Systems and Program Support
- Office of Administration & Contract Management
- Office of Planning and Community Affairs
- Information Systems Office
- Office of Program Evaluation and Research
- Data Systems Development and Reporting
- Medicaid Finance Systems and Research
In carrying out the mission of the AIDS Institute, the Office of Administration and Contract Management is responsible for setting AIDS Institute policy and oversight of all AIDS Institute activities related to grants and contract management, budget development, fiscal management, and operations management. The Office carries out key activities necessary to ensure that AIDS service dollars from all sources, including State, CDC, and HRSA funds, as well as Medicaid, are devoted to the development and implementation of a full continuum of HIV services throughout the State.
This section carries out activities associated with State and Federal funds distribution. Staff are involved in the preparation of State expenditure plans and Federal grant submissions. The unit is charged with using funds from all sources in a complementary fashion to support a range of services for affected populations in all regions of the State in a manner which minimizes duplication of effort and maximizes available resources.
This unit ensures the execution of approximately 700 contracts annually and processing monthly payments for those subcontractors. Staff in this unit develops guidelines, materials, and strategies for not-for-profit agencies to strengthen financial management and internal control structures and oversees a management review program that assist contractors in ensuring solvency and effectiveness of operations. Staff also provides technical assistance to providers regarding compliance with auditing and accounting principles.
This unit is responsible for maintenance of the AIDS Institute's Management Information System (CMS Plus). This centralized database facilitates management of the AIDS Institute's state and federal contractual funding. Through CMS Plus, the AIDS Institute has the capacity to aggregate contract data and prepare summary reports used to respond to requests from interested parties including the AIDS Advisory Council, Department of Health offices, other state agencies, planning bodies, and legislators.
The Staff Operations Unit (SOU) is responsible for operations management at multiple locations with AIDS Institute staff. The unit ensures AIDS Institute compliance with internal control policies and building regulations, manages space allocation, maintains equipment, oversees the relocation of employees and coordinates telecommunications.
Director, Office of Administration and Contract Management
The Office of Planning and Community Affairs is the organizational unit responsible for ongoing, cross-programmatic policy development, strategic planning, budgetary and legislative analyses. Duties include:
- Policy development and analysis; development of policy options; provision of policy guidance and interpretation to AIDS Institute management and staff.
- Development and analysis of legislation and regulations; overseeing implementation of legislation and regulations; convening stakeholders to gather input on the implementation of policy and regulations.
- AIDS Institute-wide strategic planning and program-specific strategic planning, ensuring coordination and consistency with Office of Public Health, Department of Health (DOH), and national strategic plans.
- Management of confidentiality policy and implementation in accordance with confidentiality legislation, including management of the AIDS Institute Special Investigation Unit, which provides policy interpretation and investigates complaints related to confidentiality.
- Management, oversight, support and directing the deliberations of all planning and advisory bodies, including the New York State AIDS Advisory Council, the Interagency Task Force on HIV/AIDS, and the New York State HIV Advisory Body (HAB).
- Management of all special events, such as annual World AIDS Day events, including the Commissioner’s event in Albany and events in other regions.
- Development and oversight of all forums, such as annual forums on disparities related to specific populations, including overseeing community and population-specific planning.
- Management of AIDS Institute work groups and committees, such as the Gay Men and MSM work group, Linkage and Retention in care, forum planning work groups, etc., including developing agenda, establishing priorities, and directing deliberations.
- Representing the AIDS Institute in Office of Public Health and DOH work groups, including developing AIDS Institute input and HIV/AIDS/hepatitis C/STD-specific documents related to the work of such groups.
- Development of AIDS Institute-wide publications, including gathering the input of all program areas and developing comprehensive documents.
- Review of all proposed conference abstract submissions, journal and manuscript publications.
- Speech writing and development of presentations for the Director and executive staff of the AIDS Institute.
- Responding to requests from the Commissioner’s office and Department executive staff.
