NOTE: As of September 19, this is an account of the updates that will be made as well as the system administrator checklist items for each HUD Data Element change.
PRELIMINARY TIMELINE: As of the release of this notice, we anticipate the following Data Standards timelines:
- September 1, 2023: Updated fields, screens, and templates will be available in training instances.
- September 18, 2023: Updated fields and screens will be available in production instances. The screens will be in the "Inactive Screens” section under SETUP > SCREENS and will have a DO NOT USE prefix. (On October 1, the screens will be set to “Active” and the DO NOT USE prefix will be removed.)
- October 1, 2023: Updates will be made to picklists and other existing Data Standard fields (no action is needed from system administrators to update these items). Updated templates will be available in production instances; system administrators will need to update custom templates.
This article lists all of the updates to the HUD Data Standards for FY 2024, arranged in the order in which they appear in the HUD Data Dictionary. To find a specific Data Element, open a search field in your browser (Ctrl + F for PC; Command + F for Mac), enter the element, then click the down arrow to scroll straight down to that element.
For each Data Element, we’ve included:
- A summary of relevant changes within Clarity Human Services.
- A checklist of items that System Administrators will need to complete before September 18, before October 1, and on October 1.
- Mapping that Bitfocus will complete to migrate existing data to the new data standards (where applicable).
Additional resources for the 2024 Data Standards updates include:
- FY2024 HMIS Data Standards Manual (Version 1.1)
- FY2024 HMIS Data Standards Dictionary (Version 1.1)
- HUD Data Standards Resources Page
Notes:
- Review all local/community documentation and update as needed to reflect the changes described below.
- To implement these updates, we are marking several fields as “Retired,” which means that you should not add them to any screens.
- We are currently identifying how the Data Standards updates will affect Looker. We will provide information and guidance soon.
All Elements
Picklist value 9 (“Client refused”) for system and core fields is being updated to “Client prefers not to answer” throughout the system. Picklist Value 9 in custom fields will also be updated to “Client prefers not to answer.”
This value will also be updated as the default when new custom picklists are created.
Warnings on system Enrollment screens that include the “Client refused” language are being updated to “Client prefers not to answer.”
Admin Checklist
|
|
Before Sept 18 |
Before Oct 1 |
On Oct 1 |
|
Custom screen updates |
N/A |
Identify any custom screens that include warnings with the “Client refused” language. For the identified screens, update “Client refused” to “Client prefers not to answer.” |
N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use the “Client refused” value as a filter. | For the identified reports or dashboards, update “Client refused” to “Client prefers not to answer.” |
2.01 Organization Information
A 32-character limit is being applied to Field 1 (Organization ID).
The Organization ID will be displayed in an Organization ID field that will appear on the Agency Overview screen above Agency Name.
Admin Checklist
N/A
2.02 Project Information
The response options for the Program Type picklist field (ref_category) are being updated as follows:
- A new “Emergency Shelter - Entry Exit” option (value = 0) is being added
- The “Emergency Shelter” option (value = 1) is being updated to “Emergency Shelter – Night-by-Night”
The Method of Tracking field (tracking_method) will be removed from the system Program Setup Screen, and the field will be marked as retired.
Auto Exit Benchmark (benchmark_autoexit) will only appear when Program Type = 1 (“Emergency Shelter – Night-by-Night”).
The live marker for Tracking Method (tracking_method_marker) will now be based on the response for Program Type instead of Method of Tracking.
- The live marker will equal “Entry Exit” if Program Type = “Emergency Shelter - Entry Exit”
- The live marker will equal “Night By Night” if Program Type = “Emergency Shelter – Night-by-Night”
A new Identify RRH subtype (rrh_subtype) picklist field is being created.
- The field will have the following picklist options:
- 1: RRH: Services Only
- 2: RRH: Housing with or without services
- The field will be added to the system Program Setup Screen as a constrained field that will be displayed when Program Type (ref_category) = 13 (“PH-Rapid Rehousing”).
For existing RRH programs, Identify RRH subtype (rrh_subtype) will be set to 2 (“RRH: Housing with or without services”).
Note: “RRH: Services Only” should only be selected when partnering with an organization that is providing all of the housing services.
The following display constraints are being added
- A display constraint will be added to Affiliated with a residential project (aff_res_proj) so that the field displays when Identify RRH subtype field (rrh_subtype) = 1 (“RRH: Services Only”).
- A display constraint will be added to Housing Type (ref_housing_type) so that the field displays when Identify RRH subtype (rrh_subtype) = 2 (“RRH: Housing with or without services”)
The Field Display Name for Project ID(s) of residential project(s) (aff_res_proj_ids) is being updated to Project ID(s) of residential project(s) affiliated with SSO or RRH: Services Only project.
HMIS Participating Project (hmis_participating_project) is being replaced with the new Participation Status (hmis_participation_status) picklist field (Data Element 2.08). HMIS Participating Project (hmis_participating_project) will be marked as retired and will be removed from the system Program Setup Screen.
The “Domestic Violence victim” picklist option (value 1) for the Target Population field (ref_target_b) will be updated to “Survivors of Domestic Violence.”
Mapping
For programs with Program Type (ref_category) = 1 (“Emergency Shelter”):
|
Where Method of Tracking (tracking_method) = this value: |
Program Type (ref_category) will be: |
| 0 (“Entry/Exit Date”) | 0 (“Emergency Shelter – Entry Exit”) |
| 3 (“Night-by-Night”) | 1 ( “Emergency Shelter – Night-by-Night”) |
For Unit Configuration Types with Program Type (inventory_program_type) = 1 (“Emergency Shelter”):
|
Where Method of Tracking (tracking_method) = this value: |
Program Type (inventory_program_type) will be: |
| 0 (“Entry/Exit Date”) | 0 (“Emergency Shelter – Entry Exit”) |
| 3 (“Night-by-Night”) | 1 ( “Emergency Shelter – Night-by-Night”) |
| Null | 1 ( “Emergency Shelter – Night-by-Night”) |
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Custom Program Setup Screen updates |
Identify any custom Program Setup Screens that use the following fields:
|
For the identified custom Program Setup Screens:
|
N/A |
| RRH Subtype |
Identify RRH programs and determine their appropriate subtype: 1 - RRH: Services Only 2 - RRH: Housing with or without services |
For any RRH program setups that are Services Only, set Identify RRH Subtype (rrh_subtype) to value 1 (“RRH: Services Only”). |
N/A |
| Affiliated Program | Identify RRH programs with Identify RRH Subtype = 1 - “RRH: Services Only” | Determine if the identified programs have Affiliated with a residential project (aff_res_proj) = Yes, and identify the Project ID(s) of residential project(s) affiliated with SSO or RRH: Services Only project |
Update impacted RRH programs |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A |
Identify any reports or dashboards that use the following fields as filters:
|
Update the identified reports or dashboards:
|
2.06 Funding Sources Information
The following funding sources will be added:
- 53: HUD – ESG Rush
- 54: HUD: Unsheltered Special NOFO
- 55: HUD: Rural Special NOFO
The following funding sources will be labeled as retired and moved to the bottom of the picklist:
- 49: HUD: CoC – Joint Component RRH/PSH
- 12: Rural Housing Stability Assistance Program
Note: Until the retired fields are deprecated, they will be visible in Looker in a separate “Retired” group.
