2024 Data Standards

Clarity Human Services: July 2022 Feature Updates

 

Release Schedule: 

  • All Training Sites: Tuesday, July 12, 2022
  • All Production Sites: Tuesday, July 26, 2022

Updated: Attendance Service Connection 

Overview: Before this update, if a client was exited from a program with attendance services that extended past the exit date, and then a new enrollment was created in that same program that started before those services ended, the system would connect the services to both enrollments. With this update, the system will end the services associated with the first enrollment the day before the new services related to the second enrollment start.

For example, consider Enrollment 1 for a program with attendance services from June 1 to June 10. 

Enrollment 1 is exited on June 4.

On June 8, a new enrollment is created for the same program.

Before this update, the services would have been assigned as follows:

With this update, the services are assigned so that the Enrollment 1 services end on the day before Enrollment 2 services begin.

In the case of auto service placement, the Enrollment 2 services begin on the Enrollment 2 Start Date, so the services are assigned as follows:  

In the case where attendance services for the new enrollment are applied via the Attendance Module, the system ends and removes any services from the original enrollment that conflict with the service dates of the new enrollment.  

In our example, if the first service for Enrollment 2 is provided via the Attendance Module on June 9, the services for Enrollment 1 will end on June 8.

When the services end, the assigned staff person for the original enrollment and the person who created the services that were ended will receive the following notification: “The services for this enrollment [insert hyperlink to enrollment] have been ended for [date] because new services have been created for a new enrollment.”

Required Action:  With this logic update, we are offering a complimentary script in which attendance entry services assigned to multiple enrollments of the same program will be split out to associate those specific services/attendance entries with their respective enrollment as opposed to a combined service record assigned to multiple enrollments.

If you are interested in having this script option applied to your full instance, please respond to your BFF or Community Admin by Tuesday, July 19, 2022 to coordinate.


Updated: Saving Null Values 

Overview: Currently, the system stores custom fields within the database as blank (“) rather than NULL. With this update, the system will distinguish between blank and null values and store those accordingly.

Required Action: With this update, we are offering a complimentary script in which historical custom field data previously saved as blank (“) will be updated to NULL within the database.

If you are interested in having this script option applied to your full instance, please respond to your BFF or Community Admin by Tuesday, July 19, 2022 to coordinate.


Data Analysis
Required Action: Update any Looks that include filters on these fields.


Updated: Password Expiration Timeframe for New User Accounts 

Overview: For instances that have a length of time selected for Disable Inactive Users, new user accounts for which the user has not yet logged in will now be deactivated based on the length of time since they were created.

The system will notify the user by email that their account has been disabled.

Required Action: None.


Updated: Federally Recognized Tribes Picklist 

Overview: Based on the annual update of the Indian Entities Recognized by and Eligible to Receive Services From the United States Bureau of Indian Affairs list, we have made the following updates to the picklist values for the “federally_recognized_tribe” field:

Value

Previous Description

Updated Description

11

Arapaho Tribe of the Wind River Reservation, Wyoming

Northern Arapaho Tribe of the Wind River Reservation, Wyoming

12

Aroostook Band of Micmacs

Mi’kmaq Nation

36

Capitan Grande Band of Diegueno Mission Indians of California

Capitan Grande Band of Diegueno Mission Indians of California (Barona Group of Capitan Grande Band of Mission Indians of the Barona Reservation, California; Viejas (Baron Long) Group of Capitan Grande Band of Mission Indians of the Viejas Reservation, California)

46

Chickahominy Indian Tribe - Eastern Division

Chickahominy Indian Tribe—Eastern Division

100

Grindstone Indian Rancheria of Wintun - Wailaki Indians of California

Grindstone Indian Rancheria of Wintun-Wailaki Indians of California

105

Ho - Chunk Nation of Wisconsin

Ho-Chunk Nation of Wisconsin

127

Kewa Pueblo, New Mexico

Santo Domingo Pueblo

168

Minnesota Chippewa Tribe, Minnesota

Minnesota Chippewa Tribe, Minnesota (Six component reservations: Bois Forte Band (Nett Lake); Fond du Lac Band; Grand Portage Band; Leech Lake Band; Mille Lacs Band; White Earth Band)

