The Administration for Community Living (ACL)/Administration on Aging (AoA) has redesigned the Older Americans Act (OAA) State Program Report (SPR) to reduce the reporting burden for State Units on Aging (SUAs) and Area Agencies on Aging (AAA) and to streamline the overall reporting process. The new data collection is called the State Performance Report (SPR). It is scheduled to be implemented in October 2021 (Fiscal Year 2022), when Title III state grantees will begin collecting using the new SPR form. The grantees will submit FY 2022 data into OAAPS in January 2023.
The new reporting tool for the SPR is named 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 submit their annual performance report data by either using a template (provided below) to upload the data or directly entering the data into OAAPS. The Exploratory Testing Site is now available at: https://www.oaaps-pilot.acl.gov/app/dashboard.
The resources and links below are for technical documentation that includes definitions and descriptions of and a crosswalk between new and old data elements and information on uploading files.
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 for the 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 3.0 *
The State Performance Report (SPR), Crosswalk replaces the previous Crosswalk. The Crosswalk is a spreadsheet that maps the previous SPR to the revised SPR. This sortable and searchable spreadsheet contains every data element from both the old and new report at the lowest available (e.g., service) level with new and old reference numbers. 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 generated.
State Performance Report (SPR), Upload Template Guide: version 3.0
The State Performance Report (SPR), Upload Template Guide describes 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 descriptions and examples on how to accommodate additional "Other/Supplemental Services" and definitions applicable to the Upload Template. The template and guide can assist with redesigning or adjusting state and/or local reporting systems.
State Performance Report (SPR), Upload Template: version 3.0
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 and the addition of more "Other/Supplemental Service" rows. Data fields are labeled and 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. The permissible file types are:
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. This document provides additional detail beyond the brief definitions found in the OMB documentation and the Data Dictionary to provide detailed definitions and in some cases external links to additional resources. Definitions are grouped into the following 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 2.0*
The Annotated State Performance Report (SPR) is a series of spreadsheets of the current SPR data collection. The document is annotated to show the changes to the data elements in the current SPR data collection and it is color-coded to indicate that status of the data elements in the new data collection: new, same, changed, removed, or system generated. Comments on cells describe the changed data elements. The comments provide information regarding the current data element followed by information regarding the new data element. New data elements are inserted into the current format where they best fit and a new worksheet summarizes new data elements that do not fit 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, in a different format, as the Annotated State Performance Report (SPR).
State Performance Report (SPR), Export Format: version 2.0
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 (ACl Ref #) is referenced in each cell. This easy-to-read format is similar to the current SPR layout.
State Performance Report (SPR), Data Validation Checks, Version 1.0*
The State Performance Report (SPR), Data Validation Checks contains the data validation rules within OAAPS to help users navigate the data validation process when using OAAPS to submit the annual SPR. The document consists of screenshots from the Export Format Template populated with corresponding unique identifying number (ACL Ref #), the business rule error message text used in OAAPS during the validation process, and data validation formulas expressed using the ACL Ref #. The rules are organized by section and resemble the data a user would see in OAAPS. The business rules are described in general (non-formulaic) terms in the Data Dictionary Worksheet.
State Performance Report (SPR), Data Dictionary, Version 1.0
The State Performance Report (SPR), Data Dictionary is a searchable and sortable excel file that is a compendium of the following key technical documents: Upload Template Guide, OAA Titles III and VII (Chapters 3 and 4), State Performance Report (SPR) and Master Spreadsheet. This Data Dictionary Worksheet replaces in its entirety the previously available Master Spreadsheet and replaces the data element portion of the Upload Template Guide. The Data Dictionary includes every data element, including system generated elements. Each data element is broken down into its lowest level, including all subfields (e.g. service level). Where the OAA Titles III and VII (Chapters 3 and 4), State Performance Report document provides a summary of all data elements, the Data Dictionary worksheet breaks down every data element to the subfield level. The columns contain a unique identifying number (ACL Ref #), Component and Subcomponent Name and a number of additional items that define each data element (e.g., service names and business rule descriptions).
The first tab of the worksheet provides a detailed description of each column in the worksheet.