2019 RSR Town Hall Debrief RYAN WHI TE HIV/AIDS PROGRAM SERVICES REP O RT (RSR) HRSA HI V/AI DS BUREAU JUNE 2 4 , 2 0 2 0 ELLIE Hello everyone. I’m Ellie Coombs from the DART Team. I can see that people are still joining the webinar so we’re going to wait a few minutes before we get started. That gives you time to send that last email or grab more water or coffee. I’ll be back in about two minutes! Welcome to today’s Webcast. Thank you so much for joining us today! My name is Ellie Coombs. I’m a member of the DART Team, one of several groups engaged by HAB to provide training and technical assistance to Ryan White HIV/AIDS Program recipients and subrecipients for the RSR. Today’s Webcast is presented by Jennifer Livingston from Ryan White Data Support, and AJ Jones also from the DART Team. Now this webcast is a little different than the other webcasts we do. It provides an opportunity to reflect on the most recent RSR submission. We’ll start with sharing an overview of the submission including both successes as well as some of the challenges that were identified. We also want your feedback, suggestions or questions about the 2019 RSR. We’ll use polls to capture a little information but also hope that you share your feedback and questions during the Q & A period. If you think of feedback or a question during the presentation, you can type it into the question function on the right-hand side of your screen. There will also be an opportunity to ask question live after the presentation. I’ll share how to do that later in the Webcast. Now before we start, I’m going to answer one of the most commonly asked questions about the slides. The recording of today’s webinar will be available on the TargetHIV website within one week 1
of the webinar; the slides and written question and answer are usually available within two weeks. 1
Disclaimer Today’s webinar is supported by the following organizations, and the contents are those of the author(s) and do not necessarily represent the official views of, nor an endorsement, by the Health Resources and Services Administration (HRSA), U.S. Department of Health and Human Services (HHS), or the U.S. Government. ◦ CAI and its partners Abt Associates and Mission Analytics, supported by HRSA, part of HHS as part of an award totaling $450,000. ◦ Ryan White HIV/AIDS Program Data Coordination and Technical Assistance contract is supported by HRSA of HHS as part of an award totaling $5,092,875.59. 2 Today’s webinar is supported by the organizations shown on the slide, and the contents are those of the author(s) and do not necessarily represent the official views of, nor an endorsement, by the Health Resources Services Administration, the U.S. Department of Health and Human Services, or the U.S. Government. Now I’d like to turn the webcast over to AJ. 2
Webcast Overview 2019 RSR Submission Statistics RSR Submission Challenges RSR Comment Review Next Steps and Resources 3 AJ Thanks Ellie, today we are going take a look and review the 2019 RSR submission period. We’ll start with some ** 2019 RSR submission statistics. Then, we’ll move on to the ** RSR submission challenges that occurred during this year’s submission period in the Recipient Report, Provider Report, and client-level data.. Next, we’ll take a look at the ** RSR Comment Review currently underway and go over some of the key findings seen so far. And finally we’ll go through the various ** technical assistance resources available to assist you. Let’s get started! 3
2019 RSR Data Submission Statistics 2018 RSR Deadline 2019 RSR Deadline March 25, 2019 April 30, 2020 Percent of Recipient 97.5% 97.5% Reports Submitted by the RSR Deadline Percent of Provider 99.1% 99.4% Reports Submitted by the RSR Deadline 4 This season’s submission started like any other but as we all know, the final deadline was extended from March 30 to April 30 to give agencies an extra month to submit in the midst of the COVID-19 pandemic. Thankfully, many agencies were still able to submit by this extended deadline. 97.5% of Recipient Reports were in submitted status by April 30, the same amount that were submitted by last year’s deadline. Additionally, we actually saw an increase in the number of providers that were able to submit by this year’s deadline with 99.4% in submitted status by April 30 as opposed to last year where 99.1% had submitted by the deadline. We are always working towards a 100 percent on-time submission rate so it’s really great to see such high numbers even given the national COVID-19 situation. Congratulations to everyone on another successful submission and thank you for your hard work during a very difficult time. I’m going to turn the presentation over to my colleague Ruchi so we can jump into a poll question to see how the deadline extension affected your agency. Ruchi? 4
