ClientTrack's HMIS Data Dictionary
Written by Jesús DeLeón-Serratos
Updated at February 14th, 2025
Table of Contents
Overview
This article is designed to help ClientTrack end-users understand the relationship between the HMIS Data Dictionary and the data structure within ClientTrack. By connecting these two elements, users will gain a clearer understanding of how data is organized and utilized in the system.
Inside the Data Dictionary
Using the latest version of the Data Dictionary, our team created a document to provide you with a comprehensive overview. (As shown in the picture above), it lists all the data elements as they appear, allowing you to select any desired element for further analysis. Within this spreadsheet, you'll find an index at the beginning, followed by forty-four tabs containing fifty-one tables from ClientTrack's database structure.
Exploring the Elements
When you click on an element, you'll be directed to a specific tab. This tab will reveal which table contains the chosen data element, providing you with detailed insight into the structure of your data.
Designed as a companion piece to the HMIS Data Dictionary, this document will be updated as relevant changes occur in the dictionary. In the illustration below, you can see a comparison between the two documents, offering you a better understanding of how they interrelate.
The Columns
Column Name |
Data Type |
HUD ID |
ClientTrack's element name |
The kind of data stored in the field |
Number assigned by HUD to the field and its dependencies. |
HUD Element Name |
Drop Down List |
Additional Information |
The element's name as it appears in the HUD Data Dictionary |
The number of the combobox list used to populate additional responses |
Any extra details that may help explain the element. |
Here's what you will find in each tab:
- Index: A link that takes you back to the index.
- Table Name: Identifies the name of the table where the data element can be found.
- Primary Key: The unique identifier within the table, highlighted in red.
- Metadata Elements: Elements that capture data about the data, as defined by HUD, highlighted in bold purple.
Special Considerations
The link below leads to an Excel document. When you click it, you'll be prompted to download the file.
Please note that some rows within the document are intentionally hidden. This document, as explained above, is designed to bridge the gap between the HUD Data Dictionary and ClientTrack. To assist with identification, any row containing a HUD Data Element is color-coded in a manner consistent with how HUD colors them in their documentation. The hidden rows are included but are not relevant to this document's primary purpose. They are hidden to (1) avoid overwhelming the user, (2) exclude deprecated elements, and (3) prevent confusion.
Download the file
Click here to access the ClientTrack HMIS Data Dictionary.