179

Navajo Nation, Arizona, New Mexico & Utah

Navajo Nation, Arizona, New Mexico, & Utah

195

Paiute Indian Tribe of Utah

Paiute Indian Tribe of Utah (Cedar Band of Paiutes, Kanosh Band of Paiutes, Koosharem Band of Paiutes, Indian Peaks Band of Paiutes, and Shivwits Band of Paiutes)

204

Pechanga Band of Luiseno Mission Indians of the Pechanga Reservation, California

Pechanga Band of Indians

209

Pit River Tribe, California

Pit River Tribe, California (includes XL Ranch, Big Bend, Likely, Lookout, Montgomery Creek, and Roaring Creek Rancherias)

210

Poarch Band of Creeks

Poarch Band of Creek Indians

262

San Manuel Band of Mission Indians, California

Yuhaaviatam of San Manuel Nation

277

Shingle Springs Band of Miwok Indians, Shingle Springs Rancheria

Shingle Springs Band of Miwok Indians, Shingle Springs Rancheria (Verona Tract), California

303

Te-Moak Tribe of Western Shoshone Indians of Nevada

Te-Moak Tribe of Western Shoshone Indians of Nevada (Four constituent bands: Battle Mountain Band; Elko Band; South Fork Band; and Wells Band)

306

The Muscogee

The Muscogee (Creek) Nation

313

Tolowa Dee - ni’ Nation

Tolowa Dee-ni’ Nation

334

Wampanoag Tribe of Gay Head

Wampanoag Tribe of Gay Head (Aquinnah)

335

Washoe Tribe of Nevada & California

Washoe Tribe of Nevada & California (Carson Colony, Dresslerville Colony, Woodfords Community, Stewart Community, & Washoe Ranches)

337

Wichita and Affiliated Tribes

Wichita and Affiliated Tribes (Wichita, Keechi, Waco, & Tawakonie), Oklahoma

356

Algaaciq Native Village (State of Alaska)

Algaaciq Native Village (St. Mary’s) (State of Alaska)

363

Atqasuk Village (State of Alaska)

Native Village of Atqasuk (State of Alaska)

373

Chilkat Indian Village (State of Alaska)

Chilkat Indian Village (Klukwan) (State of Alaska)

374

Chilkoot Indian Association (State of Alaska)

Chilkoot Indian Association (Haines) (State of Alaska)

375

Chinik Eskimo Community (State of Alaska)

Chinik Eskimo Community (Golovin) (State of Alaska)

384

Evansville Village (State of Alaska)

Evansville Village (aka Bettles Field) (State of Alaska)

385

Galena Village (State of Alaska)

Galena Village (aka Louden Village) (State of Alaska)

398

Kaktovik Village (State of Alaska)

Kaktovik Village (aka Barter Island) (State of Alaska)

401

Ketchikan Indian Corporation (State of Alaska)

Ketchikan Indian Community (State of Alaska)

427

Native Village of Chenega (State of Alaska)

Native Village of Chenega (aka Chanega) (State of Alaska)

430

Native Village of Chuathbaluk (State of Alaska)

Native Village of Chuathbaluk (Russian Mission, Kuskokwim) (State of Alaska)

433

Native Village of Diomede (State of Alaska)

Native Village of Diomede (aka Inalik) (State of Alaska)

439

Native Village of Eyak (State of Alaska)

Native Village of Eyak (Cordova) (State of Alaska)

453

Native Village of Kluti Kaah (State of Alaska)

Native Village of Kluti Kaah (aka Copper Center) (State of Alaska)

459

Native Village of Kwinhagak (State of Alaska)

Native Village of Kwinhagak (aka Quinhagak) (State of Alaska)

461

Native Village of Marshall (State of Alaska)

Native Village of Marshall (aka Fortuna Ledge) (State of Alaska)

