Inventory

INVENTORY: Buildings

 

Adding a New Building

To add a new Building, navigate to MANAGE > SITES, select Housing Inventory in the Site Categories sidebar, then click the Edit icon next to the appropriate Site. In the Site Resources sidebar, select Buildings & Units, then click on ADD NEW BUILDING

Complete the fields, which include information such as name, status, and address.

The Address drop-down allows you to select a Default Site Address or New Address. This field is required. If you select Default Site Address, then the address collected at the Site level will be applied to the Building. If you select New Address, you can record a unique address for the Building (this can later be changed back to the Default Site Address, if applicable).

Like Sites, Buildings can also have Eligibility by toggling on Eligibility

Note: If Eligibility has been toggled on at any parent level, the Eligibility toggle will be automatically enabled and grayed out. If the Eligibility toggle is grayed out, you will not be able to untoggle it.

Building Resources Sidebar

Selecting Buildings & Units from the Site Resources sidebar displays the BUILDINGS page with a list of Buildings that have been created for that Site. (If the Site is a Standalone Unit, this section won’t display.) Clicking the Edit icon next to a Building will display the Overview for that Building, along with the Building Resources sidebar where you can make additional configurations.

The current sections available under Building Resources are Overview, Programs & Projects, Funding Sources, Unit Configuration Type, Units & Beds, and Eligibility.

 

Overview

Clicking Overview in the sidebar displays the MODIFY BUILDING screen. This screen contains the fields completed for the Building at creation, which you can modify at any time. 

 

Programs & Projects

The Programs & Projects section of the sidebar displays any Programs that have been assigned to a Building through the Building setup. 

 

Funding Sources

To view or add Funding Sources for a Building, click the Funding Sources section of the sidebar. In the SITE FUNDING section, you will see any Funding Sources inherited from the Site level. In the PROGRAM FUNDING section, you will see any active Funding Sources inherited from a Program assignment.

To associate a Funding Source with the Building, click ADD FUNDING SOURCE. The ADD FUNDING SOURCE window will display Funding Sources that have been created from the Funding tab. Toggle on the desired Funding Sources, then click ADD.

Note: Funding inherits from the Building to lower levels. If Funding differs from Unit to Unit, don’t add Funding at the Building level. Instead, add Funding as needed within Unit Configuration Type or Unit Management.

 

You will receive a warning if you add a Funding Source at the Building level that has already been assigned at the parent level.  

 

Unit Configuration Type

Unit Configuration Type allows for the collection of Bed and Unit inventory aligning with the HMIS Data Dictionary 2.07 Bed and Unit Information

 

Units & Beds

Units & Beds allows you to add, view, and manage Units. Within this section, you can also manage which Unit Configuration Types are assigned to the Unit. When creating a new Unit, you also have the option of creating a new Unit Configuration Type.

 

Eligibility

To associate Eligibility criteria with a Building, click Eligibility in the sidebar and then click ADD REQUIREMENT

When adding Eligibility criteria, you will also see any Eligibility criteria that were inherited from the Site setup. Any Eligibility you have set up under Funding Sources will also display, as shown in the image above.

Note: Eligibility inherits from the Building to lower levels. If Eligibility differs from Unit to Unit, don’t add Eligibility to the Building. Instead, add Eligibility as needed within Unit Configuration Type or Unit Management.

 

Navigation Path

You may click the link near the top of the Building Resources sidebar to return to the Site level.

Deleting Buildings

To delete a Building, click the trash can icon next to the Building name on the BUILDINGS page.

 

However, before you can delete a Building, you must delete all of its Unit Configuration Types; before you can delete a Unit Configuration Type, you must delete all of its Units. In other words, start by deleting Units first, then Unit Configuration Types, then Buildings.

The system uses the following logic for the deletion of Sites, Buildings, Unit Configuration Types, and Units:

  • If all client interactions* affecting a Unit are deleted, then the Unit itself can be deleted.
  • If all client interactions associated with all Unit Configuration Types have been deleted, then the Unit Configuration Type can be deleted.
  • If all client interactions affecting all Units within a building are deleted, then the Building itself can be deleted, as long as there hasn’t been any other client activity associated with the Building.
  • If all client interactions affecting all Buildings within a Site are deleted, then the Site can be deleted.

*"Client interactions" are any of the possible ways a client could interact with a Unit, such as a referral, an enrollment, etc.

Audit Logs 

Once you create a Building, you can find an Audit Log to the right of the SAVE CHANGES button. Click on Audit Log to view changes made to the Building.