Agency Management

Creating and managing programs, services, funding, assessments, and agency sites.

Attendance and Reservations

  • Housing Services: Reservation Options

    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 the Services tab.     Select Add new Service to configure the Reservation System of a new service, or select the edit icon  next to an existing service...

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  • Creating Housing 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 Housing Service To create a Housing Service, go to the Launchpad  and select Manage.  Next, go to the Services tab and click the Add New Service link located in the top right corner of the center screen.  This will take you to t...

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Agencies

  • 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 Agencies.  In con...

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  • 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...

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Services

  • Introduction to Services

      Overview Services provide a way to record the assistance clients receive, from one-time events like utility assistance, to daily services like meals and shelter. Services can be provided at the client and household-level or to groups of clients. Services are created in a hierarchical fashion. An initial Service is created and then a Service Item or group of Items are created for the Service, allowing Service Ite...

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  • Creating and Editing Service Items

      Once a Service has been created, at least one Service Item must be associated with it for the Service to be operational. Multiple Service Items can be associated with a single Service. To create a Service Item, click Add Item within the Service Items section of the Service (figure 1).    figure 1   In the Services: Item Detail section (figure 2), complete the associated Service Item fields.   figure 2   Item T...

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  • Service Item Options: Geolocation

      Overview The Enable Geolocation feature within service items allows users to record geographic location information in a service item in a client record. That information is then displayed in an interactive map within the service item. Geolocation can be enabled for any service category, site, site type, or status.  Service items with Enable Geolocation toggled on will display an Add Location button when the ser...

  • Creating Outreach Contact Services

    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 information about generally Creating Services can also be referenced ...

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  • Service Item Options: Time Tracking

      Time tracking allows users to associate a time duration with a service Iiem. Time tracking options are only available if the Service Category is "Case Management". Toggling on Enable Time Tracking will display additional configuration options (figure 1). A default duration can be set with Default Time Tracking. Designate whether the Time Tracking Type should be recorded on the group or individual level.  If the...

  • Service Item Options: Funding

      Funding Options allows financial information to be associated with a Service Item.  By default, Automatically Charge will be set to "Do Not Charge". To configure funding options, select either "No Funding Source" or one of the available Funding Sources from the drop-down menu (Funding Sources are created and maintained in the Funding section of Agency Management) (figure 1).    figure 1   Additional configurati...

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Funding

  • Funding Tab Overview

    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 Funding This section lists any funds provided directly to your agency, as the primary grant...

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  • Creating & Editing 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 learn more about  Modifying Sub Granted Funding Sources. To create a Pr...

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  • 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. Getting Started To modify Sub-Granted Funding Sources, go to Launch...

Programs

  • Custom Program Setup Screen Configuration

      In the same way communities may wish to collect custom information about the populations they serve using custom screens and fields, they may also wish to customize the type of information being collected about programs. There are 3 components to setting up programs for custom data collection: Program Setup fields Program Setup screens Program templates   Note: specific data about programs (the Project...

  • Program Configuration: Sites

      One or more Sites can be associated with a Program. At a minimum, one Site must be associated with a Program. When a Program is first created, this will be the default Site. To change the Site, or add an additional one, click Add Site (figure 1) from the Modify Program section.   figure 1   Choose the Site you would like to link to the Program and click Add (figure 2). The list of available Sites will be popula...

  • Programs Tab Overview

      To access the Programs tab for an Agency, navigate to the Launchpad and click Manage > Programs (figure 1) (ensure that you are in the correct Agency for the Programs you would like to manage).  figure 1   From the Programs tab, you can view basic Program information, edit and delete existing Programs (figure 2), and add new Programs (for more information on creating new Programs, see How to Set Up a Program: D...

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  • Moving Program Enrollments

    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 following: Agencies must be within the same CoC Same Program Template Checking the Program Templates...

  • How To Set Up A Program: Detailed Instructions

    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 m...