465

Native Village of Nanwalek (State of Alaska)

Native Village of Nanwalek (aka English Bay) (State of Alaska)

473

Native Village of Nuiqsut (State of Alaska)

Native Village of Nuiqsut (aka Nooiksut) (State of Alaska)

505

Native Village of Venetie Tribal Government (State of Alaska)

Native Village of Venetie Tribal Government (Arctic Village and Village of Venetie) (State of Alaska)

521

Organized Village of Grayling (State of Alaska)

Organized Village of Grayling (aka Holikachuk) (State of Alaska)

534

Portage Creek Village (State of Alaska)

Portage Creek Village (aka Ohgsenakale) (State of Alaska)

535

Pribilof Islands Aleut Communities of St. Paul & St. George Islands (State of Alaska)

Pribilof Islands Aleut Communities of St. Paul & St. George Islands (Saint George Island and Saint Paul Island) (State of Alaska)

Required Action: Update any reports within the Data Analysis Tool (Looker) that have filters that use any of the updated values.


Updated: Rename “Aggregate Data Analysis” Role Permission to “Systemwide Data Analysis” 

Overview: We have updated the name of the “Aggregate Data Analysis” access right to “Systemwide Data Analysis” to more clearly align the title with its intended functionality.

Required Action: Update any reports within the Data Analysis Tool (Looker) that have filters based on the “Aggregate Data Analysis” name.


Updated: Cascading to Read-Only Fields 

Overview: Previously, a value that cascaded into a read-only field would not be retained when the screen was saved. With this update, the system will save values that cascade to read-only fields moving forward from the date of release.

Note: Data that cascades to a read-only field will be attributed to the user saving the form with the read-only field, regardless of their ability to edit that data.

Required Action: None.


Updated: “Currently Enrolled” Label Will Not Display for Future Program Start 

Overview: The “Currently Enrolled” label in the Include group members section of a new enrollment will not be displayed for a household member whose enrollment in that program starts on a future date.

Required Action: None.


Updated: Soft Delete Agencies 

Overview: We have added the ability for agencies to be soft-deleted by users with “Delete” access. The logic associated with the delete button remains the same. This update means that users with the Restore Deleted Data access permission can restore this type of data moving forward. To restore deleted agencies:

  • Navigate to MANAGE > AGENCIES.
  • Scroll down to the bottom of the page and click Recover Deleted Data.
  • Turn on the toggle for the agency (or agencies) you want to restore.
  • Scroll down to the bottom of the page and click RESTORE.
 

If you attempt to restore a single agency when there are no available licenses:

If you attempt to restore multiple agencies when there are not enough available licenses:

If Self-Service License Purchase is disabled:

The system will not allow the agency to be restored until you purchase additional seat capacity from your Bitfocus Account Representative.  

The system will display a pop-up saying that you only have “x” license(s) available” and that you need to select which agencies to restore within the available license amount (x = the number of remaining agency licenses). You will then be redirected to the main “Restore” page, where you can select “x” agencies and click RESTORE again. To restore additional agencies past the license count, you must purchase additional seat capacity from your Bitfocus Account Representative. 

If Self-Service License Purchase is enabled:

The system will prompt you to purchase additional seat capacity and will allow you to restore the agency.

The system will display a pop-up saying that you only have “x” license(s) available” and that you need to select which agencies to restore within the available license amount (x = the number of remaining agency licenses). You will then be redirected to the main “Restore” page, where you can select “x” agencies and click RESTORE again. You will need to purchase additional seat capacity to restore additional agencies past the license count. 

Note: You can restore Informational agencies regardless of the number of seats.

Required Action: None.

Data Analysis Updates: 

The “Deleted (Yes/No)” field has been exposed in the Agencies view in the Project Descriptor model and in the Agency Creating Profile and Enrolling Agency views in the Client model. 

The “DateDeleted” field in the Organization view in the HMIS CSV Export model has been refactored to improve accuracy.


