Exporting data from the Clarity system is accomplished using the [HUDX-111] HUD CSV / XML Program Data Export report available in the reporting area. The exported data is formatted in HUD CSV or XML. For more information on the specifications of these data formats, review the HMIS Data Exchange Resources.
Accessing the Export
To access the [HUDX-111] HUD CSV / XML Program Data Export report, click the Launchpad icon and click the Reports icon. The report is located in the HUD Reports section. Click the Run link to access the export parameters.
Running the Export
Once the user has clicked Run on the HUDX-111 report, a series of parameters are displayed used to determine the range, amount, and format of data to be exported from the Clarity system. A description of each of the parameters is detailed below.
Determines the program data to be included in the export. The user can choose a single program, multiple programs, or all programs.
Please note, only active programs will be displayed.
|CoC||Enables the user to further filter the data based on CoC ID. The user can choose a single CoC, multiple CoCs, or all CoCs. The options available in this parameter are determined by the Program selected.|
|Date From||This date field allows the user to specify the start date of the data to be included in the export.|
|Date To||This date field allows the user to specify the end date of the data to be included in the export.|
|Encrypt Identifying Data||With this setting active, the client's First Name, Middle Name, Last Name and SSN fields will be replaced with a 64-character alphanumeric string leveraging the SHA-256 hash algorithm.|
|Format||The user can choose to format the exported data in CSV or XML format.|
|Version||Reflects the current version that is available.|
|Source Type||Allows the user to identify what type of Clarity source data is being exported and described in the export.csv file. Options include Continuum-Operated HMIS, an Agency-Specific Database, a Data Warehouse, or Other. Note that an HMIS implementation operated jointly by more than one continuum should be identified as a data warehouse.|
|Include Deleted Data||When active, the export process includes inactive/deleted Clarity records in the exported data.|
|Include Service Item ID||When active, the export files are extended to include the specific Service Item IDs from Clarity.|
|Include Assessment Screen ID||When active, the data export will include ScreenID and ScreenName within the Assessment.csv file.|
|Include Custom Services||When active, the data export will include services that do not belong to specific HUD service categories. These records are still linked to programs, however will not include a record type or type provided per the HUD Data Standards.|
|Full CoC Export||This option will allow for exporting data across a single CoC. It is only available to System Administrators.|
Exporting the Data
Once the parameters have been configured, click the Show Report button. This will begin the export process. The Report Queue at the top of the screen will indicate that the export is running.
Downloading the Export Data
Once the export has completed, a popup will appear indicating that the results are ready for download. Click the Open button to prompt the file download.
The file downloaded will be in ZIP format containing several program and client data files aligning with the configuration of the export parameters selected.