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  • Program Assigned Services

    Program Assigned Services can also be created by the System Administrator through the Automated Provisioning feature in Setup > Templates > Program Templates. Here you can establish default Program Assigned Services for programs that use the same services. Click Automated Provisioning for more information. Setting Up Program Assigned Services Once you have created the Service, return to the Services main screen by...

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Assessments

  • Assessments Tab Overview

    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 create Assessments, please refer to How To Set Up General Assessmen...

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  • How To Set Up General Assessments

    This tutorial includes three steps to set up a General Assessment Create the Assessment Screen Create the Assessment Measures Make the Assessment Screens Available for the End User Create the Assessment Screen The System Administrator has full capability to manage all aspects of Assessments. The process begins with the creation of an Assessment screen using the Screen Editor. To begin, click on the Launchpad ico...

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Sites

  • Sites Tab Overview

      Summary Distinct records of location and contact information can be created within an Agency. These records are called Sites. Sites created within the Agency are then linked to Programs. Sites contain the fields in HUD HMIS Data Element 2.03 Continuum of Care and are used in Federal reporting.    Managing Sites To access the Sites tab for an Agency, navigate to the Launchpad and click Manage > Sites (figure 1) (...

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Staff

  • Additional Agency Access

      Staff members can be granted the ability to view and edit data for multiple agencies in the Additional Agency Access section of the staff profile.   Note: Staff members with a System Administrator Access Role have access to all agencies by default.    To grant a staff member access to an additional agency, click “Add Agency” (figure 1).   figure 1   In the Add User Agency pop-up (figure 2), choose the ag...

  • Managing Staff Information – Overview

    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 Search capabilities. To use them, click Show next to Advanced Search Options. ...

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  • Staff Member Information

    This section discusses how to edit an existing staff member's information and add a new staff member to Clarity Human Services. Editing Staff Member Information Go to Launchpad > Manage > Staff. To begin editing an existing staff member’s information, you must first search for the staff member using the Search feature.     Notice that you can narrow your search by selecting the Show Advanced Search Options. For d...

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Sharing Settings

  • Introduction to Sharing Client Data

      There is a range of client data sharing that can happen in Clarity Human Services - from sharing all client data across all Agencies to keeping data private within a Program. It’s imperative for System Administrators to understand these settings and their implications to ensure compliance with data sharing and security policies. In this series of articles, we’ll look at how client data sharing is configured at t...

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  • Sharing the Client Record

      The minimum level of client data sharing that can occur in Clarity Human Services is the sharing of the client record, which includes the Client Profile. How this is shared is controlled by the Clients Created settings. There are three options for sharing Clients Created (figure 1): Not Shared Sharing Groups Controlled  System Shared   figure 1   The selection made for the Default Clients Created sharing se...

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  • Making the Client Record Private

      Sometimes an individual client or household will request their data not be shared outside the Agency they are being served by. When an Agency is configured in Clarity Human Services to share Client data with other Agencies, this situation can easily be addressed by making the client’s record Private.  To make a Client record private, navigate to the Client Privacy shield icon that is available in the upper right...

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  • Working with Sharing Groups

      Sharing Groups allow Agencies to share specific types of client data with another Agency or groups of Agencies in specific, customizable ways. System Administrators can allow Agencies to share data uniformly with all other Agencies by exclusively using the Default Group, or set up more complex networks of sharing, by using additional Sharing Groups. We’ll look at both options and discuss best practices around th...

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  • Agency Exceptions

        The way an Agency shares client data with other Agencies in Clarity Human Services is defined by that Agency’s Default and Sharing Group settings. As discussed in Sharing Groups, an Agency can share with all other Agencies in a uniform manner, or share with groups of Agencies in different ways, by adding Sharing Groups.  Sometimes an Agency will share data with a group of Agencies in a Sharing Group, but will ...

  • Sharing Departments

    Agencies with multiple programs and/or services can use Departmental Sharing to secure each program and/or service independently. (For information on sharing between agencies, please see Introduction to Sharing Client Data.) Departmental Sharing enables the System Administrator to regulate viewable records such as program/service history, case notes, and client files. If an end user within the same agency is not g...

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