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Funding sources |
Identify existing programs funded by:
|
Update the funding sources for the identified programs as needed. | N/A |
|
|
Before Sept 18 |
Before Oct 1 |
On Oct 1 |
|
Looker reporting |
N/A |
Identify any reports or dashboards that use these funding sources as filters:
|
For the identified reports or dashboards:
|
2.07 Bed & Unit Inventory Information
Because of the changes to 2.02, the following updates will be made to the areas of the system where bed and unit inventory data is collected (at the program level and in the INVENTORY module):
- The Bed Types (bed_types) field and Availability (availability) field that appeared when Program Type (ref_category) = 1 - “Emergency Shelter” will now appear when the Program Type (ref_category) = 0 - “Emergency Shelter - Entry Exit” or 1 - “Emergency Shelter – Night-by-Night.”
- All fields that appeared when Program Type (ref_category) = 13 - “PH - Rapid Re-Housing” will now only be visible for RRH programs where Identify RRH Subtype (rrh_subtype) = 2 - “RRH: Housing with or without services.”
Also, in an update similar to the new field that was created for 2.02, a new Housing Inventory Core field, Identify RRH subtype (rrh_subtype), is being created.
- The field will have the following picklist options:
- Select
- 2: RRH: Housing with or without services
- The field will be added to the system Program Setup Screen as a constrained field that will be displayed when Program Type (inventory_program_type) = 13 (“PH-Rapid Rehousing”).
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Existing Bed and Unit Inventories | Identify programs that will be updated to “RRH Services Only” that have bed and unit inventories. | For the identified programs, enter an end date of 9/30/23. | N/A |
|
|
Before Sept 18 |
Before Oct 1 |
On Oct 1 |
|
Looker reporting |
N/A |
Identify any reports or dashboards that use filters associated with these updates:
|
Update the identified reports or dashboards. |
2.08 HMIS Participation Status
A new Participation Status (hmis_participation_status) picklist field is being created.
- The field will have the following picklist options:
- Select
- 0: Not Participating
- 1: HMIS Participating
- 2: Comparable Database Participating
- The field will be added to the system Program Setup Screen where HMIS Participating Project (hmis_participating_project) used to appear.
- This is a required field that will not have any display constraints.
New fields for Participation Status Start Date (hmis_participation_status_start_date) and Participation Status End Date (hmis_participation_status_end_date) are being created.
- These fields will be added to the system Program Setup Screen and will not have any display constraints.
- Participation Status Start Date (hmis_participation_status_start_date) will appear below Participation Status (hmis_participation_status) and is a required field.
- Participation Status End Date (hmis_participation_status_end_date) will appear below Participation Status Start Date (hmis_participation_status_start_date) and is not a required field.
These fields will appear on the program setup page regardless of which Program Template is selected, and will be read-only after the program is created.
- The values for these read-only fields will be the currently relevant, non-deleted status for this program. Future-dated records will not appear within these read-only fields on the project setup screen until that future date occurs.
- If there isn’t a status for the current date, empty HMIS Participation fields will appear on the screen.
A new HMIS Participation Status section will be added to the Program Resources sidebar, below the Responsible Staff Members section.
- This section will display Status Records with columns for HMIS Participation Status, Status Start Date, and Status End Date.
- Users will be able to create, edit, or delete status records if they have the Manage Agency-Programs access right enabled in their access role.
- Clicking the “Add Status” button opens a pop-up for users to complete the fields.
- Users may create more than one status, but the dates cannot overlap with another status.
- If there are any gaps in the HMIS Participation Status history, the system will display a yellow warning banner saying, “There is a gap in the HMIS Participation Status dates for this program. Please update the Participation Status Start or End Dates as appropriate.”
- If there is not an active participation status for the current date, the system will display a yellow warning banner saying, “There is no active HMIS Participation Status for this program. Please enter an HMIS Participation Status.”
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Existing Victim Service Providers | Identify Victim Service Providers that did not previously have a Participation Status. | For the identified VSPs, enter a Participation Status. | N/A |
Mapping
|
In this situation: |
HMIS Participation Status (hmis_participation_status) |
|
HMIS Participating Project (hmis_participating_project) = |
0 - “Not participating” |
|
HMIS Participating Project (hmis_participating_project) = |
1 - “HMIS Participating” |
|
Target Population (ref_target_b) = 1 - “Domestic Violence victims” (regardless of the value of HMIS Participating Project) |
2 - “Comparable Database Participating” |
Additional mapping:
- Participation Status Start Date (hmis_participation_status_start_date) will be set to the program’s Operating Start date (availability_start).
- Participation Status End Date (hmis_participation_status_end_date) will be set to the program’s Operating End date (availability_end), unless NULL.
2.09 CE Participation Status
A new Project is a Coordinated Entry Access Point (ce_access_point) picklist field is being created.
- The field will have the following picklist options:
- Select
- 0: No
- 1: Yes
- The field will be added to the system Program Setup Screen below HMIS Participation Status (hmis_participation_status).
- This is a required field that will not have any display constraints.
A new Provided by CE Project (provided_by_ce_project) field is being created.
- The field will have the following picklist options:
- Select
- 1: Homelessness Prevention Assessment, Screening, and/or Referral
- 2: Crisis Housing Assessment, Screening, and/or Referral
- 3: Housing Assessment, Screening, and/or Referral
- 4: Direct Services (search and/or placement support)
- The field will be added to the system Program Setup Screen below the Project is a Coordinated Entry Access Point (ce_access_point).
- This field will be displayed and required when Project is a Coordinated Entry Access Point (ce_access_point) = 1 - “Yes.”
A new Project Receives CE Referrals (receives_ce_referrals) picklist field is being created.
- The field will have the following picklist options:
- Select
- 0: No
- 1: Yes
- The field will be added to the system Program Setup Screen below Provided by CE Project (provided_by_ce_project).
- This is a required field that will not have any display constraints.
