This month's release includes an update to Assessment Processor points, occupancy end time options at Program Exit, and an update to Access Rights for Enterprise users.
Release Schedule:
- All Training Sites: Tuesday, November 19, 2024
- All Production Sites: Tuesday, December 3, 2024
Highlights of this month’s updates:
- Updated Assessment Processor Points: Rounds to Hundredths
- Updated Program Exit: Entering Occupancy End Time at Program Exit
- Updated Access Rights: Enterprise End Users Can Manage Sites
Notes:
The updates described in this article will be deployed in the early morning hours on scheduled release days. During release, the Clarity Human Services application may experience performance delays. We recommend clearing your cache at the initial login if experiencing difficulty.
The Data Analysis update will follow the same feature release schedule dates. There may be a slight delay when accessing Looker after the release as the system updates are being applied. Data Analysis release notes will arrive in a separate communication.
Updated: Round Assessment Processor Point Values to Nearest Hundredth
Assessment Processor point values have been updated to round to the nearest hundredth instead of nearest tenth so that clients’ assessment scores more accurately represent their level of vulnerability and need.
With this update, the following fields within the assessment processor can contain two digits after the decimal point:
- Base Score for an assessment processor:
- Base Score for a SUBTOTAL:
- Points entered on the ADD NEW POINT page:
- Points on the EDIT POINT [Name] page:
- The Points for an item in the POINTS section on the EDIT SUBTOTAL [Display Code Name] page:
When the user enters a number and clicks SAVE CHANGES, the system rounds the number to the nearest hundredth instead of the nearest tenth. If the user enters two digits after the decimal point, the system keeps the points as entered.
Additional areas that round to the nearest hundredth:
- On the ELIGIBILITY DETERMINATION page, individual section scores as well as the total assessment score can contain up to two digits after the decimal point.
- The score displayed in the Details column of the ASSESSMENT HISTORY and PROGRAM ASSESSMENT HISTORY page can contain up to two digits after the decimal point.
- When a user mouses over the score displayed in the Details column in the ASSESSMENT HISTORY and PROGRAM ASSESSMENT HISTORY and the score breakdown displays, the scores can contain up to two digits after the decimal point.
- The score displayed in the Score column on the Community Queue tab and within the Score line on the Modify CQ referral page can contain up to two digits after the decimal point.
In all of the above areas where scores, subtotals, and points are displayed, they can display with up to two digits after the decimal point.
- If the number does not have any digits after the decimal point, then the number displays as x. For example, 2 rather than 2.0 or 2.00.
- If the number has one digit after the decimal point, then the number displays as x.x. For example, 2.2 rather than 2 or 2.20.
- If the number has two digits after the decimal point, then the number displays as x.xx. For example, 2.25 rather than 2 or 2.3.
Required Action:
If your community would like Bitfocus to update existing Assessment Processor scores and points as well as client assessment scores, please reach out to your BFF or Community Administrator by EOD Friday, November 22, 2024.
If your community chooses to opt-in, a script will be applied with the December production release on Tuesday, December 3, 2024. Any training instances that have opted in will have the script applied on December 3, 2024, with the production release.
With this script, all historical data, instance-wide, will be updated for assessment processor scores and points as well as client assessment scores.
The script will update assessment processor scores and points so they reflect, where applicable, up to two digits after the decimal point. If the scores and points previously rounded to the tenth, but could have been rounded to the hundredth, they will be updated to round to the hundredth. This update will apply to the following areas:
- The ‘Base Score’ for an Assessment Processor
- The ‘Base Score’ for a Subtotal within an Assessment Processor
- The ‘Points’ entered on the ‘Add New Point’ page
- The ‘Points’ on the ‘Edit Point [Name]’ page
- The ‘Points’ for an item in the Points section on the ‘Edit Subtotal [Display Code Name]’
The script will also update client-level scores for assessments so they reflect, where applicable, up to two digits after the decimal point. If the scores and points previously rounded to the tenth, but could have been rounded to the hundredth, they will be updated to round to the hundredth. This update will apply to the following areas:
- The Eligibility Determination page
- The score displayed in the Details column of the Assessment History page
- The score breakdown when a user mouses over the score displayed in the Details column in the Assessment History section
- The score displayed in the Score column on the Community Queue tab
Updated: User Access - Sensitive Data
With this update, access to agency level sensitive data is only available for users who have access to the agency and have Agency Sensitive Data toggled on in their access role. If that User loses access to that agency or is updated to a role that doesn't have Agency Sensitive Data or Any Agency Sensitive Data toggled on, they would no longer have visibility, even if they are the user who entered the data.
