231.002 ARIES Data Managers Core Competencies

Policy Number  231.002
Effective Date  March 27, 2000
Revision Date  August 18, 2010
Subject Matter Expert Services Data Internal Workgroup
Approval Authority  HIV Care Services Group Manager
Signed by   

1.0 Purpose

Although the ARIES is centralized, the Department of State Health Services (DSHS) directs local Administrative Agencies to maintain on staff local data managers who are to train and assist local users and assure the quality and use of the data in ARIES. This policy establishes ARIES Data Manager Core Competencies. These core competencies are intended to provide guidance on the required activities and standards and the knowledge, skills, and abilities needed in a local ARIES data manager. Additionally, core competencies were developed to enhance the quality and utility of data entered onto and retrieved from the AIDS Regional Information and Evaluation System (ARIES).

2.0 Authority

Ryan White Care ACT, 2009; Texas Health and Safety Code (HSC) §85.003; HSC §85.033; HSC §85.040; HSC §85.041; Texas Administrative Code, chapter 25, §98.8.

3.0 Definitions

AIDS Regional Information and Evaluation System (ARIES) - ARIES is web-based, client-level software that Ryan White and/or State Services HIV Providers use to report all Ryan White and State services provided to Ryan White eligible clients.

Administrative Agency (AA) - Entity under contractual agreement with the Department of State Health Services (DSHS) to manage and distribute federal and state funds to HIV Service Provider(s).

Data Managers - Staff at the Administrative Agency responsible for providing support to local organizations using ARIES to report their service delivery activities.

HIV Service Provider - Organization(s) under contractual agreement with AA to provide HIV-related medical and psychosocial support services to person(s) living with HIV/AIDS.

Ryan White HIV/AIDS Program - Program authorized in 1990 and administered by the U.S. Department of Health and Human Services (HHS), Health Resources and Services Administration (HRSA), HIV/AIDS Bureau (HAB). The program is for those who do not have sufficient health care coverage or financial resources for coping with HIV disease. Federal funds are awarded to agencies located around the country, which in turn deliver care to eligible individuals under funding categories called Parts.

4.0 Policy

It is the policy of DSHS that AA data managers are required to perform certain activities and possess certain knowledge, skills, and abilities which includes but is not limited to managing and overseeing data collecting, reporting, and the Uniform Reporting System ARIES.

5.0 Persons Affected

This policy applies to the Administrative Agencies and the AA data managers.

6.0 AA Core Competencies

6.1 Competency in Developing Local Policy and Procedures

The AA data managers must develop local policy and procedures to implement all policies relating to ARIES and the data collected through ARIES. The local level includes AA staff, service provider agencies, and subcontractors.

6.2 Competency in Providing Training and Technical Assistance

AA data managers must:

  • provide effective ARIES training and technical assistance to staff at AA and service provider agencies who use ARIES;
  • consult with ARIES personnel at DSHS for assistance on complex technical questions and relay information to local users;
  • provide presentations, briefings and training sessions on ARIES operations for subcontractors and in-house personnel; and
  • ensure ARIES computers meet or exceed necessary software and hardware requirements for current and future needs.

6.3 Competency in Establishing Local Physical & Electronic Security

  • Data managers must ensure the physical and electronic security is maintained at a local level as set forth in DSHS ARIES User Policy and ARIES Security Policy.
  • The AA data managers must develop local policy and procedures to implement DSHS ARIES User Policy and ARIES Security Policy.
  • AA data managers must also develop plans for how they will ensure that ARIES user and security policies are followed by AA staff and service provider agencies.

6.4 Competency in Data Quality Monitoring and Improvement

  • AA data managers must ensure data entered into ARIES must be of high quality as established in DSHS Data Improvement Plans Policy.
  • The AA data managers must develop local policy and procedures to implement DSHS ARIES Data Improvement Plans.
  • ARIES data managers must monitor the completeness, accuracy and timeliness of ARIES data for the AA overall and for each individual service provider and the completeness of aggregate and client-level reports required by HRSA.
  • In addition, data managers are responsible for preparing the Data Improvement Plan, which sets goals for improvement and maintenance of ARIES data quality.

6.5 Competency in Providing Data-Driven Strategic Support

  • Work with AA staff to determine the information needed to support AA decision making and contract monitoring.
  • Develop a set of standard and customized reports and queries to provide this information, agree upon an internal schedule for the production of these reports, and implement that schedule. This may require using software outside of ARIES to produce the requested data.
  • Provide assistance in interpretation of these reports as necessary.
  • The data manager must ensure that providers enter data for aggregate and client-level reports required by HRSA each year.
  • HRSA-required aggregate-level and client-level data reports must be submitted to DSHS 15 business days prior to the grantee submission deadline.

7.0 Revision History

Date Action Section
9/26/2014 Converted format (Word to HTML) -
8/18/2010 Policy renumbered; expansion of definitions section; outline of the five core competency areas All
3/27/2000 Original policy 241.002 -