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Appendix B. Title VI Dataset-Level Documentation 

The Administration for Community Living (ACL) administers formula grants to eligible Tribal 

organizations1 under Title VI of the Older Americans Act (OAA). These grants fund nutrition and 

supportive services to elders and informal caregivers. Each year, all OAA Title VI grantee organizations 

submit an annual program performance report (PPR) for their grant program to ACL. The PPR includes 

data about funding, staffing, services, and persons served. These data comprise the Title VI dataset, one 

of many administrative and survey data collections on aging and disability programs overseen and 

managed by ACL. 

The purpose of this appendix is to provide Title VI dataset-level documentation as a resource and 

reference during the development of the data structure that connects ACL datasets and the future 

platform through which end users will access ACL data. The Title VI dataset-level documentation 

includes an overview of the Title VI PPR data collection and methodology, changes to the data collection 

over time, information management systems, data review and processing, key variables, and additional 

notes and resources. Additionally, Title VI variable-level documentation is provided in the Excel 

Workbook entitled ACL DR II – Variable Level Documentation.xlsx, which includes information on all 

variables from all datasets considered in the ACL DR II project.

Overview of Title VI PPR Data Collection and Methodology 

The purpose of the Title VI PPR data collection is to help track and evaluate program performance. 

These data are used, in part, to measure program outputs (e.g., total number of home-delivered meals 

served) and assess performance on annual outcome and efficiency measures.

The Title VI PPR to be used for the 2020–2023 grant period consists of 59 items2 and is organized into 

two major parts. Part A/B collects information on nutrition and supportive services. Part C collects 

information on caregiver services. Table 1 below provides further details on Part A/B and Part C.

Table 1: Data Collected under Title VI PPR 

Part of PPR Section of PPR Number of Items Type(s) of Data Collected

A/B Staffing Information 2 Numeric

A/B Nutrition Services 7 Numeric

A/B Supportive Services3 18 Numeric, Text

A/B Finance4 8 Numeric, Text

A/B Storytelling5 1 Text

C Staffing Information 2 Numeric

1

Federally recognized tribes, or consortia of federally recognized tribes, that represent at least 50 Native American 

elders age 60 and over

2 This is the minimum number of items, including optional items. A grantee organization may add additional 

supplemental services information in the Part C: Caregiver Support Services section. 

3

Section includes one optional item for text response on other supportive services offered.

4

Section includes one optional item for text response explaining elements included in total amount of funds. It 

also includes five yes/no questions on other sources of funds that help support the grantee organization’s Title VI 

services.

5

Section includes one optional item for text response describing an example of how the Title VI program has 

helped an individual or the community.
2

Part of PPR Section of PPR Number of Items Type(s) of Data Collected

C Total Caregivers Served 3 Numeric

C Caregiver Support Services 16 Numeric

C Finance 2 Numeric

The Title VI PPR is an annual administrative data collection. All grantee organizations are required to 

submit data for the Part A/B report, and a subset of grantee organizations also submit data for Part C. 

The data cover an annual reporting period of April 1 to March 31. OAA Title VI grantee organizations 

have an additional 3 months following the close of the reporting period to prepare and submit the data 

to ACL. Including this additional time, the entire reporting period is April 1 to June 30 of the following

calendar year.

Additional resources that provide detailed explanation of the Title VI PPR are listed and described in 

Table 2 below. Older Americans Act Performance System (OAAPS) files can be downloaded from the 

following website: https://oaaps.acl.gov/app/Resources/refMaterials. File names and versions may 

change.

Table 2: Additional Resources – Title VI PPR 

File Name Description Location

Title_VI_PPR_Revision_Instrument_508.docx The actual Title VI PPR form as approved 

by the U.S. Office of Management and 

Budget, Control Number 0985-0059

OAAPS

Title_VI_PPR_Data 

Elements_Document_508_compliant.docx

Provides explanations and some 

examples for reporting terms in the Title 

VI PPR

OAAPS

Title_VI_PPR_Definitions_Document_508_co

mpliant.docx

Provides full definitions for all OAA Title 

VI services with examples

OAAPS

Major Changes in Title VI PPR Data Collection and Availability, 2010–2020 

Annual Title VI PPR data are available for public access from the AGing, Independence, and Disability 

(AGID) Program Data Portal (https://agid.acl.gov/) for the years 2002 to 2018.6 The PPR data collection 

form was essentially the same during this time period but will transition from the so-called legacy PPR to 

a new form, the current PPR, as of the 2020 data release. Beginning with the reporting period of April 1, 

2020, to March 31, 2021, all grantee organizations will record OAA Title VI service information using the 

current PPR form. ACL data restructuring efforts will use the Title VI PPR data formatted according to the 

current PPR.

