Duplicate Enrollments and Project Merges

Attention to users who entered dual enrollments in our old system, this one is for you!

Duplicate enrollments that were migrated from our old system into merged projects are now combined into a single enrollment. This means that users will now see only one (1) enrollment that appends, or includes, a client's answers to funder-specific questions all within that single enrollment.

The duplicate enrollment itself has been deleted, but answers to questions were preserved in the remaining enrollment.

Why did we make this change?

In our old system, if an agency's project was funded by more than one funding program, one client's enrollment was represented in the data as "dual enrollments" in two separate projects. This meant users completed two or more enrollments, answering identical questions and program-specific questions.

In our transition to ClientTrack, we merged such projects into a single project. Now, once you select the funding that covers that client's enrollment, the right questions appear at the right time.

From August 2024 until recently, previous enrollments were appended to the new project, but there were two or more enrollments hanging out in the client record.

This final step merges the enrollments so that the data accurately represents the client experience and capacity of the project. All previous assessment data was preserved in the remaining enrollment.

How will this impact me?

For those previous enrollments that were still duplicated in a merged project, users will now see only one (1) enrollment. Additionally, users will also see more questions with answers attached to the remaining enrollment. Since assessments for different projects collected potentially different information, we did not delete any of the assessments even if they are exact copies of each other.

How do I know if my projects and enrollment where merged?

You view a list of your agencies projects in the ClientTrack Project Airtable Base.  If there are multiple Provider IDs in the "Old Provider ID(s) from Community Services" field, that means the providers from Community Services have been combined into a single ClientTrack project.

Note: ICA is working with Eccovia for another round of merging projects and enrollments for any remaining overlapping projects in the near future. We will communicate when that will take place through our Release Notes.

For guidance on enrolling clients in a multi-grant project, please refer to Program Enrollment: Choosing the Right Project Knowledge Base article

If you have questions regarding merge projects or enrollments, please reach out to the Help Desk (mnhmis@icalliances.org).