Note: The Project is a Coordinated Entry Access Point (ce_access_point) and Project Receives CE Referrals (receives_ce_referrals) fields will be set to “No” for all programs (both active and inactive) created before 10/01/2023. System Administrators will need to update these responses to “Yes” on 10/01/2023 where applicable.
New fields for CE Participation Status Start Date (ce_participation_status_start_date) and CE Participation Status End Date (ce_participation_status_end_date) are being created.
- These fields will be added to the system Program Setup Screen and will not have any display constraints.
- CE Participation Status Start Date (ce_participation_status_start_date) will appear below Project Receives CE Referrals (receives_ce_referrals) and is a required field.
- CE Participation Status End Date (ce_participation_status_end_date) will appear below CE Participation Status Start Date (ce_participation_status_start_date) and is not a required field.
Values will be required at program creation and displayed on the program overview page. Future edits will take place in a new CE Participation Status section in the Program Resources sidebar.
The CE Participation Status section will appear below the HMIS Participation Status section.
- This section will display Status Records with columns for CE Access Point, Provided by CE Project, Receives CE Referrals, Status Start Date, and Status End Date.
- Users will be able to create, edit, or delete status records if they have the Manage Agency-Programs access right enabled in their access role.
- Clicking the “Add Status” button opens a pop-up for users to complete the fields.
- Users may create more than one status, but the dates cannot overlap with another status.
- If there are any gaps in the CE Participation Status history, the system will display a yellow warning banner saying, “There is a gap in the CE Participation Status dates for this program. Please update the Participation Status Start or End Dates as appropriate.”
- If there is not an active participation status for the current date, the system will display a yellow warning banner saying, “There is no active CE Participation Status for this program. Please enter a CE Participation Status."
Note: For programs created before 10/01/2023, we will set the CE Participation Status Start Date and End Date as follows, but these dates can be edited in the CE Participation Status section of the Program Resources sidebar:
- CE Participation Status Start Date will be set to the program’s Operating Start Date
- CE Participation Status End Date will be set to the program’s Operating End Date (or will be NULL if the program’s Operating End Date is NULL)
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Program setup updates |
|
For all programs (both active and inactive) created before 10/01/2023, Bitfocus will set the Project is a Coordinated Entry Access Point (ce_access_point) and Project Receives CE Referrals (receives_ce_referrals) fields to “No." Bitfocus will also set the CE Participation Status Start Date and CE Participation Status End Date according to the programs' Operating Start and End Dates. All projects that will need to be included in the CE APR - including inactive projects - must have a CE Participation entered. |
For all programs (both active and inactive) created before 10/01/2023:
|
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Custom screen updates | Identify any custom Program Setup screens. |
For the identified screens, add the new CE Participation Status fields:
|
N/A |
3.04 Race and Ethnicity
A new Race and Ethnicity (race_ethnicity) field is being created.
- The field will have the following picklist options:
- 1: American Indian, Alaska Native, or Indigenous
- 2: Asian or Asian American
- 3: Black, African American, or African
- 6: Hispanic/Latina/e/o
- 7: Middle Eastern or North African
- 4: Native Hawaiian or Pacific Islander
- 5: White
- 8: Client doesn’t know
- 9: Client prefers not to answer
- 99: Data not collected
- The Race (race) and Ethnicity (ethnicity) fields are being marked as retired.
A new Additional Race and Ethnicity Detail text field (additional_race_ethnicity_detail) is being created.
- The field will be added to system screens below Race and Ethnicity (race_ethnicity).
- The field is not required and will not have any display constraints.
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Custom screen updates |
Identify any custom screens that use the following fields: Race (race) Ethnicity (ethnicity) |
For the identified screens, remove Race (race) and Ethnicity (ethnicity) or replace them with Race and Ethnicity (race_ethnicity). | N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use Race (race) or Ethnicity (ethnicity) as a filter. | Update the identified reports or dashboards. |
Mapping
|
In this situation: |
Mapping will be: |
|
Ethnicity (ethnicity) = 1 - “Hispanic/Latin(a)(o)(x)” AND Race (race) ≠ 8, 9, or 99 (“Client doesn’t know,” “Client prefers not to answer,” or “Data not collected”) |
Value 6 - ”Hispanic/Latina/e/o” will be added to Race and Ethnicity (race_ethnicity) |
|
Ethnicity (ethnicity) = 1 - “Hispanic/Latin(a)(o)(x)” AND Race (race) = 8, 9, or 99 (“Client doesn’t know,” “Client prefers not to answer,” or “Data not collected”) |
Value 6 - ”Hispanic/Latina/e/o” will replace Values 8/9/99 in Race and Ethnicity (race_ethnicity) |
3.06 Gender
The picklist options for the Gender field (gender) are being updated to the following:
- 0: Woman (Girl, if child)
- 1: Man (Boy, if child)
- 2: Culturally Specific Identity (e.g., Two-Spirit)
- 5: Transgender
- 4: Non-Binary
- 6: Questioning
- 3: Different Identity
- 8: Client doesn’t know
- 9: Client prefers not to answer
- 99: Data not collected
A new If Different Identity, Please Specify text field (gender_identity_text) is being created.
- The field will be added to system screens below Gender (gender).
- The field will be displayed and required when Gender (gender) = 3 - “Different Identity.”
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Custom screen updates | Identify custom screens that use Gender (gender). | For the identified custom screens, add the new If Different Identity, Please Specify text field that appears when Gender (gender) = 3 - “Different Identity.” | N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use Gender (gender) as a filter. | Update the identified reports or dashboards. |
Note: Per HUD guidance, no mapping will occur to the new picklist values.
3.12 Destination
The following updates will be made to the picklist options for the Destination field (exit_destination):
- The values for the picklist options are being updated as shown in the table below.
- The Label for current value 1 (new value 101) is being updated to remove the words “or RHY-funded” from “Emergency shelter, including hotel or motel paid for with emergency shelter voucher, or RHY-funded Host Home shelter” as shown in the table below.