Additional resources that provide detailed explanation of the legacy to current Title VI PPR revisions are 

listed and described in Table 3 below.

6 The ACL DR II project will be conducted from September 25, 2019 to September 24, 2021. The project 

incorporates Title VI PPR data for 2010 to 2018; 2019 data will be available in summer 2021; 2020 data will not be 

available during the ACL DR II project period of performance.
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Table 3: Additional Resources – Legacy to Current Title VI PPR Revisions 

File Name Description Location

v10-2-19 of Old v New PPR.xlsx Crosswalk of OAA Title VI legacy PPR to 

current PPR

OAAPS

ACL DR II – Crosswalk Review.xlsx Review and comment on crosswalk and 

revisions from legacy PPR to current PPR 

for OAA Title III, VI, and VII

ACL DR II 

Project 

Files

Note: OAAPS files can be downloaded from the following website: 

https://oaaps.acl.gov/app/Resources/refMaterials. File names and versions may change.

Description of Title VI PPR Data Submission, Information Management System, and Final 

Datafiles 

Historically, grantee organizations have submitted Title VI PPR data to ACL using the web-based Title VI 

Reporting System or, for grantee organizations without internet access, using a hard copy form. As the 

Title VI PPR shifts from the legacy to the current version, the information management system for PPR 

data is also changing. The replacement system, called OAAPS, is the new data submission portal for OAA 

Title III, Title VI, and Title VII grantees to report annual PPR data. Additionally, OAAPS offers a range of 

tools and features that support data processes, including validating data submissions, checking and 

explaining year-to-year variances, reviewing and approving data submissions, exporting data, and 

producing analysis reports.

The current PPR for OAA Title VI took effect for the reporting period from April 1, 2020, to March 31, 

2021, but grantee submission via OAAPS is not required until the reporting period from April 1, 2021, to 

March 31, 2022. Grantee users will be able to manually enter their Title VI PPR data directly into OAAPS 

or upload their Title VI PPR data using datafiles that match the prescribed OAAPS templates in a valid file 

format (CSV, XLS, XLSX, XML). 

All legacy PPR data for OAA Title VI since 2009 have been formatted according to the current PPR and 

loaded into OAAPS. Single-year and multiyear Title VI PPR datafiles can be exported from OAAPS into 

Microsoft Excel. These OAAPS-formatted datafiles contain 11 variables. Each variable is listed and 

described in Table 4 below, including an indication of which variables can be used together to uniquely 

identify records or serve as keys for relating Title VI PPR data with other datasets. 

Table 4: Title VI PPR Datafile Variable List 

Variable Name Unique ID/Key Description

FiscalYear Yes Fiscal year of the Title VI PPR, used to determine the time 

period represented in the variable

GeoID7 Yes Geographic identifier, used to determine the geographic 

area represented in the variable (Grantee Entity, State, 

Census Division, ACL Region, Census Region, or National)

Component No Short title for section of the Title VI PPR containing the 

variable

7 Not available from OAAPS formatted datafiles. Constructed in the ACL DR II project to test technical and 

conceptual linkages within and across datasets. Based on GeoID variable in constructed files uploaded to AGID. 

Replaces the Org variable produced by OAAPS.
4

Variable Name Unique ID/Key Description

ACLRefNumber Yes Combination letter and numeric code to uniquely identify 

the Title VI PPR item corresponding to the variable

SectionName No Long title for section of the Title VI PPR containing the 

variable

Field No Short title for variable

FieldLabel No Long title for variable

Type No Format type for variable (numeric, currency, or text)

NumericValue No Value of variable, if numeric formatted

CurrencyValue No Value of variable, if currency formatted

NonNumericValue No Value of variable, if text formatted

Additional resources that provide detailed explanation of OAAPS, including tools, features, and OAAPS 

formatted Title VI PPR data are listed and described in Table 5 below.

