Looker data models, sample Looks, administrator resources, and release notes.
Data Analysis Learning Resources
Custom Dimensions, Measures, and Table Calculations
While Bitfocus developers work to anticipate all needs for the data analysis tool, it is impossible to have fields that will meet all requirements for all reports. That's where Custom Dimensions, Measures and Table Calculations come in. The Basics To create a custom field Scroll to the top of the field picker to Custom Fields, click New Choose which type of field to add. Useful Functions For a more detail listi...
Clarity Data Analysis Basic Skills Training
Data Analysis training is limited to users with a Clarity Human Services Agency Manager license. An overview of how the data is structured in Clarity Data Analysis and how to use the Clarity Data Analysis interface will be reviewed. This is a pre-recorded webinar which covers basic skills. We recommend that users view this webinar as a first step to mastering Clarity Data Analysis. Before viewing the webinar, plea...label_outline Looker label_outline Training
Learning Looker - Overview and Additional Resources
The Data Analysis Tool, built on the Looker framework, allows you to interact with your data in order to understand its trends and patterns to get the most of Clarity Human Services. This tool also enables you to present your data in a digestible, understandable format to funders and other stakeholders. Oftentimes, valuable information will be hidden within HMIS data, undetectable by even the most sophis...label_outline Looker label_outline Data Analysis label_outline FAQ label_outline Frequently Asked Questions
Looker Data Models - Overview
Bitfocus has built several different data models for to meet various analysis needs: Coordinated Entry Analysis across a continuum Designed to work with Coordinated Entry features from Clarity Human Services Only available with standalone Looker license Client Model Similar to HMIS Performance, however does not require project enrollment to be included in the model More information in the Client Model article ...label_outline Looker label_outline Data Model
Data Refresh Rate
As the use and complexity of the data analysis tool evolves, some changes have been necessary to ensure the tool continues to have a high level of performance. As a result, the time from when a user changes data in Clarity Human Services to when those changes appear in the data analysis tool may not occur in real time. The data refresh rates falls into the following categories: Real time Persist: Current when ini...
Purpose Bitfocus has created the Client Model to allow for analysis across the various ways clients may come in contact with the Continuum of Care system. Clients where only an initial intake (profile screen) was done Assessments like the VI-SPDAT Enrollments Services The model is designed to give insight into: Non-HMIS analysis For those communities that utilize Clarity Human Services for purposes other than ...label_outline Looker label_outline Data Model label_outline Client Model
Data Quality Model
Overview This model provides easy-to-use calculations of data quality performance for all HMIS data elements. Like the HMIS Performance Model, the Data Quality Model is based on project enrollments. For convenience, some of the dimensions from HMIS Performance are included in this model and mirror the structure of HMIS Performance. This model will immediately reflect changes in Clarity. As corrections to the data ...label_outline Looker label_outline Data Quality label_outline Status Assessment label_outline Data Model label_outline Data Quality Model
HMIS Performance Model
The HMIS Performance model is loosely based on the HUD HMIS CSV/XML table structure and requires a project enrollment to be included in this model. There is also an automatic Enrollments Reporting Period filter to limit the amount of information searched at once. It is default set to 1 quarter, but can be easily adjusted to capture any time period desired. The HMIS Performance Model is organized into several vi...label_outline Looker label_outline Data Model label_outline HMIS Performance Model label_outline Annual Assessment
The Clarity Data Analysis tool now has the capability to embed visualizations and tables, with a live data connection, on public websites without compromising client privacy. Currently, Public Access is available on the following models: Client Coordinated Entry HMIS Performance Services This article will describe how to make a visualization or table available for public access. It will not cover embedding visu...
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System Performance Measures
System Performance Measures - Beta
Using System Performance Measures in Looker The System Performance Measures (SPM) are meant to provide a high level assessment whether a Continuum of Care (COC) is accomplishing the goals set down by the McKinney-Vento Homeless Assistance Act. Reviewing HUDs (Housing and Urban Development) System Performance Measures Introductory Guide is advised BEFORE EXPLORING the measures in Looker. The Guide offers an explan...label_outline Looker label_outline SPM label_outline System Performance Measures label_outline HMIS Performance Model
Measure 1: Length of Time Homeless
The most complicated of all the measures, give extra attention to this section to better understand how the measure works and how to trouble shoot issues/concerns. Overview of Measure 1 "The measures are the number of clients active in the report date range along with their average and median length of time homeless across the relevant universe of projects. This includes time homeless during the report date range...label_outline Looker label_outline SPM label_outline System Performance Measures label_outline HMIS Performance Model
Measure 2: Returns to Homelessness
Measure 2 is much easier to grasp than measure 1... relax. You've got this. Overview of Measure 2 "This measure begins with clients who exited to a permanent housing destination in the date range two years prior to the report date range. Of those clients, the measure reports on how many of them returned to homelessness as indicated in the HMIS system for up to two years after their initial exit." HUD System Perfor...label_outline Looker label_outline SPM label_outline System Performance Measures label_outline HMIS Performance Model
Measure 3: Number of Homeless Persons
Overview of Measure 3 Measure 3 is a fairly straightforward metric, especially when compared with Measure 1. There are two parts to the measure: Point-in-Time counts of sheltered and unsheltered homeless persons Annual counts of homeless persons, as measured in HMIS Refer to the HUD System Performance Measures Programming Specifications for details about how the report is programmed. Keys to Measure 3 Success Me...