Updated: Two-Factor Authentication 

Overview: In alignment with security best practices, we have updated the Two-Factor Authentication (2FA) process as follows:

  • The 6-digit code generated for the user must be entered before it expires. The expiration time frame is between 10 and 20 minutes, depending on the timing of the request.
  • Users who enter an incorrect code more than five times in a minute will be locked out of their account.

Required Action: None.


Updated: Deleting Custom Picklist Values 

Overview: Custom picklist values created by System Administrators can be deleted as long as there is no data associated with them (i.e., if no users have selected that value as a response to a field). However, if there is data associated with a field picklist value, the system will now implement logic that prevents that value from being deleted. If you click the trash can icon for one of these values, the system displays a pop-up saying, “This picklist value cannot be deleted as there is data associated.” To allow for immediate deletion of accidentally created picklist values, the system will implement this check 5 minutes after picklist value creation.

Required Action: None


New: Property Name for Outreach Mapping Layers 

Overview: The GeoJSON files used in creating Map Layers contain “properties” (such as “name,” “color,” “description,” etc.). When a GeoJSON file is uploaded, the system will look for the “name” property and assign that value for each layer as the name of that layer.

Before this update, if the GeoJSON file did not contain the “name” property, the Map Layers created from the file would not have names displayed within Clarity.

With this update, we have added a optional Property Name field to the UPLOAD NEW GROUP FILE pop-up that appears for uploading a GeoJSON file (SETUP > SETTINGS > Location & Outreach > Select a CoC to Edit > ADD NEW GROUP > UPLOAD A FILE). 

If the file does not have a “name” property, use the Property Name field to enter the property you want to use as the Map Layer name. The Property Name entered should match a property name within the file being uploaded. For example, if the GeoJSON file does not have the “name” property but does have a “county” property, you could enter “county” in the Property Name field so that the system will name each layer with that layer’s value for “county.”

Required Action: None


Updated: API Account/Role Visibility 

Overview: The system includes a user role and user account associated solely with API functionality. While this account may appear in reporting, it is not currently visible in Clarity. 

Required Action: None.


New: Reservations Audit Log

Overview: We have added an Audit Log for client reservations so that users with the appropriate access may now track the following:

  • Creating a client reservation 
  • Deleting/restoring a reserved slot
  • Moving a slot
  • Deleting a connected program or adding/removing a program assignment

Screen Shot 2022-07-05 at 5.42.39 AM

To view the Audit Log:

  • Click the Edit icon for a reservation on a client’s HISTORY tab.

  • Scroll to the bottom of the page and click the Audit Log button.

Required Action: None.


Updated: Adding a New User Policy Included in Staff Audit Log 

Overview: The Audit Log for a staff member record (MANAGE > STAFF > Edit a Staff Member) will now track when new User Policies are added for the staff member.

Required Action: None.

 

INVENTORY

New Data Analysis Model - Inventory Model (Beta)

Overview: The Inventory functionality in Clarity Human Services allows users to set up Buildings, Unit Configurations, and Units at a more granular level and assign individuals to units using the Unit Queue. In Looker, we can see the setup of these units in the Project Descriptor model, but in order to see unit availability and occupancy, we need a different model with an emphasis on the Units and occupancy fields.

In this release, we have a new model — the Inventory model:

  • Unit Queue and Client Information
  • Enrollments and Referrals that show how the client is linked to the Unit 
  • Count of Occupied, Available, or Offline Units 
  • Review current Unit Queue and client-based occupancy details 

There are some things this model is specifically not designed for:

  • Creating utilization over a period of time
  • Determining historical day-by-day occupancy

We have much more information on the new model and sample looks here.

Note: We are releasing this model in beta. While in beta, we may change anything at any time, and content cannot be relied on until the model is out of beta.


New: Custom Filters on Inventory Map

Overview: We have added a new Include As Inventory Filter toggle to the SCREEN FIELD EDITOR for Housing Inventory Custom fields on Housing Inventory Screens. This toggle will appear for Checkbox and Picklist field types when Display on Inventory Card is enabled.

