RSR Data Validations

Data Integration, Systems and Quality (DISQ) Team

Ryan White Services Report (RSR) data pass through a series of validation checks. These validation checks look for consistency and accuracy in your data to improve your data quality. This document provides information on the data validations related to the RSR Grantee Report, Provider Report, and client-level data file. Data element numbers allow you to reference between this document and the RSR Instruction Manual. This resource includes the 2020 data validation messages.

Changes

  • Provider Report Validation Messages

    • Validation Check 234 was added

    • Validation Checks 6 and 34 have been promoted from “warning” to an “error”

  • Client Report Validation Messages

    • Validation Checks 146, 235, and 236 were added.

    • Validation Check 223 has an updated language and has been promoted from “warning” to an “error”

 

Validations are marked with a "*" and highlighted in yellow if they were added, been promoted from “alert” to a “warning”, or the conditions that trigger the validation were revised.

Recipient Report Validations

Section 1: General Information

Check #

Question #

Message

Level

187

Q#7

At least one provider must be specified.

Error

188

Q#1b

City is required.

Error

191

Q#7

Each provider organization must be funded to provide at least one service.

Error

193

Q#3e

E-mail is required.

Error

194

Q#8

Recipients cannot exempt all of their providers from submitting a Provider Report. At least one provider must be required to submit a Provider Report.

Error

195

Q#4

Q#4 Minority AIDS Initiative Funds Percentage.

If your organization received a Minority AIDS Initiative designation, you must specify the most recent percentage designation for the reporting period.

Error

196

Q#4

Q#4 Minority AIDS Initiative Funds.

A response is required for Q#4, organization received a Minority AIDS Initiative designation for the reporting period.

Error

197

Q#3a

Name is required.

Error

198

Q#3c

Phone is required.

Error

199

Q#1c

State is required.

Error

200

Q#1a

Street is required.

Error

201

Q#3b

Title is required.

Error

202

Q#1d

Zip Code is required.

Error

217

Q#2a

EIN is required.

Error

218

Q#2b

DUNS number is required.

Error

Sub-recipient (Provider) Report Validations

Section 1: General Information

Check #

Question #

Message

Level

2

 

Provider Profile Information: A response is required for Faith-based Organization.

Error

3

 

Provider Profile Information: A response is required for Provider Type.

Error

4

 

Provider Profile Information: A response is required for Section 330 Funding Received.

Error

5

 

Provider Profile Information: A response is required for Type of Ownership.

Error

215

 

Provider Profile Information: A response is required for the real time electronic data network question.

Error

6

 

Service Delivery Sites: At least one service delivery site must be specified if your agency reports that it delivers any Ryan White HIV/AIDS Program funded client service in Q#7.

Error*

9

 

Organization Details: Official Mailing Address is required. Address includes the street, city, state, and Zip Code.

Error

219

 

Organization Details: A response is required for EIN.

Warning

220

 

Organization Details: A response is required for DUNS number.

Warning

211

 

Service Delivery Sites: The [Service Delivery Site Name] Service Delivery Site has an incomplete address. Please include the street, city, state and Zip Code.

Warning

212

 

Service Delivery Sites: The [Service Delivery Site Name] Service Delivery Site is missing or has an incomplete phone number. Please correct.

Warning

234*  

Service Delivery Sites: The [Service Category Name] service uploaded but not associated with at least one Service Delivery Site.

[Service Category Name] services were reported in the client-level data XML file(s) that was uploaded, but this service is not specified as provided at any site in the General Information page. If you delivered [Service Category Name] services as indicated in the uploaded file, please select this service for at least one of the delivery site.

Warning

Section 2: Program Information

Check #

Question #

Message

Level

21

Q#2

A response is required in Q#2, clinical quality management status.

Error

22

Q#1d

E-mail is required.

Error

23

Q#1a

Name is required.

Error

26

Q#1c

Phone is required.

Error

27

Q#3

You must acknowledge that the funding sources shown in Q#3 are correct.

Error

28

Q#1b

Title is required.

