To configure HMIS data elements, complete the following steps from the AWARDS Home screen:

1. Click Administration from the left-hand menu, and then click System Setup.  The System Setup fly-out menu is displayed.
2. Click Agency Program Information, and then click Configure Data Elements.  The Configure Data Elements index page is displayed.

By default the index displays data element configurations for every funding source and HMIS project type in the agency.  If custom configurations have been added, they are also included here.

IMPORTANT! If a program has not yet been assigned a funding source or HMIS project type within the System Setup > Agency Program Information > Add/Edit Entire Program feature, no HMIS data elements will be displayed on forms within that program (including admission and discharge forms and client face sheets).

  TIP: When working on the index page, inventory records are easily accessible using the following tools and navigation features: 

"Show Records" display options - By default the index displays all data element configurations of any type.  To limit the display to the records for a specific type, click the corresponding radio button under "Show Records" in the left-hand menu.

Sorting options - By default the index is sorted alphabetically by Type.  To adjust the sorting click a column header in the table to sort by that data.  Clicking a column heading a second time reverses the sort order.

Navigation options - 10 records are displayed on the page by default.  To access records on subsequent pages of the index (when applicable), click the arrows in the bottom-right corner of the table.  To display 25 or 50 records at a time, click the Show drop-down to the left of the record count, also in the bottom-right corner, and make a selection.

Selection options - A check box is available to the left of each record for selection purposes.  In some cases multiple records can be selected at once to complete a mass  action (for example, deletion).  Once you select records, a count of the total number of selections is displayed in the action bar. Selections are maintained while moving from one page of the index to the next; meaning, you can select records on the first page (showing records 1-10 by default) and move to the next page (displaying records 11-20) without losing the selections made on the first page. Links for Show all selected records and Uncheck All are available beneath the index table for easy navigation.

Search and filtering options - A Search field is available on the action bar along with a corresponding Filter by drop-down list.  To search the contents of the index (including those records not currently displayed on the page), enter a value in the Search field.  The index is automatically updated as you type.  To further narrow your search, use the Filter by selection to indicate whether the search should look at data in "All Columns" (the default) or a specific column.

3. At this time, complete one or more of the following data entry tasks as needed:

   Add a new configuration - To do so, click the Add New icon from the action bar above the records table. The data entry page is displayed.  Continue with step 4.

  NOTE: Records can only be added for the "Project" type.  "HMIS Project Type" and "Funding Source" records have been generated automatically based on configuration done under System Setup > Agency Program Information > Add/Edit Entire Program and additional records of those types cannot be created.

   Make changes to an existing configuration - To do so, click the record to be updated, or click the checkbox to the left of that record and then click the Edit icon from the action bar above the records table.  The data entry page is displayed.  Make changes to the information on this page as needed, and then click Save.  The record is saved, and a confirmation page is displayed.  (The remaining steps do not apply; however, they provide detailed information on each field/option available on the data entry page and so may be a useful reference during the editing process.)

   View or print an existing configuration record - To do so, click the checkbox to the left of the record to be viewed/printed, and then click the View icon from the action bar above the records table.  A read-only version of the record is displayed and can be printed as needed using your browser's print option.  (The remaining steps do not apply.)

   Delete an existing configuration record - To do so, click the checkbox(es) to the left of the record(s) to be deleted, and then click the Delete icon from the action bar above the records table.  A confirmation message is displayed.  Click OK to proceed with the deletion.  The selected record(s) are deleted and the updated index is displayed.  (The remaining steps do not apply.)

  NOTE: Only records of the "Project" type are deleted entirely.  "HMIS Project Type" and/or "Funding Source" records selected for deletion are instead reset to the default data element values and remain on the records index.

   Return to the Configure Data Elements index - To do so, click the To Index icon from the action bar while working in a configuration record to return to the index page.  You can also return to the index page at any time by clicking Configure Data Elements from the breadcrumbs trail below the AWARDS navigation bar.  (The remaining steps do not apply.)

4. Click the Type drop-down arrow and select "Project."

  NOTE: Records can only be added for the "Project" type.  "HMIS Project Type" and "Funding Source" records have been created automatically based on configuration done under System Setup > Agency Program Information > Add/Edit Entire Program and additional records of those types cannot be added.

5. Click the Applies to drop-down arrow and select the project to which the configuration settings will apply. 

  NOTE: The selection list contains only those projects that are set to use the HMIS data elements - AND - for which there is not already an existing data elements configuration record.

The data entry page is automatically refreshed to display three expandable/collapsible sections comprised of the data elements related to "Admission" (available on project admission forms), "Annual Update" (available within the HMIS Info portion of client face sheets), and "Discharge" (available on project discharge forms).

6. Click a section's gray box to expand it for data entry.  Within it are listed those data elements available to be hidden, shown, and required, each of which is grouped into a category of like items; for example "HMIS Universal Data Elements," "HMIS Program Specific Data Elements," and a variety of others.

  TIP: When making your configuration settings on this page, please keep in mind the following rules regarding conflicts:

Configurations saved at the "Project" level override those set at the "HMIS Project Type" and "Funding Source" levels.

Within the "HMIS Project Type" and "Funding Source" levels, "Require" overrides "Show," and "Show" overrides "Hide."

7. For each of the data elements listed in this section of the data entry page, configure the following fields/options as needed:

  Display Option - Click this drop-down arrow and select "Hide," "Show," or "Require."

  NOTE: The hide/show/require configuration settings for HMIS Universal Data Elements are not editable because the corresponding data must be collected; however, default values can be specified at the "HMIS Project Type" or "Project" levels.

  TIP: A selection cannot be made here if the Inherit toggle for this data element is set to "Yes."

  Default Value - Not available for all data elements.  When available, use this toggle to indicate whether a default value should populate for the data element if appropriate.  When set to "Yes," specify that default using the field that is then displayed to the right of the toggle.

  Include Household Members - Not available for all data elements.  When available, use this toggle to indicate whether the data element should also be asked of all household members (regardless of age) in the selected project or project grouping.  By default this option is set to "No," meaning the data element is only asked for of Heads of Household.

  Inherit - If this toggle is set to "Yes," the system will refer to the default configuration for the HMIS project type and funding source(s) assigned to the project, based on the HMIS Data Standards for those types and sources.  To edit the default configuration for an element that has inherited rules, set this toggle to "No," and make a selection using the options detailed above to override what is set at the other levels.

8. Repeat steps 6 and 7 until all three of the data entry sections (Admission, Annual Update, and Discharge) have been configured as needed.
9. Click Save.  The record is saved and a read-only confirmation page is displayed.

The process of configuring data elements is now complete.

  https://demodb.footholdtechnology.com/help/?11859