When Include As Inventory Filter is enabled for a Housing Inventory Custom field, the field will appear as a custom filter on the Inventory map.

When a new field is added to a Housing Inventory screen setup, each entity associated with the updated screen must be resaved in order to generate accurate custom filter results. For example, if a Building screen has a new field added, each Building should be resaved. If a Unit has a new field added, each Unit should be resaved.

When a custom filter is enabled, a Unit will only appear on the map if it matches the filter.

If multiple levels of the Site/Building/Unit Configuration/Unit have the same field, a Unit will only appear on the map if its value for the lowest level matches the filter.

If a particular Inventory level (Site, Building, Unit Configuration Type, Unit) does not have a value for the field, that level will inherit the value from the first level above it that does have a value for that field. 

This logic is illustrated by a Building with the following configuration: 

  • The system administrator adds a Pets Allowed checkbox (toggle) field to the Building Management Screen (SETUP > SCREENS > Housing Inventory > Building Management Screen), but does not add the Pets Allowed field to the Unit Configuration Type (UCT) Screen or the Unit Screen. 

  • The agency manager turns on the Pets Allowed toggle for Building A to indicate that pets are allowed (MANAGE > SITES > Housing Inventory > Edit Site > Buildings & Units > MODIFY BUILDING). 

  • Because the UCTs and Units do not have a value for “Pets Allowed,” they will all inherit the value of “Pets Allowed = Yes” from the Building.

  • When a user selects “Yes” for the Pets Allowed filter on the Inventory map, all of the Units in this Building will be displayed on the map. 

  • But suppose all of the Units with UCT 2 are renovated with new flooring that is not compatible with pets. 
    • Units 103 and 104, which still do not have their own value for “Pets Allowed,” will inherit the value of “Pets Allowed = No” from UCT 2.
    • The system administrator adds the Pets Allowed field to the Unit Configuration Type Screen.
    • The agency manager leaves the Pets Allowed toggle off on the MODIFY UNIT CONFIGURATION TYPE screen for UCT 2.

    • The agency manager turns on the Pets Allowed toggle on the MODIFY UNIT CONFIGURATION TYPE screen for UCT 1.
  • Units 101 and 102, which still do not have their own value for “Pets Allowed,” will inherit the value of “Pets Allowed = Yes” because they are configured with UCT 1.
  • So now, when a user selects “Yes” for the Pets Allowed filter on the Inventory map, the Units that will be displayed on the map are Units 101 and 102.

Note: if a Custom Filter with “Yes/No/Select” options is required instead of “Yes/No,” configure the field as a picklist type instead of a checkbox.

Required Action: None.


New: “Pending Occupancy” Status Filter Added Within Inventory 

Overview: We have added a “Pending Occupancy” filter to the Inventory Tab for displaying Units with an active pending referral or a future dated Unit occupancy.

Note: In the case where a Unit is “Pending Occupancy” because it was added manually through the Units tab with a future Start Date but currently has an “Offline” or “Occupied” status before that future occupancy date, the system will display the Unit according to its current status.

We have also updated the Unit Cards within the Inventory map to include Pending Occupancy.

Required Action: None.


New: “Settings” and “Charts” Functionality on Inventory Map 

Overview: We have added two new settings to the Inventory map.

  • The “Chart” icon allows users to hide/unhide the “aggregate cards” (Total Units, % Available, % Pending, % Occupied, % Offline, and Total Beds).


  • The “Settings” icon provides two options:

    • Refresh Inventory when map position changes: When this setting is enabled, the aggregate cards and the list of Units will be updated to reflect the portion of the map that is currently visible on the screen

    • Include data for units from all pages in map: This option applies to the Items per page setting, which limits the number of Units that will be displayed on the map at one time. For example, if Items per page is set to 5, the system will only display information for the first five Units from the alphabetical list, even if there are more than 5 five that could be displayed.
      When this new Include data for units from all pages in map setting is enabled (which is the default setting), the system ignores the Items per page setting. To resume limiting the number of Units displayed, un-check the Include data for units from all pages in map box.