Error

Section 3: Service Information

Check #

Question #

Message

Level

29

Q#7

No Client records were uploaded.

At least one client record must be included in your uploaded file if the provider was funded for any Ryan White HIV/AIDS Program funded client service.

Warning

30

Q#7

You must report that you delivered at least one service during the reporting period.

Warning

32

Q#7

[Service Category Name] services delivered but not uploaded.

[Service Category Name] services were reported as delivered, your client-level data do NOT include data on this service type. Either you have not uploaded a client-level data file, OR the file you have uploaded DOES NOT include data on this service type.

If you have not uploaded your client-level data, please select the "Import Client-level Data" link in the left menu to upload your XML file. If you have uploaded a file that does not include data on this service category, please check your data. If you did not deliver the service, it should not be selected in Q#7. If you did deliver the service, data on this service category should be present in your client-level data file.

Warning

33

Q#7

[Service Category Name] services funded but not delivered.

[Service Category Name] services were reported as funded by a recipient, but that service is not specified as delivered in Q#7.

Warning

34

Q#7

[Service Category Name] service uploaded but not delivered.

[Service Category Name] services were reported in the client-level data XML file(s) that was uploaded, but this service is not specified as delivered in Q#7. If you delivered [Service Category Name] services as indicated in the uploaded file, please select this service in Q#7.

Error*

* This row was added, promoted from “alert” to a “warning”, or the conditions that trigger the validation were revised.

Section 4: HIV Counseling and Testing Information

Check #

Question #

Validation Message

Level

11

Q#12, Q#9

The value reported in Q#12 (HIV Positive and referred to HIV medical care) must be greater than or equal to zero, and less than or equal to the value entered in Q#9 (Total Tests).

Error

12

Q#10, Q#9

The value entered in Q#10 (Negative Tests) must be greater than or equal to zero AND must be less than or equal to the value entered in Q#9 (Total Tests).

Error

17

Q#11, Q#9

The value entered in Q#11 (Positive Tests) must be greater than or equal to zero AND must be less than or equal to the value entered in Q#9 (Total Tests).

Error

18

Q#8

A response must be entered for Q#8, HIV Counseling and Testing services were provided during the reporting period.

Error

20

Q#10, Q#11, Q#9

The sum of the values entered in Q#11 (Positive Tests) and Q#10 (Negative Tests) must be less than or equal to the value entered in Q#9 (Total Tests).

Error

35

Q#8, Q#9

If “yes” is reported for Q#8 (HIV Counseling and Testing services were provided during the reporting period), a response must be entered for Q#9, Number of clients tested for HIV (Total Tests).

Error

36

Q#8, Q#10

If “yes” is reported for Q#8 (HIV Counseling and Testing services were provided during the reporting period), a response must be entered for Q#10, Number of clients who tested Negative for HIV (Negative Tests).

Error

204

Q#8, Q#11

If “yes” is reported for Q#8 (HIV Counseling and Testing services were provided during the reporting period), a response must be entered for Q#11, Number of clients tested Positive for HIV (Positive Tests).

Error

206

Q#8, Q#12

If “yes” is reported for Q#8 (HIV Counseling and Testing services were provided during the reporting period), a response must be entered for Q#12, Number of clients tested Positive for HIV and were referred to HIV medical care (HIV Positive and referred to HIV medical care).

Error

207

Q#11, Q#12

The value reported in Q#12 (HIV Positive and referred to HIV medical care) must be greater than or equal to zero, and less than or equal to the value entered in Q#11 (Positive Tests).

Error

Section 5: Clients by ZIP Code

Check #

Validation Message

Level

213

The count of clients receiving eligible services in each zip code must be greater than zero.

Warning

214

The total number of clients reported in your CLD ([Count of Clients]) differs from the sum of clients reported by ZIP Code ([Count of Clients]).

Alert

Client Report Validations

Note: Data Element numbers have been added for convenient referencing between this document and the RSR Instruction Manual.

Demographics

Check #

Variable

Data Element(s)

Message

Level

39

Birth Year

4

[Count of Clients] Clients whose year of birth is after the report year.