Table 5: Additional Title VI PPR Resources – OAAPS 

File Name Description Location

Title_VI_Data_Architecture_MASTER.xlsx Provides comprehensive information on 

all Title VI variables, including 

formatting, business, and variance rules 

OAAPS

Title_VI_Program_Performance_Report_ 

Export_Format.xlsx

Explains layout of OAAPS formatted, 

export file of OAA Title VI PPR data

OAAPS

OAAPS_Title_VI_User_Guide_ACL_09-

2020_508.pdf

Provides comprehensive information 

and instructions on OAAPS system, 

including user management, data 

reporting and submission, data review, 

and analysis reports

OAAPS

Note: OAAPS files can be downloaded from the following website: 

https://oaaps.acl.gov/app/Resources/refMaterials. File names and versions may change.

Feasibility and Validity of Merging Title VI PPR Data 

Title VI PPR data can be validly merged within each year, across years, and across some datasets.

Feasibility of Merging Title VI PPR Data Within Each Year 

OAAPS formatting provides all Title VI PPR data within a single datafile. The data are not organized into 

separate datafiles that would require merging with each year. 

Feasibility of Merging Title VI PPR Data Across Years 

OAAPS formatting allows for all years of Title VI PPR data to be appended together. Single-year and 

multiyear datafiles can be downloaded from OAAPS into Microsoft Excel.

One key consideration when merging Title VI PPR data over time is uniquely identifying grantee 

organizations across funding periods. OAA Title VI grant awards provide funding in 3-year cycles. 

Grantee organizations may choose not to pursue an OAA Title VI grant award every funding cycle, may 

change their names, or may join (or leave) a tribal consortium. Therefore, the names of grantee 

organizations are not always consistent over time. The constructed GeoID variable uses a master list of 
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unique OAA Title VI grantee organization names to allow for validly linking the data over time by grantee 

organization. 

Feasibility of Merging Title VI PPR Data Across Datasets 

The Title VI dataset is unique in that data are provided at the tribal entity level. In order to technically 

link8 Title VI PPR data with other datasets, it is valid to aggregate the data to other geographic levels

used in other ACL and U.S. Census Bureau datasets: State, Census Division, ACL Region, Census Region, 

and National. 

Additionally, the Title VI dataset includes information that can be conceptually linked9 with SPR, NORS, 

NSOAAP, CIL, and ILS. For more detailed information on available conceptual linkages, please see the 

resources listed and described in Table 6 below.

Table 7: Additional Resources – Title VI Conceptual Linkages 

File Name Description Location

ACL DR II - Aligning Measures 

Spreadsheets.xlsx

The SPR-Title VI worksheet lists and 

describes conceptual linkages between 

Title VI and SPR.

ACL DR II 

Project 

Files

Title_VI_PPR_to_SPR_Crosswalk.xlsx This worksheet presents side-by-side 

comparison of all Title VI PPR and SPR 

variables and definitions.

OAAPS

ACL DR II - Aligning Measures 

Spreadsheets.xlsx

The Title VI-NORS worksheet lists and 

describes conceptual linkages between 

Title VI and NORS.

ACL DR II 

Project 

Files

ACL DR II - Aligning Measures 

Spreadsheets.xlsx

The Title VI-NSOAAP worksheet lists and 

describes conceptual linkages between 

Title VI and NSOAAP.

ACL DR II 

Project 

Files

ACL DR II – Aligning Measures

Spreadsheets.xlsx

The Title VI-CIL worksheet lists and 

describes conceptual linkages between 

Title VI and CIL.

ACL DR II 

Project 

Files

ACL DR II – Aligning Measures

Spreadsheets.xlsx

The Title VI-ILS worksheet lists and 

describes conceptual linkages between 

Title VI and ILS.

ACL DR II 

Project 

Files

Note: OAAPS files can be downloaded from the following website: 

https://oaaps.acl.gov/app/Resources/refMaterials. File names and versions may change. 

Schema for Title VI Dataset 

The Title VI schema in Error! Reference source not found. 8 below shows the datafile structure for Title 

VI PPR datafiles exported from OAAPS. The Title VI schema shows the available variables for Title VI PPR 

8 Technical linkages exist between data that match across datasets on the basis of time and geography. A data user 

might be interested, for example, in using technical linkages to produce a report about all OAA programs and 

services in their state using the most recently available year of data.

