 to 5:30 PM Eastern Time
The Data and Report TA (DART) Team addresses advanced questions related to:
Questions related to program guidance, such as funding or grant-related questions, should be addressed to the HAB Project Officer appropriate to your project.
ADR-AQR Crosswalk (PDF - 110KB)
ADAP Acronyms (PDF - 65KB)
Required Client Data (PDF - 49KB)
Final Client Level Data Variables (PDF - 142KB)
Final Grantee Level Data Variables (PDF - 376KB)
2012 ADR Instruction Manual (PDF - 456KB)