HUD and Federal Partner Reports

[HUDX-123-AD] Housing Inventory Count (HIC)

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.

For customers using the new Bed and Unit Inventory features of Clarity Human Services, the report has been updated to work for both bed inventory management tools.

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 All, Active, Inactive
Agency Filter Category

There are four levels of CoC filtering available. Only one option may be selected:

  • Agencies in CoC - HIC will only pull from Agencies with the selected CoC(s)
  • Agencies with Programs in CoC - HIC will only pull from Programs/Projects with the selected CoC(s)
  • Agencies with Sites in CoC - HIC will only pull from Sites with the selected CoC(s) 
  • * Agencies with Bed Inventory in CoC - HIC will only pull from Bed Inventories with the selected CoC(s). Be aware, choosing this option will limit to only those projects with Bed Inventories ***Recommended***
Agency(ies)

Choose which agencies to include

Program Type(s)

Choose which program types to include

Program Status

Recommend using All so projects that may have closed during the reporting year are included

Program(s)

Choose which programs to include

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 filter is 'Yes'.

For Permanent Housing - Rapid Re-Housing (13) Project Type, this condition is required even Client Location filter is 'No'.

RRH Inventory Based On 
  • Project Stays  - Inventory is auto-calculated using active project stays on the selected PIT date (active project stays must have a housing move-in date for PH programs) 
  • Program Inventory - Bed and Unit Inventory information is used
    • Records must match the following conditions: 
      • CoC must match the CoC selected in the report parameters
      • AND Inventory Start Date must be before or on the selected PIT Date 
      • AND Inventory End Date must be null or after the selected PIT Date 
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

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 HMIS Bed Inventories, Occupancy and Reporting  and 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. 

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. 
      Screen Shot 2023-01-25 at 12.32.11 PM
  • 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
  • RRH - Households with Missing Move-in Date
  • 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. 

Capture 2023-01-25 at 13.23.19

Drill Down Functionality

Drill downs are available for the Data Quality section of the report, and the PIT Count column. 

Updated: 02/02/2023