Required Action: None.
Updated: Ability to Enter End Time for Occupancy when Exiting Client from Project
With this update, an end user can add or change the End Date and Time for a Unit or Bed when exiting a client from a program where they are currently occupying the Unit or Bed. When an end user exits the client with a current or future occupancy in a Unit or Bed, a new section OPEN OCCUPANCY appears on the program exit screen:
The client’s current or future occupancy is displayed with the following columns:
- Unit/Bed - name of the Unit or Bed the client is currently occupying, with the Site and Building name underneath
- Start Date and Time - date and time that the client began occupying the Unit or Bed
- End Date and Time - currently selected date and time that the client is scheduled to exit the Unit or Bed; if there is no End Date and Time in the client’s program enrollment record, then section is blank
- Change End Date and Time - Date-Time picker field; section defaults to the date selected for “Project Exit Date” and the current Time. For Night-by-Night Emergency Shelter program types, the “Change End Date and Time" field in the Open Occupancy section auto-populates with an End Date and Time that is equal to the Project Exit Date minus one day and a time of 12:00 AM.
Updating Change End Date and Time column
When an end user clicks the Date-Time picker in the Change End Date and Time column, they can select a Date that is equal to the “Project Exit Date” and up to 11:45PM for the Time, or a Date that is before the “Project Exit Date” and a time up to 11:45 PM.
The end user cannot select a date that is after the “Project Exit Date.”
Dates after the “Project Exit Date” are grayed out on the Date-Time picker and cannot be selected.
The end user cannot select a date that is before the occupancy Start Date and Time. Dates prior to the Start Date are grayed out and Times prior to the start Time are not visible. If the end user manually types in an End Date that is prior to the Start Date, the "Change End Date and Time" field is underlined in red and the user cannot save changes.
When the end user selects a Date and Time for the Date-Picker field (or leaves it as the default Date and Time), then clicks “Done” and “Save & Close,” the exit is complete and those details can be seen on the Unit tab.
Future-dated Occupancies
When an end user wants to exit a client that has a future occupancy in a Bed or Unit, the OPEN OCCUPANCY section changes depending on the exit date entered.
The end user will not see the OPEN OCCUPANCY section if there is a bed or unit with an end date that is before the entered project exit date. For example, this bed has an exit date of 11/06/2024:
If we exit the client on 11/07/2024, the OPEN OCCUPANCY section does not appear:
If the end user enters an exit date that is before the future-dated Start Date and Time for the Unit or Bed’s occupancy, the user sees the future occupancy in the OPEN OCCUPANCY section but cannot change the end date. This occupancy will be automatically deleted after the exit screen is saved.
When the end user hovers over the future occupancy that will be automatically deleted, there will be a tooltip that states: “This occupancy is scheduled to begin after the entered Project Exit Date, and will be automatically deleted from the client’s record when changes are saved.”
Required Action: None.
Updated: Access Rights to Manage and Edit Sites
With this release, Enterprise level Role Types will have access rights to manage and edit Sites. Prior to this update, only the Manager and Admin level Role Types had this access.
The following access rights will be available to Enterprise level users:
- Manage Agency (this must be toggled on to toggle on Manage Agency - Sites)
- Manage Agency - Sites
- Create Sites - Administrative and Housing Inventory Entities
- Edit Sites - Administrative and Housing Inventory Entities
- Delete Sites - Administrative and Housing Inventory Entities
- Agency Inventory - Add Agency Program
- Agency Inventory - Add Any Agency Program
Required Action: These access rights will be disabled by default for all existing Enterprise access roles. System Administrators should review Access Roles for users that manage Housing Inventory sites and update the permissions for the appropriate access roles.
Updated: Implement Time Data for Referrals
Currently, when referrals are reassigned to Units and Beds, some of the referral dates that are stored do not include a time component. With this update, the following referral dates are stored in the referrals table as datetime field types with the correct time component as the fields are created.
The time component will match what is seen when the user creates or updates the referral and in the Referrals history page for the following:
- referrals.created_date - the date/time the referral was created
- referrals.date - the date/time the referral was sent to the queue or to a program for direct referrals
- referrals.reassigned_date - the date/time the referral was reassigned to a program
- referrals.in_process_date - the date/time the referral was set to pending in process by the program.
