In this phase, your Bitfocus onboarding team will work closely with you as you learn how to use the software, configure your system, and work through the data migration process. The end is in sight!
Your Bitfocus onboarding team will guide you through our onboarding process, which we’ve successfully used with communities across the country. The onboarding process typically takes six months, although various factors can impact that timeline. Your onboarding team will explore your timeline with you and help you understand the decisions you’ll need to make.
Actions
- Identify system administration team who will need to complete the training
- Complete general Clarity training, system administrator training, agency manager training, and coordinated entry training
The first part of onboarding consists of training. You and other relevant staff will watch on-demand training content covering:
- General features of Clarity Human Services
- How to administer Clarity
- How to manage agencies within Clarity
- Coordinated entry in Clarity
Although this training content provides comprehensive information, many of the topics included will be visited in greater depth during your onboarding process.
Actions
- Determine decision-making process for configuration decisions. It may be helpful to re-review the decision log
- Identify improvements you’d like to make in the transition to Clarity. This may include implementing standardized naming conventions, moving or merging programs, or changing program structures
- Review your current data collection and determine what elements are important to retain. All items you choose to migrate will need to be configured
Once you’ve completed training, you’ll begin configuring your new Clarity system. Your onboarding team will guide you through the configuration process and provide tools to assist you in the process, including our robust Help Center.
Configuration typically takes most communities about six weeks. Among other things, you’ll configure:
- Agencies and programs
- Services
- Privacy and security settings
- Access roles
- Assessments
- Referral settings
Resources
Actions
- Determine key decision makers for data transformation decisions
- Determine if any agencies or projects should be moved or merged. Data migration provides an opportunity to conduct moves and merges at no additional cost
Migrating data from your legacy system into Clarity Human Services is the most time-consuming part of the onboarding process. Your onboarding team will help you understand what can and can’t be migrated, any issues with your legacy data, and options for fixing those issues. Our automated data review process looks for more than 400 issues with your data, most of which we can automatically fix. Here are the steps you can expect during the data migration process, the first part of which will focus exclusively on HUD data:
- Initial data file review
- Data analysis report
- Initial data fixes
- System mapping
- Initial import
- Review and validation
HUD data migration typically takes 2-3 months.
Phase 5 Resources
Head to Phase 6: Go Live with Clarity & Beyond
You're almost to the finish line! In Phase 6 you'll go live with Clarity Human Services and start planning for next steps.
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