Clarity HMIS Agency Migration and Go Live Plan
| Task | Timeline | Details |
| Complete Agency Discovery | October 2023 - November 15th 2023 | Schedule and Attend. |
| Respond to Discovery Follow Up | November 2023 | As needed |
| Correct Data Quality Issues | November 2023 - January 31, 2023 | As needed, Data Quality Training 12/7/2023 (See Link to Materials:) |
| Archive Data | December 2023- February 15, 2024 | Pull reports from Bell Data with historical data before June 2016 for agency records and any other Bell data formatting reports. |
| Validate Clarity Data Migration | February 5, 2024 9:30 am - 12pm ON SITE VISIT with ICA and HMIS Project Team! | Attend migration validation training and follow instructions for validation. A sign off sheet and instructions will be provided at training, please ensure your agency has a representative at the training! |
| Finalize Data Clean Up | February 2, 2024 - February 15, 2024 | Make final corrections to Bell Data HMIS records for the final HUD CSV Export. All users will be made read only in Bell Data on 2/16/2024 and no additional data or corrections will be possible. View the Data Migration Office Hours here: https://slocounty.helpscoutdocs.com/article/21-hmis-migration-cleaning-office-hours-12-7-2023 |
| Train End Users | February 16, 2024- March 4, 2024 | All existing users will be provided a login to the HMIS Training Site (TalentLMS), complete required training modules to obtain training certifications and sign a new end user agreement when they first login to the Clarity Live Site. New Users can begin training in Talent LMS in mid-February; Agency Administrators must follow the new process to request a login for new users following this process: https://slocounty.helpscoutdocs.com/article/18-how-to-join-hmis-talentlms-training |
| Downtime! STOP DATA ENTRY IN BELL DATA. | February 16, 2024 12:01am- March 4, 2024 | Prepare paper forms for intakes during downtime for the final migration. Include new privacy policy! https://help.bitfocus.com/2024-hmis-sample-forms Schedule blocks of data entry time in March to back date/ enter client data from downtime. |
| Go Live | March 4, 2024 | Login to begin data entry in Clarity (users who have completed new Clarity HMIS training only!) Utilize new HMIS ROI and Privacy Policy on all new intakes! |
| Post Go Live Production Support | March 2024 - April 2024 | Report any data issues immediately! |