Error

40

Birth Year

4 and 47

[Count of Clients] Clients whose year of birth is after the year of first HIV Outpatient/Ambulatory Service

Error

41

Sex at Birth

71

[Count of Clients] Clients with an “Incongruent” response for Sex at Birth in multiple client-level data XML files.

Alert

42

Gender

7

[Count of Clients] Clients with an “Incongruent” response for Gender in multiple client-level data XML files.

Alert

66

HIV/AIDS Status

12 and 14

[Count of Clients] Clients with HIV/AIDS Status of Indeterminate missing Risk Factor of Perinatal transmission.

Warning

235* HIV/AIDS Status 12 and 14 [Count of Clients] Clients identified as HIV/AIDS Negative and HIV Risk Factor reported. Warning
236* HIV/AIDS Status 4, 12, 16 – 18, 20 – 28, 31, 33 – 37, 41, 42, 44 [Count of Clients] Clients with no HIV/AIDS Status where client(s) is at least 13 years old and received qualifying services. Warning

70

HIV Diagnosis Year

72

[Count of Clients] Clients with HIV Diagnosis Year after the reporting period.

Alert

72

Gender

7 and 64

[Count of Clients] Male clients or clients with unknown gender with pregnancy status equal to YES

Warning

221

Birth Year

4

[Count of Clients] Clients are missing Birth Year.

Error

84

Birth Year

4

[Count of Clients] Clients age 89 years or older.

Alert

85

Birth Year

4 and 72

[Count of Clients] Clients whose year of birth is after the year of HIV Diagnosis

Alert

86

Birth Year

4 and 49

[Count of Clients] Clients whose year of birth is after the year of CD4 Tests

Alert

88

Birth Year

4 and 48

[Count of Clients] Clients whose year of birth is after the year of Outpatient/Ambulatory Health Service Dates.

Alert

89

Birth Year

4 and 50

[Count of Clients] Clients whose year of birth is after Viral Load Test Dates.

Alert

96

Poverty Level

9

[Count of Clients] Clients missing Poverty Level.

Warning

97

Housing Status

10

[Count of Clients] Clients missing Housing Status.

Warning

216

Housing Status Collected Date

11

[Count of Clients] Clients missing Housing Status Collected Date.

Warning

99

Medical Insurance

15

[Count of Clients] Clients missing Medical Insurance.

Warning

100

HIV/AIDS Status

12 and 4

[Count of Clients] Clients whose HIV/AIDS status is Indeterminate and are over 2 years of age.

Warning

232

New Client

76

[Count of Clients] Clients are missing a response to capture if they are new to the service provider.

Warning

233

Client Received Service Previous Year

77

[Count of Clients] Clients are missing the response to capture if the client received at least one service in the previous year.

Warning

* This row was added, promoted from “alert” to a “warning”, or the conditions that trigger the validation were revised.

Services

Check #

Variable

Data Element(s)

Message

Level

38

Services

16 – 45, 75 and 78

Clients missing Core Medical, Support or EHE Initiative Services.

Warning

170

OAHS Service Visits

16 and 48

[Count of Clients] Clients have more Outpatient/Ambulatory Health Services visits reported than Outpatient/Ambulatory Health Service Visit dates.

Alert

184

Service visits

16 – 45, 75 and 78

“[Count of Clients] Clients have greater than 365 [Service Category] visits.

Alert

185

Service Visits

16, 18–19, 21–

27 and 78

[Count of Clients] Clients with [Core Medical or EHE Initiative Service Category Name] who are HIV negative.

Warning

* This row was added, promoted from “alert” to a “warning”, or the conditions that trigger the validation were revised.

Clinical Information

Check #

Variable

Data Element(s)

Message

Level

37

OAHS Service Dates

48

[Count of Clients] Clients with Outpatient/Ambulatory Health Service Dates before the reporting period.

Error

44

First HIV OAHS Visit Date

47

[Count of Clients] Clients whose First HIV Outpatient/Ambulatory Health service visit is after the reporting period.

