Priority Setting and Resource Allocation

The Integrated HIV/AIDS Planning Technical Assistance Center (IHAP TAC) has compiled a collection of over 30 relevant resources for priority setting and resource allocation. These include HRSA Guidance on Ryan White HIV/AIDS Program (RWHAP) regulations, tools, training and reference guides, and research articles. The resources are organized into four categories below: HRSA guidance, tools and job aids, trainings and reference guides, and research articles.

  • 2018 Annual Program Terms Report (PTR)/Allocations Instruction Manual
    The Program Terms Report/Allocations Report Instruction Manual provides instructions on how RWHAP recipients can access, complete, and submit the Program Terms Report/Allocations Report.
  • Completing the 2018 Part B Program Terms Report
    This webinar discusses provides RWHAP Part B and Part B Supplemental recipients with information on how to submit their 2018 Program Terms Report (PTR). The webpage also includes report templates and Q&A.
  • Ryan White HIV/AIDS Program Services: Eligible Individuals & Allowable Uses of Funds Policy Clarification Notice (PCN) #16-02 (Revised 10/22/18)
    This policy clarification notice (PCN) replaces the HRSA HIV/AIDS Bureau (HAB) PCN 10-02: Eligible Individuals & Allowable Uses of Funds. It defines and provides program guidance for each of the Core Medical and Support Services named in statute and defines individuals who are eligible to receive these Ryan White HIV/AIDS Program (RWHAP) services. This PCN applies to RWHAP Parts A, B, C, and D, and Part F recipients whose funding supports direct care and treatment services.
  • Part A Manual
    Manual for Ryan White Part A grantees and planning bodies on administration of their programs.
  • Part B Manual
    Manual for Part B Program Directors, staff and others, to serve as an orientation guide, reference document on legislative and program requirements, and a tool in managing fiscal and program components.
  • New York City Planning Council’s Priority Setting Tool
    This worksheet developed by the New York City Part A Planning Council is a tool for setting priorities among the Ryan White HIV/AIDS Program (RWHAP) service categories.
  • Model Priority Setting and Resource Allocations (PSRA) Process
    Drawing on the RWHAP Part A Manual, this guide provides a concise, step-by-step overview of a suggested priority setting and resource allocation (PSRA) process for RWHAP Part A jurisdictions. The guide presents key considerations for each step of the Part A PSRA process and is accompanied by sample worksheets for preparing service data and population data in advance of PSRA discussions.
  • Service Category Scorecards FY 2017
    The Multnomah County (Portland, OR) Part A grantee has a process for working collaboratively with their Planning Council, using a scorecard which shows how funds were allocated and cost and care outcomes.
  • Broward County (Florida) Part A Planning Council Scorecard
    The Broward County (Florida) Part A Planning Council developed a scorecard to show data on each service category. The scorecard includes 5 years of funding allocations for each service category, as well as client demographics, relevant performance measures, and notes.
  • Service Priorities List and Worksheet
    A model Priority Setting worksheet showing priorities for RWHAP service categories.
  • Detroit EMA Mock PSRA Planning Activity
    This sample PSRA planning activity includes instructions for conducting a mock case scenario to help teach Planning Council members how to make data-driven decisions that assist with prioritization of service categories to be funded with RWHAP resources.
  • Detroit EMA Priority Setting Worksheet
    This sample worksheet provides an Excel-based format for Planning Council members to rank and track both core medical and support service category priorities, including five key criteria to assist with the ranking process.
  • Detroit EMA Service Allocation Calculator Worksheet
    This sample Excel file links multiple worksheets that display comprehensive priority setting and resource allocation data.
  • Detroit EMA PSRA Final Ranking Sheet
    This sample ranking sheet in Word format lists the service categories to be prioritized for final decision making by the Planning Council. It shows current and two prior years’ rankings for reference.
  • PSRA Final Rankings
    This sample Excel document displays and averages the service category rankings of multiple Planning Council sub-groups.
  • Virginia Department of Health Annual Allocations Procedure
    This document outlines the steps and considerations that the Virginia Department of Health, RWHAP Part B recipient takes into account to develop their annual resource allocation amounts for service categories.
  • Virginia Department of Health Resource Allocation Tracking Sheet
    This Excel worksheet developed by the Virginia Department of Health, RWHAP Part B recipient, provides a format for recording considerations for resource allocation and resource allocation decisions for the RWHAP service categories.