Required Action: None


New: Eligibility Override Access Rights  

Overview: We have added two new access role permissions:

  • The Referrals - Unit Eligibility Override Access Right determines whether the Eligibility Override function will be available to users who are performing the following functions:
    • Searching the Unit Queue for clients who can be referred to a Unit. 
    • Reassigning a client to a Unit within a Community Queue.

Note: Before Referrals - Unit Eligibility Override can be enabled, either Referrals - Unit Queue or Referrals - Community Queue Reassign to Unit must be enabled.

  • The Edit Enrollment-based Unit Records - Eligibility Override Edit Right determines whether the Eligibility Override function will be available to users who are using the Units tab to connect a client to a Unit.

Note: Before Edit Enrollment-based Unit Records - Eligibility Override can be enabled, Edit Enrollment-based Unit Records must be enabled.

The new access role permissions are automatically enabled for System Admin roles but are turned off by default for all other access roles.

Required Action: System Administrators should enable these new permissions for users who should have access to the Eligibility Override function. (Before this update, anyone with access to the Unit Queue or Units tab would have been able to use the Eligibility Override function.) 


Updated: Column Sorting for Site/Building/Unit/Unit Configuration Type 

Overview:  We have updated the sorting options on the Inventory pages as follows:

  • Buildings
    • By default, Buildings will be listed alphabetically by Building Name.
    • You can sort Buildings by Description and Status by clicking the column header.
    • By default, Unit Configuration Types will be listed alphabetically by Unit Configuration Type Name (renamed from Unit Configuration).
    • You can sort Unit Configuration Types by Beds, Funding Sources, Program, and Status by clicking the column header.
  • Units
    • By default, Units will be listed alphabetically by Unit Name.
    • You can sort Units by Unit Configuration Type, Beds, and Availability by clicking the column header.

Required Action: None.


New: Unit Status Section 

Overview: The ADD A NEW UNIT page now includes a required Status Start Date field and an optional Status End Date field for Unit Status.

The status that was assigned to the Unit when it was created will now be the first record in the new Unit Status section of the Unit Resources sidebar. The Status Start Date (and Status End Date, if applicable) from the ADD A NEW UNIT screen will be listed as the Start Date and End Date for this record.

If the first record for the Unit is an “Active” status, users can click the Edit icon for this “Active” status to adjust the Start Date for the Unit at any time, as long as it is not later than the Start Date of any Inactive/Offline status record or the earliest occupancy for the Unit.

“Inactive” or “Offline” status records can be created and stored as separate records in this section.

The system will automatically create and modify “Active” status records where there are gaps between “Inactive” and “Offline” status records. The “Active” records will be displayed on the UNIT: UNIT STATUS list, but users will not be able to add, delete, or modify these “Active” records with the exception of an “Active” Start Date which is the first status record for a Unit.

To add a new Unit status, navigate to MANAGE > SITES > Housing Inventory > Select Site > Building & Units > Select Building >  Unit & Beds > Select Unit > Unit Status. Click ADD INACTIVE OR OFFLINE STATUS.

Note: You will not be able to add an “Offline” or “Inactive” status for a Unit that has a pending referral or a future-dated occupancy.

The ADD STATUS pop-up appears. Select “Offline” or “Inactive,” enter a Start Date, and enter an End Date if applicable. 

If you select “Offline” for the status, you will also need to choose an Offline Reason from the drop-down menu. An optional Description field is provided for additional details.

Note: A Unit with an active “Offline” or “Inactive” status will not be available during those status dates for connection to a client within the Units tab or from a pending Unit referral.

After completing the ADD STATUS pop-up, click ADD

In the example below, after a user entered an “Offline” status for April 11-15, the system automatically created an “Active” status starting on April 16. While the initial “Active” status can be edited, and the “Offline” status can be deleted or edited, the “Active” status that starts on April 16 cannot be deleted or edited because it was automatically added by the system.

Note: if you attempt to enter a status with dates that overlap the dates of another status, the system will underline the date field(s) in red. You will not be able to save the new status until you adjust the date(s) accordingly.

