Report Purpose & Summary
The Housing Inventory Count is designed to report on housing stock available in a community that is dedicated for homeless persons. The report also offers a point-in-time look at utilization.
Running the Report
Report Location
Due to the nature of this report and the information available in the drill downs, it is included in the Administrator section of the Report Library.
The report works for both methods of managing bed inventory in Clarity Human Services -- at the program level and through the Inventory module.
Who Can Run the Report
System administrators and users with additional access can run the report across multiple agencies.
Parameters
The following parameters are required to run the HIC.
| CoC | Choose which CoC to report on. |
| Agency Status |
|
| Agency Filter Category |
There are four levels of CoC filtering available. Only one option may be selected:
|
| Agency(ies) |
Choose which agency(ies) to include: All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.) |
| Project Type(s) |
Choose which project type(s) to include: All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.) |
| Program Status |
Recommend selecting "All Programs" so projects that may have closed during the reporting year are included. |
| Program(s) |
Choose which program(s) to include: All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.) |
| Client Location Filter |
Selecting this option will only include households where the HoH has the selected CoC as the Client Location Note: For the household to be counted as occupying a bed, the Head of Household's latest Client Location must match a Bed Inventory CoC Code for the project if Client Location Flter is 'Yes'. For Permanent Housing - Rapid Re-Housing (13) Project Type, this condition is required even if Client Location Filter is 'No.' |
| RRH Inventory Based On |
|
| HIC Year |
Year for the report; usually the current year |
| PIT Date |
For official HUD HIC reporting, this should be the CoC-determined point-in-time date, during the last ten days of January of the reporting year |
| Last Year's PIT Date |
Select the PIT Date for the previous year. This parameter is used to determine Newly Closed and Newly Opened Projects. |
| Report Output Format |
Web Page, PDF, Excel, CSV-Upload |
Note for customers using INVENTORY: If you wish to exclude Units/Beds from the HIC because they are not in use, you must set the Units to Inactive even if you have set the associated Sites/Buildings to Inactive. Once a Unit is Inactive, all the Beds in that Unit will also be Inactive.
Report Details
Programming Specifications
HUD has not provided official programming specifications. Communities and vendors work off the HIC and PIT Data Collection for CoC and ESG Programs notice. Refer to the latest version for the latest information.
For an overview of how the HIC and PIT are pulled from Clarity Human Services, refer to the logic outlined below.
Program Selection
Programs that meet the following conditions are selected for the report:
- Project Type must be Emergency Shelter, Transitional Housing, PH - Permanent Supportive Housing (disability required for entry), Safe Haven, PH – Housing Only, PH – Housing with Services (no disability required for entry), and PH - Rapid Re-Housing
- AND Continuum Project must equal Yes
- AND the Operating Start Date is before or on January 1 of the selected HIC Year
- AND the Operating End Date is null or after or on January 1 of the selected HIC Year
Inventory Selection
For all Project Types except Rapid Re-Housing (unless RRH Inventory Based On is Program Inventory) the records must have the following:
- The CoC must align with the selected CoC
- AND the Inventory Start Date must be before or on the selected PIT Date
- AND the Inventory End Date must be null or after the selected PIT Date
Note: Rapid Re-Housing program bed counts are inferred based on clients actively in residence at the program when RRH Inventory Based On is Program Stays. Veteran and Youth Beds are inferred based on the following logic as opposed to dedicated bed setup like in other project types:
Veteran Beds: A client must be in a household where the Head of Household if 18+ and the Head of Household Veteran Status is Yes.
Youth Beds: A client must be in a Youth household. Youth Households are defined utilizing the logic in the HMIS Reporting Glossary. The oldest member of the household is restricted to be >=12 AND <=24.
PIT Count Column Calculation
The project stay universe for the PIT count column is outlined below:
- Project Start Date is before or on the selected PIT Date
- AND the Project Exit Date is null or after the selected PIT Date
- AND if active in a Permanent Housing Program(s) - the calculated move-in date is before or on the selected PIT Date
- AND IF Project Type = Emergency Shelter AND Tracking Method = Night by Night, client must have a bed night service on PIT Date
- In addition to the conditions above - if the Client Location Filter parameter is on additional logic is applied
- Head of Household Enrollment must be active on the select PIT Date
- AND Head of Household's Client Location must align with the selected CoC for the most recent client location where the Information Date is after or on the Project Start Date and before or on the selected PIT Date AND if active in a Night-by-Night Emergency Shelter - there is a qualifying bed night on the selected PIT Date.
- In addition to the conditions above - if the Client Location Filter parameter is on additional logic is applied
Note: If a client has more than one active project stay, the client is only counted in the [PIT Count] column for the program with the most recent project start date.
Data Quality Logic
The Data Quality section will appear above the Bed Inventory table if there are any errors for the following data quality checks.
- RRH - Unknown Household Type
- If the household makeup aligns with an "Unknown Household Type" per the HMIS Reporting Glossary (highlighted in yellow below), the household will be flagged for this DQ check.
- If the household makeup aligns with an "Unknown Household Type" per the HMIS Reporting Glossary (highlighted in yellow below), the household will be flagged for this DQ check.
- RRH - Households with Undefined HoH
- This flag appears if there are:
- No Head of Household is active
- More than one Head of Household is active
- This flag appears if there are:
- RRH - Households with Missing Move-in Date
- This flag appears if:
- the RRH Household is valid (1 HoH)
- AND the calculated move-in date is null
- This flag appears if:
- Clients with Multiple Overlapping Enrollments
- If a client has more than one active program stay using the PIT Count Calculation above, the client is included in this count. Information about the overlapping enrollments is included in the drill down.
Newly Opened or Newly Closed Project Selection
To be included in this table, PIT Date and Last Year's PIT Date from the report parameters are utilized.
- Newly Opened Projects:
- Operating Start Date is after or on Last Year's PIT Date
- AND Operating Start Date is before or on selected PIT Date
- Newly Closed Projects :
- Operating End Date is after or on Last Year's PIT Date
- AND Operating End Date is before or on selected PIT Date
Report Tables
Due to the width of the HIC, the graphics below show the two sides of the report.
Drill Down Functionality
Drill downs are available for the Data Quality section of the report, and the PIT Count column.
Updated: 10/24/2023