NH HMIS Software Transition


Snapshot of Migration Work:

  • Users Trained: 375
  • HUD CSV: 2
    • Each CSV included 14 files for a total of 28 files
  • Custom Files Migrated: 10
  • Reports Created: 45
    • Includes: System Admin reports, Funder Reports, Coordinated Entry, NOFO, Grant Applications, and Governor requests
  • HelpDesk Interactions: 4,306

System Admins have also updated guides and held trainings for multiple different program types, funding sources and reporting.

Examples of these are:

  • Basic Data Entry
  • ESG
  • CoC
  • PATH
  • RHY
  • Coordinated Entry
  • State Funded Programs

April 2022

ICA announced NH HMIS Clarity system LIVE and running!
We had originally set the Go Live date as May 1, 2022, however with the hard work and diligence of ICA staff and the Bitfocus team, we were able to get the system ready before the anticipated date!

March 2022

DATA
Historical data from the software switch:
  • All the HUD UDE’s that are listed in the HUD Data Standards Manual (except 4.19 and 4.20), including:
    • Program Enrollments 
    • Program Updates 
    • Program Exits 
    • Income, Non Cash Benefits, Disabilities and Health Insurance
    • Chronic Determination Data Fields
    • Demographics
  • Funding Types: ESG, ESG CV, CoC, RHY, SSVF, PATH, HOPWA, Coordinated Entry 
  • Program Types: ES, TH, SH, RRH, PSH, OPH, SSO, SO, Prevention
  • HUD required Services
    • RHY
    • SSVF
    • PATH
    • Shelter Stays for Night by Night shelters
Custom data included:
  • NH State Grant in Aide (SGIA) Data Fields
  • Custom Services that are not required by HUD and Federal Partner funding
  • Manchester ESG /ESG CV Performance Report services
  • Services that are specific to an agency and not federal funding
  • File Attachments
  • Notes

REPORTS

If you would like a document with the above information, CLICK HERE

February 2022

TIMELINE
Task Start Date End Date
System Configuration and Set Up 12/20/2021 02/18/2022
Data Transformation - Test Site 02/21/2022 02/28/2022
Test Migration 03/01/2022 03/15/2022
Review of Test Migration 03/15/2022 03/31/2022
Last day to enter data into ServicePoint 03/31/2022 03/31/2022
Final HUD CSV File pulled 04/01/2022 04/01/2022
Data Transformation - Live Site 04/04/2022 04/20/2022
Live Migration
Data Entry Blackout Period
04/01/2022 04/30/2022
New User Trainings 04/01/2022 04/30/2022
Go Live! 05/01/2022 05/01/2022

January 2022

  • Staff worked on templates and visibility.
  • Weekly meetings with Bitfocus team to go over questions and progress. 
  • System configured by end of February, so test migrations can start in March. 
  • Start creating some training resources in March/April

December 2021

  • Staff started creating custom fields (data elements) and screens. 
  • Worked with the Bitfocus team to make sure fields and screens are set up correctly. There are multiple different configurations that can happen with these, so staff need to find the best for the NH site, which means creating one field or screens with different configurations and testing each out. This takes a time to do an staff want to ensure that the system is set up the best it can be.
  • New User Training in ServicePoint was suspended so the ICA staff is able to work on the following, though this is not a complete list:
    • System Performance Measures reporting
    • Longitudinal System Analysis reporting
    • Set up of the Bitfocus Clarity database and start migration timeline
    • Point in Time
    • Housing Inventory Chart

November 2021

  • ICA staff analyzed custom data elements, custom picklists and reports to see what we need to re-create in the new database. 
  • Start creating fields (data elements), screens and templates. These will be what users see when they enter data for a client.

October 2021

  • ICA meet with the Bitfocus team weekly.
  • Started System set up and worked on learning the lingo for all the features so users were able to enter data.
  • Analyzed custom data elements, custom picklists and reports to re-create in the new database.

September 2021

  • BIG NEWS! ICA and Bitfocus Clarity have signed a contract!
  • Started working with Bitfocus to begin the System set up and learn more about how the database functions.

August 2021

  • Both VT CoCs approved the to have a joint HMIS with New Hampshire!

July 2021

  • All 3 NH CoCs approved a joint HMIS with Vermont

April 2021

  • All 3 NH CoCs voted to switch their HMIS from WellSky Community Services (ServicePoint) to Bitfocus Clarity!

Where is started in  2020...

At the end of the summer of 2020, the New Hampshire CoCs voted to do a HMIS software review, on the NH HMIS Advisory Committee's recommendation.

In the fall of 2020, the NH HMIS Advisory Committee and ICA, proceed to create and send out the Request for Proposal (RFP) to 5 of the top HMIS vendors:

  • Bitfocus Clarity
  • Caseworthy
  • ClientTrack
  • Foothold AWARDS
  • WellSky Community Services (ServicePoint)

The RFP included the following:

RPF Sections
Scope of Services - Hosting and Maintenance End User Training Site
Technical Support Demonstration Site for RFP,  as well as for System Updates and Changes
System Security and Privacy Outages in Past Year
End User Security and Privacy Planned System Updates
System Administration Data Integration, Exchange and Access
Data Collection Comparable Database
Data Quality Tools Data Migration
Usability and Other Features Summary of Cost
API, ODBC or Direct Database Connection Additional Features

After each vendor submitted their RFP, demos with each vendor were scheduled; a demo for User Experience and a demo for Reporting.


All together the members and ICA staff participated in 10 demos from January 2021-Febrauary 2021 taken about 25 hours for each committee member and ICA staff. Each committee member filled out a rubric for each demo.

These scores were used along side the RFP information to inform the committee members as to which software might be the best for their community. 

In the spring of 2021, the New Hampshire CoCs voted to switch HMIS software to Bitfocus Clarity, on the NH HMIS Advisory Committee's recommendation.


Bitfocus Clarity was chosen due to the following:

  • Is consistently the top choice for CoCs conducting RFPs across the country
  • Leader in technology innovation
  • Built to be a HMIS
  • Has picked up market share due to other vendors loss
  • Positive customer reviews
  • Ability to negotiate cost and other aspects of the contract

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