Chart Abstraction Timeline

HRSA HAB Response to OMB regarding the Chart Abstraction of Ryan White HIV/AIDS Program Recipient Data (ICR Ref. No. 201912-0906-001)

Proposed Timeline for Chart Abstraction Client Level Data Collection

Timeframe	Activities	Notes
November 2018-May 2019	Determine clinical variables for pilot data collection and draft sampling strategy
June 2019-August 2019	Pilot data collection
September – December 2019	Process and analyze pilot data and finalize clinical variables
January – March 2020	Finalize sampling strategy
April – June 2020	Recruit sites to participate in project and schedule site visits	Schedule may change depending on public health emergency status
July – December 2020	Data collection at sites and submit data to HRSA (year 1 data)	Schedule may change depending on public health emergency status
January – February 2021	Process and analyze year 1 data	Schedule may change depending on public health emergency status
March 2021	Review and make changes to clinical variables and sites (if needed)	Schedule may change depending on public health emergency status
March – April 2021	Meeting with OMB to provide an update on year 1 data collection, review timeline (including changes if needed), and share emergent information related to HRSA HIV data collection
April 2021	Recruit sites to participate in project and schedule site visits
June – November 2021	Data collection at sites and submit data to HRSA (year 2 data)
December 2021 – January 2022	Process and analyze year 2 data
March 2022	Review and make changes to clinical variables and sites (if needed)
March – April 2022	Meeting with OMB to provide an update on years 1-2 data collection, review timeline (including changes if needed), and share emergent information related to HRSA HIV data collection
February – April 2022	Prepare and submit OMB back for 2023-2024 data collection extension
April 2022	Recruit sites to participate in project and schedule site visits
June – November 2022	Data collection at sites and submit data to HRSA (year 3 data)
December 2022 – January 2023	Process and analyze year 3 data
March 2023	Review and make changes to clinical variables and sites (if needed)	Begin process to Assess HRSA HIV Client Level Data Collection variables (see below)
March – April 2023	Meeting with OMB to provide an update on years 1-3 data collection, review timeline (including changes if needed), and share emergent information related to HRSA HIV data collection
April 2023	Recruit sites to participate in project and schedule site visits
June – November 2023	Data collection at sites and submit data to HRSA (year 4 data)
December 2023 – January 2024	Process and analyze year 1-4 data

Proposed Timeline for Assess HRSA HIV Client Level Data Collection Sources

Timeframe	Activities	Notes
February – June 2023	Internal HRSA review of variables and data Assess the feasibility, reliability, and validity of HIV variables in other HRSA HIV data collection sources Develop mapping of variables to HRSA HIV data collection sources Internal clearance of decisions
July – August 2023	Gather feedback from experts and stakeholder on mapping of variables to HRSA HIV data collection sources
September – October 2023	Finalize mapping of variables to HRSA HIV data collection sources
October – November 2023	Meeting with OMB to review finalized mapping of variables to HRSA HIV data collection sources
November – December 2023	Prepare OMB packages to reflect changes to HRSA HIV data collection	Cannot submit OMB package until final mapping of variables complete; estimate 9-12 month to receive OMB approval
Once receive OMB approval, 12 months Tentative January – December 2024	Work with HRSA contractors to make changes to HIV data collection sources Make Ryan White HIV/AIDS Program (RWHAP) recipients and subrecipients aware of changes to the HRSA HIV data collection sources including changes to variables RWHAP recipients and subrecipients modify data collection to accommodate variable changes	Cannot begin until OMB approval received
12 months Tentative January – December 2025	RWHAP recipients and subrecipients RWHAP recipients and subrecipients modify data systems to accommodate changes so they can submit data to HRSA RWHAP recipients and subrecipients collect data	Cannot begin until HIV data collection systems updated Try to keep data collection on a calendar year schedule
January – March 2026	RWHAP recipients and subrecipients submit data using updated HRSA HIV data collection sources