- The following values are being marked as retired and set to inactive:
- 28: Rental by client, with GPD TIP housing subsidy
- 19: Rental by client, with VASH housing subsidy
- 3: Permanent housing (other than RRH) for formerly homeless persons
- 31: Rental by client, with RRH or equivalent subsidy
- 33: Rental by client, with HCV voucher (tenant or project based)
- 34: Rental by client in a public housing unit
- 20: Rental by client, with other ongoing housing subsidy
|
Current Value |
New Value |
Label |
|
Select |
||
|
16 |
116 |
Place not meant for habitation (e.g., a vehicle, an abandoned building, bus/train/subway station/airport or anywhere outside) |
|
1 |
101 |
Emergency shelter, including hotel or motel paid for with emergency shelter voucher, Host Home shelter |
|
18 |
118 |
Safe Haven |
|
15 |
215 |
Foster care home or foster care group home |
|
6 |
206 |
Hospital or other residential non-psychiatric medical facility |
|
7 |
207 |
Jail, prison, or juvenile detention facility |
|
25 |
225 |
Long-term care facility or nursing home |
|
4 |
204 |
Psychiatric hospital or other psychiatric facility |
|
5 |
205 |
Substance abuse treatment facility or detox center |
|
2 |
302 |
Transitional housing for homeless persons (including homeless youth) |
|
29 |
329 |
Residential project or halfway house with no homeless criteria |
|
14 |
314 |
Hotel or motel paid for without emergency shelter voucher |
|
32 |
332 |
Host Home (non-crisis) |
|
12 |
312 |
Staying or living with family, temporary tenure (e.g., room, apartment, or house) |
|
13 |
313 |
Staying or living with friends, temporary tenure (e.g., room, apartment, or house) |
|
27 |
327 |
Moved from one HOPWA funded project to HOPWA TH |
|
22 |
422 |
Staying or living with family, permanent tenure |
|
23 |
423 |
Staying or living with friends, permanent tenure |
|
26 |
426 |
Moved from one HOPWA funded project to HOPWA PH |
|
10 |
410 |
Rental by client, no ongoing housing subsidy |
|
N/A |
435 |
Rental by client, with ongoing housing subsidy |
|
21 |
421 |
Owned by client, with ongoing housing subsidy |
|
11 |
411 |
Owned by client, no ongoing housing subsidy |
|
30 |
30 |
No exit interview completed |
|
17 |
17 |
Other |
|
24 |
24 |
Deceased |
|
8 |
8 |
Client doesn’t know |
|
9 |
9 |
Client prefers not to answer |
|
99 |
99 |
Data not collected |
A new Rental Subsidy Type (rental_subsidy_type) picklist field is being created.
- The field will have the following picklist options:
- Select
- 428: GPD TIP housing subsidy
- 419: VASH Housing subsidy
- 431: RRH or equivalent subsidy
- 433: HCV voucher (tenant or project based) (not dedicated)
- 434: Public Housing Unit
- 420: Rental by client, with other ongoing housing subsidy
- 436: Housing Stability Voucher
- 437: Family Unification Program Voucher (FUP)
- 438: Foster Youth to Independence Initiative (FYI)
- 439: Permanent Supportive Housing
- 440: Other permanent housing dedicated for formerly homeless persons
- The field will be added to the system Program Setup Screen below Destination (exit_destination).
- The field will be displayed and required when Destination (exit_destination) = 435 - “Rental by client, with ongoing housing subsidy.”
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Custom screen updates | Identify any custom screens that use Destination (exit_destination). | For the identified custom screens, add the new Rental Subsidy Type field (rental_subsidy_type) picklist to appear when Destination (exit_destination) = 435 - “Rental by client, with ongoing housing subsidy.” | N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use Destination (exit_destination) as a filter. | Update the identified reports or dashboards. |
Mapping
Mapping for Rental Subsidy Type (rental_subsidy_type) depends on how many of the following fields are present on custom assessment, follow-up, or profile screens: Destination (exit_destination), Type of Residence (prior_residence), Current Living Situation (current_living_situation).
- If more than one of these fields is present on a custom screen, Bitfocus will not perform any mapping for that screen, because we cannot know which of those three fields Rental Subsidy Type (rental_subsidy_type) should be tied to.
- For screens where only one of those fields is present, Bitfocus will provide the following mapping for Destination:
|
When Destination (exit_destination) |
Destination (exit_destination) will be set to 435 - “Rental by client, with ongoing housing subsidy” AND Rental Subsidy Type (rental_subsidy_type) will be set to: |
|
28 - “Rental by client, with GPD TIP housing subsidy” |
428 - “GPD TIP housing subsidy” |
|
19 - “Rental by client, with VASH housing subsidy” |
419 - “VASH Housing subsidy” |
|
31 - “Rental by client, with RRH or equivalent subsidy” |
431 - “RRH or equivalent subsidy” |
|
33 - “Rental by client, with HCV voucher (tenant or project based” |
433 - “HCV voucher (tenant or project based) (not dedicated)” |
|
34 - “Rental by client in a public housing unit” |
434 - “Public Housing Unit” |
|
20 - “Rental by client, with other ongoing housing subsidy” |
420 - “Rental by client, with other ongoing housing subsidy” |
|
3 - “Permanent housing (other than RRH) for formerly homeless persons |
440 - “Other permanent housing dedicated for formerly homeless persons” |
3.16 Enrollment CoC
Client Location (client_location) is being updated to Enrollment CoC (enrollment_coc).
The data collection stage will now be at project start only, so this field will be removed from system screens other than system Enrollment Screens.
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Custom screen updates | Identify custom screens that use Client Location (client_location) where the data collection stage isn’t project start. |
For the identified custom screens:
|
N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use Client Location (client_location) as a filter. |
For the identified reports or dashboards:
|
3.917 A/B Prior Living Situation
The following updates will be made to the picklist options for Type of Residence (prior_residence):
- The values for the picklist options are being updated as shown in the table below.
- The Label for current Value 1 (new Value 101) is being updated to remove the words “or RHY-funded” from “Emergency shelter, including hotel or motel paid for with emergency shelter voucher, or RHY-funded Host Home shelter” as shown in the table below.
- The following values are being marked as retired and set to inactive:
- 28: Rental by client, with GPD TIP housing subsidy
- 19: Rental by client, with VASH housing subsidy
- 3: Permanent housing (other than RRH) for formerly homeless persons
- 31: Rental by client, with RRH or equivalent subsidy
- 33: Rental by client, with HCV voucher (tenant or project based)
- 34: Rental by client in a public housing unit
- 20: Rental by client, with other ongoing housing subsidy
|
Current Value |
New Value |
Label |
|
Select |
||
|
16 |
116 |
Place not meant for habitation (e.g., a vehicle, an abandoned building, bus/train/subway station/airport or anywhere outside) |
|
1 |
101 |
Emergency shelter, including hotel or motel paid for with emergency shelter voucher, Host Home shelter |
|
18 |
118 |
Safe Haven |
|
15 |
215 |
Foster care home or foster care group home |
|
6 |
206 |
Hospital or other residential non-psychiatric medical facility |
|
7 |
207 |
Jail, prison, or juvenile detention facility |
|
25 |
225 |
Long-term care facility or nursing home |
|
4 |
204 |
Psychiatric hospital or other psychiatric facility |
|
5 |
205 |
Substance abuse treatment facility or detox center |
|
2 |
302 |
Transitional housing for homeless persons (including homeless youth) |
|
29 |
329 |
Residential project or halfway house with no homeless criteria |
|
14 |
314 |
Hotel or motel paid for without emergency shelter voucher |
|
32 |
332 |
Host Home (non-crisis) |
|
36 |
336 |
Staying or living in a friend’s room, apartment, or house |
|
35 |
335 |
Staying or living in a family member’s room, apartment, or house |
|
10 |
410 |
Rental by client, no ongoing housing subsidy |
|
N/A |
435 |
Rental by client, with ongoing housing subsidy |
|
21 |
421 |
Owned by client, with ongoing housing subsidy |
|
11 |
411 |
Owned by client, no ongoing housing subsidy |
|
8 |
8 |
Client doesn’t know |
|
9 |
9 |
Client prefers not to answer |
|
99 |
99 |
Data not collected |
A new Rental Subsidy Type picklist field (rental_subsidy_type) is being created.