9 Conceptual linkages exist between data that match on the basis of time and geography but also on the basis of 

subject area and measurement (e.g., variable definition, variable category, method of data collection). A data user 

might be interested, for example, in using conceptual linkages between common variables in SPR and Title VI to 

examine services utilization (e.g., unduplicated number of persons served, total number of meals).
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data. Key variables are bolded to signify that they are used to technically link Title VI PPR data to other 

datasets (i.e., on the basis of geography, using 1.1 GeoID, and of time, using 1.2 Year). For convenience, 

the variables needed for technical linkages are listed first in the Title VI schema, followed by other 

variables found in the dataset. Each dataset and each variable included in the ACL DR II project is 

assigned a number. The purpose of numbering each dataset and variable is to help to account for all the 

datasets and variables to be included in the database for cross-dataset analysis. The order and the 

magnitude of the numbering does not have any meaning. The numbering is used only to track all 

datasets and variables and can easily scale to include additional datasets and variables that may be 

added in the future. Table 7 above provides a description of each Title VI variable. 

Table 8 presents conceptual linkages between Title VI PPR data and other datasets that match on the 

basis of geography and time as well as on the basis of subject area and measurement. Broad subject 

areas are listed in the Topic column, while datasets in which these conceptual linkages can be made with 

Title VI PPR data are listed in the Dataset(s) column. Specific subtopics in Title VI PPR data that 

conceptually link with other datasets are shown as bulleted lists under each main topic, when available. 

These subtopics provide an additional level of detail not shown in Exhibit 3: Overall Schema of the ACL 

DR II project final report entitled ACL DR II - Final Report 9-20-2021.docx.

Table 8 is designed to provide a quick view of the conceptual linkages between Title VI and other 

datasets. For more detailed information on available conceptual linkages, refer to the resources listed in 

Table 7: Additional Resources – Title VI Conceptual Linkages.

Table 8: Title VI Schema 

Topic Dataset(s)

Staffing SPR

Total Expenditures NORS

Nutrition Services Persons Served

- Congregate Meals

- Home-Delivered Meals

- Nutrition Education

- Nutrition Counseling

SPR, NSOAAP

SPR, NSOAAP

SPR

SPR

Supportive Services Persons Served

- Case Management

- Homemaker

- Personal Care/Home Health Aid

- Chore

SPR, NSOAAP

SPR, NSOAAP

SPR

SPR

Caregiver Services Persons Served

- Counseling

- Caregiver Training

- Respite Care

- Supplemental Services

SPR

SPR

SPR

SPR

Nutrition Services Units

- Congregate Meals

- Home-Delivered Meals

- Nutrition Education

- Nutrition Counseling

SPR

SPR

SPR

SPR

2.0 Title VI

2.1 GeoID

2.2 Year

2.3 Org 

2.4 Component 

2.5 ACLRefNumber 

2.6 SectionName 

2.7 Field 

2.8 FieldLabel

2.9 Type

2.10 NumericValue

2.11 CurrencyValue 

2.12 NonNumericValue
7

Topic Dataset(s)

Supportive Services Units

- Case Management

- Homemaker

- Personal Care/Home Health Aid

- Chore

- Information/Assistance

- Transportation

SPR

SPR

SPR

SPR

SPR

SPR, NSOAAP

Caregiver Services Units

- Counseling

- Support Groups

- Caregiver Training

- Respite Care

- Information Services

- Supplemental Services

SPR

SPR

SPR

SPR

SPR

SPR

Additional Notes, Considerations, and Key Resources for Title VI 

For further information on the OAA Title VI grant program and PPR data, refer to these resources:

• Office for American Indian, Alaskan Native, and Native Hawaiian Programs website: 

https://olderindians.acl.gov/

• Administration on Aging Title VI Resource Manual, available from: 

https://olderindians.acl.gov/manuals-and-toolkits

• Services for Native Americans (OAA Title VI): https://acl.gov/programs/services-nativeamericans-oaa-title-vi

• AGing, Independence, and Disability (AGID) Program Data Portal: https://agid.acl.gov/

• National Title VI Program Survey results, available from the National Association of Area 

Agencies on Aging (n4a): https://www.n4a.org/publications