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Systems and Program Support

Office of Administration & Contract Management

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.

Resource Management

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.

Contract Processing

This unit ensures the execution of over 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 provide technical assistance to providers regarding compliance with auditing and accounting principles.

Data Management

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.

Staff Operations

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. 

Contact:

Douglas Manion
Associate Director
Office of Administration and Contract Management
Administration and Data Systems
(518) 473-7238
dam08@health.state.ny.us

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Office of Planning and Community Affairs

The Office of Planning and Policy is the organizational unit responsible for ongoing, cross-programmatic policy development, strategic planning, budgetary and legislative analyses.  Duties include:

  • Development and analysis of AIDS Institute policy, at the recommendation of AIDS Institute management staff and as directed by the AIDS Institute director;
  • State and Federal legislative proposal development, analysis and implementation; coordination of review and comment for all Office of Public Health-related state legislative proposals;
  • State and Federal budget analyses and recommendations;
  • Strategic planning development, implementation and oversight for internal AIDS Institute use and for inclusion in the Department of Health’s planning initiative;
  • HIV confidentiality oversight, management and operation, including management of the AIDS Institute Special Investigation Unit and coordination of HIV Confidentiality training;
  • Management support and administration for the AIDS Advisory Council and its various subcommittees and the Interagency Task Force on HIV/AIDS, providing support to both of these entities with scheduling meetings, generating meeting minutes, drafting reports and letters;
  • Management support and administration for the Statewide AIDS Service Delivery Consortium;
  • Implementation, management and oversight of the Commissioner’s annual World AIDS Day event with a display of NAMES Project AIDS Memorial Quilt panels visited by approximately 2,000 youth and a Commissioner's Award Ceremony;
  • Review, draft and edit as appropriate all Executive Correspondence sent to the AIDS Institute by the Department’s Office of Governmental and External Affairs;
  • Review and management of AIDS Institute-wide publications such as “About the AIDS Institute;”
  • Review of all proposed conference abstract submissions, journal and manuscript publications; and
  • Speech writing and presentations at the request of AIDS Institute executive staff.

The Office of Planning and Community Affairs is physically and organizationally located within the AIDS Institute Executive Office.

Contact:

Johanne Morne
Director, Office of Planning and Community Affairs
Executive Office
(518) 473-2903
jem18@health.state.ny.us

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Information Systems Office

The Information Systems Office (ISO) is the information technology center of the AIDS Institute.  ISO provides technology services to AIDS Institute programs in support of their business processes and information needs, while maintaining the confidentiality, integrity and accessibility of that information.

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 locations: Albany, Menands, and New York City.  Annually, ISO technology specialists responded to 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 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 800 contracts.

ISO maintains various databases containing client-level service data collected and submitted by providers.  ISO staff produce reports on program activities and the status of the HIV/AIDS epidemic, integrating data from many sources in the Institute, the Department and other external agencies. The reports are used by management staff for data driven programmatic decision-making and other administrative functions. ISO submits data at regular intervals to outside funding agencies such as HRSA and 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.

Contact:

Keith Cheung
Director, Information Systems Office
Administration and Data Systems
(518) 473-8459
kpc04@health.state.ny.us

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Office of Program Evaluation and Research

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 leads and coordinates the effort to evaluate the impact of the 2010 Amendment to the NYS HIV Testing Law on HIV testing in hospital, emergency room, and primary care settings and linkage to care among those who are newly diagnosed with HIV. 

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.  Another example is the HIV Counseling and Testing Resource Directory.  Updated annually, this document provides information on anonymous and confidential HIV counseling and testing providers 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.

Contact:

Shu-Yin John Leung, M.A.
Director, Office of Program Evaluation and Research
Division of Epidemiology, Evaluation and Research
(518) 402-6814
sjl04@health.state.ny.us

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Office of Systems Development

The Office of Systems Development (OSD) 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 the Ryan White HIV/AIDS Treatment Modernization Act of 2006 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.

OSD is responsible for the design, testing, and training of new data and information management products, including the AIDS Institute’s main reporting platform -- AIDS Institute Reporting System (AIRS).  The Office 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.  OSD manages information 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.  OSD coordinates reporting content and requirements with the AIDS Institute Division of HIV, STD and Hepatitis C Prevention.  OSD also collaborates with the Information Systems Office on systems development, testing, and maintenance and on data submission content and protocols.

AIRS, the principal software product managed by OSD, is the successor to the AIDS Institute’s Uniform Reporting System (URS).  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 developed by OSD include the AIDS Institute Data Application (AIDA), the companion system to the provider-level Uniform 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.  OSD ensures that the data content of AIDA is kept synchronized with changes made to the AIRS system.  Via subcontract, OSD 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.

Contact:

Vida Behn Chernoff
Director, Office of Systems Development
Administration and Data Systems
(518) 402-6790
vab01@health.state.ny.us

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