Race and Ethnicity Dashboards
The dashboards designed around race and ethnicity equity are inspired by the NAEH Racial Equality Network ToolKit. The following describes each Look that is part of the suite of equity dashboards. All of these Looks were built in the HMIS Performance model. Distribution Looks The strategy of this collection of Looks shows a particular situation or outcome and the breakdown by Race or Ethnicity. Experience of ELI...
This dashboard is intended for use by Street Outreach staff and stakeholders. There are two versions of the dashboard: Street Outreach w/Field Interactions Street Outreach (without field interactions map) Tiles Overview All Looks included in this dashboard originate with the HMIS Performance Model. Field Interactions Map Pre-requisite This tile requires the collection of Field Interaction data points. See Loca...
This dashboard is intended for night-by-night shelter projects. The audience would be a shelter worker. It includes information for improving data quality. Tiles Overview Pre-requisites For this dashboard to work properly, the following project and service setup is required: Project Type: Emergency Shelter Tracking Method: Night-by-Night Service Category: Housing Delivery Type: Daily Attendance Bed List Client...
Client Summary Dashboard
This dashboard was specifically designed for case managers but is also appropriate for program managers and community-wide information. All tiles in this dashboard count enrollment households. Tiles Overview Clients by Program HMIS Performance model Programs, Name Enrollments, Count Households Filtered to: Reporting Period Filter is in the past 3 months Annual Assessment Status Data Quality Model DQ Annual Ass...label_outline Status Assessment
Clarity Usage and System Stats Dashboard
System Administrators may find this dashboard provides a quick snapshot of usage, data quality errors and other big picture statistics. Tiles Overview Active Agencies Project Descriptor Model Agencies, Count Filtered to: Agencies, Agency Active? Is Active Agency CoC Percent Project Descriptor Model Agencies, CoC Code Agencies, Count Filtered to: Agencies, Agency Active? Is Active Active Programs Project Desc...
Data Quality Dashboard
This dashboard gives the user easy access to HUD HMIS data quality problems. The drill downs allow user to directly access the screen that needs attention. The intended user is a case manager, intake worker, or program manager. Overview Data analysis model Data Quality Tiles UDE (Universal Data Element) Error Counts Profile Screen Enrollment Screens Living Situation Elements (3.917) Program Specific Comm...label_outline Status Assessment
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Client Model: Archivable Clients
A best practice for human services systems is to periodically remove or archive data for inactive clients. HIPAA standards call for removal after 6 years. The Client Model provides a method to identify inactive clients using the "Last Interaction" features of the model. For a description of the "Last Interaction" fields, refer back to the Client Model article. The following is a suggested Look to use to identify t...label_outline Looker label_outline Client Model
Client Model: Clients with No Assessments/Enrollments
For some agencies, a program enrollment is essential to client case management and outcomes reporting. For coordinated entry projects, having an Assessment such as the VI-SPDAT is the starting point for the coordinated entry system for the community. No assessment, no prioritization. The following suggested Look is intended to identify clients that may have missed getting a program enrollment &/or an assessment. T...label_outline Looker label_outline Client Model
Data Quality: Annual Assessment Due
Annual Assessments are a required element of several Federal Partner programs. This Look will help program managers monitor progress towards collecting these data points. Explore - Data Quality Model Fields Add the following fields to the Look: [Name] (Programs folder) [Assigned Staff] (Enrollments) [Personal ID] (Clients) [Enrollment ID] (Enrollments) [Annual Assessment Status] (DQ Annual Assessments) [Targeted...label_outline Looker label_outline Data Quality label_outline Status Assessment label_outline Data Quality Model
Data Quality: Universal Data Element
The Universal Data Elements are, well, universal. All HMIS projects must report on all of these elements. The following will give a simple summary of data quality problems by program and user with exceptional detail on the drill downs. Explore - Data Quality Model FieldsAdd the following fields to the Look: [Name] (Programs folder) [Assigned Staff] (Enrollments) Measure [Total Universal Data Element Errors Count...label_outline Looker label_outline Data Quality label_outline Data Quality Model
Data Quality: LSA Data Quality Errors
The following instructions will provide a quick Look at the data quality problems that will be reported in the LSA. The Look will cast a wide net. But these are basic data quality problems that should be resolved. To develop a more exact report, review the LSA specifications. For this article, keeping it simple is the goal. Explore - Data Quality Model FieldsAdd the following fields to the Look: Personal ID (C...