- The field will have the following picklist options:
- Select
- 428: GPD TIP housing subsidy
- 419: VASH Housing subsidy
- 431: RRH or equivalent subsidy
- 433: HCV voucher (tenant or project based) (not dedicated)
- 434: Public Housing Unit
- 420: Rental by client, with other ongoing housing subsidy
- 436: Housing Stability Voucher
- 437: Family Unification Program Voucher (FUP)
- 438: Foster Youth to Independence Initiative (FYI)
- 439: Permanent Supportive Housing
- 440: Other permanent housing dedicated for formerly homeless persons
- The field will be added to system screens below the Type of Residence (prior_residence) field.
- The field will be displayed and required when Type of Residence (prior_residence) = 435 - “Rental by client, with ongoing housing subsidy.”
The Field Display Name for Approximate Date Homelessness Started (chronic_7) is being updated to Approximate date this episode of homelessness started.
Admin Checklist
| Before Sept 18 | On Oct 1 | On Oct 1 | |
| Custom screen updates | Identify custom screens that use Type of Residence (prior_residence). | For the identified custom screens, add the new Rental Subsidy Type field (rental_subsidy_type) picklist to appear when Type of Residence (prior_residence) = 435 - “Rental by client, with ongoing housing subsidy.” | N/A |
| Identify custom screens that use Approximate Date Homelessness Started (chronic_7) . | For the identified custom screens, update the Field Display Name from Approximate Date Homelessness Started to Approximate date this episode of homelessness started. | N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use Type of Residence (prior_residence) as a filter. | Update the identified reports or dashboards. |
Mapping
Mapping for Rental Subsidy Type (rental_subsidy_type) depends on how many of the following fields are present on custom assessment, follow-up, or profile screens: Destination (exit_destination), Type of Residence (prior_residence), Current Living Situation (current_living_situation).
- If more than one of these fields is present on a custom screen, Bitfocus will not perform any mapping for that screen, because we cannot know which of those three fields Rental Subsidy Type (rental_subsidy_type) should be tied to.
- For screens where only one of those fields is present, Bitfocus will provide the following mapping for Type of Residence:
|
When Type of Residence (prior_residence) has this value: |
Type of Residence (prior_residence) will be set to 435 - “Rental by client, with ongoing housing subsidy” AND Rental Subsidy Type (rental_subsidy_type) will be set to: |
|
28 - “Rental by client, with GPD TIP housing subsidy” |
428 - “GPD TIP housing subsidy” |
|
19 - “Rental by client, with VASH housing subsidy” |
419 - “VASH Housing subsidy” |
|
31 - “Rental by client, with RRH or equivalent subsidy” |
431 - “RRH or equivalent subsidy” |
|
33 - “Rental by client, with HCV voucher (tenant or project based)” |
433 - “HCV voucher (tenant or project based) (not dedicated)” |
|
34 - “Rental by client in a public housing unit” |
434 - “Public Housing Unit” |
|
20 - “Rental by client, with other ongoing housing subsidy” |
420 - “Rental by client, with other ongoing housing subsidy” |
|
3 - “Permanent housing (other than RRH) for formerly homeless persons” |
440 - “Other permanent housing dedicated for formerly homeless persons” |
4.04 Health Insurance
The display name for the Veteran’s Administration (VA) Medical Services (benefits_va_medical) field is being updated to Veteran’s Health Administration (VHA).
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Custom screens update | Identify custom screens that use Veteran’s Administration (VA) Medical Services (benefits_va_medical). | Update the display label for benefits_va_medical from Veteran’s Administration (VA) Medical Services to Veteran’s Health Administration (VHA) on any custom screens. | N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use Veteran’s Administration (VA) Medical Services (benefits_va_medical) as a filter. | Update display label for benefits_va_medical from Veteran’s Administration (VA) Medical Services to Veteran’s Health Administration (VHA) on the identified reports or dashboards. |
4.11 Domestic Violence
The display names for Victim of Domestic Violence is being updated to Survivor of Domestic Violence. The display name for Last Occurrence of Domestic Violence is being updated to When experience occurred.
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Custom screen updates | Identify custom screens that use Victim of Domestic Violence (health_dv) and/or Last Occurrence of Domestic Violence (health_dv_occurred). |
On the identified custom screens:
|
N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use Victim of Domestic Violence (health_dv) and/or Last Occurrence of Domestic Violence (health_dv_occurred) as a filter. |
On the identified reports or dashboards:
|
4.12 Current Living Situation
The following updates will be made to the picklist options for Current Living Situation (current_living_situation):
- The values for the picklist options are being updated as shown in the table below.
- The Label for current Value 1 (new Value 101) is being updated to remove the words “or RHY-funded” from “Emergency shelter, including hotel or motel paid for with emergency shelter voucher, or RHY-funded Host Home shelter” as shown in the table below.
