Creating and managing programs, services, funding, assessments, and agency sites.
Getting Started with Agency Management
Introduction to Creating and Maintaining Agencies
In Clarity Human Services, an Agency represents an entity that is operating one or more programs. It is inclusive of Organizations, defined in the FY 2020 HMIS Data Standards as "organizations operating one or more projects that enter data into HMIS, as well as any residential continuum projects not participating in HMIS". Programs, Staff Members, and all client data exist within the framework of Agencie...label_outline For Agency Managers label_outline For System Administrators
Configuring the Agency Overview
Note: Before setting up an Agency, it is recommended that you first create a Navigation Profile, if there is not one already available. Only System Administrators can setup the Navigation Profile. For more information on creating a Navigation Profile, please refer to Advanced Settings: Working with Navigation Profiles. After creating the correct Navigation Profile (if warranted), you will be able to assign it to t...label_outline agency label_outline agency management label_outline agency profile
How To Set Up A Program: Detailed Instructions
New Features: Enhanced HUD Compliance in Auto Exit Feature Cascading Data Between Assessments And Enrollments Warning Option for Individual Enrollments Under a Specified Age 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 progr...label_outline For Agency Managers label_outline For System Administrators label_outline Create Program label_outline New Program label_outline auto exit label_outline auto-exit label_outline autoexit label_outline program label_outline How To Set Up A Program: Detailed Instructions label_outline how to set up a program
Sharing Data in Clarity – Overview
This section provides an overview of the Sharing tab in the Manage section. The Sharing tab enables the System Administrator to control how their agency shares data. This feature allows the System Administrator to create default share settings (including sharing groups), and departments. It also allows for the creation of Agency Exceptions for any agency that requires sharing capabilities that differ from the defa...label_outline For Agency Managers label_outline For System Administrators label_outline Departments label_outline Sharing label_outline Exceptions label_outline API label_outline Documents
This section discusses how to configure Sharing Defaults. Sharing Defaults are used to control how your agency shares client information with other agencies. Any settings created in the Sharing Default section will be applied to every outside agency. If you have certain agencies that require unique Sharing settings, please refer to Working With Agency Exceptions. Setting up Sharing Settings The information in this...label_outline For Agency Managers label_outline For System Administrators
This section discusses how to configure Sharing Groups. The purpose of Sharing Groups is to enable the System Administrator to assign separate Sharing Groups between agencies within Clarity Human Services, allowing these separate agencies to have further autonomy within the system. This eliminates the need to create individual agency sharing exceptions for multiple agencies. For example, Sharing Groups can be used...label_outline For Agency Managers label_outline For System Administrators label_outline Sharing label_outline Groups
This section discusses how to create Agency Exceptions. An Agency Exception can be created when you need a particular agency to have sharing settings that differ from the Sharing Default settings. To learn about Sharing Default settings, please refer to Working With Sharing Defaults. Agency Exceptions can be created for individual agencies (discussed here), as well as groups of agencies using Sharing Groups. Using...
This section discusses API Credentials in the context of sharing client information with other agencies and providers. API Credentials are used for security purposes. API Credentials are auto-generated, and assigned separately to each staff member. To manage API Credentials, click the Launchpad icon , and select Manage. Click on the Sharing tab, and scroll down to the API Credentials section. API Credentials can...label_outline Security label_outline For Agency Managers label_outline For System Administrators
This section discusses how to manage Agency Documents in the Sharing tab. The Agency Documents section is a location where Managers and System Administrators can upload and store documents that pertain to data sharing, such as user agreements and contracts. These Agency Documents are not accessible to basic users because they are not directly used for working with clients. (If you searched this article looking fo...label_outline For Agency Managers label_outline For System Administrators
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Managing Staff Information – Overview
This section provides an overview of the Staff tab in the Manage section. Navigation First, click on the Launchpad and select Manage. The Staff tab in the Manage section enables you to edit existing staff information (i.e. access role, password settings, email, etc.), as well as add a new staff member to the Clarity system. Select Staff tab. Searching for a Staff Member The Staff tab is equipped with Advanced Sear...label_outline For Agency Managers label_outline For System Administrators
Editing & Adding Staff Member Information
This section discusses how to edit an existing staff member's information and add a new staff member to the Clarity system, including the following capabilities: Enter Identifying information (e.g. username, password, etc.) Configure Additional Agency Access settings Configure department settings View last executed reports Editing Staff Member Information Go to Launchpad > Manage > Staff. To begin editing ...
