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      Revamped Coordinated Entry Events: System Administrator Checklist

       

      Hello System Administrators,

      We have created this System Administrator Checklist to help guide you through the upcoming changes to the configuration and provision of Coordinated Entry (CE) Events in Clarity Human Services.

      Release Schedule:

      • All Training Sites: Monday, October 31, 2022
      • All Production Sites: Monday, November 14, 2022


      IMPORTANT: October 21 Opt-Out Deadline

      As part of the transition to configuring and recording manual CE Events within a program-level Events tab instead of through services, we are offering you the opportunity to opt out of two updates that we’ll be making to existing CE service setups and previously-recorded CE Event service transactions.

      Please review the updates and opt-out options described below; if choosing to opt out, respond by October 21, 2022.

      Before November 14, System Administrators should:

      • Review the November 2022 Feature Updates article that was emailed to you on October 24.
      • Update your community/local documentation for references to configuring and providing CE Events from service items where applicable.
      • Communicate the new process for recording manual CE Events with relevant staff so that they’ll know to use the new Events tab.

      • The updated version of [HUDX-111-AD] HUD CSV / XML Program Data Export [FY 2022] will be released to all training instances on 10/30/2022. This report can be run pre/post mapping to review client services and referrals on train instances to compare results. Due to the nature of the mapping, some client services can be marked as deleted changing the output of the Event.csv file. Run the report on 10/30 and save the file and re-run the report on 10/31 to compare the changes made after the CE Events mapping on training instances. 

      On or after November 14, System Administrators should:

      • If your community chooses not to continue with Coordinated Entry Event service collection as this is now collected through Events, and the Coordinated Entry Event service setup was not automatically updated in the release due to either (1) the service setup not being associated with a program or (2) a community opt-out, then:
        • Adjust any Coordinated Entry Event service and service item setups that were not updated in the release to:
          • Service Status = Inactive
            AND
          • Service Item End Date = date when the community chooses to stop using these services.
      • The service category "Coordinated Entry Event" has been retired and renamed to "RETIRED (Coordinated Entry Event)." This category will not be available for new service setups, and if editing an existing service setup assigned to "RETIRED (Coordinated Entry Event)" and changing to a different service category, please note that the "RETIRED (Coordinated Entry Event)" will no longer be available in that service category dropdown.
      • Update user roles to include the following new Access Role permissions as needed:

      • Make any necessary adjustments to the selections in the Inferred Coordinated Entry Events drop-down in Referral Settings as appropriate.
        • Each Event that is selected in this drop-down will automatically be recorded as “Inferred” for programs that collect CE Events (i.e. have Coordinated Entry Events enabled at the program setup), unless at the program level a System Administrator or Agency Manager disables the Event or adjusts it from “Inferred” to “Manual."

        • Adjust the Referral Setting selections according to the community’s needs.
      • Make any additional adjustments to the Coordinated Entry Events toggle on the MODIFY PROGRAM page as appropriate:

      Note: 

      For programs that use custom program setup screens (any program setup screen that is not the "HUD HMIS Project Setup" system screen):

      In order to manage the program's CE Events functionality such as the ability to adjust the settings or disable/enable CE Events functionality, add the Coordinated Entry Events toggle to the custom program setup screen.

      To add the Coordinated Entry Events toggle to a custom program setup screen, within the program setup screen editor, add the "Coordinated Entry Events" field (field data name: enable_ce_events).
        • Enable for programs that should record Coordinated Entry Events, and disable for any programs that should not collect Coordinated Entry Events.

      • Make any additional adjustments as appropriate to the Coordinated Entry Event collection method for programs collecting Coordinated Entry Events:
        • Go to the new Coordinated Entry Events section of the Program Resources sidebar of the MODIFY PROGRAM page:
        • Enable, Disable, and adjust “Manual”/“Inferred” selection to best meet community and program needs.