- The following values are being marked as retired and set to inactive:
- 28: Rental by client, with GPD TIP housing subsidy
- 19: Rental by client, with VASH housing subsidy
- 3: Permanent housing (other than RRH) for formerly homeless persons
- 31: Rental by client, with RRH or equivalent subsidy
- 33: Rental by client, with HCV voucher (tenant or project based)
- 34: Rental by client in a public housing unit
- 20: Rental by client, with other ongoing housing subsidy
|
Current Value |
New Value |
Label |
|
Select |
||
|
16 |
116 |
Place not meant for habitation (e.g., a vehicle, an abandoned building, bus/train/subway station/airport or anywhere outside) |
|
1 |
101 |
Emergency shelter, including hotel or motel paid for with emergency shelter voucher, Host Home shelter |
|
18 |
118 |
Safe Haven |
|
15 |
215 |
Foster care home or foster care group home |
|
6 |
206 |
Hospital or other residential non-psychiatric medical facility |
|
7 |
207 |
Jail, prison, or juvenile detention facility |
|
25 |
225 |
Long-term care facility or nursing home |
|
4 |
204 |
Psychiatric hospital or other psychiatric facility |
|
5 |
205 |
Substance abuse treatment facility or detox center |
|
2 |
302 |
Transitional housing for homeless persons (including homeless youth) |
|
29 |
329 |
Residential project or halfway house with no homeless criteria |
|
14 |
314 |
Hotel or motel paid for without emergency shelter voucher |
|
32 |
332 |
Host Home (non-crisis) |
|
36 |
336 |
Staying or living in a friend’s room, apartment, or house |
|
35 |
335 |
Staying or living in a family member’s room, apartment, or house |
|
10 |
410 |
Rental by client, no ongoing housing subsidy |
|
N/A |
435 |
Rental by client, with ongoing housing |
|
21 |
421 |
Owned by client, with ongoing housing subsidy |
|
11 |
411 |
Owned by client, no ongoing housing subsidy |
|
17 |
17 |
Other |
|
37 |
37 |
Worker unable to determine |
|
8 |
8 |
Client doesn’t know |
|
9 |
9 |
Client prefers not to answer |
|
99 |
99 |
Data not collected |
A new Rental Subsidy Type (rental_subsidy_type) picklist field is being created.
- The field will have the following picklist options:
- Select
- 428: GPD TIP housing subsidy
- 419: VASH Housing subsidy
- 431: RRH or equivalent subsidy
- 433: HCV voucher (tenant or project based) (not dedicated)
- 434: Public Housing Unit
- 420: Rental by client, with other ongoing housing subsidy
- 436: Housing Stability Voucher
- 437: Family Unification Program Voucher (FUP)
- 438: Foster Youth to Independence Initiative (FYI)
- 439: Permanent Supportive Housing
- 440: Other permanent housing dedicated for formerly homeless persons
- The field will be added to system screens below Current Living Situation (current_living_situation).
- The field will be displayed and required when Current Living Situation = 435 - “Rental by client, with ongoing housing subsidy.”
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Custom screen updates | Identify custom screens that use Current Living Situation (current_living_situation). | For the identified custom screens, add the new Current Living Situation (current_living_situation) picklist to appear when Type of Residence (prior_residence) = 435 - “Rental by client, with ongoing housing subsidy.” | N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use Current Living Situation (current_living_situation) as a filter. | Update the identified reports or dashboards. |
Mapping
Mapping for Rental Subsidy Type (rental_subsidy_type) depends on how many of the following fields are present on custom assessment, follow-up, or profile screens: Destination (exit_destination), Type of Residence (prior_residence), Current Living Situation (current_living_situation).
- If more than one of these fields is present on a custom screen, Bitfocus will not perform any mapping for that screen, because we cannot know which of those three fields Rental Subsidy Type (rental_subsidy_type) should be tied to.
- For screens where only one of those fields is present, Bitfocus will provide the following mapping for Current Living Situation:
|
When Current Living Situation (current_living_situation) |
Current Living Situation (current_living_situation) AND Rental Subsidy Type (rental_subsidy_type) will be set to: |
|
28 - “Rental by client, with GPD TIP housing subsidy” |
428 - “GPD TIP housing subsidy” |
|
19 - “Rental by client, with VASH housing subsidy” |
419 - “VASH Housing subsidy” |
|
31 - “Rental by client, with RRH or equivalent subsidy” |
431 - “RRH or equivalent subsidy” |
|
33 - “Rental by client, with HCV voucher (tenant or project based) |
433 - “HCV voucher (tenant or project based) (not dedicated)” |
|
34 - “Rental by client in a public housing unit” |
434 - “Public Housing Unit” |
|
20 - “Rental by client, with other ongoing housing subsidy” |
420 - “Rental by client, with other ongoing housing subsidy” |
|
3 - “Permanent housing (other than RRH) for formerly homeless persons |
440 - “Other permanent housing dedicated for formerly homeless persons” |
4.20 Coordinated Entry Event
Referral Event 17 (Emergency Housing Voucher (EHV)) is being retired.
A new RETIRED EVENTS section is being added to the Coordinated Entry Events section of the Program Resources sidebar.- For programs that have Coordinated Entry Events enabled on the Program Setup page, "Referral to Emergency Housing Voucher (EHV)" will be located in this new RETIRED EVENTS section.
- If "Referral to Emergency Housing Voucher (EHV)" was previously enabled, it will remain enabled in the RETIRED EVENTS section. System administrators will need to disable it.
- For existing Manual "Referral to Emergency Housing Voucher (EHV)” Coordinated Entry Event setups:
- If the End Availability date is 9/30/2023 or earlier, the system will keep the existing End Availability date.
- If the End Availability date is null or a future date, system administrators will need to enter “09/30/2023” as the End Availability date.
- The system's logic for recording Coordinated Entry Events will be updated to reflect HUD's guidance that, beginning October 1, 2023, communities with remaining EHV resources should enter these referral events as Referral Event 15 ("Referral to Other PH project/unit/resource opening"):
-
When "Referral to Other PH project/unit/resource opening" is enabled as an Inferred Event:
-
If a referral dated October 1 or later is made to a project with 52 HUD: PIH (Emergency Housing Voucher) as a funding source, the Event will be recorded as a "Referral to Other PH project/unit/resource opening."
-
- When "Referral to Other PH project/unit/resource opening" is enabled as a Manual Event:
- If a program with with 52 HUD: PIH (Emergency Housing Voucher) as a funding source is selected from the Location of Crisis Housing or Permanent Housing Referral picklist for a Manual Event with a referral date of October 1 or later, the Event will be recorded as a "Referral to Other PH project/unit/resource opening."
-
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Coordinated Entry Program Setups | Identify any Coordinated Entry programs with "Referral to Emergency Housing Voucher (EHV)" enabled as a Coordinated Entry Event. | For the identified programs, disable "Referral to Emergency Housing Voucher (EHV)" as a Coordinated Entry Event. | |
| Coordinated Entry Event Setups | Identify existing Manual "Referral to Emergency Housing Voucher (EHV)” Coordinated Entry Event setups enabled as Manual that have a null or future End Availability date. | For the identified Coordinated Entry Event setups, enter an End Availability date of “09/30/2023.” |
Note: Per HUD guidance, no historical mapping will occur.
5.10 Implementation Identifier
The unique identifier for each instance of Clarity Human Services will be displayed in a read-only Implementation ID field on the system SETTINGS page below the System URL field. This ID will be automatically generated and will not be editable.
