[HUDX-111] HUD CSV / XML Program Data Export

Report Purpose and Summary

This report is used for exporting data from the Clarity system according to HMIS CSV/XML Format Specifications.

Running the Report

Who Can Run the Report

All users can run the report. There are restrictions on which information can be accessed based on the user's access rights.

Report Location

This report can be found in the following location in the Report Library:

Administrator Reports→ [HUDX-111-AD] HUD CSV / XML Program Data Export
HUD Reports → [HUDX-111] HUD CSV / XML Program Data Export

Note: For details on how privacy and sharing settings affect this report, refer to our Privacy and Sharing Logic for Reports article.

Parameters

The following parameters are required to run this report:

Parameter	Description
Switch Access Agency(-ies)	This option allows a user to generate this report for programs from multiple agencies. Some ESG grants require this capability. The ability is dependent on the access rights of the user. In other words, the user must have access to more than one agency. The list of agencies will include the user's primary or home agency, followed by other agencies to which the user has access.
CoC Filter Category	There are four levels of CoC filtering available. Only one option may be selected for each report: Agency CoC: The report will only pull from Agencies with the selected CoC Program CoC: The report will only pull from Programs/Projects with the selected CoC Site CoC: The report will only pull from Sites with the selected CoC Inventory CoC: The report will only pull from Bed Inventories with the selected CoC(s). Note: Choosing this option will limit the report to only those projects with Bed Inventories.
CoC(s)	Choose which CoC(s) to include: All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)
Project Type(s)	Choose which project type(s) to include: All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)
Program Status	All Programs Active Programs Inactive Programs
Program(s)	Choose which program(s) to include: All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)
Apply Enrollment CoC Filter	The Enrollment CoC Filter defaults to 'No'. If 'Yes', the data export will exclude client project stays that do not align with the Enrollment CoC Code(s) and the selected CoC(s). Note: Enrollment CoC applies only to valid Heads of Household.
PIT Date	The PIT Date field is an optional parameter within this report. This date field refers to the date of the annual PIT Count.
Client ID Selection	Select "Clarity Unique Identifier"(default) or "HUD Unduplicated Personal ID". To learn more about the impacts of this parameter, review Parameter Spotlight: Client ID Selection. The "PersonalID" column will capture the selected prompt from the Client ID Selection Parameter (PersonalID will return Client ID if "Clarity Unique Identifier" is selected. The 32-character Personal ID will be returned in the PersonalID column if "HUD Unduplicated Personal ID" is selected.) Note: If using the report for integration/import, ensure the select Client ID is selected and that source mapping aligns for accurate data matching.
Report Date Range	Choose the date range of enrollments to include.
Version	Reflects the HUD CSV specification version used to generate the report
Source Type	Allows the user to identify what type of Clarity source data is being exported and described in the Export.csv file. Options include Continuum-Operated HMIS, an Agency-Specific Database, a Data Warehouse, or Other. An HMIS implementation operated jointly by more than one continuum should be identified as a data warehouse.
Encrypt Identifying Data	If 'Yes,' the SHA-256 hash algorithm will be applied and client's First Name, Middle Name, Last Name fields will be replaced with a 64-character alphanumeric string, and SSN field will be replaced with a 68-character alphanumeric string. Selecting 'Yes' will produce the 'Hashed CSV' version of the export needed for RHY and YHDP reporting submissions.
Include Deleted Data	If ‘Yes,' the export process includes deleted Clarity records in the exported data.
Include Service Item ID	If 'Yes,' the data export will include ServiceItemID and ServiceEndDate within the Services.csv file.
Include Assessment Screen ID	If 'Yes,' the data export will include ScreenID and ScreenName within the Assessment.csv file.
Include Custom Services	If 'Yes,' the data export will include services that do not belong to specific HUD service categories. These records will still be linked to programs but will not include a record type or type provided per the HUD Data Standards.
Report Output Format	The user can choose to export data in CSV or XML format that will then will be placed in a ZIP archive.

Additional Administrator Parameters

Parameter	Description
Agency Filter Category	See CoC Filter Category above
Agency Status	All Agencies Active Agencies Inactive Agencies
Agency(-ies)	Choose which agencies to include: All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)

Note: If you need to schedule automated daily delivery of the [HUDX-111] HUD CSV / XML Program Data Export dataset to either an Amazon S3 bucket or SFTP server, please reach out to your BFF or Community Administrator.

Report Details

Specific information about Exporting Data can be found in Data Integration and Migration section: HMIS CSV / XML Program Data Export.

Specifications

Corresponding versions of the specifications can be found here: HUD Exchange - HMIS Data Standards and Resources.

Services.csv

To ensure ServicesID are unique, a naming convention is utilized for the ServicesID column.

The following prefixes and fields as Service IDs are utilized based on service delivery type:

Prefix	Delivery Type	Services ID
d	Attendance-based Delivery Types without Expenses	Client Service Date ID
e	Attendance-based Delivery Types with Expenses	Client Services Expense ID
s	Long-Term or Single-Event Delivery Types
	With <=1 Expenses	Client Service ID
	With >1 Expenses	Concatenated: Client Service ID_Client Services Expense ID

PIT Count Universe / PITColumn Logic

Count of Unique Clients per program where:
- Continuum Participation = Yes
- Project Type = Emergency Shelter – Entry Exit, Emergency Shelter – Night-by-Night, Transitional Housing, Safe Haven, PH – Permanent Supportive Housing (disability required for entry), PH – Housing Only, PH – Housing with Services(no disability required for entry), and PH – Rapid Re-Housing with an RRH Subtype of Housing with or without services
- Project Start Date <= PIT Date
- AND (Project Exit Date is null OR Project Exit Date > PIT Date)
- AND IF Project Type = Emergency Shelter Night-by-Night, client must have a bed night service on the [selected PIT Date]
  - Bed Night Services are defined as a service within an enrollment for Project Type = Emergency Shelter Night-by-Night with the following configuration settings:
    - Service Category = Housing
    - Delivery Type = Single Event or Daily Attendance
    - Site Type = Residential
- AND IF Project Type = PH – Permanent Supportive Housing (disability required for entry), PH – Housing Only, PH – Housing with Services(no disability required for entry), or PH – Rapid Re-Housing with an RRH Subtype of Housing with or without services
  - Housing Move-in Date <= [selected PIT Date]

Updated: 10/23/2024