This article lists fields that must be added to CE Screens to comply with the Data Standards and provides guidance on creating CE program templates.
The process of assessing, enrolling, and gathering client data in the coordinated entry process is facilitated through screens. In order to comply with the HUD HMIS Data Standards requirements, certain fields must be present within these screens. Once you’ve created the screens for your Coordinated Entry process, you’ll assign these to one or more Program Templates.
Coordinated Entry Screens
In this article, we’ll focus on the minimum screen requirements for Coordinated Entry programs rather than the housing programs participating in Coordinated Entry, as this will vary from program to program. The exception to this is if a community is following a model in which there is no CE Project, as outlined in the Coordinated Entry Data Standards Readiness Assessment. If this is the case, the required fields should be added to screens for relevant programs participating in the Coordinated Entry process.
Depending on your community’s Coordinated Entry process, you may choose to use Bitfocus system screens or copy the system screens to customize with additional fields.
You may have one or multiple screens for each screen type, depending on your process. For example, if your Coordinated Entry system has a separate process for families and individuals, you may have a distinct Assessment Screen for each.
Notes:
- Only system administrators are able to create and edit screens.
- For general information about each screen type, see Types of Screens. For more information about creating and customizing screens, see Creating and Editing Screens.
- The collection of the Program Specific Data Elements 4.12 and 4.19 is required of CoC-funded Coordinated Entry projects. HUD strongly encourages CoCs to collect this data, regardless of funding.
- For more information about data collection stages and the data collection requirements for coordinated entry programs, see the HMIS Data Standards.
Profile Screens
Profile screens collect data at the record creation collection stage. All HMIS-participating continuum projects, including Coordinated Entry projects, are required to collect several data elements at this stage. Some of these fields are collected by default at record creation in Clarity Human Services and, therefore, do not need to be added to a Profile Screen. The remainder of the required data elements for Coordinated Entry programs can be found in the system screen [2024] Minimum Intake Profile.
Required Data Elements at Record Creation
| Data Element | Clarity Human Services Fields | System Screen |
| 3.01 Name | [first_name]; [last_name]; [name_quality] | Collected at record creation |
| 3.01 Name | [name_middle]; [name_suffix] | [2024] Minimum Intake |
| 3.02 Social Security Number | [ssn_quality] | Collected at record creation |
| 3.03 Date of Birth | [birth_date]; [dob_quality] | Collected at record creation |
| 3.04 Race and Ethnicity | [race_ethnicity] | [2024] Minimum Intake |
| 3.06 Gender | [gender] | [2024] Minimum Intake |
| 3.07 Veteran Status | [veteran] | [2024] Minimum Intake |
Program Enrollment Screens
Program Enrollment Screens collect data at the “Program Start” collection stage. Collection of the following data elements is required for all HMIS participating continuum projects, including Coordinated Entry projects, at enrollment:
Required Data Elements at Program Enrollment
| Data Element | Clarity Human Services Field |
| 3.08 Disabling Condition | [disabled] |
| 3.10 Project Start Date | [program_date] (included in all Program Enrollment Screens by default) |
| 3.15 Relationship to Head of Household | [relationship_to_hoh] |
| 3.16 Enrollment CoC (required for HoH only) |
[enrollment_coc] |
| 3.917B Prior Living Situation | [prior_residence], [prior_duration], [th_ph_less_than_7_nights], [institutional_90_days], [chronic_6], [chronic_7], [chronic_2], [chronic_3] |
Program Status Screens
Refer to our “Current Living Situation: System and Agency Configuration” article.
Assessment Screens
Assessment Screens collect data at the Update/Occurrence Point collection stage. Assessment Screens have Coordinated Entry, Eligibility Engine, and Assessment Processor options, allowing them to be used for a community's Coordinated Entry assessment. The only way to record a referral to a Community Queue is through an Assessment Screen. Data element 4.19 Coordinated Entry Assessment is also collected from an Assessment Screen.