Admin Checklist
N/A
C1 Wellbeing
This element is being retired. Consequently, the following fields are being marked as retired:
- C1.2: Client perceives their life has value and worth (well_being_value_worth)
- C1.3: Client perceives they have support from others who will listen to problems (well_being_support)
- C1.4: Client perceives they have a tendency to bounce back after hard times (well_being_resiliency)
- C1.5: Client’s frequency of feeling nervous, tense, worried, frustrated, or afraid (well_being_frequency)
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Custom screen updates |
Identify any custom screens that use the following fields:
|
Remove the following fields from the identified custom screens:
|
N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A |
Identify any reports or dashboards that use the following fields as filters:
|
Remove these fields from the identified reports or dashboards:
|
C4 Translation Assistance Needed
A new Translation Assistance Needed (translation_assistance_needed) picklist field is being created.
- The field will have the following picklist options:
- Select
- 0: No
- 1: Yes
- 8: Client Doesn’t Know
- 9: Client Prefers Not to Answer
- 99: Data Not Collected
- All system Program Enrollment Screens will be updated as follows:
- A space will be added below Enrollment Start Date (program_date)
- Below the space, a label saying “Translation Assistance Needed” will be added
- Below the label, Translation Assistance Needed (translation_assistance_needed) will be added.
- This field will be required, and “Select” will be the default value.
A new Preferred Language (preferred_language) picklist field is being created.
- The field will have the following picklist options:
- Select
- Up to twenty language options, selected by the HMIS Lead in partnership with the CoC, from the list of Values 100-426 in the “FY 2024 HMIS C4 Translation Assistance Needed Supplement” on HUD Exchange*
- 21: Different Preferred Language
- 8: Client Doesn’t Know
- 9: Client Prefers Not to Answer
- 99: Data Not Collected
- Note: responses 21, 8, 9, and 99 cannot be edited or made inactive.
- The field will be added to system Program Enrollment Screens as a constrained field that will be displayed when Translation Assistance Needed (translation_assistance_needed) = 1 - “Yes.”
A new If Different Language, please specify (different_preferred_language) text field is being created.
- The field will be added to system Program Enrollment Screens as a constrained field that will be displayed and required when Preferred Language (preferred_language) = 21 - “Different Preferred Language.”
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Picklist values for Preferred Language | Determine which picklist values from this list posted on HUD Exchange should be available for selection by end users. | N/A | Update the determined picklist values from “Inactive” to “Active” so that they are available for use by end users. |
| Custom screen updates | Identify any custom screens that will need C4 elements. |
Update custom screens. We recommend the following update, with display constraints for Head of Household (HoH):
|
N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify the values the community will use for Preferred Language (preferred_language). | In the field editor for Preferred Language (preferred_language), make the relevant picklist values active. |
W1 Services Provided - HOPWA
Response 12 for the HOPWA Service - Service Items field (si_cat_1_2500) is being updated from “Substance use disorder services/treatment” to “Substance use services/treatment.”
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use HOPWA Service - Service Items (si_cat_1_2500) as a filter. | Remove HOPWA Service - Service Items (si_cat_1_2500) as a filter from the identified reports or dashboards. |
W3 Medical Assistance
The Receiving Public HIV/AIDS Medical Assistance (hopwa_hiv_services) field and its dependent Reason (hopwa_hiv_services_reason) field will be removed from all system Program Enrollment, Program Status, and Program Exit screens because HUD is no longer requiring the collection of these fields.
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Custom screen updates | Identify any custom screens that utilize Receiving Public HIV/AIDS Medical Assistance (hopwa_hiv_services) and its dependent Reason field (hopwa_hiv_services_reason). | Remove Receiving Public HIV/AIDS Medical Assistance (hopwa_hiv_services) and its dependent Reason field (hopwa_hiv_services_reason) from the identified custom screens. | N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use Receiving Public HIV/AIDS Medical Assistance (hopwa_hiv_services) and Reason (hopwa_hiv_services_reason) as filters. | Remove use Receiving Public HIV/AIDS Medical Assistance (hopwa_hiv_services) and Reason (hopwa_hiv_services_reason) as a filter from the identified reports or dashboards. |
W5 Housing Assessment at Exit
The following picklist responses are being updated for Housing Assessment at Exit (housing_ass_exit):
- Value 7 is being updated from “Client went to jail/prison” to “Jail/prison”
- Value 10 is being updated from “Client died” to “Deceased”
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use Housing Assessment at Exit (housing_ass_exit) as a filter. |
For the identified reports or dashboards:
|
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Service and Service Item Names |
Identify any services with RHY Service - Service Items (si_cat_1_2300) currently attached to programs. | If opting to update service and service item names manually, update Value 12 from “Post-natal care for mother” to "Post-natal care for client (person who gave birth)." | N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use Value 12 for RHY Service - Service Items field (si_cat_1_2300) as a filter. | For the identified reports or dashboards, update Value 12 from from “Post-natal care for mother” to “Post-natal care for client (person who gave birth).” |
P1 Services Provided – PATH Funded
Value 4 for PATH Funded Service - Service Items (si_cat_1_2100) is being updated from "Community mental health" to "Community Mental Health."
Admin Checklist
| Before Oct 1 | On Oct 1 | |
| Service and Service Item Names |
Identify any services with PATH Funded Service - Service Items (si_cat_1_2100) currently attached to programs. Update Value 4 from "Community mental health" to "Community Mental Health." |
N/A |
| Before Oct 1 | On Oct 1 | |
| Looker reporting | Identify any reports or dashboards that use Value 4 for PATH Funded Service - Service Items (si_cat_1_2100) as a filter. | For the identified reports or dashboards, update Value 4 from "Community mental health" to "Community Mental Health." |
R3 Sexual Orientation
The data collection for Sexual Orientation (rhy_sexual_orientation) is being expanded. The field will be added to the system HUD: CoC Standard Project Enrollment screen and will be displayed for adults and Heads of household who are enrolled in HUD:CoC-PSH-funded PSH projects.
Admin Checklist
|
Before Sept 18 |
Before Oct 1 |
On Oct 1 |
|
| Custom screen updates |
Identify any custom screens that will need to have the Sexual Orientation (rhy_sexual_orientation) field added. |
For the identified custom screens, add the Sexual Orientation (rhy_sexual_orientation) field and apply the appropriate constraints. |
N/A |
R5 School Status
This element will be removed from system YHDP Enrollment and Exit screens, because the YHDP manual directs YHDP-funded agencies to collect C3 Youth Education Status instead of R5 School Status.
Admin Checklist
|
|
Before Sept 18 |
Before Oct 1 |
On Oct 1 |
|
Custom screen updates |
N/A |
Identify any custom YHDP Enrollment and Exit screens that collect R5 School Status. For the identified custom screens, remove R5 School Status. |
N/A |
R14 RHY Service Connections
Value 12 for the RHY Service - Service Items field (si_cat_1_2300) is being updated from “Post-natal care for mother” to “Post-natal care for client (person who gave birth).”
