[HUDX-230-AD] Shelter Count PIT

Programming Specifications

At the time of writing, HUD has not provided official programming specifications. Communities and vendors work off the HIC (Housing Inventory Count) and PIT (Point-In-Time) Data Collection for CoC and ESG Programs notice. Refer to the latest version for the latest information.

For an overview how the HIC and PIT are pulled from Clarity Human Services, refer to HMIS Bed Inventories, Occupancy and Reporting.

Description

The Shelter Count Point-in-Time report is designed to report on the count of clients sheltered during chosen point-in-time. The report is required during the once per year HIC/PIT reporting, usually in the Spring every other year. 

Sheltered Count

The Shelter Count reports on the following project types:

• Emergency Shelter
• Safe Haven
• Transitional Housing

Unsheltered Count

CoCs are also required to report an unsheltered count of clients. Refer to the notice linked above for guidance on conducting the unsheltered count. This count is not tracked in HMIS and will be manually recorded by CoCs.

Report Format

The PIT is broken down by populations:

• All Households
  • Households with at Least One Adult and One Child
  • Households without Children
  • Household with Only Children
• Veteran Households
  • Households with at Least One Adult and One Child
  • Households without Children
• Youth Households
  • Unaccompanied Youth
  • Parenting Youth

Note: Per recent guidance from HUD, the PIT was recently adjusted to count households with two or more adults and no minor children as separate individual households. For example

• Number of Adults (Over age 24): This cell will now only count the number of adults in households with minor children. Households with no minor children are no longer included.
• If two adults are enrolled as a household with no minor children, the adults will be counted as Single Adult Female age 25+  or Single Adult Male age 25+ depending on the reported gender.

A reminder there are no programming specifications for the Shelter Count PIT, so there may be some gray areas in the interpretation.

There is an additional section for populations with special needs:

And a table breaking down the counts by agency and program:

Running the Report

Due to the information available through the drill downs, this report should only be run by System Administrators or others authorized to access information across agencies and CoCs.

1. From the System agency, navigate to the Launchpad icon, then to Report Library, Administrator Reports
2. Run [HUDX-230-AD] Shelter Count PIT
3. CoC: Choose which CoC to report on
4. Agency Filter Category:
   There are four levels of CoC filtering available. Only one option may be selected:
   • Agencies in CoC - APR will only pull from Agencies with the selected CoC(s). All of the CoC selection filters have a multi-select option. To choose more than one option, select the first CoC, then Ctrl-click additional CoC(s).
   • Agencies with Programs in CoC - APR will only pull from Programs/Projects with the selected CoC(s).
   • Agencies with Sites in CoC - APR will only pull from Sites with the selected CoC(s). 
   • * Agencies with Bed Inventory in CoC - APR 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***
5. Client Location filter: Selecting this option will only include households where the HoH has the selected CoC as the Client Location
6. PIT Date: For official HUD PIT reporting, this should be the CoC determined point-in-time date, during the last ten days of January of the reporting year 

Updated 11/02/2021