System Administrator Checklist Quick Reference Guide

2.02

Project Information

• Remove Method of Tracking (tracking_method)
• Add Identify RRH Subtype (rrh_subtype) field that is displayed when Program Type (ref_category) = 13 (“PH-Rapid Rehousing”).
• Add a constraint to display Affiliated with a residential project (aff_res_proj) when Identify RRH Subtype = 1 (“RRH: Services Only”)
• Update the display name for aff_res_proj_ids from Project ID(s) of residential project(s) to Project ID(s) of residential project(s) affiliated with SSO or RRH: Services Only project
• Remove HMIS Participating Project (hmis_participating_project)

For applicable programs, set Identify RRH Subtype to value 1 (RRH:Services Only).

“RRH: Services Only” should only be selected when a program is partnering with an organization that is providing all of the housing services.

 Determine if the identified programs have Affiliated with a residential project (aff_res_proj) = Yes,
and identify the Project ID(s) of residential project(s) affiliated with SSO or RRH: Services Only project. 

2.06

Funding Source Information 

Identify existing programs funded by:

• 53: HUD – ESG Rush
• 54: HUD: Unsheltered Special NOFO
• 55: HUD: Rural Special NOFO

Update in Clarity. 

2.07

Bed and Unit Inventory 

Identify programs that will be updated to “RRH Services Only” that have bed and unit inventories.

For the identified programs, enter a Bed and Unit Inventory end date of 9/30/23. 

2.08

HMIS Participation Status 

 Enter an HMIS Participation Status for identified existing Victim Service Provider agencies. 

2.09

CE Participation Status 

Add fields to custom program set up screens:

• Project is a Coordinated Entry Access Point (ce_access_point)
• Provided by CE Project (provided_by_ce_project)
• Project Receives CE Referrals (receives_ce_referrals)
• CE Participation Status Start Date (ce_participation_status_start_date)
• CE Participation Status Start Date (ce_participation_status_start_date)

Enter CE Participation details for all relevant programs. A status should be added for all active programs, and any additional programs that should be included in your next CE APR. 

Profile Screens

3.04

Race and Ethnicity 

Identify any custom screens that use the following fields:

• Race (race)
• Ethnicity (ethnicity)

Remove Race (race) and Ethnicity (ethnicity) or replace them with Race and Ethnicity (race_ethnicity).

Add the new Additional Race and Ethnicity Detail text field (additional_race_ethnicity_detail). 

Program Screens and Services

For custom screens that include “Destination,” add the new Rental Subsidy Type field (rental_subsidy_type) picklist to appear when Destination (exit_destination) = 435 - “Rental by client, with ongoing housing subsidy.” 

For custom Enrollment and Status screens:

• Remove Client Location (client_location) from Status screens.
• Update Client Location (client_location) to Enrollment CoC (enrollment_coc) on Enrollment screens. 

 For custom enrollment screens:

• Add the new Rental Subsidy Type field (rental_subsidy_type) picklist to appear when Type of Residence (prior_residence) = 435 - “Rental by client, with ongoing housing subsidy.” 
• Update the display name for “Approximate date
  homelessness started” to “Approximate date this
  episode of homelessness started."

4.04

Health Insurance 

Update the display label for benefits_va_medical from Veteran’s Administration (VA) Medical Services to Veteran’s Health Administration (VHA) on any custom screens. 

4.11

Domestic Violence 

For custom screens that include Domestic Violence:

• Update the display label for health_dv from Victim of Domestic Violence to Survivor of Domestic Violence
• Update the display label for health_dv_occurrence from Last Occurrence of Domestic Violence to When experience occurred. 

4.12

Current Living Situation 

 For custom CLS screens, add the new Current Living Situation (current_living_situation) picklist to appear when Type of Residence (prior_residence) = 435 - “Rental by client, with ongoing housing subsidy.” 

C1

Well-being 

Remove the following fields from custom screens:

• Client perceives their life has value and worth (well_being_value_worth)
• Client perceives they have support from others who will listen to problems (well_being_support)
• Client perceives they have a tendency to bounce back after hard times (well_being_resiliency)
• Client’s frequency of feeling nervous, tense, worried, frustrated, or afraid (well_being_frequency) 

C4

Translation Assistance Needed 

Determine which picklist values from this list posted on HUD Exchange should be available for selection by end users.

 Update the determined picklist values from “Inactive” to “Active” so that they are available for use by end users.

 Update custom screens. We recommend the following update, with display constraints for Head of Household (HoH):

• Under Enrollment Start Date, add a space and then a label saying “Translation Assistance Needed”
• Under that label, add Translation Assistance Needed (translation_assistance_needed) as a required field with “Select” as the default value.
• Add the Preferred Language(s) (preferred_language) as a field that is displayed and required when Translation Assistance Needed (translation_assistance_needed) = 1 - “Yes.”
• Add If Different Preferred Language, please specify (different_preferred_language) as a field that is displayed and required when Preferred Language(s) (preferred_language) = 21 - “Different Preferred Language.”

W3

Medical Assistance 

Remove Receiving Public HIV/AIDS Medical Assistance (hopwa_hiv_services) and its dependent Reason field (hopwa_hiv_services_reason) from the identified custom screens. 

R3

Sexual Orientation 

For custom CoC screens, add the Sexual Orientation (rhy_sexual_orientation) field and add constraints for Program Type = PSH. 

For custom RHY screens, update the screen field display name for Counseling received by client (rhy_counseling) to Client received counseling. 

U1

Worst Housing Situation 

For custom screens, remove Worst Housing Situation (rhsap_worst_housing). 

V3

SSVF Financial Assistance 

Create the new Landlord Incentive and Tenant Incentive service items for any existing programs; set the Start Availability date to October 1, 2023. 

V4

Percent of AMI 

Identify client records that may be impacted by this change in Percent of AMI (ami_percent) options.

Update the identified records with the revised picklist options:

• 1: 30% or less
• 2: 31% to 50%
• 3: 51% to 80%
• 4: 81% or greater

Update relevant custom screens with the revised picklist options. 

V5

Last Permanent Address 

Remove the following fields from custom VA screens:

• Prior Street Address (prior_street_address)
• Prior City (prior_city)
• Prior State (prior_state)
• Zip Code of Last Address (zipcode)
• Prior Street Address (prior_address_quality) 

V7

HP Targeting Criteria 

Update the identified screens as follows:

• Change History of literal homelessness (street/shelter/transitional housing) (any adult) to Past experience of homelessness (street/shelter/transitional housing) (any adult)
• Change Head of Household is not a current leaseholder to Head of Household is not a current leaseholder/renter of unit
• Change Head of household (HoH) never been a leaseholder to Head of Household has never been a leaseholder/renter of unit
• Change Single parent household with minor child(ren) to Single parent/guardian household with minor child(ren)