[HUDX-230(-AD)] Shelter Count PIT

Report Purpose & Summary

The Shelter Count Point-in-Time (PIT) report is designed to count clients experiencing homelessness during a chosen point-in-time per HUD's HIC and PIT Data Collection Notice guidance. This report is required annually for the HIC/PIT reporting process, which is typically conducted on the last Wednesday of January, with submissions to HDX 2.0 taking place in the spring.

Running the Report

Report Location

Available versions:

• Agency level - [HUDX-230] Shelter Count PIT - HUD Reports folder
• Admin level - [HUDX-230-AD] Shelter Count PIT - Administrator Reports folder

Who Can Run the Report

Agency Level - Anyone can run this report, but the returned information will be limited based on the user's access rights.

Admin Level - System administrators and users with additional access can run the report across multiple agencies.

Parameters

The following parameters are required to run this report. 

Switch Access Agency(ies)	Choose which agencies to include: All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)
CoC Filter Category	There are four levels of CoC filtering available. Only one option may be selected: Agency CoC: Data will pull from Agencies with the selected CoC(s) Program CoC: Data will only pull from Programs/Projects with the selected CoC(s) ***Recommended*** Site CoC: Data will only pull from Sites with the selected CoC(s)  Inventory CoC: Data will only pull from Bed Inventories with the selected CoC(s). Note: Choosing this option will limit to only those projects with Bed Inventories
CoC	Choose which CoC to report on.
Project Type(s)	Choose which project types to include: All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)
Program Status	Recommend using "All Programs" so projects that may have closed during the reporting year are included.
Continuum Project	This parameter was added to filter out non-continuum projects from the report. ***Selecting Yes is recommended for the report to align with the HIC report.***
Program(s)	Choose which programs to include: All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)
Apply Enrollment CoC Filter	Selecting this option will only include households where the HoH has the selected CoC as the Enrollment CoC
Client ID Selection	Select "Clarity Unique Identifier" (default) or "HUD Unduplicated Personal ID".  To learn more about the impacts of this parameter, review Parameter Spotlight: Client ID Selection.
PIT Date	For official HUD PIT/HIC reporting, this should be the CoC-determined point-in-time date, typically during the last ten days of January of the reporting year.
Report Output Format	Web Page, PDF, Excel, CSV Details

Admin Report Additional Parameters

The administrator version does not include the Switch Agency(ies) parameter and instead includes:

Agency Filter Category	There are four levels of CoC filtering available. Only one option may be selected: Agency CoC: Data will pull from Agencies with the selected CoC(s) Program CoC: Data will only pull from Programs/Projects with the selected CoC(s) Site CoC: Data will only pull from Sites with the selected CoC(s)  Inventory CoC: Data will only pull from Bed Inventories with the selected CoC(s). Note: Choosing this option will limit to only those projects with Bed Inventories ***Recommended***
Agency Status	All Programs Active Programs Inactive Programs
Agency(ies)	Choose which agencies to include: All, Single Select, or Multi-Select (Hold Control/Command or Hold Shift to select multiple options sequentially.)
Unsheltered PIT Counts	Selecting 'Yes' will enable the inclusion of Unsheltered Point-in-Time (PIT) data, generating an 'Unsheltered PIT Data Quality Review' table, 'Unsheltered Total' and 'PIT Total' columns, and the 'IMPORTED UNSHELTERED PIT DATA' table. Data imported must align with the selected PIT Year and CoC for the report, and the status of the data must be imported.  This is not a requirement to run the report, the Unsheltered PIT Counts prompt defaults to 'No' to return the standard Shelter PIT Count report.

Report Details

Programming Specifications

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.

CoCs are also required to report an unsheltered count of clients in addition to a sheltered count. Refer to the notice linked above for guidance on conducting the unsheltered count.