Clarity Human Services can accommodate a variety of tools for matching clients with resources, including homegrown assessment and scoring tools. The VI-SPDAT suite of products, a popular tool for Coordinated Entry assessment and triaging, are set up as system assessments. If your community is using these tools for your Coordinated Entry process, no additional configuration is required for these screens.
If your community is using a custom assessment tool for determining program eligibility, you’ll need to first create the screen and toggle on Coordinated Entry, which will automatically add the fields for 4.19 Coordinated Entry Assessment. You can then add fields (including any custom fields) and configure those fields, as needed, using Screen Field Editor.
Once the screen is created, you’ll create and add an assessment processor to the screen.
Note: If setting up a custom Coordinated Entry Assessment Screen, you must add an Assessment Processor. The values for Assessment Result Type and Assessment Result for 4.19 Coordinated Entry Assessment are generated from the Assessment Processor score and subtotals from the Assessment Processors assigned to the Coordinated Entry Assessment Screen.
Program Exit Screens
Program Exit Screens collect data at the Project Exit collection stage. Collection of the following data elements is required for all HMIS participating continuum projects, including Coordinated Entry projects, at exit. Collection of the data elements 3.11 Project Exit Date and 3.12 Destination is required for Coordinated Entry programs.
The system screen 2024 Minimum Project Exit can be used or copied to collect 3.12 Destination. If a custom Program Exit Screen will be used, you will need to add the fields [exit_destination] and [exit_destination_other].
Required Data Elements at Program Exit
|
Data Element |
Clarity Human Services Field |
|
3.11 Project Exit Date |
[program_date] (included in all Program Exit Screens by default) |
|
3.12 Destination |
[exit_destination], [exit_destination_other] |
Program Follow-up Screens
Program Follow-up Screens collect data at the Post Exit collection stage. No HMIS Data Elements are required by HUD at this data collection stage for Coordinated Entry programs.
Coordinated Entry Program Templates
Once you’ve created screens for your Coordinated Entry process, you’ll assign these to one or more Program Templates. You’ll later assign the program template(s) to your Coordinated Entry program(s).
To create a template for your Coordinated Entry program, follow the standard steps for creating program templates.
Note:
- You should create the screens you’ll assign to the template before creating the template.
- You may have one or multiple templates, depending on your process. For example, if your Coordinated Entry system has a separate process for families and individuals, you may have two distinct templates for each. Please see Coordinated Entry Data Standards Readiness Assessment for further details on determining your Coordinated Entry model.
Coordinated Entry Program Template Configuration
Review the following guidelines for each configuration option before creating your Program Template:
- Program Screen: if the Coordinated Entry program is HUD-funded (CoC-SSO), ensure you select a screen that contains the HUD HMIS Project Descriptor Data Elements (the system screen “HUD HMIS Project Setup” includes all required fields).
- Enrollment Screen: select the appropriate screen for your coordinated entry program, as determined in the Coordinated Entry Screens step.
- Case Status and Case Status Screen: this is optional for coordinated entry programs; its use is dependent on your local process.
- Additional Status Screen: any status screens with a Status Screen Type of “Current Living Situation” will populate this picklist. The fields in these screens collect the data associated with the HUD HMIS Data Element 4.12 Current Living Situation. The appropriate screen should be selected. This data element is required for Coordinated Entry programs.
- Exit Screen: select the appropriate screen for your Coordinated Entry program, as determined in the Coordinated Entry Screens step.
- Follow-up Screen: this is optional for Coordinated Entry programs; its use is dependent on your local process.
- Status: select “Active.”
- Automated Provisioning: Coordinated Entry Event Service Items can either be set up at the program level or the template level. If setting up services at the template level, select “Enabled” and set up services for 4.20 Coordinated Entry Event as outlined in Coordinated Entry Data Elements.
- Assessment Due - HUD Compliant: This setting is turned on by default for all program templates to meet HUD’s requirement that the annual assessment date for all household members is based on the Head of Household’s program enrollment date. Turn it off only if the annual assessment date for non-HoH household members should be determined by their own program enrollment date instead of the HoH’s enrollment date.30
Updated: 8/25/2023