In addition, the Office of Planning and Community Affairs plays a central role in AIDS Institute activities related to the “End of AIDS” in New York State. This effort involves ensuring that all persons living with HIV/AIDS are linked to and retained in care and treatment and are virally suppressed in order to improve their health and prevent transmission, that prevention activities are targeted to persons at risk, and that testing is expanded to identify persons who are unaware of their status and link them to care and treatment. The goal of these initiatives is to reduce the number of annual new infections to the extent that we reach sub-epidemic levels. This has involved and will continue to involve convening a wide variety of stakeholders to gather input, directing deliberations to achieve consensus, and developing statewide plans. It also involves ensuring rapid responses to issues raised by the Governor’s office, DOH executive staff, and community representatives. Ending the AIDS epidemic in New York State involves all program areas of the AIDS Institute. The Office of Planning and Community Affairs directs the efforts of all program areas in this regard and ensures the coordination of activities in all divisions, offices, and bureaus.
The Office of Planning and Community Affairs is physically and organizationally located within the AIDS Institute Executive Office.
Office of Planning and Community Affairs
The Information Systems Office (ISO) is the information technology center of the AIDS Institute. ISO provides information technology services to AIDS Institute programs in support of their business processes and information needs, with equal emphases on maintaining the confidentiality, integrity and accessibility of information. ISO also collaborates on statewide IT initiatives with the newly created NYS Office of Information Technology Services.
ISO is responsible for providing technical assistance and system support for the AIDS Institute's information systems. Responsibilities include: the management and maintenance of the AIDS Institute technology infrastructure; the administration of local and wide area networks; technology purchasing and a variety of other technical support services. The office oversees information technologies at three separate locations: Albany, Menands, and New York City. Annually, ISO technology specialists handled over 1,000 technical assistance requests and 350 support calls for videoconferences.
ISO develops and maintains the AIDS Institute’s components of the Department of Health (DOH) web sites, which consist of the Health Commerce System, the DOH public web site on the Internet, and the DOH Insider intranet. ISO develops applications for use by the AIDS Institute staff. The project portfolio is made up of a number of applications which include the AIDS Institute Data Application (AIDA), the Contract Management System (CMS), the External Report Application for AIRS (ERA), the Administrative System (AdmSys), the Document Management System (DMS) and the Program Evaluation and Monitoring System (PEMS), as well as other smaller systems designed to collect data on contract deliverables for over 600 contracts.
ISO maintains and populates various databases containing client-level service data that is scanned and/or processed from providers. ISO staff produce reports on program activities and the status of the HIV/AIDS epidemic, integrating data from sources in the Institute, the Department and other external agencies. The reports are used by management for data driven programmatic decision-making and other administrative functions. ISO submits data at regular intervals to outside funding agencies such as the CDC.
ISO produces presentations for conferences and seminars. In addition, maps are generated by ISO staff using geographic information system (GIS) for both decision support and for informational purposes. GIS maps are very effective in assisting program managers to identify gaps in services, overlapping services, and to visualize geographic distribution of AIDS Institute initiatives.
Director, Information Systems Office
The Office of Program Evaluation and Research (OPER) works to enhance the quality of HIV/AIDS prevention interventions, clinical care and service delivery systems in New York State through comprehensive, coordinated, and innovative research and evaluation initiatives.
OPER conducts scientific assessments of Institute-funded or managed programs to determine the extent to which they are achieving their stated objectives. Factors associated with performance are identified, and recommendations are made to improve program outcomes. For instance, OPER coordinates data collection and performs data analysis for a variety of initiatives, including the PrEP Implementation Study, Implementing HIV Screening in Dental Care Settings, and the Opioid Overdose Prevention Program. OPER also collaborates with the Viral Hepatitis Program in the evaluation of the 2014 NYS HCV Testing Law.
Technical assistance is also provided to programs evaluating their own performance or the performance of contracted providers. Services provided include: assistance in grant applications and preparing Institutional Review Board (IRB) applications; evaluation planning; sample selection; development of evaluation instruments; and study implementation, including training, data collection, data analysis, and summary of research findings.
OPER produces informational products using a wide variety of existing and prospectively collected data in support of AIDS Institute program planning and policy development. One example is the New York State HIV/AIDS Epidemiologic Profile, which describes the socio-demographic characteristics of New York State population and the scope of the HIV/AIDS epidemic in New York State.
