This tutorial is a summary of how to set up a program. The process of setting up a Program comprises 3 steps:
- Create Screens- When creating a program, the first step is to create the screens that are to be included in the program. Learn more about Screen Creation.
- Create a Program Template- Once the screens are completed, the second step is to create the Program Template. The Program Template enables you to designate which screens will be used in the program. Learn more about Creating a Program Template.
- Build the Program- This is the focus of this article. Read more below.
After creating the Program Template, the next step is to use the Screens and the Program Template to build the Program.
Create or Modify a Program
To create or modify a Program, from the Launchpad, go to Manage > Programs > Add New Program (link in the top right corner of the center Programs screen), or if the Program exists >Edit icon on the left of the program name.
The next screen contains the same field options regardless of whether you are editing a program or creating a new one.
The top half of the fields are Configuration Fields. The bottom half of the fields are Function fields.
Configuring the Program
The first half of the fields require content specific to your program.
Program Name
Identify the name of the program you are creating. This name will appear to users.
Program Template
Templates are used to assign various program screens such as Enrollment, Program Status, Exit, and Follow-Up. See Creating & Editing Program Templates for more information about Program Templates.
Cross Agency Services
In some circumstances, you may require other providers to place and link their services to your program. Toggling the switch allows for that functionality. The most common option here is turned off, which allows only services provided by your agency to be assigned to this program.
Grant Identifier
Enter the Grant Number or other Identification associated with the specific funding source.
Funding Source
Select the funding source appropriate for the program type (e.g. CoC, PATH, HOPWA, etc.).
Program Type
Select the one appropriate Program Type for this program. (NOTE: This data field was previously labeled Category.)
Method of Tracking
This data field tracks the method by which communities track emergency shelter utilization (Entry/Exit Date method vs. Night-by-Night method). This field only appears when configuring a Program classified as an Emergency Shelter program type.
- Entry/Exit Method-
The entry/exit method should be used for all shelters requiring an entry, a continuous stay, and an exit. The length of stay will be calculated based on the number of nights between program entry and program exit and performance will include changes from program entry and program exit data collection stages. Funder preference for emergency shelter programs is the use of the program entry/exit date method except for programs where clients are permitted to enter and exit on an irregular basis (e.g., mass shelter).
- Night-by-Night Method-
The night-by-night method should be used for shelters that allow clients to enter and exit on an irregular basis and do not require a continuous stay and must instead rely on a method of tracking bed nights. In this method: (1) all data required to be collected at program entry is collected; (2) the program records every discrete date or series of dates that the client utilizes a bed; (3) the system maintains historical data on the nights sheltered; (4) the duration of each stay can be accurately determined and aggregated to calculate each client’s total length of stay in the program; and (5) the client may be exited or the system may be designed to automatically generate an exit after an extended absence. Length of stay is calculated on bed nights used in this method.
Utilization of the night-by-night method does not mean that an HMIS must identify a client in a specific bed. If the HMIS supports a custom module that identifies clients in a bed that module may continue to be used. However, use of that module does not necessarily equate with the new night-by-night model
Program Applicability
Select the Program Applicability, which is also created for reporting purposes and should match the program type.
Operating Start and End Date
Enter the program start and end dates.
Status
Indicate your Program Status. An Active program is one that is available to the user. An Inactive program is unavailable to the user, but its information is still available in the system.
Site Primary Location
The facility where the CoC Program provides the most housing and/or services.
Site Type
- Non-residential- services only-The program only provides supportive services and does not provide overnight accommodations
- Residential- special needs and non-special needs
- Residential- special needs only
Residential housing is located within a building or complex that houses only persons with special needs (e.g. homeless or formerly homeless persons, persons with substance abuse problems, persons with mental illness, persons with HIV/AIDS, persons with a physical disability, and/or elderly persons).
Target Population
Select the category of persons the Program serves.
Geocode
Record the geocode for the principal program service site associated with the geographic location of the site. HUD provides a list of geocodes as part of the annual CoC application process. Geocodes must be updated annually. Mobile programs (e.g. street outreach) should record the geocode based on the location of their administrative office. Scattered-site housing programs should record the geocode where the majority of beds are located or where most beds are located as of the last inventory update.
Continuum of Care
Select the appropriate Continuum(s) of Care.
After completing these initial data fields, you can select Add Record at the bottom of the page to save the information.
Function Fields
This last half of the set-up will help improve the functionality of your program pending the degree and extent to which your program incorporates goals, works with other programs within the agency, and works with other agencies in your continuum of care, etc.
Goals
Enable or Disable Program Goals. Enabling Program Goals will allow you to add Program Goals; Disabling Program Goals will disallow the addition of Program Goals.
The image below shows the applicability in the Program.
Auto Service Placement
Toggling the switch will allow for Auto Service Placement, which means the client is automatically provided specified services upon enrollment. Turning off the toggle will disable this capability.
For information on Auto Service Placement, refer to Working With Program Auto Service Placement. To learn how to create and modify Program Services, refer to Working With Program Assigned Services.
Eligibility
Enables or disables parameters for program enrollment (e.g. client must be Male, client must be Literally Homeless).
If you enable Program Eligibility and then Save the Program, a Program Eligibility section will be available for you fill out the necessary criteria. The image below shows the applicability of the setting, which would inform referring partners of the program eligibility qualification. Please refer to Working With Program Eligibility for more information.
Public Listing
When Public Listing is enabled, other agencies can view the Program and refer clients to the Program. If it is disabled, other agencies cannot refer clients to the program.
