HUD and Federal Partner Reports

[HUDX-111] HUD CSV / XML Program Data Export

Report Purpose and Summary

This report is used for exporting data from the Clarity system according to HMIS CSV/XML Format Specifications.

Running the Report

Who Can Run the Report

All users can run the report. There are restrictions on which information can be accessed based on the user's access rights.

Report Location

This report can be found in the following location in the Report Library:

  • Administrator Reports→ [HUDX-111-AD] HUD CSV / XML Program Data Export
  • HUD Reports → [HUDX-111] HUD CSV / XML Program Data Export

Note: For details on how privacy and sharing settings affect this report, refer to our Privacy and Sharing Logic for Reports article.

Parameters

The following parameters are required to run this report:

Parameter

Description

Switch Access Agency(-ies)

This option allows a user to generate this report for programs from multiple agencies. Some ESG grants require this capability. The ability is dependent on the access rights of the user. In other words, the user must have access to more than one agency.

The list of agencies will include the user's primary or home agency, followed by other agencies to which the user has access.

CoC Filter Category

There are four levels of CoC filtering available. Only one option may be selected for each report:

  • Agency CoC: The report will only pull from Agencies with the selected CoC 
  • Program CoC: The report will only pull from Programs/Projects with the selected CoC
  • Site CoC: The report will only pull from Sites with the selected CoC
  • Inventory CoC: The report will only pull from Bed Inventories with the selected CoC(s). Note: Choosing this option will limit the report to only those projects with Bed Inventories.

CoC(s)

Choose which CoC(s) to include:

All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)

Project Type(s)

Choose which project type(s) to include:

All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)

Program Status

  • All Programs
  • Active Programs
  • Inactive Programs

Program(s)

Choose which program(s) to include:

All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)

Apply Enrollment CoC Filter

The Enrollment CoC Filter defaults to 'No'. If 'Yes', the data export will exclude client project stays that do not align with the Enrollment CoC Code(s) and the selected CoC(s).

Note: Enrollment CoC applies only for valid Heads of Household.

PIT Date

The PIT Date field is an optional parameter within this report. This date field refers to the date of the annual PIT Count. 

Report Date Range

Choose the date range of enrollments to include.

Version

Reflects the HUD CSV specification version used to generate the report

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.

Encrypt Identifying Data

If 'Yes,' the SHA-256 hash algorithm will be applied and client's First Name, Middle Name, Last Name fields will be replaced with a 64-character alphanumeric string, and SSN field will be replaced with a 68-character alphanumeric string. 

Include Deleted Data

If ‘Yes,' the export process includes deleted Clarity records in the exported data.

Include Service Item ID

If 'Yes,' the data export will include ServiceItemID and ServiceEndDate within the Services.csv file.

Include Assessment Screen ID

If 'Yes,' the data export will include ScreenID and ScreenName within the Assessment.csv file.

Include Custom Services

If 'Yes,' the data export will include services that do not belong to specific HUD service categories. These records will still be linked to programs but will not include a record type or type provided per the HUD Data Standards.

Report Output Format

The user can choose to export data in CSV or XML format that will then will be placed in a ZIP archive. 

Additional Administrator Parameters

Parameter

Description

Agency Filter Category

See CoC Filter Category above

Agency Status

  • All Agencies
  • Active Agencies
  • Inactive Agencies

Agency(-ies)

Choose which agencies to include:

All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)

Report Details

Specific information about Exporting Data can be found in Data Integration and Migration section: HMIS CSV / XML Program Data Export

Specifications

Corresponding versions of the specifications can be found here: HUD Exchange - HMIS Data Standards and Resources.

Services.csv

To ensure ServicesID are unique,  a naming convention is utilized for the ServicesID column. 

The following prefixes/suffixes are applied based on service delivery type: 

  • "d" prefix is utilized for attendance-based delivery types.
  • "s" prefix is utilized for long-term or single-event delivery types. 
  • VA SSVF Financial Assistance Services (RecordType=152) with a long-term delivery type will include a count as a suffix to account for multiple expense dates when applicable. 

The Service ID utilized is either the Client Service Date ID for attendance-based delivery types  or the Client Service ID for long-term or single-event delivery types.

 

Updated: 02/20/2024