Required Action:  Update any looks with Offline Start and End Date, as these fields will no longer work correctly.

Data Analysis Updates:

In the Project Descriptor model, the Inventory- Building Units Status, Offline Reason, and Offline Description fields have been moved to a separate Unit Status view. The offline start and end dates have been removed.


Updated: “Unit Configurations Available” to “Available Unit Configurations” on Unit Queue 

Overview:  We have made the following updates to the field on the Unit Queue that indicates whether additional Unit Configuration Types are available for the Unit: 

  • We have updated the name of the field from “Unit Configurations Available” to “Available Unit Configurations.”
  • Hovering over this field will display the following tooltip: “Additional available unit configurations.”
  • When there are no additional Unit Configuration Types available, the system will display “None” instead of “Empty.”  

Required Action: None.


Updated: Include Unit Connection in Auto Exit Due to Inactivity Logic 

Overview: The current Auto Exit Due to Inactivity function automatically records a program exit for an enrollment when no services or program-level assessments have been recorded for the client within a specified timeframe. The Project Exit Date is recorded as follows:

  • For Night-by-Night shelters, the Project Exit Date is recorded as the day after the client’s last bed night, in accordance with HUD guidance.
  • For all other program types, the Project Exit Date is recorded as the date of the last service or assessment related to the program.

With this update, the system will now also consider Unit connections when determining whether to auto-exit a client. For auto-exits from programs where the client has Unit connection(s), the Project Exit Date will be recorded as follows:

  • For Night-by-Night shelters, the Project Exit Date will continue to be recorded as the day after the client’s last bed night, in accordance with HUD guidance.
  • For all other program types, the Project Exit Date will be recorded as the last Unit End Date when there are assigned unit occupancies to the program. Subsequent activities that fit within the auto-exit logic after the Unit End Date will be taken into consideration for the client’s auto-exit date as per current logic.

Note for programs other than Night-by-Night shelters: If the Unit does not have an End Date, the auto-exit will not occur until a Unit End Date is entered.

For cases when a client who is auto-exited from a Night-by-Night shelter program has an assigned Unit occupancy that is after the program exit date, we have updated the “Program Auto-Exit” notification to list programs with Unit stays past the Program Exit Date that should be reviewed and fixed as appropriate.

Required Action: None.

Data Analysis Updates:

The description for “Clients: Last Activity Date” has been updated to include Unit Connection in the list of activities that are included in the calculation of this field.


Updated: Overlapping Start/End Dates for Clients in Units 

Overview: Prior to this update, the logic for Unit occupancy has been that a Unit has not been available for referral from the Unit Queue or assignment within the Units tab until the day after the previous client’s Exit Date.

Because it is possible for one client to enter a Unit on the same day that a different client exits that Unit, we have updated the logic to allow the End Date for one client to be the same as the Start Date for another client in the same Unit. Similarly, a client can exit one Unit and then enter a different Unit on the same day (within the same enrollment). 

Note: This update only applies to Unit occupancy. The logic that prevents overlapping enrollments will not be impacted.

Required Action: None.


New and Updated Help Center Content

We’ve either updated or created the following articles in response to this Clarity Human Services update. 

Updated Pages

New Pages

Making and Managing Reservations

 

Audit Trails

 

Staff Member Administration

 

Rights Glossary for Access Roles

 

Creating and Managing Program Enrollments

 

Introduction to Creating and Maintaining Agencies

 

Program Setup: Auto Service Placement

 

Managing Attendance Services in the Attendance Module

 

How Do I Exit a Client from a Program?

 

Two-Factor Authentication

 

Creating and Editing Fields

 

Configuring Map Layers

 

Unit Queue

 

Community Queue for End Users

 

Sites Tab Overview

 

INVENTORY: Sites

 

INVENTORY: Buildings

 

INVENTORY: Unit Configuration Type

 

INVENTORY: Units

 

Inventory Tab

 

Program Setup: Auto Exit

 

Screen Field Editor Overview