Welcome to the Cambridge HMIS Transitional FAQ Page. We are excited to be working with BitFocus, Inc. as our new HMIS vendor. They are the developers and host of Clarity Human Services’ HMIS software platform. Here are some key points related to our transition. If you have a question that isn’t answered here, please let us know so we can answer it and add it to this page.
Q: What is Clarity?
A: Clarity Human Services is a client management software that specializes in Homeless Management Information Systems (HMIS) as a platform. This vendor choice was made through a competitive process to replace our current system, ETO Software.
Q: When will the Cambridge HMIS in ETO go offline?
A: Cambridge HMIS in ETO will officially go offline for data entry on March 1st, 2016. February 29th is the last day to perform any data entry in the ETO HMIS system. You will still be able to view records, but you will not be able to enter any more data.
Q: When will the new HMIS in Clarity be online?
A: The Cambridge HMIS in Clarity is estimated to go online on March 31, 2016. (Note: this date was updated due to migration issues causing a delay in our live site).
No data entered into HMIS through cambridgehmis.etosoftware.com after February 29th will move over to the new Clarity system. Users will have access to the ETO system in read-only mode until our go-live date on March 31st.
Q: How can I prepare for my program/agency’s data migration?
A: The most important thing you can do in the next week in preparation is to identify any duplicates in your agency’s HMIS site and merge them. If you don’t know how to do this, please ask your Site Administrator or contact Marianne Colangelo. If you can identify duplicates, we can merge them for you. Beyond that, make sure your active or most recently served clients have records with accurate information.
Q: How should I prepare for the time during the migration period when we are offline?
A: During the period of March 1st through March 15th, 2016, you will not have HMIS access to complete data entry. You should work with your Site Administrator to have a plan in place to use paper intake forms. Forms for client Entry, Update and Exit Assessment of HUD data can be found here, in the Data Collection Forms section.
Q: What data will be migrated?
A: Data elements that comprise the 2015 HUD HMIS Data Standards will be migrated. This means any data points that get included in a HMIS data pull done through ETO using the 4.1 CSV format version. These include Name, DOB, SSN, Race, Ethnicity and Veteran Status, as well as information collected in HUD Assessments (Housing status, Disability info, Income, Non-Cash Benefits, and Health Insurance). If you’d like to take a closer look, please refer to the HMIS Data Standards Manual.
Q: What about other types of data collected in ETO?
A: Stored documents, photos, case notes, or anything “custom” that is not part of the 2015 HMIS data standards will not be migrated in this initial phase. During the second phase ESG RRH and Prevention information, including funds dispersed, will migrate. Other data can be reviewed at a later stage to determine if it is able to be migrated.
Q: What is the range of time/history of the data that will migrate?
A: We will migrate data from any client records who were active on or after October 1, 2012. This means that if a client had an active record on October 1, 2012, Clarity will migrate all of their HUD assessment data associated with that enrollment and forward in time. If they had earlier program enrollments, we’ll see those come over, but no HUD assessment data associated with those earlier enrollments. A client whose enrollment began in 2007 and is still active would bring over all assessment data related to that enrollment.
Q: How should I handle reporting requirements during the transition?
A: If you have any upcoming APRs due in the next couple of months you should contact your Grants Manager in Planning and Development. Some APRs that are due in the next few months have an extension on their due date. If you submit data for the PIT and HIC that is in CHMIS, we will contact you in the next week to confirm that your numbers are accurate. When we do go live in the Clarity system, we anticipate that there will be additional time post-migration before we can begin using the system for reporting.
Q: What web browsers will work with Clarity HMIS?
A: You can use any of the available browsers: Google Chrome, Firefox, Safari or Internet Explorer.
Q: How will I report a support issue?
A: Getting help for support issues will follow the same protocol as in the past: if you are a front end user, you will still contact your Site Administrator, and if you can’t do that or you still need help you should contact Marianne Colangelo. Please do this through the support request form located here.
Training
Everyone who uses CHMIS should have attended a mandatory training session on March 2nd or 3rd, or watched the recorded version. In addition, all users will need to view a recorded training on Privacy and Security before gaining access to our HMIS in Clarity.
In person training sessions for users are taking place throughout March, grouped by agencies. Training will consist of hands-on practice while logged into a training site, followed by navigating and working in your agency’s actual live site when it is ready. If you or someone on your staff still needs training, please contact Marianne Colangelo.
Informed Consent Documents
Informed Client Consent Info Sheet
Client Consent form for Signature
Privacy and Security Training
User Manual and Help Portal
The End User Online Help Portal is geared towards the front end user. It provides detailed step-by-step instructions for common tasks related to HMIS data entry.
Forms for Client Data Collection
These forms should be used during the paper collection phase of the transition and are applicable for both CoC and ESG funded projects.