Inventory Buildings are physical structures set up under Inventory Sites that represent real, physical buildings. You can configure Buildings with Eligibility criteria, Funding Sources, custom fields, and photos.
Adding a New Building
To add a new Building, navigate to SITES > Housing Inventory, then click on the Edit icon next to the appropriate Site. Under Site Resources, select Buildings & Units (ensure that you're in the correct agency for the sites you'd like to manage).
Buildings are listed alphabetically by Building Name, but you can sort by Description and Status if desired by clicking those column headers.
To add a new building, click ADD NEW BUILDING. Complete the fields in the ADD A NEW BUILDING screen.
- 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," the system will apply the address collected at the Site level to the Building. If you choose "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 enabled at any parent level, the Eligibility toggle will automatically be enabled and grayed out. If the Eligibility toggle is grayed out, you will not be able to untoggle it.
- Enabling Automatic Offline Status means that the system automatically creates an Offline status for a Unit/Bed when a client exits. Refer to Automatic Offline Status for details.
- Custom Fields: System Administrators can add Housing Inventory Custom fields as appropriate, such as the Pets allowed field shown in the example above. If desired, a Housing Inventory Custom field can be designated as a Field Marker to enable data to cascade to the level below it (from a Site screen to a Building screen, for example).
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, and Eligibility.
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.
To assign a Program to a Building, click ADD NEW PROGRAM. The ADD PROGRAM pop-up appears.
- Users with Agency Inventory - Add Any Agency Program enabled will see both an Agency drop-down and a Program drop-down on the ADD PROGRAM pop-up when adding a Program to the Building.
- Users with Agency Inventory - Add Agency Program enabled but not Agency Inventory - Add Any Agency Program will not see the Agency drop-down because they will only have access to associate a Program from their own agency.
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 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 allows you to add, view, and manage Units. Within this section, you can also assign Unit Configuration Types to the Unit. When creating a new Unit, you also have the option of creating a new Unit Configuration Type.
To associate Eligibility criteria with a Building, click Eligibility in the sidebar, then click ADD REQUIREMENT.
When adding Eligibility criteria, you will also see any Eligibility criteria inherited from the Site setup. Any Eligibility you have set up under Funding Sources will also display, as shown in the image above.
You can hover the mouse over the information icon to display a tooltip showing the source(s) of inherited Eligibility criteria. The listing will also include any eligibility inherited from assigned sub-grants.
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.
You may click the link near the top of the Building Resources sidebar to return to the Site level.
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 or an enrollment.
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.