Projects - greenriver/hmis-warehouse GitHub Wiki

Summary

The purpose of this document is to provide instruction on managing Projects in HMIS. This includes a basic overview and details on adding, editing, closing, and deleting Projects.

Projects Overview

Projects are accessed by clicking on the Projects tab in the top menu.

1. Project Table

The Project Table includes the name of the Organization, Project Name, Project Type and Operating Period. Projects are displayed alphabetically and can be searched and filtered as needed. Project details are accessed by clicking on the Project Name.

  • Search - Projects can be searched by Project Name or ID.
  • Filters - Projects can be filtered by Funder, Organization, Project Type, and Status.

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Example of Project Table

2. Project Menu

The Project Menu displays the Project Name, Project Type, Organization, Project ID and Organization. The Menu is also used to access other Project details such as an Overview, Enrollments, Services, and Configuration.

The Menu can be collapsed by clicking the Close at the top. The Menu can be opened by clicking Menu at the top.

3. Overview

The Project Overview is divided into three sections Project Name, Operating Period, and Project Details. These sections can be edited by clicking on the Edit Project Details button.

  • Project Name
    • Project Name (2.02) - This field is required for project creation.
    • Description - An open field used to describe the organization.
    • Contact Information - An open field used to include any pertinent contact information, such as contact name, address, or phone number. Confirm with your CoC if specific contact information is required for your HMIS.
  • Operating Period
    • Start Date (2.02)
    • End Date (2.02) - An End Date should not be added while the project is still in operation. See the Closing Enrollment section for additional guidance.
  • Project Details
    • Project Type (2.02) - The display of available services are dependent upon the Project Type selection. Ex. Selecting a Project Type of Emergency Shelter displays Bed Night as an available service.
    • Housing Type (2.02)
    • Target Population (2.02)
    • HOPWA Assisted Living Facility (2.02) - Select Yes or No only if the project is HOPWA-funded.
    • Continuum Project (2.02)

4. Enrollments

The Enrollments page displays a table of clients with enrollments in the project. Enrollments can be added directly from this page or through the client’s profile. The table includes:

  • HoH - Visible if the client is the designated HoH.
  • Clients - First Name, Last Name and age of the client. Use the link on the client name to access their enrollment.
  • Relationship to Head of Household (3.15)
  • Status - The status of the enrollment.
    • Open - The client has an open enrollment and the Intake Assessment is marked Complete.
    • Incomplete - The client has an open enrollment and the Intake Assessment is marked Incomplete.
    • Exited - The client has a closed enrollment and the Exit Assessment is marked complete.
  • Enrollment Period - The Start Date and End Date. If the client is still enrolled the period will be marked as Ongoing and there will be no end date.
  • Household ID (5.09) - Next to the ID, the number of persons in household is in brackets.

Enrollments can be viewed by Households or Individual clients and searched by Name, Date of Birth, Social Security Number, or Personal ID.

Enrollments can be filtered by:

  • Head of Household (HoH) Age Range
  • Open On Date - The date an enrollment is considered open, meaning there is a start date but no exit date.
  • Status

Enrollments can be sorted by:

  • Most Recent - The most recent start date.

**5. Services **

The Services page displays a table of clients with services in the project. Enrollments can be added directly from this page or through the client’s profile. The table includes:

  • Client - First and Last Name. Use the link on the client name to access their enrollment.
  • Date Provided
  • Service Type
  • Service Details - Details vary depending on the Service Type.
  • Enrollment Period - The Start Date and End Date. If the client is still enrolled the period will be marked as Active and there will be no end date.

Enrollments can be filtered by:

  • Date Provided
  • Service Category
  • Service Type

6. Configuration

  • Units
  • Inventory
  • Funders
    • Selection of funder determines which services are available to select
  • CoCs
    • Must have a coc before creating an enrollment

Adding a Project

  1. Navigate to the Organization page where the Project operates.

  2. Click +Add Project in the Project Section of the Organization page.

  1. Complete the Project Details form and click Create Project. The Project Name, Start Date, Project Type and Continuum project must be completed before creating the project.

  2. Upon completion the new Project will be assigned a Project ID and will have its own project page in HMIS.

Closing a Project

Close any open enrollments. If clients are being transferred to another project, follow HUD’s guidance for transferring clients.

Deleting a Project

Users must be assigned the correct permissions in order to access the delete option on projects. Keep in mind that deleting projects also removes all associated project details and enrollments tied to that project. Once a project is deleted, the action cannot be undone.

  1. Navigate to the Project page and click Edit Project Details.
  1. Click Delete Project.
  1. Confirm the deletion of the project by clicking Yes, delete Project.
  1. The Project is now deleted from HMIS.