      • If additional program options are needed for the Location of Crisis Housing or Permanent Housing Referral field outside of the instance-generated project list for Manual Event record updates, configure additional field values within FIELD EDITOR > “other_ce_locations.”
      • Make any adjustments to best meet community needs of Coordinated Entry Event setups that were mapped from an existing Coordinated Entry Event service item.


      • Coming Soon: We will release additional fields in Looker to highlight CE Events in the Project Descriptor Model. Once those fields are available, we will provide guidance on running Looker reports to help you review the setup of mapped events.
      • Reports run from Clarity Human Services for the purpose of federal reporting will not be impacted by this change and will continue to run as expected. Report logic will encompass all functional updates to Clarity Human Services.

      On the release date, Bitfocus will apply the following mapping:

      • To mirror existing functionality, all Events in the Inferred Coordinated Entry Events drop-down in existing Referral Settings will be selected by default.
      • The Coordinated Entry Events toggle will be enabled for programs with any of the following:
        • Inferred Events mapped as Inferred Event records.
        • CE Event service transactions mapped as Manual Event records.
        • Service Item setups mapped as Manual Event items.
      • The Status of each active existing program Coordinated Entry Event service item configured will be set to “Inactive,” AND the End Availability date of service items associated with a program will be set to the day before the Release Date unless otherwise end-dated before the release date.
        • As existing CE Event service setups associated with programs will be mapped to the corresponding Event subcategory on the CE Event setup page and tracked in an Events table, only Events recorded or mapped through the new Events functionality will be available for HUD reporting. Therefore, no longer utilizing Coordinated Entry Event services will reduce any confusion and duplicate data.
      • For programs with previously-assigned CE Event service items, the specific Event values will be automatically enabled, and the service item setup will be mapped to match the CE Event setup page.
        • For previously existing service items that are mapped to the Coordinated Entry Event program setup section, there can be multiple Service Items mapped within one category of a CE Event. The Item Title of the service item setup will be mapped to the Item Title of the Event setup.
          • If the main Service Name of the service items being mapped is not equal to “Coordinated Entry Event,” the Event Item Title mapping will be “Service Title Name: Service Item Name.” All setup information (such as Item Title, Group Placement Option, Start Availability, End Availability, and Enable Geolocation) will be mapped.
        • In cases where there is a CE Event service transaction associated with a program, but that service setup is no longer assigned to the program, the corresponding service item setup will be mapped to the Event setup of the corresponding program of the service transaction in order for the CE Event service transaction to map as a program event record; that mapped Event Item will be end-dated to the date of the latest service transaction mapped of that CE Event item, and this CE Event service setup will be set to inactive/end-dated. 
        • If there are active service items within a service, the main service will not be set to Inactive.
        • All previously recorded Coordinated Entry Event program service transactions will be removed.
          • As previously recorded program CE Events service transactions will be mapped as Event records and the mapped Event records will be the entity stored in the Events table, removing the historical service transactions will avoid duplicate data in the system and any confusion as the mapped Event records will be used in HUD reporting. Coordinated Entry Event service transactions will not be included in the Events table or in HUD reporting.

      Note: 

      The following will be left “as is” in the system and will not be mapped as Events:

      • Coordinated Entry Event service transactions not linked to a program enrollment.
      • Coordinated Entry Event service item setups not linked to a program, except service items whose transactions were mapped.
      • Coordinated Entry Event service item setups not assigned to a Coordinated Entry Event category.
        • For Coordinated Entry Event service item setups for which only part of the service item was mapped, and the other part of the service items was not assigned to an Event category, the service item will have End Date Availability set, but the main service will remain as “Active” (if not moving forward with the opt-out option).
      • All previous manually provided “Coordinated Entry Event” service transactions and associated information will be mapped as an Event record.
        • Any associated Expenses information, Account/Vendor information, and Service Notes will be mapped in the Event “Notes” section.
      • Items that currently appear in HUD reporting as inferred event records will be mapped as Inferred Event records that will be visible within Clarity Human Services and no longer visible only in reporting.

      Updated: 11/18/2022