This document provides instructions for completing the Ryan White HIV/AIDS Program Services Report (RSR). It describes how grantees and providers access and fill out their respective reports, which includes items on services delivered, client data, and certifying the reports. Grantees must certify their report by February 3rd and review and approve provider reports by March 31st. Technical assistance resources are available to help with the reporting process.

1. HOW TO COMPLETE THE
RYAN WHITE HIV/AIDS
PROGRAM SERVICES REPORT

2. Overview
 How to complete and submit the Grantee
Report
 How to complete and submit the Provider
Report
 How to upload client-level data
 Technical Assistance Resources
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3. Completing the Grantee Report
3

4. Accessing the Grantee Report
 ALL grantees access their Grantee Report(s)
through the Electronic Handbooks (EHBs):
https://grants.hrsa.gov/webexternal
 Enter your Username and Password.
 Select the “Login” button.
 Locate your “RSR 2013 Annual Performance
Report”
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5. Open Your Grantee Report
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6. Complete Items 1- 4
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7. Complete Your Contracts Lists:
Providers Funded by Your Grant
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8. Adding a Provider Contract to Your List
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9. Adding a Provider to Your List
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10. Complete Your Contracts Lists:
Providers Funded by Your Grant
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11. Select the Funded Services
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12. Complete Your Contracts Lists:
Providers Funded by Your Grant
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13. Complete Your Contracts Lists:
Providers Funded Through Your Fiscal
Intermediaries
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14. Validate Your Grantee Report
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15. Certify Your Grantee Report
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16. Grantee Report Workflow
 Working - The Grantee Report has been
started, but it has not yet been certified or
changes were made to a certified report, but it
has not been re-certified yet.
 Certified - The Grantee Report has been
certified.
Remember to certify on or before February 3, 2014
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17. GRANTEE REPORT CERTIFICATION
DEADLINE
Monday, February 3, 2014
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18. IMPORTANT NOTE
Only after the Grantee Report is “certified”,
can your providers ‘submit’ their Provider
Reports to you for review and approval.
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19. IMPORTANT NOTE
HAB REQUIRES all providers
to complete their own Provider Report and
upload their client-level data.
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20. PROVIDER EXEMPTIONS
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21. Provider Exemption Criteria
The Provider should meet one or more of the following criteria:
1) submits only vouchers or invoices for payment
2) does not see clients on a regular and sustained basis
3) offers services to clients on a “fee-for-service” basis
4) received less than $10,000 in RWHAP funding during
the reporting period
5) sees a small number (1–25) of Ryan White HIV/AIDS
Program clients
6) no longer funded by your agency
7) no longer in business
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22. Exemption Ineligible Providers
 A grantee-provider may NOT be given an
exemption.
 A multilevel provider may NOT be given an
exemption.
 A multiply-funded provider that is not also a
“multilevel” provider MAY be exempt from
completing its own Service Provider Report if it
receives an exemption from ALL of its
grantees.
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23. Provider Exemptions—
Their Data Are Still Required!
 If a first-level provider receives an exemption,
the grantee is responsible for reporting the
provider’s data.
 If a second-level provider receives an
exemption, either the grantee or the first-line
provider is required to submit the second-line
provider’s data.
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24. Completing the Provider Report
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25. Accessing the Provider Report
 All grantees access Provider Reports via the
Electronic Handbooks (EHBs).
https://grants.hrsa.gov/webexternal
 Providers access their Provider Reports
directly through the RSR Web system.
https://performance.hrsa.gov/hab/RegLoginApp/
Admin/Login.aspx
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26. Accessing the Provider Report as a
Grantee
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27. Accessing the Provider Report
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28. Review the Data in Items 1 and 2
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29. Respond to Items 3 - 7
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Section 330 provides funding for CHCs,
Migrant Health Centers and Health Care
for the Homeless Programs

30. Indicate the Services Delivered Under
Each Contract
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31. Select the Services Delivered
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32. IMPORTANT NOTE
If the provider only delivers Administrative
and Technical Services under all contracts,
STOP HERE; they are finished with the
their Provider Report.
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33. Respond to Items 9–11
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34. HIV Counseling and Testing:
Items 12 - 17
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35. Upload Your Client-level Data
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36. Validating Your Data
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37. IMPORTANT NOTE
Do not submit valid but inaccurate data!
Use the RSR system tools to review your
data after you upload it into the RSR
system.
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38. Submit the Provider Report
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39. Submit the Provider Report

40. Provider Report Workflow
 Not Started–The provider begins in this
status.
 Working–The provider report is in ‘Edit’ mode
and data entry is in progress.
 Review–Data entry is complete, the validation
checks have passed with no errors, and the
provider report is ready for the grantees to
review and approve.
 Submitted–All grantees funding the provider
have reviewed and accepted the provider
reports.
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41. Last Steps for Grantees
 Review all of your Provider Reports.
– Accept the Provider Report
– Return the Provider Report for changes
 Monitor your deliverable via the EHBs
Grantees should return Provider Reports that
need changes prior to March 24, 2014.
This will help you meet your deadline of
March 31, 2014.
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42. EHBs Workflow
 Not Started – The deliverable will show as
“not started” until the Grantee Report is
certified.
 In Progress – The grantee has certified their
Grantee Report.
 Submitted - The grantee has reviewed and
accepted all their Provider Reports.
 Change Requested – A change has been
made to a Provider Report that the grantee
previously approved. The grantee must review
and approve the change.
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43. IMPORTANT NOTE
Your deliverable must be in submitted
status in the EHBs by 6 PM (eastern time)
on March 31, 2014
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44. Technical Assistance Web Resources
 HAB Web Site:
– http://hab.hrsa.gov
– Instructions, Forms, and HAB Information
E-mails/Policy Notices
 TARGET Center Web Site:
– http://www.careacttarget.org
– Important Notices, Dates to Remember, Training
Mater
** RSR Instruction Manual
http://hab.hrsa.gov/manageyourgrant/2013rsinstra
uctionmanual.pdf
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45. Technical Assistance Resources
 Data Support (WRMA/CSR):
– (888) 640-9356, 9:00 a.m.–5:30 p.m., ET
– ryanwhitedatasupport.wrma@csrincorporated.com
 HRSA Contact Center:
– (877) 464-4772
– CallCenter@HRSA.gov
 DART Team (Cicatelli/Mission/Abt):
– Data.TA@caiglobal.org
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46. QUESTIONS
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