Part A Minority AIDS Initiative
(MAI)
Reporting Requirements
Chrissy Abrahms
Senior Policy Advisor
Department of Health and Human Services
Health Resources and Services Administration
HIV/AIDS Bureau
Division of Metropolitan HIV/AIDS Programs
Required MAI Reports

Separate MAI Annual Plan

Separate MAI Annual Report


Because of Congressional intent to improve access and reduce
disparities in health outcomes, separate reporting has been
required from the outset
MAI funds, while synchronized and awarded with the Part A
Program, represent a discrete program component
Required Data/Information

The Plan & Annual Report each contain two parts:
 Online
web forms to collect standardized, quantitative
and qualitative information, accessed in the EHBs
 An
accompanying narrative (2-5 pages) that is
uploaded into the Plan/Annual Report
Data Elements in the Web Forms

Amount awarded
Budgeted amounts for grantee administration, CQM

Amount budgeted for each service



Breakout of each amount for each target population
For each service/target population:

Service unit definition

Planned/Actual number of service units provided

Planned/Actual number of clients served (total, and WICY)

At least one and up to three planned client-level outcomes
(At least one outcome must be a HRSA-recommended outcome)

Target Percentage expected to achieve each outcome

Actual number of clients documented who achieve each outcome
MAI Plan Narrative: 1 – 4 pages
 If MAI goals/objectives in FY 2011 Part A grant application have
changed, describe the changes and explain the reason(s).
If no changes, simply state that
 Summarize plan for ensuring that providers are able to
document and report MAI program accomplishments and
outcomes, including total number of clients that receive outreach
and/or education services; and for grantees receiving $50,000
or more in MAI funding, the ethnic/racial demographics of clients
served
 Provide an update regarding current ADAP utilization data and
the capacity of the ADAP to absorb additional clients (specify
the number) reached through MAI-funded services
Annual Report Narrative: 2 – 5 pages
 Program accomplishments re: specific communities
served, such as success in:
 Reaching particular underserved sub-populations or areas
 Meeting/exceeding outcome targets for hard-to-serve populations
 Strategies used to recruit, train and use outreach workers or peers
 Increasing cultural/linguistic competence of providers
 Enhanced linkages with HIV/AIDS prevention and counseling/testing
programs and/or other Ryan White funded programs
 Progress in developing and implementing systems, processes or
procedures to document clients served and outcomes achieved
Annual Report Narrative (continued)
 Challenges: Include steps taken to address them, and any
lessons learned that might be useful for other grantees
 Please list protocols, training materials or other tools/resources
produced that may be useful for other grantees.
 Other: If the grantee's planned Service Objectives, Budgeted
Amounts, and/or Planned Outcomes were revised significantly,
describe the change(s) and reasons for the change(s)
Important Dates and Deadlines

July 20, 2013: FY 2013 MAI Plan will open in the EHBs

You will receive an automatic reminder email if you do not start
your Plan by August 5th

FY 2013 Plan Deadline: August 20, 2013

January 1, 2014: FY 2012 MAI Annual Report opens in EHBs

January 31, 2014: FY 2012 MAI Annual Report deadline
MAI Report Access

Access the report through your grant handbook in EHBs:
https://grants.hrsa.gov/webexternal/login.aspx
 You
need to input your username and password.
 If
you can’t remember your username or password,
click on the “Forgot Password” link or contact the
HRSA Call Center.
 If
you are new to the EHBs, please contact the HRSA
Call Center for assistance with registering an account.
MAI Report Access
Once you login to the EHBs, you will be at your
homepage. Click on “View Portfolio.”
MAI Report Access
Click on “Open Grant Handbook” next to your H89 grant.
MAI Report Access
Click on “Open Grant Handbook” next to your H89 grant.
MAI Report Access
If you have not started your Plan/Report, click on “Start
Submission.” If the report has been started, please click
on “Edit Submission” under the specific submission.
MAI Data Entry
MAI Plan consists of three steps:

Step 1: Enter Grantee and MAI funding information

Step 2a: Select service categories (can only be
modified during Plan report)