  • Colorado Ryan White Part B Fiscal Review Tool
    This sample RWHAP Part B Fiscal Review Tool tracks subrecipient performance, including financial management processes and compliance with Part B fiscal procedures
  • HIV Prevention, Care and Treatment Resource Inventory Compiler
    This resource supports the collection and analysis of information about HIV funding in the jurisdiction. The Excel tool generates a formatted table for inclusion in the Integrated Plan submission and a dashboard for data analysis.
  • Training Guide for RWHAP Part A Planning Councils/Planning Bodies, Module 5: Priority Setting and Resource Allocation
    This module prepares Ryan White HIV/AIDS Program (RWHAP) Part A planning council/planning body (PC/PB) members for active and informed participation in priority setting and resource allocation (PSRA). It provides the information needed by new PC/PB members and other individuals who have not previously participated in an annual PSRA process, including the purposes, importance, components, and processes related to Part A PSRA.
  • Conducting RWHAP Part A Planning Council/Planning Body Priority Setting and Resource Allocation (PSRA)
    This webinar focused on the priority setting and resource allocation (PSRA) process that RWHAP Part A planning councils/planning bodies engage in every year.
  • Philadelphia HIV Integrated Planning Council Allocation Materials
    This document includes all of the financial and service data which the Philadelphia EMA Planning Council uses in order to make resource allocation decisions for Part A funds. The materials include RWHAP service category definitions, client usage data, current funding sources for each service, qualitative data on client satisfaction and unmet need, and other relevant data points.
  • Ryan White HIV/AIDS Program Part B and ADAP Uses of Rebate Funds
    This guide includes strategies for RWHAP Part B and AIDS Drug Assistance Program (ADAP) recipients to optimize the use of ADAP rebate funds in order to improve the overall effectiveness and reach of HIV services. The document describes four rebate types by funding origin (federal or state) and allowable uses. The guide also describes several state-specific examples of rebate use to support RWHAP administration (e.g. training the workforce on technical areas and health equity, improving data systems, and conducting outreach to at-risk populations) and Core Medical and Support Services (e.g. expanding access to HIV medication to hard-to-reach populations, bolstering efforts to identify undiagnosed PLWH and link them to care, and funding interpreters to provide culturally competent care).
  • Planning Council Primer
    A reference guide to help Part A Planning Council members understand the roles and functioning of planning councils. It explains what RWHAP does and how planning councils make decisions about what RWHAP services to fund and deliver in their geographic areas.
  • Philadelphia EMA HIV Integrated Planning Council Ryan White Part A Resource Allocation Process
    This is a concise, step-by-step description of the annual resource allocation process undertaken by the Philadelphia EMA for Part A funds.
  • Planning 101: Model Training Session on The Ryan White HIV/AIDS Program Part A Planning Cycle
    This provides a model training that can be customized for the local setting. The training covers: the PC/PB as a community planning mechanism; the annual planning cycle; expectations and best practices for key planning tasks such as needs assessment, data review, priority setting and resource allocation; comprehensive plan and annual work plans; evaluation and planning outcomes; and planning challenges.
  • Quick Reference for Planning Council Support (PCS) Staff: Legislative Requirements for Planning Councils/Bodies, with HRSA/HAB Definitions, Clarifications, and Expectations
    This reference guide includes descriptions of the legislative requirements for planning councils/planning bodies with HRSA/HAB definitions, clarifications, and expectations. The guide is meant for use by Planning Council Support Staff.
  • ADAP
    This HRSA HAB webpage provides an overview of the AIDS Drug Assistance Programs (ADAPs), including their function, budget, and eligibility criteria for clients.
  • Priority Setting and Resource Allocation: Training Manual
    This is a comprehensive manual summarizing the Greater Baltimore HIV Health Service Planning Council’s PSRA process. The manual sets expectations for Planning Council members, introduces key regulations and terms, and describes tools available to assist with the PSRA process, including an electronic priority setting tool.
  • Ryan White Planning Council - Resource Allocation Process
    This video offers an illustration of the resource allocation process which the Boston EMA Ryan White Planning Council conducts annually. The video mentions three planning process: planning for the use of underspent funds within the fiscal year, allocating carryover from prior fiscal year, and planning for alternative funding scenarios for the next fiscal year.
  • 2016 Funding Streams Overview for HIV/AIDS Services in the Boston Eligible Metropolitan Area
    This report provides a summary of the federal, state, and local funding sources available to support HIV services within the Boston RWHAP EMA in 2016. Results from the report were used by the Boston EMA Planning Council to make resource allocation decisions.