This month's release includes new and updated Audit logs, Client Activity updates, and a new filter for INVENTORY.
Release Schedule:
- All Training Sites: Monday, September 23, 2024
- All Production Sites: Monday,October 7, 2024
Highlights of this month’s updates:
- “Client Activity” functionality updated
- New Filter for Inventory Module
- “Use Inventory Calculated Records” Program setting updated
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: “Client Activity” Functionality
The Auto Exit Due to Inactivity function has been updated with more activities that keep a client in a Program that has Auto Exit Due to Inactivity enabled or active on a Community Queue that has Inactive Referral Expiration Threshold set for 1 day or more.
Program: Auto Exit Due to Inactivity
Currently, the system automatically records a program exit for an enrollment when none of the enrollment's household members have program-related activity (Unit connections, services, Coordinated Entry Events/Results, or program-level assessments, including Annual, Status, CLS, and Custom/CE assessments) within their enrollment records for the specified timeframe.
For clients who are enrolled in any program type with Auto Exit Due to Inactivity enabled, “Client Activity” now also includes:
- Adding or editing a location for the client on the Location tab
- Adding or editing a contact for the client on the Contact tab
- Editing a Coordinated Entry assessment
For these activities, the “clock” will restart based on the date the location or contact was added/edited or the date the Coordinated Entry assessment was edited.
Note: For “Emergency Shelter – Night-by-Night” programs, this only applies where the Auto Exit Benchmark is set to "Last Activity."
Community Queue: Automated removal from the Community Queue due to Inactivity
Currently, the system automatically changes a referral status to “Expired” when there has been no client activity (referral сheck-in, services, assessments, program enrollments, status assessments, program exits, program notes, referral notes, or Coordinated Entry Events) once the client meets the Inactive Referral Expiration Threshold.
For clients who have a referral on a community queue, “Client Activity” now also includes:
- Adding or editing a location for the client on the Location tab
- Adding or editing a contact for the client on the Contact tab
- Editing a Coordinated Entry assessment
For these activities, the “clock” will restart based on the date the location or contact was added/edited or the date the Coordinated Entry assessment was edited.
Coordinated Entry Assessment: Edit Details
If a Coordinated Entry Assessment was used to make Referrals to more than one community queue (for those communities who use Multiple Community Queues) and that Coordinated Entry Assessment is edited for a client, this activity is updated for all Referrals and the client remains active on each Community Queue.
If a Coordinated Entry Assessment is an agency-level assessment and the Coordinated Entry Assessment is edited for a client, this activity triggers adding a new record to the client_activity_event table and keeps the client active on the community queue.
Required Action: None.
Data Analysis Updates:
- New fields have been added in a new “Client Activity” view in the Client and Coordinated Entry models in Looker.
- Existing fields have been aliased to ensure existing content continues to work as before.
Please see separate Data Analysis Release Notes for details.
Required Action: None
Updated: Access rights for Attendance Module
This update enhances functionality for users with access to the Attendance module’s Manage page and Reservation page.
Attendance Module: Manage
Users with access to the Attendance module will be able to add a client to the “In Attendance” column if they have the Create Service Placements permission enabled in their access role.
There is an Add button next to a client’s name in the “Clients from the last 4 Months” column and an Add button and Add icon next to a client’s name in the “Client Search” results.
Users with access to the Attendance module will be able to remove a client from the “In Attendance” column if they have the Delete Agency Services permission enabled in their access role.
There is a Trash Can icon next to the clients’ Names/Last 4 SSNs in the In Attendance column.
Attendance Module: Reservation
Users with access to the Attendance module will be able to make reservations for clients and indicate whether a client is PRESENT or NO SHOW when they have the Create Service Placements permission enabled for their access role.
The MAKE RESERVATION section appears in the right sidebar when the user clicks a slot that is not reserved where they can add a client to the slot.
The RESERVED section appears on the right sidebar when the user clicks on a slot that is reserved where they can mark a client as PRESENT or NO SHOW.
Users with access to the Attendance module will be able to delete a reservation for a client when they have the Delete Agency Services permission enabled for their access role.
The user can click on the Trash Can icon next to the Slot/Clients Name/Last 4 SSN/DoB row to delete the reservation.
The RESERVED section appears on the right sidebar when the user clicks on a slot that is reserved where they can delete a reservation with the Trash Can icon.
Required Action: System Administrators should review the Access Roles for users that use the Attendance module and update the Create Service Placements and Delete Agency Services permissions for the appropriate access roles.
Updated: Prevent Deletion of Field on Screen When Used as a Constraint
With this update, you will be unable to delete a field from a screen if the field is used as a display constraint for another field on the screen. The Delete icon will be available but when you click it, the following warning pop-up will appear:
If the field is removed from all display constraints on other fields on the screen, you will be able to delete the field.
Required Action: None.
Updated: New Filter added to INVENTORY
The INVENTORY Dashboard will now contain a filter to show only those units that have available beds. When a user selects this filter, the system will remove units with offline or inactive beds from the display and recalculate the unit counts on the right side of the screen.
Required Action: None.
New: AGENCY OVERVIEW Audit Log
An Audit Log is now available for AGENCY OVERVIEW.
