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 created, display in the client record as the Client Profile under the Profile tab, and contain core demographic information by default. The Profile Screen collects data at the "Record Creation" collection stage. While a Profile Screen 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 because they are meant to reflect the most up-to-date information (unlike 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 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.
Funding Source Screens
The Funding Source screen collects information about funding sources within the agency’s Funding tab. The system contains one Funding Source screen, which includes the following fields: Funding Name, Status, Funding Source, Funding Source Non-Federal, Grant Identifier, Start Date, End Date, Direct Expenses, and Eligibility. These fields are not visible in Screen Editor, and system administrators cannot edit or remove these fields. System administrators cannot create additional Funding Source screens but can modify the Funding Source screen to add additional Funding Source fields, Labels, and Warnings if desired. To modify the Funding Source screen, follow the same procedures you would when modifying any other screen type.
Housing Inventory Screens
Housing Inventory screens are used with the Housing Inventory functionality. You can use these screens to designate Buildings and Units within a Site and to associate funding sources and eligibility criteria with the Site, Buildings, and Units. System administrators cannot create additional Housing Inventory screens. However, they can modify a Housing Inventory screen to add fields, Labels, and Warnings if desired.
Screen Configurations for Housing Inventory
The Housing Inventory section in the Screen Types sidebar is for use with the Housing Inventory functionality. This section contains four types of screens:
- Site Screens
- Building Management Screens
- Unit Configuration Type Screens
- Unit Management Screens
When the same field is added to these screens, the data can cascade down from one screen to another. For example, if a Site screen has the same custom field as a Building screen when a user enters data for Site setup, that data will cascade to any buildings set up within that Site.