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November 19th 2012 Dear Colleagues: The annual Ryan White Services Report (RSR) reporting season will

start on January 7, 2013, with the opening of the HRSA EHB (Electronic Hand Book) for Provider Reports. The official HRSA Submission Timeline is attached for your information. Because of the volume of late changes and new validations to the RSR, we did not do a formal mid-year RSR check out of the AIRS system. We request all agencies to relay a preliminary RSR file from AIRS to the Office of Systems Development using the process described below by December 14th, 2012. We will generate a completeness report with TC_IDs of incomplete records to assist you in completing your final RSR, which is due to the Institute February 15th 2013. All AIDS Institute Ryan White Part B-funded and Ryan White Part A subcontract to AIDS Institute agencies must submit their RSR extract from AIRS to the Office of Systems Development. The method for submission has changed from last year. All RSR submissions should be made via the NYSDOH Health Commerce Site, https://commerce.health.state.ny.us. This is the same location used to submit your monthly report extracts to the AIDS Institute. Select Ryan White Annual Services Report (RSR) from the drop down and attach your RSR extract file. If you are funded via Part C or D and upload your C/D data from a separate system, you will have an opportunity to view your combined data directly on the EHB. If you have any issues regarding Part C or D data from systems other than AIRS, or plan to use your direct EHB access to upload your RSR data directly, please notify us by January 11, 2013. If you have any questions regarding identification of your funding sources, please contact us at AIOSD@health.state.ny.us. Instructions on how to complete the RSR from AIRS are available on AIRSNY.org. Links to HRSA technical documentation are also available from AIRSNY.org. While you must be on Version 8.9 (with the November patch) of the AIRS system to ensure complete and accurate reports, data entry and review should be ongoing. Final corrections to the AIRS system to reflect late additions by HRSA will be made and released as an upgrade to Version 8.9 in early January. The final RSR extract is due to the AIDS Institute by Friday, February 15th, 2013. The AIDS Institute requires that the report be submitted prior to the HRSA deadline to allow adequate time to prepare and upload the file to the EHB, combine AIRS data with RSR submissions from other sources, and review before the system is closed for revisions. Thank you for your assistance in previous reporting cycles, and we look forward to working with you again. Sincerely,

Vida B. Chernoff Director, Office of Systems Development NYSDOH AIDS Institute CC: Mona Scully John Fuller

2012 Ryan White HIV/AIDS Program Services Report Submission Timeline


Report Period: January 1, 2012 through December 31, 2012
Date Monday, December 3, 2012 Grantees RSR Grantee Report Start Date System opens for grantees to begin work on their RSR Grantee Report. RSR Provider Report Start Date System opens for providers to begin work on their 2012 RSR Provider Reports and upload their client-level data files. RSR Grantee Report due date All RSR Grantee Reports must be in Certified status. After this deadline, grantees must contact Data Support to certify or to make changes to their RSR Grantee Reports. Target date for the submission of all RSR Provider Reports and client-level data. RSR Provider Reports should be in Review or Submitted status. Return for Changes deadline Last day for grantees to return RSR Provider Reports and client-level data to their providers for changes or corrections. All 2012 RSRs must be in Submitted status by 6:00 PM ET. All 2012 RSRs must be in Submitted status by 6:00 PM ET. Providers

Monday, January 7, 2013

Monday, February 4, 2013 6:00 p.m. EST

Monday, March 4, 2013

Monday, March 18, 2013

Monday, March 25, 2013 6:00 p.m. ET Notes:

HRSA expects all service providers to complete their own RSR Provider Reports. Grantees should not complete their providers reports unless the provider is exempted from completing the Provider Report. A full explanation of exempting providers can be found in the 2012 RSR Instruction Manual (Release Date: 9/11/2012) on pages 3 and 4. HAB recommends that providers submit their 2012 RSR Provider Reports and client level data on or before Monday, March 4, 2013 to ensure grantees have adequate time to review and approve the data.