Users with Admin Access Role Types with Audit Log permissions enabled in their access role can click the Audit Log button on the AGENCY OVERVIEW page to view changes to the following:
- Agency Name
- Alias
- Agency Type
- Address
- City
- State
- County
- Zip Code
- Geocode
- Continuum of Care
- Status
- Enforce SSO
- Navigation Profile
- Default Profile
- Default User Home Screen
- Open Units report
- Victim Service Provider
- Enable All Client Forms (including added or deleted forms)
- Staff Inventory Access
- Allow Referrals from Other Agencies
- Adding/deleting agency notification contacts
- Changing agency level notification settings
Required Action: None.
Updated: Program Templates Audit Log update
The Audit Log for Program Templates has been updated. Users with Admin Access Role Types with Audit Log permissions enabled in their access role can click the Audit Log button on the EDIT PROGRAM TEMPLATE page to view changes to the following:
- Services
- Default Goals
- Documentation Requirements
- Assessments
- Chart Fields
Required Action: None.
Updated: Complete Bed and Unit Inventory History Will Display for Programs
Previously, when the Use Inventory Calculated Records setting for programs was enabled, the program’s Bed & Unit Inventory Information only showed calculated inventory records based on configured INVENTORY units. There will now be three options for the program level Use Inventory Calculated Records setting.
The updated options are:
- Manual Entry Records Only
- Calculated Records Only
- Both Manual Entry and Calculated Records
Mapping:
- If a program previously had Use Inventory Calculated Records OFF, the picklist will be set to Manual Entry Records Only.
- If a program previously had Use Inventory Calculated Records ON, the picklist will be set to Calculated Records Only.
- Both Manual Entry and Calculated Records is a new option; no programs will be mapped.
The Bed & Unit Inventory Information page on the Program Resources sidebar will now include all Bed & Unit Inventory records. The information page has been updated and can be filtered by Household Type, CoC Code, Availability, and Inventory Type.
When Both Manual and Calculated Records is selected and there are gaps in dates or overlapping dates, the system will highlight the overlapping dates with red text and show a warning at the top of the Bed & Unit Inventory Information page:
- There are Bed and Unit Inventory date conflicts that must be resolved for accurate reporting. Conflicting dates will be highlighted in red.
- There is a gap in the Bed & Unit Inventory dates for this program. Please update the Bed & Unit Inventory Start or End Dates as appropriate.
Manual Bed & Unit Inventory can still be managed from the Bed & Unit Information page in the Program Resources sidebar.
Calculated Bed & Unit Inventory is managed from the SITES tab, within Housing Inventory Sites, and is generally configured for use with the INVENTORY module.
Calculated Inventory Records for Bed & Unit Inventory Information are re-calculated every 30 minutes. If a change is made to a relevant Housing Inventory Site, and a user views the Bed & Unit Inventory Information for a program before re-calculation, then Inventory Type will be “Pending Recalculation.” After the recalculation, the Inventory Type will return to “Calculated.”
While a Bed & Unit Inventory record is “Pending Recalculation,” reporting will continue to use the latest “Calculated” records until the new “Calculated” records are available.
Required Action: None.
Data Analysis Updates:
- Inventory configuration fields have been updated in the Project Descriptor model in Looker to match the updates in ClarityHS.
- Inventory fields and logic have been updated in the Client, Coordinated Entry, HMIS Performance and Data Quality models in Looker to enable accurate reporting.
Please see the separate Data Analysis Release Notes for details.
Required Action:
Filters on Looks or dashboards that are specifically looking for a certain type of program inventory record may need to be updated. Please see the separate Data Analysis Release Notes for details.
Updated: “Manage Agency - Staff” Access Right Included Under Manager Access Role Type
Prior to this update, the Manage Agency - Staff access right was not available under the Manager Access Role Types. With this update, a Manager with this access right enabled can create, edit and delete user accounts.
This access right now appears below Manage Agency - Sites. The Manage Agency access right must be enabled to toggle on the Manage Agency - Staff access right.
When Manage Agency - Staff is enabled for a Manager’s Access Role, the User with that access right enabled sees the STAFF tab available when they click on MANAGE in the Launchpad. When the user selects Any Agency for the Agency picklist, the list of users that populate will be limited to the agencies the Manager has access to with an access role with Manage Agency - Staff access right enabled.
The Access Role picklist will show only access roles with “Enterprise” or “Volunteer” role types and only users with “Enterprise” or “Volunteer” role types are included in the search results.
When adding a new staff member or editing an existing staff member account, the Agency Manager will only have access to provide “Enterprise” or “Volunteer” role types and access to agencies that they have access to with an access role with the Manage Agency - Staff access right enabled.
Changes to the Manage Agency - Staff access right in a Manager access role type are logged in the Audit Log for the access role.
Required Action: System Administrators should review the Access Roles for Agency Managers and update the Manage Agency - Staff permission for the appropriate access roles.
November Feature Preview
Our next Feature Release will include filtering out inactive sites, buildings and programs within Inventory filters.
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’ve either updated or created the following articles in response to this Clarity Human Services update. Reminder: These updates will be available in all Training Sites on Monday, September 23, 2024 and in all Production Sites on Monday, October 7, 2024.
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Updated: 10/03/2024