Inventory

INVENTORY and Eligibility

 

Eligibility is an exciting and complex function of INVENTORY. With the Eligibility functionality, you can directly set but also inherit Eligibility at many levels. 

Eligibility can be tied directly to the following Inventory sections: 

  • Sites 
  • Buildings 
  • Units 
  • Unit Configuration Types

In addition to being tied directly, Eligibility can also tie to INVENTORY by adding a Program or Funding source to an Inventory section. Through this addition, the Eligibility assigned to the Program or Funding Source will inherit to the applicable Inventory section.

Note: When a Site is assigned a Program with Eligibility (either direct Eligibility, or Eligibility inherited through a Funding Source assigned to the Program), the Site's Eligibility toggle automatically toggles on and becomes greyed out. The same logic applies if a Program is assigned to a Building or a Unit Configuration Type, and the current logic of inheritance (from Site > Building > Unit Configuration Type > Unit) still applies.


You can find more information about adding Eligibility to a Program or Funding Source by reading our Help Center articles Program Setup: Eligibility and Introduction to Funding Sources

Eligibility Inheritance: This refers to how Eligibility criteria assigned at the Site, Building, or Unit Configuration Type level are inherited below.


Scenarios

Below, we’ll run through some typical scenarios of Eligibility. The following tables will give you a better overall understanding of assigned Eligibility and Inherited Eligibility.

Assigned Level Inherited Eligibility Level
Site Building
Site Unit Configuration Type
Site Units
Assigned Level Inherited Eligibility Level
Building Unit Configuration Type
Building Units
Assigned Level Inherited Eligibility Level
Unit Configuration Type Units
Assigned Level Inherited Eligibility Level
Units N/A

 

Program/Funding Source Eligibility Inheritance

As mentioned above, when linking a Program, Funding Source, or Program containing Funding Sources to an Inventory level, any eligibility will inherit to that Inventory level. We’ve included some scenarios below:  

Added to Level Inherited Eligibility Level
Site Building
Site Unit Configuration Type
Site Units
Added to Level Inherited Eligibility Level
Building Unit Configuration Type
Building Units
Added to Level Inherited Eligibility Level
Unit Configuration Type Units
Added to Level Inherited Eligibility Level
Units* N/A (Programs cannot be added directly to the Units level)

 

*Note: The Unit is automatically assigned whichever Program is assigned to the Unit Configuration Type (or whichever Program the Unit Configuration Type inherited from the parent level(s).

 

Below we’ve included a diagram showing  Assigned and Inherited Eligibility at various levels.

 

Notes: 

Programs: You can only add one Program to a level. The ability to ADD NEW PROGRAM isn’t available to the lower levels after adding a Program to a parent level (to the applicable Site, Building, or Unit Configuration Type level). 

Funding Sources: You can add as many Funding Sources as needed to each level of Inventory.

If “Funding Source A” is already added to a Site, adding “Funding Source A” to the Site’s Building will generate a warning “This funding source is already connected at the Site level. Please confirm that you would like to connect it to this Building as well.” 

When a Funding Source with eligibility is connected to a Program, and that Program is connected to a Site/Building/Unit Configuration Type, the eligibility from the Funding Source (that is connected to the Program) will be inherited by the Site/Building/Unit Configuration Type.

 

Helpful Tips Inventory Eligibility 

Only assign Eligibility criteria at the Site level if the Eligibility should apply to 100% of all Buildings, Unit Configuration Types, and Units within the Site.

Only assign Eligibility criteria at the Building level if those criteria apply to 100% of all Unit Configuration Types and Units within the Building.

When different units within a Building have differing Eligibility criteria, you will want to set up eligibility at either the Unit Configuration Type level (where it can be applied as a template to Units) or directly to the Unit(s).

 

Recommendations to the Community: To ensure that Eligibility is used correctly and that your team understands these complexities, your community should develop policies and procedures to ensure that you are configuring Programs, Funding Sources, and Eligibility Criteria at the correct levels for your Clarity Human Services Inventory system.