Step 2b: Select race/ethnicity and level of effort for each
chosen category (can only be modified during Plan
report)

Step 3: Separate web forms for each racial and ethnic
client group for whom a service/activity will be directed
MAI Data Entry: Saving Information

While you are filling out the report, save each page
using “Next Page,” “Previous Page,” or “Save”

“Next Page” will save the page and take you to
the next page

“Save” will simply save the page and keep you on
the same page
MAI Data Entry: Saving Information
MAI Data Entry: Saving Information


Direct navigation from left hand navigation menu
does not save each page before changing pages
The system will time out after 30 minutes of
inactivity, and typing is not recognized as activity
MAI Data Entry:
Uploading the Narrative


You can upload your narrative at any point while in
the report by clicking on “Upload Narrative” under
left hand navigation menu
You will then have the option to browse for your
document and upload it to the system
MAI Data Entry:
Viewing the Narrative


Once you have uploaded your narrative, you can
view the narrative that you uploaded while in the
system by clicking on “View Narrative”
If you choose to upload a different document, follow
the steps to upload the narrative and your
previously uploaded narrative will be overwritten
Validating the MAI

Two levels of validation:


Page level validation occurs as you choose next page and will
show you all errors thus far in the report
Report level validation occurs when clicking “Validate” under the
left hand navigation menu and will show you all errors and
warnings for the entire report
Validating the MAI


Errors must be resolved in order to submit
Warnings should be resolved, but if you are
unable to resolve the warning or it is not
applicable, you must enter a warning comment
by clicking “Add Warning Comment” on the top
of the validation screen in order to submit
Submitting the MAI

Once you have resolved all validation
errors, please click “submit” under the
left hand navigation menu

You will receive an email confirmation
once the report is submitted

After your Project Officer reviews the
report, he/she can return it to you for
changes. If the report is returned for
changes, you will receive an email
notification
Printing the MAI


You may generate a PDF version of the
entire MAI report to print
Click “Print PDF” to generate a PDF of the
MAI report
Finding a Submitted MAI Report



By default, the EHBs only shows reports that
are “Not Started,” “In Progress,” or “Change
Requested”
You may want to access a submitted report in
order to print the report or request to un-submit
the report if you feel that you need to make edits
The following screens will show you how to
access a submitted report
Finding a Submitted MAI Report
In the Other
Submissions
section, click
“Search” towards
the right of the
screen.
Select “Submitted” as the
selection criteria in the dropdown menu for “Scheduled
Status.” Then click
“Search” towards the
bottom of the screen.
Finding a Submitted MAI
Once you click “View Report,” you will be able to see your report.
Important Tips

Many email notifications will be sent from HRSA
regarding MAI submissions

The individual that will be sent emails is pulled from
question 1A of your previous MAI submission

Please ensure that the person who should be
receiving important notifications from HRSA is
entered into question 1A when completing your MAI
Important Tips

Service categories and ethnicity groups are selected
when completing your MAI plan

You will have the option to add new service categories
and/or racial/ethnic communities to your submitted Plan
30-60 days before your Annual Report is due

You will be notified via email when the EHBs are open for you
to submit an “MAI Plan Revision Request”

The information provided in the Request is used to generate
the web form(s) needed to report on the added service and/or
added populations
Utilize Help Resources

Accessing the online MAI database via EHBs:

HRSA Call Center
1 (877) 464-4772
[email protected]
Monday - Friday: 9:00AM – 5:30PM


Please make sure to have your grant number handy and
mention the MAI report to the agent.
Completing the MAI web forms (Plan or Annual Report):




Part A MAI Reporting Instructions
Online Help Function
Download PowerPoint Presentation with Screenshots
Call the HRSA Call Center
Utilize Help Resources
For online instructions on completing the MAI
report, please visit:
https://performance.hrsa.gov/hab/maiapp/help/
Welcome_to_the_MAI.htm

For additional MAI materials and help resources,
please visit:
http://hab.hrsa.gov/manageyourgrant/
reportingrequirements.html#MAI

Contact Information
Chrissy Abrahms
Senior Policy Advisor
(301) 443-1373
[email protected]
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Minority AIDS Initiative Requirements