Poll Question #1 5 How helpful was the 30 day extension to submit the RSR? Please select only one. • Very helpful. My organization would not have been able to meet the March 30 deadline for submission. • Somewhat helpful. There is a good chance that my agency would have met the original deadline, but we appreciated having more time. • No impact since we were on track to meet the original March 30 th deadline. Thanks Ruchi. [contextualize response] 5
Webcast Overview (2) 2019 RSR Submission Statistics RSR Submission Challenges RSR Comment Review Next Steps and Resources 6 Next, we’re going to get into some of the submission challenges that occurred during the 2019 RSR reporting window 6
EHB/RSR Web System Issues 1. The HRSA server moved during the submission cycle • Bookmarked links no longer worked • The first search result linked Providers to the test system • Make sure to use: https:// grants6 .hrsa.gov/ha b/RegloginApp/admin/login .aspx?application=rsrApp EHB/Web System Recipient Report Provider Report Client level Data - 7 AJ Starting off with high-level issues with the RSR web system, we had one major challenge this year: the server that hosts the EHB and the RSR Web System moved to a new server during the submission season. For you veterans that have worked on the RSR before, this meant our archived bookmark for “performance.hrsa.gov” stopped working during the year. While this wasn’t a big issue for recipients, many providers ended up being re-directed to the test environment for the RSR Web System. Some folks uploaded data and submitted in the test system, which did not link up to their actual live 2019 RSR deliverable. Make sure that moving forward you use the link with grants6 (which should be easy to find now that the top result for the test system has been fixed). 7
EHB/RSR Web System Issues (2) 2. Some archived reports are not opening correctly • PDFs version still work as expected 3. Minor logic errors were updated in the RSR Upload Completeness Report EHB/Web System Recipient Report Provider Report Client-level Data 8 AJ Additionally, a provider reported to us that some archived deliverables, such as old Upload Completeness Reports in Excel format, cannot be opened. We’re working to figure out what’s going on with these reports, but you can still access archived PDFs of all your previous reports. Finally, several providers pointed out an issue in the logic used in the Upload Completeness Report, or UCR, for the HIV diagnosis year data elements. Hopefully you are all familiar with the UCR, but for a quick overview this is a built in report in the RSR Web System that reflects the data you upload for each element. This year, the HIV diagnosis year element was incorrectly coded as required for all clients – based on your feedback, we were also able to correct this issue and re-create the UCRs for all providers prior to the final submission. 8
Recipient Report • Beginning this year, agencies could submit client-level data under Eligible Services Reporting o See RSR in Focus: Understanding Eligible Services for 2019 Data • Recipients were redirected to the incorrect inbox o Recipient’s inbox was showing the incorrect recipient or program part o Recipients were unable to view their providers’ reports • Recipient Report Status did not update correctly from “Certified” to “Submitted” status EHB/Web System Recipient Report Provider Report Client-level Data 9 AJ There were also some challenges that occurred during the submission of the Recipient Report. As I’m sure you have seen in some of our previous presentations, this is the first year that agencies could begin submitting client-level data for additional services provided using RWHAP-related funding (including program income or pharmaceutical rebates) under what’s called Eligible Services Reporting. Many recipients began including information on these services in their contracts but with this change there were a number of recipients that needed some assistance or clarification on what the new reporting requirement is and what they need to do in order to be reporting correctly. As a reminder, Eligible Services Reporting is not required until the 2021 RSR (submitted in March 2022) and while we won’t go into any further detail today if you would like some more information on the topic I highly recommend checking out the RSR in Focus document on the TargetHIV website linked on this slide. Some recipients experienced an unexpected issue when attempting to access their RSR inbox from the Electronic Handbooks. These recipients were being redirected to an incorrect inbox for either another agency’s grant or a different grant of their own 9
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