- referrals.status_date - the date/time of the current status
- end_date - the date/time the referral is completed/denied/expired
The Date field will be updated to a Date/time picker on the following pages:
- Client Referrals page → Referral Date field
- Client Assessments → Eligibility → Make Referral
- Client Assessments → Eligibility → Refer Directly to Community Queue
- Client Programs → Assessments → Eligibility → Make Referral
- Client Programs → Assessments → Eligibility → Refer Directly to Community Queue
- Referrals → Pending tab → Modify Referral → Referred Date field
- Referrals → Pending tab → Modify Referral → Status Date field
- Referrals → CQ tab → Modify Referral → Referred Date field
- Referrals → CQ tab → Modify Referral → Remove from CQ → Queue Removal Date date
- Referrals → Completed tab → Modify Referral → Referred Date field
- Referrals → Denied tab → Modify Referral → Referred Date field
- Referrals → Sent tab → Modify Referral → Referred Date field
- Referrals → Sent tab → Modify Referral → Status Date field
Once the update is made, the system will show the Date and Time in the Referral HISTORY section and in the listings where the referral date shows.
The end user can modify the time and date within the current limitations of the referral modifiable dates functionality. The time will default to the nearest 15 minute time.
Required Action: None.
Data Analysis Updates:
The field "Created Date" under the "Referrals" and "Referral History" views has been updated to include ‘time’ as a timeframe option. A new field has been added for "Status Date" under the "Referrals" view. These updates will impact the Client, Coordinated Entry, and Inventory models. For more information see the Data Analysis release notes.
Required Action: None.
Important Note:
Updated: client_services_expenses table
For certain records from 12/2020 - 08/2021, the client_service_expenses table did not populate ref_user_updated, added_date,and last_updated.
In the Hotfix applied to training instances on November 4, and to Production instances on November 6, a script was applied to populate the null columns ref_user_updated , added_date, last_updated values from existing data in the system. For additional information on specific records updates, customers can reach out to their BFF or Community Administrator.
Important Note:
Updated: client_activity_events table
The Clarity Human Services: October 2024 Feature Updates included an update to the “Client Activity” functionality. A new table was created to include more client activities that keep a client active in a Program that has Auto Exit Due to Inactivity enabled (and, in the case of night-by-night emergency shelters, ‘Auto Exit Benchmark’ set to ‘Last Activity’) or active on a Community Queue that has Inactive Referral Expiration Threshold set for 1 day or more.
With this update, historical activity data will be migrated from the client_activity table to the client_activity_events table. This update will follow the December release schedule: Training Sites - Tuesday, November 19, 2024, and Production Site - Tuesday, December 3, 2024. For additional information on specific records updates, customers can reach out to their BFF or Community Administrator.
Important Note:
Updated: DIT CSV validation for FY24 HMIS Health Insurance data elements 4.04.[3-11]A
DIT CSV validation for FY24 HMIS Health Insurance data elements 4.04.[3-11]A has been temporarily removed from Clarity as of 10/31/24, since it was incorrectly requiring responses for non-HOPWA funded Projects. Training sites will also be updated with this same fix on 11/01/24. We will reinstate validation for these dependent data elements within a future Clarity release, to first correctly check for HOPWA Project funding, before requiring or disallowing a response.
Important Note:
Updated: Bed & Unit Management Setting
The Clarity Human Services: September 2024 Feature Updates included an update to the Bed & Unit Management field on the program set up screen. The update included a script that turned off Bed & Unit Management for existing non-residential project types, which also removed Allow Referrals from Other Agencies and Agencies Sending Referrals.
With this December update, for non-residential project types, we will update the “Bed & Unit Management“ field to 0, the “Allow Referrals from Other Agencies” field to 0, and the “Agencies Sending Referrals” field to null.
We Welcome Your Ideas
We encourage you to suggest improvements and new features for our products. You can create feature suggestions or vote, watch, and comment on existing suggestions at ideas.bitfocus.com. Refer to our Feature Suggestions article for additional details.
New and Updated Help Center Resources
We will either update or create the following articles in response to this Clarity Human Services update on Tuesday, December 3, 2024.
Reminder: the feature updates will be available in all Training Sites on Tuesday, November 19, 2024 and in all production Sites on Tuesday, December 3, 2024.
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Updated Pages |
New Pages |
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| Direct Referrals from the Assessments Tab | |
| Community Queue for End Users |
Updated: 12/03/2024