Link from History
Enabling Link From History will allow the user to link a particular service or reservation listed in the Program History tab to the program. For example, if a reservation is made from anywhere outside of the Programs tab within the client record, the user can simply go to the Program History tab, select the Link From History tab.
A popup box will appear where they can select the checkbox next to the reservation or service. This will automatically link that reservation to the Program. After the service or reservation is linked to the program, then in the main History tab, it will have the icon indicating that it is linked to a program.
The images below show the applicability of the setting and to the program.
Program Assessments
Enable Program Assessments to have the ability to conduct assessments for the given program. Many Programs are using the VI-SPDAT Prescreen Tool, and this is where the configuration is made.
Note that an Assessment may be linked by an Agency Manager, but the Screen and the Template for the Assessment must be configured by a System Administrator.
Program Notes
Enabling Program Notes will allow the user to document and share (in accordance with privacy settings and access roles) client notes that are specific to the given program.
Program Files
Enable or disable the Program Files feature. Enabling will allow the user to upload, view, and manage files associated with the client relating to the Program.
The image below shows the applicability in the Program.
Program Charts
Enable or disable the Program Charts feature, which provides a visual tracking system of specified variables over time.
Auto Exit
This feature eliminates the possibility of clients remaining enrolled in programs they are no longer receiving services from. Clients will automatically be exited from the program if there is no activity within the specified period of time. They will also be removed from the assigned staff member’s caseload. For programs with a site type of "Residential: special needs and non-special needs" or "Residential: special needs only" the exit date will be set to one day after the last day of service.
For programs with a Site Type of 'Non-residential: services only', the Exit Date will be set date to the End Date of the last recorded service.
Cascade Enrollment Data
This feature enables or disables the data cascade feature, which allows information to pre-fill based on previous enrollment values if previous enrollment was done within X days from current date. This date threshold is configurable when creating or editing a program.
As communities increasingly include both program enrollments and assessments as part of their coordinated entry processes, Clarity Human Services can reduce the data entry burden by having data cascade between program screens and assessments.
New Program Setup Functionality
From the program setup screen, toggle on 'Cascade Assessment Data' and specify the period from current date (in days) that an assessment and/or program enrollment will cascade.
Once a program has been saved with the "Cascade Assessment Data" toggle enabled, a new section displays on the Program Setup screen allowing users to specify which assessments should cascade.
- Clicking "Add Assessment" displays a list of assessments that have been enabled, regardless of whether an agency otherwise has access to create that assessment.
- One or more assessments to cascade can be selected.
Functionality is based on existing Cascade Enrollment Data functionality, with the following additions:
- Enabling "Cascading Assessment Data" will result in data cascading between program enrollments and assessments, based on whichever was created first. If a user creates an assessment first, data from the assessment will cascade into the program enrollment form the next time a new program enrollment form is opened. If the program enrollment is created first, data will cascade into the assessment the next time a new assessment screen is opened.
- Data only cascades between matching database fields.
- In cases where multiple assessments or program enrollments exist, data will cascade from the most recent.
- In cases where both enrollment data and assessment data are enabled to cascade, and there is both program and assessment data eligible to cascade, data will cascade as follows:
- In order to cascade data from the Assessment screen, this Assessment screen should be added to the "Cascade Assessment" section in the Program Setup of the program into which you want to enroll.
Enrollment Age Warning
This feature is intended to reduce the number of individual enrollments for clients under a certain age.
The following features have been added:
- a new setting on the program setup screen where system administrator can set the warning age threshold
- a warning that displays when a user attempts to save an individual enrollment for a client whose age is lower than the age threshold.
If the 'Enrollment Age Warning' option is enabled, a threshold age can be selected:
When a user attempts to save an individual enrollment for a client whose age is lower than the age threshold, a warning message appears:
Enable All Client Forms
If enabled, this allows all client forms within the program.
Click Save Changes or Add Record at the bottom of the page.
Bed & Unit Inventory
Once a residential program has been saved, a section for Bed & Unit Inventory will be available.
Click on Add Inventory.
| Information Date | The date the bed inventory information was available |
| Continuum of Care | Select the CoC where the beds are located |
| Household Type | Indicate the household type this bed inventory will serve: Households with at least one adult and one child, households without children, household with only children |
| Bed Type | Emergency Shelter Programs only: Facility-based, Voucher-based, other |
| Availability | Emergency Shelter Programs only: Year-round, seasonal, etc. |
| Inventory Type | If applicable indicate if any of the beds are targeted for a sub-population: Veterans, Chronic Homeless (PSH Only), Youth |
| Bed Inventory | Number of beds available |
| Unit Inventory | Number of rooms/apartments/units where the beds are located |
| Inventory Start Date | Date the inventory first became available |
| Inventory End Date | Date the availability ended. May be left null. |
| HMIS Participating | Indicate if any of the bed use will be tracked in HMIS. If yes, how many. |
Multiple bed inventories may be added as long as the inventories with the same CoC, Household Type and Availability do not have overlapping dates.
HUD has provided a brief training about proper Project Setup. The majority of the training specifically covers creating bed inventories. This will be helpful in determining the correct way to set the various inventory dates. Refer to: Building Projects the Correct Way for LSA, HIC, and PIT. System Administrators are advised to review this important video to ensure successful reporting.
To better understand the connection between program/bed inventory set up and HMIS Federal reporting, refer to HMIS Bed Inventories, Occupancy and Reporting.
The next step is to set up services for your program.