231.002 Administrative Agency Data Managers’ Core Competencies

Policy Number  231.002
Effective Date March 27, 2000
Revision Date June 27, 2023
Subject Matter Expert HIV Care Services Group Manager
Approval Authority  HIV/STD Section Director
Signed by  Josh Hutchison

1.0 Purpose

Although the TakeChargeTexas (TCT) is a centralized system, the Texas Department of State Health Services (DSHS) directs local administrative agencies (AAs) to maintain the AA staff and local data managers who will train and assist local subrecipients. AA data managers will also ensure the quality and appropriate use of the data in TCT.

This policy establishes AA data manager core competencies, including guidance on activities, standards, knowledge, skills, and abilities. DSHS developed the AA data managers’ core competencies to enhance the quality and utility of data entered into and retrieved from TCT.

2.0 Authority

Ryan White HIV/AIDS Treatment Extension Act of 2009, Texas Health and Safety Code (THSC) §12.052, §85.032

3.0 Definitions

Administrative Agency (AA) – Entity responsible for ensuring a comprehensive continuum of care exists in their funded areas. AAs accomplish this through the management and oversight of HIV care and treatment services funded by federal and state funds under a contractual agreement with DSHS. For a list of AAs, their contact information, and coverage areas, see HIV Administrative Agencies.

AA Data Managers – Staff at the AA who provide support to local partner organizations and subrecipients to assure the quality and use of data in TCT.

HIV Service Provider – Organization with a contractual agreement with AA to provide HIV-related medical and support services to persons living with HIV/AIDS (PLWHA). At the sole discretion of DSHS, non-contracted providers of HIV services may use TCT.

Health Resources and Services Administration (HRSA) – An agency of the U.S. Department of Health and Human Services dedicated to providing equitable health care to the nation’s highest-need communities—they serve people who are geographically isolated and economically or medically vulnerable. HRSA programs support people with low incomes, people with HIV, pregnant people, children, parents, rural communities, transplant patients, and other communities in need, as well as the health workforce, health systems, and facilities caring for them.

HRSA HIV/AIDS Bureau (HAB) – The HIV/AIDS Bureau (HAB) administers the Ryan White HIV/AIDS Program (RWHAP) and plays a critical role in helping diagnose, treat, prevent, and respond as part of the Ending the HIV Epidemic in the U.S. initiative.

Ryan White/HIV/AIDS Program (RWHAP)RWHAP is a program authorized in 1990 and administered by the Health Resources and Services Administration HIV/AIDS Bureau. The program provides grant funds to states and metropolitan areas with high numbers of PLWH and selected treatment providers to fill gaps in the system of outpatient medical and social support services for low-income people living with HIV. HRSA requires that RWHAP uses funds as a payment of last resort. Program beneficiaries must be low-income, as identified by each recipient. 

RWHAP Services Report (RSR) – The RSR is a client-level data reporting requirement which monitors the characteristics of Ryan White HIV/AIDS Program Parts recipients, providers, and clients served. HRSA requires Ryan White HIV/AIDS Program Parts A-D-funded recipients and their contracted service providers (subrecipients) to report client-level data annually to the HIV/AIDS Bureau through the RSR. The client-level data reported by recipients and subrecipients helps to:

  • Monitor the health outcomes of clients with HIV receiving RWHAP care and treatment services through program recipients and subrecipients.
  • Address the impact of HIV in disproportionately affected communities by assessing organizational capacity and service utilization.
  • Monitor the use of the Ryan White HIV/AIDS Program to address HIV in the United States.
  • Track progress toward achieving the goals identified in the National HIV/AIDS Strategy.

To see the RSR reporting timeline, visit targethiv.org/library/rsr-submission-timeline.

TakeChargeTexas (TCT) – TCT is web-based software that providers use to report on Ryan White and state-funded services provided to eligible clients. TCT serves as the Ryan White Part B Uniform Reporting System (URS) for Texas.

4.0 Policy

DSHS policy requires AA data managers to perform certain activities. To perform the required activities, AA data managers must have the knowledge, skills, and abilities to manage and oversee data collection and reporting in TCT.

5.0 Persons Affected

The AA Data Manager Competency Policy applies to AAs and their AA data managers.

6.0 Core Competencies

6.1 Competency in Developing Local Policy and Procedures

The AA data managers develop local policies and procedures relating to TCT and the data collected through the system. The local level includes AA staff, service provider agencies, and subcontractors.

6.2 Competency in Providing Training and Technical Assistance (TA)

AA data managers:

  • Provide TCT training and TA to staff at AA and service providers who use TCT.
  • Consult with DSHS TCT personnel for assistance on complex technical questions and relay that information to local users.
  • Provide presentations, briefings, and training sessions on TCT operations for subrecipients’ in-house personnel and
  • Ensure computers meet or exceed the necessary software and hardware requirements for current TCT needs.

6.3 Competency in Establishing Local Physical and Electronic Security

AA data managers:

6.4 Competency in Data Quality Monitoring and Improvement

AA data managers:

  • Ensure the data entered into TCT is of high quality as established by DSHS 230.003 TCT Data Improvement Plan Policy.
  • Develop local policies and procedures to implement DSHS TCT Data Improvement Plans.
  • Monitor the following aspects of TCT data for the AA and subrecipients:
    • Completeness
    • Accuracy
    • Timeliness of data entry and
    • Completeness of aggregate and client-level reports required by HRSA HAB (RSR)
  • Prepare the AA’s Data Improvement Plan, which sets goals for data improvement and maintaining TCT data quality.

6.5 Competency in Providing Data-Driven Strategic Support

AA data managers:

  • Work with AA staff to determine the information needed to support AA decision-making and contract monitoring.
  • Develop a standard set of customized reports and queries to provide their AA with the information to support decision-making and contract monitoring.
  • Agree upon an internal schedule to produce the standard set of customized reports and implement the schedule. To create customized reports and queries to support their AA, data managers may need to use software outside of TCT to produce the requested data.
  • Assist in the interpretation of the specialized reports created by the AA data manager for AA staff and DSHS staff (as needed).
  • Ensure HIV service providers enter data into TCT to produce client-level reports by HRSA HAB each year.
  • Submit HRSA HAB’s required aggregate-level and client-level data reports to DSHS 15 business days before DSHS’s submission deadline to HRSA HAB.

7.0 Revision History

Date Action Section
6/7/2023 Policy revised to reflect the change in data systems (ARIES to TCT) All
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 -