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DDES Memo Series 2006-10

Date: June 29, 2006

To: Listserv

For: Area Administrators / Human Services Area Coordinators
Bureau Directors
County Departments of Community Programs Directors
County Departments of Developmental Disabilities Services Directors
County Departments of Human Services Directors
County Departments of Social Services Directors
Licensing Chiefs / Section Chiefs
Tribal Chairpersons / Human Services Facilitators

From: Sinikka Santala

Subject: Federally-Required Changes in Human Services Reporting System (HSRS) Alcohol and Other Drug Abuse Reporting

Document Summary

Changes in federal requirements for substance abuse data collection through the Human Services Reporting System are described including the addition of four fields: living situation and arrests at admission and discharge for treatment services.

The federal Government Performance and Results Act of 1993 (GPRA) has gradually brought about changes in alcohol and other drug abuse client reporting for states. Implementing these reporting changes is a requirement for Wisconsin's receipt of some $25 million in federal Substance Abuse Treatment and Prevention Block Grant funds each year. We will need the cooperation of every County agency and treatment provider in order to meet these requirements in a timely fashion. It is our plan to reimburse County agencies for some of the costs associated with these changes when the state receives special funding from the federal government. States will receive funding only after they have successfully reported the new data.

New HSRS AODA Module Data Items
Staff have begun work to modify the HSRS database to incorporate four new data fields including arrests and living situation at admission and discharge. The details about these new data fields have been communicated to agency HSRS contacts via e-mail from the HSRS SOS Desk (see attachments 1 and 2). Reporting on these new fields will begin October 1, 2006. If you have any questions or need assistance you may contact the HSRS SOS Desk at 608-266-9198 or .

Modified HSRS AODA Module Data Items
Work has begun to modify the codes for two employment status fields 16 and 36 (see attachment 2). Reporting on these modified fields will begin on October 1, 2006.

County Agency Reimbursement for Reporting
The federal government has developed a special grant program for states to cover some of the increased costs of database modification and reporting. The state and its local reporting agencies must fully comply with federal reporting requirements in terms of completeness and accuracy before any funds are provided. The earliest these funds would become available is about July, 2007. With the cooperation of all County agencies, it is our plan to seek the federal funds and develop a mechanism to pass some of these funds on to County agencies that report complete and accurate data.

County agencies should begin modifying internal data collection forms and databases now in order to meet the October 1, 2006 start date. It is very important that Wisconsin comply with these additional data reporting requirements in order to secure substance abuse prevention and treatment block grant funding in the future. Thank you for your understanding and collaboration.


Mike Quirke, Program Evaluation Coordinator
DDES, Bureau of Mental Health and Substance Abuse Services
P.O. Box 7851
Madison, WI 53707
(608) 266-7584,  

Scott Tews
DDES, Office of Business Management Systems
P.O. Box 7851
Madison, WI 53707
(608) 266-3318,  


Attachment 1: February 28, 2006 SOSHELP E-mail Memo (PDF, 24KB)
Attachment 2: April 5, 2006 SOSHELP E-mail Memo (PDF, 24KB)
(Attachments are in the same PDF file)

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Last Revised: September 13, 2010