Adding & Editing Agency Sites
This section discusses how to manage multiple agency sites, including how to add and edit sites. Managing Agency Site Locations To manage agency site locations, select the Sites tab in the Manage section. Here you can manage the information for a single site location or for multiple agency sites. Agency sites can be linked to new programs in the Add a New Program Screen or added to existing programs in the Modify ...label_outline For Agency Managers label_outline Geocode label_outline Site Location label_outline Agency Site label_outline Location Manager label_outline Site Status
How To Set Up General Assessments
This tutorial covers how to create a general Assessment. This is not be confused with a Program Status Assessment. A general Assessment is used to determine program eligibility, a Program Status Assessment is used to determine a client's progress within a program. This tutorial includes three steps to set up a General Assessment Create the Assessment Screen Create the Assessment Measures Make the Assessment Scree...label_outline Assessments label_outline For System Administrators label_outline Screens label_outline Measure label_outline Creating Assessments label_outline General Assessments label_outline Assessment Processor label_outline Eligibility Engine
Assessments Tab Overview
This section discusses the Assessments tab in the Manage section. Selecting Assessments The Assessments tab allows you to select the assessments that will be available to your Agency. To get to the Assessments Tab, go to the Launchpad and select Manage. Then click the Assessments Tab. Once in the Assessments main screen, you will find a list of the Assessment that were created in System Setup. To learn how to c...label_outline Assessments label_outline For Agency Managers label_outline For System Administrators label_outline Measure
Funding Tab Overview
This section discusses the basic components of the Funding tab in the Manage section. The Funding tool provides the ability to document and track expenses for both Primary and Sub-granted funding sources. These Funding sources can be connected to Service Items in the Services Tab. Managing Funding To get to the Funding Screen, go to the Launchpad icon and select Manage. Next, click the Funding Tab. Primary Fundi...label_outline For Agency Managers label_outline For System Administrators label_outline Funding label_outline Primary Funding label_outline Sub-Granted Funding
Creating & Editing Primary Funding Sources
This section discusses how to create and edit Primary Funding Sources. Creating Primary Funding Sources A Primary Funding Source is any funding provided directly to your agency from an organization who serves as the primary grantee. A Sub-Granted Funding Source is any secondary funds provided to your agency in the form of a sub-grant from a primary grantee. This section discusses Primary Funding Sources. Click to ...label_outline For Agency Managers label_outline For System Administrators
Modifying Sub-Granted Funding Sources
This section discusses how to edit Sub-Granted Funding Sources. A Sub-Granted Funding Source is any secondary funds provided to your agency in the form of a sub-grant from a primary grantee. NOTE: It is important to note that Sub-Granted Funding Sources cannot be created or deleted as only the primary grantee can modify the funds. However, the System Administrator can modify the allotment of sub-granted funds. Get...
Moving Program Enrollments
This section explains how to move a client in a program into another program within the same CoC. The Moving Program Enrollments feature is mainly used when a client has been enrolled into an incorrect program, and/or if a program is no longer active and clients need to be moved to a new program. In order for the program enrollment move to be successful, both the current Program and new Program must have the foll...