If a community utilizes Unsheltered Point-in-Time (PIT) Integration, Unsheltered Counts can be included in the Shelter Count PIT report to create a comprehensive PIT report for the CoC. Unsheltered PIT counts will return in the report from imported, unsheltered Point-in-Time (PIT) data collected using Esri’s ArcGIS/Survey 123 Point-in-Time Count Solution.  Unsheltered PIT reporting is only available on the Administrator version of the report by selecting 'Yes' for the Unsheltered PIT Counts parameter.

Sheltered Counts

The Shelter Counts report on the following project types:

• Emergency Shelter (Entry-Exit and Night-by-Night) 
• Safe Haven
• Transitional Housing

Project Stay Universe 

• Project Type = Emergency Shelter (Entry-Exit and Night-by-Night), Safe Haven, OR Transitional Housing
• AND Project Start Date <= PIT Date 
• AND (Project Exit Date is null OR Project Exit Date > PIT Date)
• AND IF Project Type = Emergency Shelter Night-by-Night, the client must have a bed night service on PIT Date 
  • Bed Night Services are defined as a service within an enrollment for Project Type = Emergency Shelter Night-by-Night with the following configuration settings: 

    • Service Category = Housing

    • Delivery Type = Single Event or Daily Attendance

    • Site Type = Residential

If the Enrollment CoC Filter is on:

• Head of Household's Enrollment CoC must be active on PIT Date 
• AND Head of Household's Enrollment CoC must equal the selected CoC 

Unsheltered Counts

Unsheltered PIT Survey Data is selected for the report when:

• Survey CoC = Report CoC
• Survey PIT Count Year = Report PIT Date Year
• PIT Survey Import Status = Imported

Standard PIT report calculations apply to the Unsheltered PIT data (i.e., age, household type, and chronic homeless status inheritance to other household members).

Individual survey data is used for calculations and to return Unsheltered PIT data. The Individual Survey Global ID is utilized as the Individual ID. Individuals are linked to households using a Parent Global ID, which is referenced as the Household ID in the Unsheltered PIT data drill downs. Household surveys must have at least one linked Individual survey to qualify for the report universe.

Unsheltered PIT Data Quality Review

When Unsheltered PIT data is included in the report, the Unsheltered PIT Data Quality Review table will appear above the main PIT report table if any of the following data quality issues are present:

Households without Individuals	Household survey records were imported without any associated individual survey records. Since individual surveys are required for PIT metrics, this error means updates should be made in Survey123, and data should be re-imported, as unsheltered households without individuals are excluded from reporting.
Non-HUD Values	Identifies any unexpected, imported values for Age and Race/Ethnicity.
More than One Head of Household	Identifies households containing more than one designated Head of Household.
No Head of Household	Identifies households missing a designated Head of Household.
Household Size Discrepancy	Checks for the following discrepancies: The Household Survey's stated size differs from the number of linked individual surveys. Differences between reported number of adults/children and the count based on calculated age from individual surveys.
Household Type Discrepancy	Checks for the following discrepancies: Veteran households with no linked veteran individuals (and vice versa) Unaccompanied youth households without corresponding individuals (and vice versa) Parenting youth households without corresponding individuals (and vice versa) Calculated household type from individual surveys differing from the selected household type in the survey.
Chronic Homeless Household Status Discrepancy	Identifies any conflicting information about Chronic Homeless Status between the household survey and the calculated age from linked individual surveys.

This table will dynamically hide rows when there are no data quality issues present.

Population Data

Population Data is divided into three household types: Persons in households with at least one adult and one child, persons in households without children,  and persons in households with only children. For definitions of household types and other key terms, please review the latest HIC/PIT Notice. 

Population Data Report Logic

• Household Types are programmed utilizing logic from the HMIS Reporting Glossary for households without children, households with children and adults, and households with only children for persons in households with at least one adult and one child, persons in households without children,  and persons in households with only children.

