Purpose
This LookML dashboard serves as a powerful, centralized tool to effectively track program enrollments and key metrics, oversee critical compliance tasks like annual assessments and Releases of Information (ROI), highlight important demographic shifts such as clients aging into adulthood, and provide a snapshot of clients pending on the Community Queue.
The dashboard content is broken down into three sections – Active Caseload Overview, Caseload Management, and Coordinated Entry.
The User Active Caseload Dashboard requires an Assigned Staff value.
This dashboard has six dashboard filters that allow for more precious analysis by limiting the results by Assigned Staff, Client Full Name, Unique Identifier, Agency Name, Program Name, or Project Type. The table below outlines what Looks the filters apply to and the default values.
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Assigned Staff Default: blank |
Applies to all Looks Filter value required to run dashboard |
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Client Full Name Default: is any value |
Applies to all Looks |
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Unique Identifier Default: is any value |
Applies to all Looks |
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Agency Name Default: is any value |
Applies to all Looks Selection impacts filter options for Program Name |
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Program Name Default: is any value |
Applies to all Looks |
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Project Type Default: is any value |
Applies to all Looks |
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Client Name Default: is any value |
Applies to all Looks |
Content
The User Active Caseload Dashboard is split up into 3 sections.
- Active Caseload Overview
- Caseload Management
- Coordinated Entry
For more information on how each Look is configured, what fields are used, or custom fields, please review the Look by selecting ‘Explore from Here’ within the ellipses in the upper right corner.
Active Caseload Overview
This section includes the following Looks that make up the user’s caseload, including total active clients, households, and enrollments. Additional details include household type, project type, top 15 longest-staying housed clients, active monthly caseload over the past 13 months, clients with a public alert, and active clients with an active program restriction.
Active Caseload Overview
Provides a quick snapshot of the total clients, households, enrollments, and programs the client is actively enrolled.
Active Caseload Households by Household Type
A Pie chart that represents active households by household type.
The look calculates the actively enrolled households and uses “Current Age” to calculate household type.
Count of Clients, Households, and Enrollments by Agency, Program, and Project Type
This Look provides the total de-duplicated count of active clients, households, and enrollments by agency, program, and project type.
Active Caseload Detail
This Look shows active caseload details from the last year. It includes household and program type, the number of adults and children, and applicable move-in dates. It also counts services, program assessments, annual/update assessments, and enrollment notes.
Clients Enrolled In The Last 30 Days
Displays the total active clients enrolled in the last 30 days, including household type, program type, number of children and adults, and the household move-in date, if applicable for the program.
Active Caseload Over the Past 13 Months
Displays a column chart that shows a 13-month history (including the current month) of caseload enrollments by assigned staff.
Top 15 Longest Stayers within Active Caseload
This Look lists the top 15 longest active enrollments, sorted by Days Enrolled. It includes enrollment details and shows the number of days housed (applicable project types), calculated from their move-in date to today.
Active Caseload Clients With an Active Public Alert
Caseload clients actively enrolled in a program with an active public alert. Active Alerts have an Alert Expiration date in the future or no Alert Expiration date. The Agency Name dashboard filter updates the Enrolling Agency Name.
Active Caseload Clients with an Active Program Restriction
Actively enrolled clients with an active program restriction. The Agency Name dashboard filter updates the Enrolling Agency Name.
Caseload Management
This section of the dashboard offers caseload management details, including clients who exited in the past 60 days who may have been auto-exited, clients without an active ROI, annual assessment metrics, enrollments without current living situations, and clients who have aged into adulthood.
Caseload Clients Exited in the Last 60 Days
Displays the enrollments that have been exited in the last 60 days. The conditional formatting in the "Auto-Exited" column will show grey for a manual exit and red for an auto-exit. This look is filtered for exits in the last 60 days.
Clients Without an Active ROI
This Look shows the total number of Clients without an Active ROI. ROIs are considered active if they have a “Yes” permission and have an ROI End Date in the future.The Agency Name dashboard filter updates the Enrolling Agency Name.
Active Clients Without an Active ROI Detail
This is a supplemental detail Look to the Clients without an Active ROI. ROIs are considered active if they have a “Yes” permission and have an ROI End Date in the future. This Look displays the client’s most recent started ROI on record, which includes inactive and deleted ROIs. The Agency Name dashboard filter updates the Enrolling Agency Name.
Annual Assessments Due and Annual Assessment Errors
This Look displays annual assessments that are due, past due, completed out of range, and a data quality issue where the project start date is before the HoH Start Date. The annual assessment data goes back 11 years for currently enrolled clients.
Annual Assessment Client Detail
This Look displays the details of the annual assessments that are due, past due, completed out of range, and Project Start before HoH. The annual assessment data goes back 11 years for currently enrolled clients. 
Adult & HoH Enrollments Without a Current Living Situation
This Look displays adult and HoH active enrollments that do not have a Current Living Situation recorded for Emergency Shelter:Night-by Night, Street Outreach, Services Only and Coordinated Entry Enrollments with applicable funding as listed in the HUD Data Dictionary.
Active Clients Who Aged into Adulthood
This Look displays the count of Active Clients Who Aged into Adulthood, as of the current date.
Active Clients Who Aged into Adulthood Detail
This Look is a supplemental Look for the Active Clients Who Aged into Adulthood and contains details on fields that may need to be updated after a client ages into adulthood, as of the current date.
Coordinated Entry
This section of the dashboard provides a brief insight into actively enrolled clients who are pending on a Community Queue or have Pending/Pending In Process Program Referrals.
Caseload Clients Pending on a CQ
This Look displays the count of Caseload Clients Pending on a CQ.
Active Caseload Clients Pending on the Community Queue Detail
A supplemental detail look for the Caseload Clients Pending on a CQ. This Look includes the referral’s assigned navigator.
Pending Program Referrals
This Look displays a count of Pending Program Referrals. It includes referral’s with a status of Pending and Pending - In Process that are awaiting a program enrollment.
Pending Program Referral Detail
A supplemental Look to the count of Pending Program Referrals. This Look includes referrals with a status of Pending and Pending - In Process that are awaiting a program enrollment and includes the referral’s assigned case manager.
Published: 11/19/2025