January 9, 2014 Dear Colleague: There are several changes to the process for submitting your Ryan White

Services Report (RSR) for 2013 that you will need to implement at your agency. In previous years, for Part B contracts, your Provider Report and RSR client-level data (CLD) extracts from AIRS were submitted to HRSA by the AIDS Institute on your behalf. Starting this year, you will need to obtain a login to HRSAs online RSR submission

interface (RSR-Web) and complete your provider report and upload your CLD on-line for your agency.
The Institute will continue to create the appropriate XML-formatted file and send you completeness reports using your AIRS RSR extract, but instead of submitting the final report directly to HRSA, we will return that file to you for you to upload. You should upgrade to AIRS Version 8.9.540 release date January 10, 2014 to ensure your RSR extract is correct. It is important to note that there is ONLY ONE RSR PROVIDER REPORT FOR ANY AGENCY regardless of how many different Ryan White funded contracts from different Parts (A, B, C and/or D) your agency may have. If you have colleagues in your agency that work on reports for other RW Parts, you will need to coordinate the Provider Report content and submission process with them. You CAN submit multiple CLD (client level data files) once your Provider Report is completed and submitted. For example, if you receive Part A funding and have a CLD file generated from eShare, that file can be uploaded, and then the CLD file generated using AIRS data may also be uploaded. HRSA will consolidate the data on their end. If you are only funded under RW Part B (New York State), and want to load your Provider Report via XML to review and edit online, we can provide you with that file, or you can enter the information manually on the HRSA website. If you are funded under Parts C and/or D, you will already be familiar with the HRSA website and the submission process. If you have not used the HRSA website before, we strongly encourage you to take advantage of training resources and materials available from HRSA and the AIDS Institute. Links to training materials are available on www.AIRSNY.org. To log in to the HRSA reporting site, go to ---- https://performance.hrsa.gov/hab/RegLoginApp/Admin/Login.aspx If you have not used the HRSA site before you will need your HRSA Registration Code to obtain a login. Please contact us at AIOSD@health.state.ny.us to obtain or check your registration code. You will not be able to proceed with your submissions without it.

RSR Submissions for Part B

Page 2

You should also be double checking your Agency information in AIRS to ensure that all fields needed for the Provider Report are completed. We will be able to use the information from AIRS to either populate your provider report on the HRSA website, or check your entries for consistency. You will submit your RSR extract from AIRS to the AIDS Institute as you have in the past. In summary: A) B) C) D) E) F) All providers should register and receive a login for the HRSA RSR submission portal as soon as possible. The system is currently up and ready for Provider Report submission. Data for the Provider Report should be checked and updated for 2013. The Provider Report may be submitted via XML or direct data entry on the HRSA website. Client level data should be checked for completeness using the reports available in AIRS, or by sending an RSR extract to the AIDS Institute for feedback.

Final RSR extracts from AIRS should be submitted to the AIDS Institute no later than February 14th. You will need additional time to receive your XML and load it
onto the HRSA website.

All RSR Provider Reports and client level data must be in Review or Submitted status on the HRSA website by MARCH 10, 2014.

We look forward to working with you. Sincerely,

Vida B. Chernoff Director, Office of Systems Development NYSDOH AIDS Institute