HMIS Performance: Client Location of Heads of Household
HUD reports are increasingly relying on [Client Location of Head of Household] for CoC-wide reporting. Specifically this is required for: System Performance Measures (SPM) Longitudinal System Analysis (LSA) (formerly AHAR) The following are steps for developing a suggested Look for identifying Enrollments with CoC issues. Explore - HMIS Performance model Add the following fields to the Look: Personal ID (Clien...label_outline Looker label_outline SPM label_outline System Performance Measures label_outline LSA label_outline Longitudinal System Analysis
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Data Analysis Sys Admin Resources
Custom Fields in Data Analysis
System Administrators have the option to include custom Clarity fields in their Data Analysis model. Please be aware that once a field is published to Data Analysis, it cannot be removed. Proceed with restraint. The Result of Publishing Custom Fields Fields that are selected to be published will be organized in the Data Analysis model based on screen type. For example: Profile Screen Fields that are used on the P...label_outline Status Assessment
Clarity Human Services now includes Custom Dashboard functionality. This feature allows System Administrators to create a dashboard display that users, with data analysis access, will see when they first log in to Clarity Human Services. If System Administrators activate the feature, the users view a dashboard instead of the Client Search screen after logging in to Clarity. Here, they will see a display with custo...
Looker - Clarity Human Services Integration
This section discusses using Looker within Clarity Human Services. Custom reporting using Looker is at your fingertips in Clarity Human Services: Users must have Access Rights to the data analysis functions in order to access these features. This can be managed by clicking on Launch Pad > Setup > Access Roles. Access Rights: Data Analysis Data Analysis Save - allows user to save Looks Aggregate Data Analysis -...label_outline Looker label_outline Data Analysis label_outline For Agency Managers label_outline For System Administrators label_outline Explore
2020/01/10 - Release Notes
The following changes have been implemented in the Data Analysis Tool: Field Interaction Date, Client Addresses - New dimension Sexual Orientation Other, RHY Questions - New 2020 Data Standards dimension Is First Assessment per Client (Filter Dependent), Client Assessments New Dimensions added to Client Assessments Assessing Agency ID Assessing Agency Name Assessing Agency CoC Deleted, Client Interactions - Ne...
2019/12/13 - Release Notes
The following changes have been implemented in the Data Analysis Tool: Yes/No RHY Data Elements - the elements have been updated to Yes/No/Data Not Collected in alignment with HUD HMIS CSV specifications Action Required: If a saved Look is set to filter to the Yes/No dimension (which may have appeared as either Yes/No or On/Off), the filter should be updated to account for new values: Yes, No, Data Not Collected...
2019/11/22 - Release Notes
The following changes have been implemented in the Data Analysis Tool. Client Assessments, Chronic Health Services - Added dimension Client Assessments, Mental Health Services - Added dimension Client Assessments, Substance Abuse Services - Added dimension Client Assessments, Developmental Services - Added dimension Client Assessments, Physical Services - Added dimension Client Assessments, Is Last Assessment per...
2019/11/01 - Release Notes
The following changes have been implemented in the Data Analysis Tool. Consent Refused, Clients - dimension added Reason not Enrolled, PATH Questions - dimension is now available on Entry, Status Update, Update/Exit and Follow-up Screen Client Model Client Interactions are now available in the Client Model. This will show all interactions for each client. Coordinated Entry Model Eligible Programs - Removed "Bet...
2019/10/18 - Release Notes - Mini Release
The following changes were implemented this week. Overall improvement of the performance of several dimensions and measures Current Living Situation - Added "Count" measure, with drill down, and "ID" dimension Updated descriptions of retired dimensions Reason Not Enrolled (PATH) - Now available on Entry, Update, Exit and Followup screens Data Quality Model Targeted Annual Assessment - Corrected an issue where d...label_outline Status Assessment
FY2020 Data Standards Data Analysis Tool Updates
The following release notes should used in conjunction with the 2020 HMIS Data Standards: System Administrator Checklist - August 2019 article. The details here are meant to be a more granular view of how the Clarity Data Analysis tool has been updated as a result of the changes to Clarity Human Services, in accordance with HUDS's 2020 HMIS Standards update. The changes described below will fall into a couple of c...
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