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Service and Service Item Names |
Identify any services with RHY Service - Service Items (si_cat_1_2300) currently attached to programs. | If opting to update service and service item names manually, update Value 12 from “Post-natal care for mother” to "Post-natal care for client (person who gave birth)." | N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use Value 12 for RHY Service - Service Items field (si_cat_1_2300) as a filter. | For the identified reports or dashboards, update Value 12 from from “Post-natal care for mother” to “Post-natal care for client (person who gave birth).” |
R17 RHY Project Completion Status
The picklist options for Project Completion Status (rhy_completion_status) are being updated as follows:
- Value 2 is being updated from “Youth voluntarily left early” to “Client voluntarily left early”
- Value 10 is being updated from “Youth was expelled or otherwise involuntarily discharged from project” to “Client was expelled or otherwise involuntarily discharged from project”
The tooltip for this field will be updated accordingly.
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A |
Identify any reports or dashboards that use these values for Project Completion Status (rhy_completion_status) as a filter:
|
For the identified reports or dashboards:
|
R18 Counseling
Counseling received by client (rhy_counseling) is being updated to Client received counseling.
Admin Checklist
|
Before Sept 18 |
Before Oct 1 |
On Oct 1 |
|
| Custom screen updates |
Identify any custom screens that use Counseling received by client (rhy_counseling). |
For the identified custom screens, update the screen field display name to Client received counseling. |
N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use Counseling received by client (rhy_counseling) as a filter. | For identified reports or dashboards, update Counseling received by client to Client received counseling. |
U1 Worst Housing Situation
Worst Housing Situation (rhsap_worst_housing) will be retired and removed from all system screens.
Admin Checklist
|
Before Sept 18 |
Before Oct 1 |
On Oct 1 |
|
| Custom screen updates |
Identify any custom screens that use Worst Housing Situation (rhsap_worst_housing). |
For the identified custom screens, remove Worst Housing Situation (rhsap_worst_housing). |
N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use Worst Housing Situation (rhsap_worst_housing) as a filter. | For the identified reports or dashboards, remove Worst Housing Situation (rhsap_worst_housing) as a filter. |
V1 Veteran’s Information
The picklist options for Branch of Military (veteran_branch) are being updated as follows:
- A new “Space Force” option (value = 7) is being added
Admin Checklist
N/A
V2 Services Provided - SSVF
Value 7 for VA SSVF Service (si_cat_1_2700) is being updated from “Extended Shallow Subsidy” to “Shallow Subsidy.”
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use Value 7 for VA SSVF Service (si_cat_1_2700) as a filter. | For the identified reports or dashboards, update Value 7 for VA SSVF Service (si_cat_1_2700) from “Extended Shallow Subsidy” to “Shallow Subsidy.” |
V3 Financial Assistance - SSVF
The picklist options for VA SSVF Service - Financial Assistance (si_cat_2700_3000) are being updated as follows:
- Value 15 is being updated from “Extended Shallow Subsidy - Rental Assistance” to “Shallow Subsidy Financial Assistance.”
- Two new responses are being added:
- 17: Landlord Incentive
- 18: Tenant Incentive
When a user provides a VA SSVF Financial Assistance service item to a client:
- For Long Term and Daily Attendance service items, the start and end dates will be labeled Start Date of Financial Assistance and End Date of Financial Assistance respectively.
- For Single Event service items, the event date is labeled Event Date of Financial Assistance.
- For Multiple Attendance, the date is labeled Date of Financial Assistance.
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Client records | N/A | N/A | Collect End Date of Financial Assistance for all active clients as of October 1, 2023, and new clients who enter the project on or after October 1, 2023. |
|
Service Items |
Create the new Landlord Incentive and Tenant Incentive service items for any existing SSVF programs; set the Start Availability date to October 1, 2023. | ||
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use VA SSVF Service - Financial Assistance (si_cat_2700_3000) as a filter. |
For the identified reports or dashboards:
|
V4 Percent of AMI (SSVF Eligibility)
The picklist options for Percent of AMI (ami_percent) are being updated to the following:
- 1: 30% or less
- 2: 31% to 50%
- 3: 51% to 80%
- 4: 81% or greater
Admin Checklist
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Client record updates | Identify client records that may be impacted by this change in Percent of AMI (ami_percent) options. |
Update the identified records with the revised picklist options:
|
N/A |
| Custom screen updates | Identify any custom screens that use Percent of AMI (ami_percent) as a display constraint. |
Update the identified screens with the revised picklist options:
|
N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A | Identify any reports or dashboards that use Percent of AMI (ami_percent) as a filter. |
Update the identified reports or dashboards with the revised picklist options:
|
V5 Last Permanent Address
This element is being retired. Consequently, the following fields are being marked as retired and removed from system screens:
- Prior Street Address (prior_street_address)
- Prior City (prior_city)
- Prior State (prior_state)
- Zip Code of Last Address (zipcode)
- Prior Address Data Quality (prior_address_quality)
Admin Checklist
|
Before Sept 18 |
Before Oct 1 |
On Oct 1 |
|
| Custom screen updates |
Identify any custom screens that use these values:
|
Remove the following fields from the identified custom screens:
|
N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A |
Identify any reports or dashboards that use these values as filters:
|
Remove these values from the identified reports or dashboards:
|
V7 HP Targeting Criteria
The display names for dependent fields C, D, E, and N are being updated as follows:
| V7 Dependent Field | Field Data Name | Current Field Display Name |
New Field Display Name |
| C | ssvf_targeting_history_homelessness | History of literal homelessness (street/shelter/transitional housing) (any adult) | Past experience of homelessness (street/shelter/transitional housing) (any adult) |
| D | ssvf_targeting_hoh_not_leaseholder |
Head of Household is not a current leaseholder |
Head of Household is not a current leaseholder/renter of unit |
| E | ssvf_targeting_hoh_never_leaseholder | Head of household (HoH) never been a leaseholder | Head of Household has never been a leaseholder/renter of unit |
| N | ssvf_targeting_field_14 | Single parent household with minor child(ren) | Single parent/guardian household with minor child(ren) |
Admin Checklist
|
Before Sept 18 |
Before Oct 1 |
On Oct 1 |
|
| Custom screen updates |
Identify any custom screens that use the following fields:
|
Update the identified screens as follows:
|
N/A |
| Before Sept 18 | Before Oct 1 | On Oct 1 | |
| Looker reporting | N/A |
Identify any reports or dashboards that use the following fields as a filter:
|
Update the identified reports or dashboards as follows:
|
Published: 09/19/2023