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H H S Department of Health and Human Services
Health Resources and Services Administration
HIV/AIDS Programs

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The Ryan White HIV/AIDS Program ADAP Data Report (ADR)

The HIV/AIDS Bureau (HAB) now requires that all AIDS Drug Assistance Programs (ADAPs) report the ADAP Data Report (ADR). The ADR enables HAB to evaluate the impact of ADAP 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. The ADAP Quarterly Report (AQR) is no longer required.

2014 ADAP Data Report (ADR) Submission Timeline

Please note the 2014 ADAP Data Report (ADR) Client XML Test Site will open on Monday, February 2, 2015. The ADR Web System opens for 2014 data collection on Thursday, April 9, 2015. Client-level XML uploads are due Monday, April 27, 2015. ADAP’s final ADR, including the Grantee Report, is due to HRSA on Monday, June 8, 2015 at 6 PM ET.

DateClient XML File
(1/1/2014 – 12/31/2014)
Grantee Report
(4/1/2014 – 3/31/2015)
Monday, February 2, 20152014 ADR Test Your XML and Data Quality Feature Opens 
Thursday, April 9, 20152014 ADR Web System opens for 2014 data collection 
Monday, April 27, 2015Target upload date for all 2014 ADR client-level data files 
Monday, June 8, 2015All ADRs (including the Grantee Report) must be in “Submitted” status by 6 PM ET. 

What is the ADAP Data Report (ADR)?

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.

Technical Support

Report Content or Submission Questions:

Ryan White Data Support addresses content-and submission-related questions regarding data content, policy, and guidance including:

  • How to interpret the ADR Instruction Manual
  • Policy questions related to the data reporting requirements.

Toll Free Help Line: 1 (888) 640-9356
Hours: Monday-Friday 9am -5:30pm Eastern Time
Fax: (703) 312-5230
E-mail: RWdatasupport.wrma@csrincorporated.com

Web Technical Support:

The HRSA Contact Center (HCC) addresses ADR software-related questions including:

  • ADR Web Application questions
  • XML upload problems
  • EHBs questions/issues/access problems.

Toll Free Help Line: 1 (877) 464-4772 or 1 (877) GO4-HRSA
Hours: Monday -Friday 9:00 to 5:30 PM Eastern Time
E-mail: CallCenter@HRSA.gov

Grantee Infrastructure Development:

The Data and Report TA (DART) Team addresses advanced questions related to:

  • Accessing and installing the Unique Client Identifier (UCI) algorithm.
  • UCI generation utility, including how the UCI ensures anonymity.
  • Requests for significant, high-investment assistance to meet data reporting requirement.

E-mail: Data.TA@Cicatelli.org

Program-Related Assistance:

Questions related to program guidance, such as funding or grant-related questions, should be addressed to the HAB Project Officer appropriate to your project.

Download Files

ADAP Acronyms (PDF - 65KB) 

Required Client Data (PDF - 49KB) 

2014 ADR Instruction Manual Exit Disclaimer

eUCI Instruction Manual  Exit Disclaimer

ADR Data Dictionary  Exit Disclaimer

XML Schema Definition File