For TA and training resources that meet your needs, click on the person who best describes your role and level of experience:
New to the Ryan White Program and the RSR: I was just put in charge of my organization’s annual RSR. This will be my first time submitting one, and I’m not even sure what an RSR is, never mind where to start. I’d like an overview of the submission process, how to get started, and who to go to for help.
Experienced Submitter with Data Quality Issues: I submitted the RSR last year, but I had some issues with data quality. I don’t know where to find my Completeness Report or how to look at it to find the items that could be improved. I’d also like some tips on how to analyze my data all year long, so there are no surprises upon upload.
IT Staff Member: I’m the IT person responsible for creating the RSR client-level data file. I’d like to know my options for creating this file and its technical specifications, including what goes into the encrypted Unique Client Identifier (eUCI).
New to the RSR
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Recipient Roles and Responsibilities and Provider Roles and Responsibilities
Timeline, activities, and key steps for recipients and providers need to take to prepare and submit the RSR Report. -
RSR Instruction Manual
This detailed guide describes how to submit the RSR, data element definitions, and who reports what. - Understanding the Eligible Services Requirement
Ryan White providers must report data on all clients who received services eligible for Ryan White funding, regardless of the actual funding source used to pay for those services. - 2023 RSR Reporting: Updates and Best Practices.
Webinar recording, presentation slides, and written Q&A summary.
- Overview of HRSAs EHBs for Recipients
This presentation introduces grant recipients and subrecipients to the EHBs and includes topics such as system registration, navigation, and general functions within EHBs. - How to Complete the RSR Recipient Report Using the GCMS
This session provided step-by-step instructions for completing the RSR Grantee Report, including modifying contracts using the GCMS. Grantees obtained an understanding of the RSR workflow process.
- Choosing a Software System to Create the Client-Level XML File
This video presents software options for creating a valid client-level data file in the required XML format. - RSR in Focus: Software Options for Creating the Client-Level Data File
This RSR in Focus document presents software options for creating a valid client-level data file. - Creating the RSR Client-level Data File
Webinar recording, presentation slides, and written Q&A summary.
Experienced Submitter with Data Quality Issues
- Data Quality: Why it Matters
This video presents the difference between data quality and program quality and why data quality matters. - RSR Data: Are They Complete? Are They Right? Do They Reflect Your Program?
This RSR in Focus document presents tips for analyzing your RSR data quality. - RSR Check Your XML Feature
In this webinar, presenters review the Check Your XML Feature tool available to grant recipients that allows them to check client-level data quality prior to submission. - Data Validations for Client-Level Data
This document provides a summary of the RSR validation checks, including detail on what triggers an Error, Warning, or Alert during the data validation process. - Annual RSR Data Validations
This document provides information on the data validations for each data element, including the types of notifications you could receive in the data upload process, a description of the notifications, HAB’s approval status of the validation notification, and the rationale for it. - Prepping for the RSR Submission: Key Steps for High Quality Data
This webinar is specifically for anyone new to the RSR, or for those that need a refresher. Included are key steps to help ensure people are reporting high-quality data in the RSR. - RSR Data Completeness Rates
Charts show improvements in completeness of data reported by RWHAP grant recipients, measured by known rates for client demographics and clinical information. - TRAX for the RSR
TRAX is an Excel template that is pre-populated with drop down menus and conditional formatting to help you validate your data prior to importing it into TRAX.
IT Staff Member
- Choosing a Software System to Create the Client-Level XML File
This video presents software options for creating a valid client-level data file in the required xml format. 10 minutes - RSR in Focus: Software Options for Creating the Client-Level Data File
This RSR In Focus document presents software options for creating a valid client-level data file. - RSR Download Package
The download package contains the Data Dictionary and XML Schema. - TRAX Application
TRAX helps providers create the RSR client-level data file. You import files with your client-level data in a specific format into TRAX, and TRAX generates the compliant XML file. - TRAX for the RSR Manual and Supporting Documents
This package contains the User Manual, Sample Input Files, Chex, and the RSR Crosswalk. - RSR TRAX
This webinar provided an introduction to TRAX and an opportunity for grant recipients to review the process of using this modified tool for creating the RSR client-level xml data file. - Client De-Duplication: How to Avoid Validation Errors
Describes how to make sure no two clients share the same eUCI and gives providers several mechanisms for de-duplicating their data. - RSR Merge Rules
Describes how data in multiple files from the same provider are merged by HAB. - RSR Crosswalk
The RSR Crosswalk is a table in which you list the variables and values in your EHR that correspond to RSR data elements. - RSR Ready Systems Vendor Information
Many software systems, including EHRs, lab systems and case management systems, generate the RSR. For more information about a particular data system, please contact the appropriate data system vendor.