Coordinated Entry Event Fields

Coordinated Entry (CE) Events are a major component for reporting in the CE APR and have been integrated into Coordinated Entry workflows. Coordinated Entry Events were revamped in November 2022 to allow for additional flexibility. CE Events can be configured as being manual or inferred and are set up at the program level. Manual Events can have customized manual event items and are selected with the Events tab within a client’s enrollment, while Inferred events are recorded automatically with referrals. To learn more about the revamped Coordinated Entry Events and Coordinated Entry Data Elements, please review the documentation below.

• Clarity Human Services: November 2022 Feature Updates
• Coordinated Entry Data Elements

As these updates were released, additional Clarity fields were added, and UI updates were made in Clarity Human Services to reflect the additional options that are now available like enabling/disabling events and manual event configuration. Looker models and fields were updated to align with the CE Event revamp. Additional Looker fields have been added to expand on the pre-existing Coordinated Entry Events view within the HMIS Performance, Coordinated Entry, and Client Models. The Project Descriptor Model has been updated to include new Coordinated Entry Event fields to review the new configuration settings.

Field Overview

The fields in the HMIS Performance, Coordinated Entry, and Client Models are the same in each model. Please note, that the outcomes of counts for these fields will be based on the universe limitations of each model.

The fields in the Project Descriptor Model are new and located in the Program CE Events and Program CE Events – Manual views.

Below is an outline of the fields within each view, a description of the data pulled with the field, and Clarity x Looker crosswalks to showcase a few CE Event fields and where that data can be reviewed in the Clarity Human Services interface. Please note, there is an inherent join between enrollments and CE Events as the events are linked to enrollments. 

• HMIS Performance/Client Model/CE Model
  • Coordinated Entry Event View
    • DIMENSIONS
      • Added Date
        • The date the CE Event was added.
      • Aftercare Project
        • HMIS Data Element 4.20.2 Dependent B – Dependent to Field 2 & Response 5
      • Event
        • HMIS Data Element 4.20.2
      • Event Category Type
        • The Clarity CE Event Category – Service Event or Referral Event. Used to review historical CE Event data.
      • Event Date
        • HMIS Data Element 4.20.1
      • Event Group
        • HMIS Data Element 4.20.2 Headers – Access Events or Referral Events
      • Event Type
        • The type of CE Event configuration – a manual or inferred CE Event.
      • ID
        • CE Event ID
      • Location of Crisis Housing or Permanent Housing Referral
        • HMIS Data Element 4.20.2 Dependent C – Dependent to Field 2 & Responses 10-15
      • Manual Event Item Title
        • The name of the manually configured service item (custom manual CE Event name or CE Event Name).
      • Note
        • CE Event Note
      • Referral Result
        • HMIS Data Element 4.20.2 Dependent D – Dependent to Field 2 & Responses 10-15 and 17-18
      • Result Date
        • HMIS Data Element 4.20.2 Dependent E – Dependent to Dependent D
      • Safe Alternative Housing
        • HMIS Data Element 4.20.2 Dependent A – Dependent to Field 2 & Response 2
      • MEASURES
        • Count
          • The count of CE Events.

Clarity x Looker Crosswalk – Edit Event Page

• Project Descriptor Model
  • Program CE Events View
    • DIMENSIONS
      • Event
        • HMIS Data Element 4.20.2
      • Event Category Type
        • The Clarity CE Event Category – Service Event or Referral Event. Used to review historical CE Event data.
      • Event Group
        • HMIS Data Element 4.20.2 Headers – Access Events or Referral Events
      • Event Type
        • The type of CE Event configuration – a manual or inferred CE Event.
      • Event Type Enabled?
        • The Event Type is toggled on/off in the CE Event Setup for the program.
      • Last Updated Date
        • The last time the program event settings were updated.
      • Manual Event Item Title
        • The name of the manually configured service item (custom manual CE Event name or CE Event Name).
      • User Updating
        • The username of the user updating the program event settings.

Clarity x Looker Crosswalk – Program Level Coordinated Entry Event Configuration

• Program CE Events – Manual View
  • DIMENSIONS
    • Allow Groups
      • The group placement option toggle for the manual event configuration.
    • Availability End Date
      • End Availability Date
    • Availability Start Date
      • Start Availability Date
    • Deleted (Yes / No)
      • The deleted status of the Manual CE Event item.
    • Geolocation enabled?
      • The Enable Geolocation toggle for the manual event configuration.
    • Geolocation Required?
      • The Geolocation Required toggle for the manual event configuration.
    • Last Updated Date
      • The last time the program event settings were updated.
    • Manual Event Item Title
      • The name of the manually configured service item (custom manual CE Event name or CE Event Name).
    • User Updating
      • The username of the user updating the program event settings.

Clarity x Looker Crosswalk –  Manual Event Item Configuration

Sample Looks  

Project Descriptor Model - Program CE Event Configuration Review

The Look outlined below is for program-level configuration review to monitor how Coordinated Entry Events are set up.

Model: Project Descriptor Model

Filters

• Agencies- Agency Name: Applicable Agency Name
• Programs – Program Name: Applicable Program Name
• Program CE Events – Event Type Enabled?: Is equal to Yes

Fields

• Dimensions
  • Program CE Events
    • Event
    • Event Type
    • Event Type Enabled?
    • Last Updated Date
    • User Updating
  • Program CE Events
    • Allow Groups
    • Availability End Date
    • Availability Start Date
    • Geolocation Enabled?
    • Geolocation Required?
    • Last Updated Date
    • Manual Event Item Title
    • User Updating

Visualization: Table

Coordinated Entry Model – CE Event Count by Program

The Look outlined below is for reviewing counts of CE Events by program to monitor compliance/troubleshoot odd counts on the CE APR. Note: This Look is created in the CE Model and will be limited to clients that have a completed assessment, like the restrictions in the Client Universe for the CE APR. To further mimic the CE APR universe, additional filters were added to the Look.

Model: Coordinated Entry Model

Filters

• Enrollments – Reporting Period Filter: Applicable Date/Date Range
• Client Assessments – Assessment Date: Match Reporting Period Filter
• Client Assessments – Is Coordinated Entry: is equal to Yes
• Coordinated Entry Event – Event Group: is not null
• Programs – CoC: Applicable CoC

Fields

• Dimensions
  • Programs – Name
  • Coordinated Entry Event – Event Group (Pivoted)
• Measure
  • Coordinated Entry Event – Count

Visualization: Bar

Visualization Settings

• Plot
  • Series Positioning – Stacked
  • Legend Align – Center
• Values
  • Value Labels – Toggle On
  • Label Null Columns – Toggle On
  • Totals Labels – Toggle On
• X
  • Custom Axis Name – “Program Name”

Updated: 12/09/2022