The Administration for Community Living (ACL)/Administration on Aging (AoA) has redesigned the Older Americans Act (OAA) State Program Report (SPR) in an effort to reduce the reporting burden for State Units on Aging (SUAs) and Area Agencies on Aging (AAA) and streamline the overall reporting process. The new data collection is called the State Performance Report (SPR) and it is scheduled to be implemented in October 2021 (Fiscal Year (FY) 2022). The grantees will begin collecting Title III data using the new SPR form. The grantees will be able to submit FY 2022 data into OAAPS in January 2023.
The new reporting tool for the SPR is the Older Americans Act Performance System (OAAPS). ACL/AoA will use OAAPS to monitor performance data and collect information on OAA Title III, and VII (Chapters 3 and 4) programs and activities. States will be able to submit their annual performance report data by either using a template to upload the data (template provided below) or directly entering the data into OAAPS. The system is expected to be completed and accessible to users in November 2019.
The resources and links below include Training Resources such as presentations and webinars; Technical Documentation that includes descriptions of new and old data elements with definitions, crosswalk files, and upload templates; and a Version Control Document that tracks all substantive and non-substantive changes to the materials.
Version Control Document:
As revisions are made to documents, changes will be noted here.
To receive information when technical documentation is updated, please sign up for ACL UPDATE at https://public.govdelivery.com/accounts/USACL/subscriber/new. Under Subscription Topics, All Topics, All Aging Topics, pick Data and Statistics.
ACL's OAAPS Title III – Data and Software Technical Documentation Overview: version 1.1
The OAAPS Title III – Data and Software Technical Documentation Overview is a presentation by ACL and which gives a brief
overview of the Older Americans Act Performance System (OAAPS) and the technical documents. The presentation, audio recording, and transcript are available to provide a general overview of each resource below.
OAA Titles III and VII (Chapters 3 and 4), State Performance Report (SPR): version 2.1
The OAA Titles III and VII (Chapters 3 and 4), State Performance Report (SPR)
summarizes data collection requirements forbthe redesigned SPR. This Office of Management and Budget (OMB) approved document
(OMB Control No.: 0985-0008) was used as the basis for forming the Older Americans Act Performance System (OAAPS). Similar to the
previous SPR, the data collected in redesigned SPR is aggregate state-level data. The report is composed of the following four sections:
- Data Model;
- Service Lists by Demographic Data Requirements;
- Data Element Categories and Intersections; and
- Level One Data Elements Tables.
State Performance Report (SPR), Crosswalk: version 2.1
The State Performance Report (SPR), Crosswalk is a spreadsheet that maps the previous SPR to the revised SPR. This
sortable and searchable spreadsheet contains every element from both the old and new report. It aligns the previous and revised
data elements on the same row and includes a column detailing if the data element is new, the same, removed, changed or system
State Performance Report (SPR), Master Spreadsheet: version 2.1
The State Performance Report (SPR), Master Spreadsheet
provides comprehensive information on the revised SPR data
elements, referred to as the "To Be" data elements. The purpose of the master spreadsheet is to provide a description of each
data element notating the component, sub-component, Element No. and a brief summary of a data element. Many of the data elements
in the revised SPR can be described at three levels. Level one would be a demographic category such age or gender identity.
Level two is the categorical breakdown of the level one data element, for example female for gender identify or 60 to 64 for
age. Level three is the OAA applicable service, for example females receiving chore services. Many level two data elements
are repeated for multiple services.
Key information contained in each column includes:
- Element Number, a unique number for each data element up to level two (e.g. CD-03-01)
- Component, the revised SPR is divided into two primary components, Aging Network and Service.
- Subcomponent Name, the 16 subsections of data elements
- Data Element Category, the name, title, or short descriptor for a specific data element.
- Description, a brief summary of a data element
- Codes and Values, for data elements with coded values, specifies the codes used and their associated values (e.g. true, false)
- Required, indicates whether the data element is required
- Data Type, indicates whether the data is integer, string, or coded value, etc.
- Quantifier, indicates whether there can be just one value can be reported for a data element or if multiple values are permitted
State Performance Report (SPR), Upload Template Guide: version 2.1
The State Performance Report (SPR), Upload Template Guide describes each data element and how to use
the State Performance Report (SPR), Upload Template to upload OAAPS State Performance Report (SPR)
and Nutrition Services Incentive Program (NSIP) data. The guide includes details on the business rules and dependencies related to
each data element. The template and guide can assist with redesigning or adjusting state and/or local reporting systems.
State Performance Report (SPR), Upload Template: version 2.1
The State Performance Report (SPR), Upload Template is a file structured to allow the importing and/or
uploading of data into OAAPS. The only change permissible to this file is the addition of actual data. Data fields are labeled are
identified in the column labeled "Value". All files uploaded into OAAPS will undergo a template check to ensure the correct template is
used. If the template is correct, OAAPS will perform format validations to ensure the data uploaded adheres to the rules defined for
each data element. Please Note: The column headings and order may NOT be changed. OAAPS software supports uploads
using the following file types: (.csv), (.xlsx), and (.xml)
This document is available in three formats:
State Performance Report (SPR), Appendix A: Data Element Definitions: version 1.1
The State Performance Report (SPR), Appendix A: Data Element Definitions
document provides the full definitions for
all data elements, code values, services, and related terms along with links to additional resources. Appendix A provides additional
detail beyond the brief definitions found in the OMB documentation and the Master Spreadsheet to provide detailed definitions and
in some cases external links to additional resources for the level one and level two data elements. Definitions in this appendix
are grouped into three tables and presented in alphabetical order:
- Demographics and Consumer Characteristics,
- Services and Service Units, and
- Additional Definitions.
Rural-Urban Commuting Area (RUCA) Codes, Zip Code File: version 3.10
The Rural-Urban Commuting Area (RUCA) Codes, Zip Code File 3.10 document provides the zip code level RUCA codes to be used
to define demographic distribution of program participants as rural or non-rural. The Excel file contains all residential and
point zip codes from 2013 with an assigned RUCA code ranging from 1.0 to 10.3.
Annotated State Performance Report (SPR): version 1.0
The Annotated State Performance Report (SPR) is a series of spreadsheets that describe the changes to the data elements in
the current SPR data collection. The document is the current SPR upload template that is annotated and color-coded to
indicate that status of the data elements in the new data collection: new, same, changed, removed, or system generated.
Comments are attached to cells to describe the changed data elements. The comments provide information regarding the current
data element, referred to as the "AsIs" data element followed by information regarding the new data element, referred to as
the "ToBe" data element.
New data element are inserted into the current format where appropriate and a final worksheet summarizes new data elements when
no corresponding worksheet exists in the current data collection.
This document is not 508 Compliant. The State Performance Report (SPR), Crosswalk is an accessible document that
provides the same information as the Annotated State Performance Report (SPR).
State Performance Report (SPR), Export Format: version 1.0
The State Performance Report (SPR), Export Format is a series of spreadsheets that provides the layout for the new SPR when exported. The data element number is referenced in each cell. This easy to read format is similar to the current SPR layout.
OAAPS User Guide Coming Soon
Once pilot testing of the OAAPS system has been completed, ACL will provide a detailed guide for users that describes the system
and how users can create accounts, upload or manually enter data, validate and submit their data, and create data reports
(e.g., reports comparing two-years of data). The document will be in easy-to understand language and include screen shots.
State Performance Report (SPR), Upload Sample: Version 1.0
The State Performance Report, Upload Sample is a sample file for importing and/or uploading of data into OAAPS.