Programs Tab Overview
This section provides an overview of the Programs tab in the Manage section. For detailed instructions, please reference How to Set up a Program. To view the Programs Tab, go to the Launchpad and select Manage > Programs. From the programs tab you can view basic program information, edit an existing program using the Edit icon, or add a new program using the Add new Program link. Program Name This column ...label_outline System Administration label_outline For Agency Managers
Working With Program Assigned Services
This section provides a detailed description of managing Program Assigned Services. For an overview of the Programs tab, please refer to Programs Overview. To create a Program Assigned Service, you must first create the Service. To learn to do this, please refer to Creating Services. Program Assigned Services can also be created by the System Administrator through the Automated Provisioning feature in Setup > T...label_outline For Agency Managers label_outline For System Administrators label_outline Animation
Working With Default Program Goals
This section discusses how to manage Default Program Goals within the Programs tab in the Manage section. For information on creating Goal Templates, please refer to Creating and Editing Goal Templates. NOTE: It is possible to automate the creation of Goals for repetitious programs. Some programs require the exact same Goals, and the creation of these Goals must be replicated when creating the programs—which can m...
Working With Program Auto Service Placements
This section discusses Program Auto Service Placement. The Program Auto Service Placement feature automatically assigns designated Program Assigned Services to clients immediately upon their enrollment into the program. It does not require any additional steps from the staff member conducting the intake. To establish Program Auto Service Placement, go to the Launchpad > Manage > Programs, mouseover the Progr...
Working With Program Eligibility
This section discusses how to manage Program Eligibility. The Program Eligibility feature simplifies referrals by allowing Agency Managers to apply various eligibility requirements to different Programs. A client will not be able to be referred to a program for which he or she is ineligible from the Program Eligibility Determination Screen. To manage Program Eligibility, go to the Launchpad and then select Manage ...label_outline For Agency Managers label_outline For System Administrators
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How To Set Up Services
This tutorial covers how to set up services. There are 4 different types of services. Each requires slightly different configurations. Click here to learn how to configure a General Service. Click here to learn how to configure a Program Assigned Service. Click here to learn how to configure a Housing Service. Click here to learn how to configure a Outreach Contact Service. Below is a general summary of the main...label_outline For Agency Managers
Creating Outreach Contact Services
This section discusses how to configure an Outreach Contact Service. The same process applies to creating General Services and Program Assigned Services, with the only difference being different service item configuration. Creating Outreach Services The creation of Outreach Services is required for any program with Street Outreach as the Program Type. This page is designed specifically for Outreach Services, but ...label_outline For Agency Managers label_outline For System Administrators label_outline Animation
New Features: New Access Right to Delete Reservations on Availability Tab This section discusses how to manage the client Reservation System. Note: The client reservation system is designed only for residential services with an Attendance Delivery Type. Getting Started To begin managing the Reservation System, go to the Launcher icon in the top right, then select Manage. Once in the Manage area, click ...label_outline For Agency Managers label_outline Reservations label_outline Slots label_outline Sections label_outline Residential Services label_outline Housing
Creating Housing Services
This section discusses how to add Services that are affiliated with Housing Programs. The service configuration for these types of services differs slightly from configuration for other services, like Non-Residential Services Sections in the article include: Creating a Housing Service Creating a Housing Service Item Housing Options Funding Options Linking the Housing Service to a Program Enrollment Creating a Ho...label_outline For Agency Managers label_outline For System Administrators label_outline Animation label_outline Service label_outline Housing
This section discusses how to add General Services & Program Assigned Services. There are two steps to creating any type of service: Creating a Service Creating a Service Item An Employment Service is a special kind of Service which will be covered below. Creating a Service To create a Service, go to the Launcher in the top right of your screen and go to Manage and Services. Then select the Add New Service ...label_outline Services label_outline For Agency Managers label_outline For System Administrators label_outline Status label_outline Service Category label_outline Service Site label_outline Site label_outline Site Type label_outline Service Status label_outline Service Item label_outline Item label_outline Delivery Type label_outline Group label_outline Group Placement label_outline Service Availability label_outline Geocode label_outline Funding Options
Managing Services – Overview
This section provides an overview of the Services tab in the Manage Section, including how to begin to create and/or modify a Service. To create and/or edit a Service, go to the Launchpad and select Manage. Click the Services tab. The Services tab allows you to create and edit Services, including adding Service Items and Program Options. Working with General Services You have three basic options on the Services ...label_outline For Agency Managers label_outline For System Administrators