Error

45

First HIV OAHS Visit Date

47

[Count of Clients] Clients whose First HIV Outpatient/Ambulatory Health Service Visit is after Outpatient/Ambulatory Health Service Dates.

Error

48

OAHS Service Dates

48

[Count of Clients] Clients with Outpatient/Ambulatory Health Service Dates after the Reporting Period.

Error

49

CD4 Test Dates

49

[Count of Clients] Clients with CD4 Test Dates after the reporting period.

Error

50

Viral Load Test Dates

50

[Count of Clients] Clients with Viral Load Test Dates after the reporting period.

Error

67

CD4 Test Dates

49

[Count of Clients] Clients reported with CD4 Test Dates before the reporting period.

Error

68

Viral Load Test Dates

50

[Count of Clients] Clients with Viral Load Test Dates before the reporting period.

Error

209

Viral Load Test Results

50, 12, and 16

[Count of Clients] Clients have a viral load test that is out of range (over 10,000,000).

Warning

210

Viral Load Test Results

50, 12, and 16

[Count of Clients] Clients with a Viral Load Test result who are HIV Negative.

Warning

110

OAHS Service Dates

48 and 12

[Count of Clients] HIV negative clients with Outpatient/Ambulatory Health Service Dates.

Warning

118

First HIV OAHS Visit Date

47 and 48

[Count of Clients] Clients with a First HIV Outpatient/Ambulatory Health Service Visit Date and no Outpatient/Ambulatory Health Service Visits.

Warning

127

OAHS Service Dates

48, 12, and 16

[Count of Clients] Clients have Outpatient/Ambulatory Health Service

dates and no Outpatient/Ambulatory Health Service visits.

Warning

147

OAHS Service Dates

48, 12, and 16

[Count of Clients] Clients missing Outpatient/Ambulatory Health Service Dates.

Warning

151

Prescribed ART

52, 12, and 16

[Count of Clients] Clients missing a response to Prescribed ART.

Warning

161

CD4 count test results

49, 12, and 16

[Count of Clients] Clients missing CD4 count test results

Warning

168

Viral Load Test results

50, 12, and 16

[Count of Clients] Clients missing viral load test results

Warning

208

CD4 count test results

49, 12, and 16

[Count of Clients] Clients have a CD4 count that is out of range (over 3,000).

Warning

222

CD4 count test results

49, 12, and 16

[Count of Clients] Clients have two or more CD4 counts on the same date with a discrepancy in the values.

Warning

223

Viral Load Test results

50, 12, and 16

[Count of Clients] Clients with viral load counts both over and under viral suppression threshold reported on the same test date.*

Error*

146* Viral Load Test results 50 and 16 [Count of Clients] Clients with Viral Load Test record, but no Outpatient/Ambulatory Health Service record(s). Warning

HIV Counseling and Testing

Check #

Variable

Data Element(s)

Message

Level

171

HIV Positive Test Date

73

[Count of Clients] Clients with an HIV Positive Test Date after the reporting period.

Warning

172

Birth Year

4 and 73

[Count of Clients] Clients whose year of birth is after their HIV Positive Test Date.

Warning

173

HIV Positive Test Date

73 and 12

[Count of Clients] Clients with an HIV Positive Test Date who are HIV Negative

Warning

174

Birth Year

4 and 74

[Count of Clients] Clients whose year of birth is after the Outpatient/Ambulatory Health Service Linkage Date.

Warning

175

OAHS Linkage Date

74

[Count of Clients] Clients whose Outpatient/Ambulatory Health Service Linkage Date is after the reporting period.

Warning

176

OAHS Linkage Date

74 and 12

[Count of Clients] Clients with an Outpatient/Ambulatory Health Service Linkage Date who are HIV Negative.

Warning

177

OAHS Linkage Date

74 and 73

[Count of Clients] Clients whose Outpatient/Ambulatory Health Service Linkage Date is before their HIV Positive Test Date.

Warning

We'd like your feedback

Was this page helpful?
I found this page helpful because the content on the page:
Check all that apply
I did not find this page helpful because the content on the page:
Check all that apply
Please include an email address if you would like a response
Please include an email address if you would like a response