Client data collection occurs through screens, which are assigned to different components of the client record. The screen types correspond with different data collection stages, as defined in the HUD HMIS Data Standards.
Some screen types are used by assigning them to Program Templates, while others are set up at the agency, program, and user level.
Below are descriptions of the different types of screens.
Profile Screens
Profile Screens are completed when the client record is first created, display in the client record as the Client Profile under the Profile tab, and contains core demographic information by default. The Profile Screen collects data at the "Record Creation" collection stage. While a Profile Screens can be customized, the Client Profile will always contain the following fields: Social Security Number, Quality of SSN, Last Name, First Name, Quality of Name, Quality of DOB, and Date of Birth, even if they've been removed from Profile Screen.
Once recorded in the client record, these screens should be updated regularly in the client record as they are meant to reflect the most up-to-date information (as opposed to other screens that reflect information at a specific point in time).
Profile Screens are assigned in the Agency Overview. They can also be assigned to specific staff members.
Program Enrollment Screens
Program Enrollment Screens are assigned to Program Templates and collect data at Program Enrollment, or the "Project Start" collection stage. For reporting purposes, data collected through a Program Enrollment Screen will be associated with the program enrollment date.
Program Status Screens
Program Status Screens are used to collect data at the "Project Update" and "Project Annual Assessment" data collection stages. These. screens are assigned to Program Templates and are collected within an enrollment.
Program Exit Screens
Program Exit Screens are assigned to Program Templates and collect data at Program Exit, or the "Project Exit" collection stage. For reporting purposes, data collected through a Program Exit Screen will be associated with the program exit date.
Program Follow-Up Screens
Program Follow-Up Screens are assigned to Program Templates and collect data in a Program Enrollment Follow-Up Assessment, or the "Post Exit" collection stage.
Assessment Screens
Assessment Screens are designed to collect data at any point in time within or outside of a program enrollment. They can be assigned to Program Templates, but they can also be assigned at the agency and program level.
Program Setup Screens
Program Setup Screens collect data about programs rather than clients. For more information, see Custom Program Setup Screen Configuration.
Encampment Screens
If Outreach is enabled in the system, you can create custom Encampment Screens that can then be assigned to a CoC in Outreach Settings. System administrators can add any “Core” or “Custom” fields to custom encampment screens.