OPER conducts reviews of scientific and professional literature for AIDS Institute programs. An abstract of HIV/STD/Hepatitis C prevention and health care research is also compiled and forwarded to Institute staff and other individuals on a bimonthly basis via a newsletter. The purpose of the newsletter is to keep staff informed about state-of-the-art developments in HIV/STD/Hepatitis C prevention and health care services.
OPER works with other units in the Institute as well as external partners to conduct independent research and evaluation. Study results are presented at national conferences and published in peer-reviewed journals.
Shu-Yin John Leung, M.A.
Director, Office of Program Evaluation and Research
Division of Epidemiology, Evaluation and Research
The Data Systems Development and Reporting Unit develops, maintains and provides training on information systems for both service providers and AIDS Institute staff; coordinates content and data submissions for federal and State reporting requirements for both Health Resources and Services Administration (HRSA) and the Centers for Disease Control and Prevention (CDC); reviews and submits data as required for Ryan White reporting; coordinates submissions with the New York City Department of Health and Mental Hygiene/Public Health Solutions and other New York State Eligible Metropolitan Areas (EMAs) as well as directly-funded provider agencies; and provides information and assistance to Ryan White and CDC funded grantees in other states.
The unit is responsible for the design, testing, and training for the AIDS Institute’s main reporting platform -- AIDS Institute Reporting System (AIRS). The unit is also responsible for overseeing standard reporting requirements to support the monitoring and evaluation of AIDS Institute-funded service initiatives and to help track emerging and unmet needs in populations affected by HIV and AIDS. The unit assists in system implementation, working with Division staff on technical assistance needs assessments, identification of barriers to implementation, corrections to software, and training of AIDS Institute providers and staff and collaborates with the Information Systems Office on systems development, testing, and maintenance and on data submission content and protocols.
AIRS is a relational, client-centered database designed to support tracking of individual client-level demographics, status histories and services. The system also collects information on education, outreach and training events at the provider level and reports anonymous client-level or aggregate data to the AIDS Institute and other funding agencies. Other products managed by the unit include the AIDS Institute Data Application (AIDA), the companion system to the provider-level reporting system. AIDA is a client-server application which maintains data submitted electronically from provider sites. The AIDA system interface was upgraded by the AIDS Institute Information Systems Office to improve processing times and performance. The unit ensures that the data content of AIDA is kept synchronized with changes made to the AIRS system. Via subcontract, the unit manages maintenance and periodic upgrades to both AIRS and AIDA and oversees related provider training statewide.
Reports currently generated by AIRS software include: HRSA Ryan White Services Reports (RSRs); CDC Evaluation Monitoring System-compliant prevention client level and aggregate service data; AIDS Institute monthly reports and data extracts; CDC requirement-compliant CTR data; other administrative and client record reports for internal agency use; transition of COBRA case management to Health Homes billing; and Health Insurance Portability and Accountability Act (HIPAA) and eMedNY compliant claims, eligibility determination and electronic remittance processing.
Recent additions to the AIRS system include improved tracking of HRSA client level data requirements; Treatment Adherence monitoring; COBRA outcomes monitoring; Prevention Pre- and Post- Intervention knowledge assessments; Housing and Insurance status histories; and a new Crystal Reports companion product that generates graphic reports with greater flexibility.
Assistant Director, Data Systems Development and Reporting
HIV Health Care, Surveillance & Data Systems
The Medicaid Finance Systems and Research section is responsible for the development and implementation of the research and evaluation agenda for the Office of Medicaid Policy and Programs. The section secures access to data sources throughout the NYS Department of Health and performs data analyses in support of policy and program needs related to health care and support services for individuals with HIV, sexually transmitted infections and hepatitis. The section works closely with other areas within the AIDS Institute, the Department of Health as well as with outside collaborators on research and evaluation projects designed to assess the effectiveness of the implementation of various program initiatives. The Medicaid Finance Systems and Research section also performs analyses regarding changes in reimbursement structures over time and other fiscal impacts to programs serving populations under the AIDS Institute’s expanded programmatic responsibilities. Technical assistance is provided regarding data security and other data-related topics. The section also develops and produces health service research papers and publications of considerable interest to the HIV/AIDS field, presenting work at state and national conferences, and providing input into the development of rates associated with HIV services.
Director, Medicaid Finance Systems and Research section
Office of Medicaid Policy and Programs