• Veteran Households must include at least one client that is 18 years or older and has Veteran Status = Yes.
• Unaccompanied Youth Households uses the following logic:
  • # of Children > 0 AND # of Youth Adults = 0 
    • OR # of Children = 0 AND # of Youth Adults > 0
  • AND # of Clients with Age>24 = 0 
  • AND # of Unknown Age Clients = 0 
• Parenting Youth Households uses the following logic:
  
  • # of Youth Children > 0
  • AND # of Youth Adults > 0 
  • AND # of Clients with Age>24 = 0 
  • AND # of Unknown Age Clients = 0 

Chronic Homelessness Logic

• Clients residing in Transitional Housing are not included in Chronic Homeless counts for the purposes of the PIT count. 
• Chronic at Point-in-Time Logic is utilized for all clients that are residing in Emergency Shelter and Safe Haven based on HMIS Reporting Glossary Logic. 
• HIC/PIT Data Collection Notice Guidance has additional stipulations for Chronic Homeless definitions. For the purposes of PIT Reporting, Chronic Homeless status is carried to other household members for counting Chronically Homeless Persons and Households. 

Additional Homeless Populations Logic

• Adults with a Serious Mental Illness uses the following logic: 
  • Age >= 18 
  • AND Mental Health Disorder = Yes
  • AND Expected to be of long–continued and indefinite duration and substantially impairs ability to live independently = Yes
• Adults with a Substance Use Disorder uses the following logic:
  
  • Age >= 18 
  • AND Alcohol use disorder = Yes OR Drug use disorder = Yes OR Both alcohol and drug use disorders = Yes
  • AND Expected to be of long–continued and indefinite duration and substantially impairs ability to live independently = Yes
• Adults with HIV/AIDS  uses the following logic: 
  • Age >= 18 
  • AND HIV/AIDS = Yes 
• Adult Survivors of Domestic Violence uses the following logic: 
  
  • Age >= 18 
  • AND Domestic Violence Survivor = Yes 
  • AND Are you Currently Fleeing? = Yes 

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

There is an additional section for homeless subpopulations as well as a table breaking down counts of sheltered persons by program and project type by age, and household type (unaccompanied minors, single adults, and families). 

Drilldown Functionality 

Drilldowns are available for all counts within the report tables. Drilldowns return a list of clients to review and assess the data in the report.

For Sheltered Counts, the drill down table will include Unique Identifier, Name, Enrollment Information (Agency Name, Program Name, Program Start Date, and Program End Date), and a count of persons and households. Drilldown tables for reports where the "Client ID Selection" parameter is “HUD Unduplicated Personal ID”, returns the Personal ID instead of the Unique Identifier.  Linking functionality is available for sheltered counts - Unique Identifier/Personal ID will direct a user to the applicable Client Profile, and Program Name will direct to the applicable Program Enrollment. 

For Unsheltered Counts, the drill down table will include Household ID (Individual Survey - Parent Global ID) and Individual ID (Individual Survey - Global ID), and a count of persons and households. Linking functionality is not available for this data. 

Report Output Format: CSV Details 

When CSV Details is selected for the Report Output Format, a csv file will prepare during the report run time. If Unsheltered PIT Count Data is included in the report, please note column headers with an asterisk will be null.

The following columns will return in the CSV file:

• Agency ID*
• Agency Name*
• Program ID*
• Program Name*
• Project Type*
• Personal ID [Returns Individual ID for Unsheltered Count Data]
• Unique ID  [Returns Individual ID for Unsheltered Count Data]
• Name* 
• Household ID [Returns Household ID for Unsheltered Count Data]
• Start Date* 
• End Date* 
• Relationship to HoH
• Age
• Age Group
• Race & Ethnicity
• Chronically Homeless Status
• Is Household Chronically Homeless?
• Veteran Status
• Is Veteran Household?
• Household Type
• Youth Household Type
• Is Adult with a Serious Mental Illness?
• Is Adult with a Substance Use Disorder?
• Is Adult with HIV/AIDS?
• Is Adult Survivors of Domestic Violence?

 

Updated: 11/17/2025