Inventory

INVENTORY: Sites

 

Housing Inventory Sites collect contact information about a project. However, unlike Administrative Sites, they can be used to designate Buildings and Units within a Site and to associate funding sources and eligibility criteria with the Site, Buildings, and Units. 

Additionally, once you create Housing Inventory Sites, you can assign them to one Program.  

Note: If you assign a Program at the Building level, the Unit Configuration Type will inherit the Program. The ability to add a Program to the Unit Configuration Type will become unavailable. If more than one Program operates within the Building, do not set up the Program at the Building level; instead, set up the Program at the Unit Configuration Type level. Only one Program can be assigned at any one time to a Unit Configuration Type.

Managing Sites

To access the SITES tab for an agency, click the launchpad and navigate to MANAGE > SITES (ensure that you’re in the correct agency for the sites you’d like to manage). 

 

To create a new Housing Inventory Site, select Housing Inventory in the Site Categories sidebar. On the SITES page, click ADD NEW SITE

Note: Once you create a Site, you cannot modify the Site Category (Administrative or Housing).

 

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

  • Geocodes are published annually and are available on the HUD Exchange
  • The Continuum of Care dropdown menu is populated by System Variables: Continuum of Care List.
  • The system populates Geography Type automatically, and it is not editable. This information is based on the HUD Zip Code to Geography crosswalk
  • You can associate Eligibility criteria with a Site by toggling on Eligibility. When toggled on, the Eligibility section appears in Site Resources.

Note: When a Site is assigned a Program with Eligibility (either direct Eligibility, or Eligibility inherited through a Funding Source assigned to the Program), the Site's Eligibility toggle automatically toggles on and becomes greyed out. The same logic applies if a Program is assigned to a Building or a Unit Configuration Type, and the current logic of inheritance (from Site > Building > Unit Configuration Type > Unit) still applies.

 

Site Screen

The Housing Inventory Site setup screen has the ability to collect custom fields, which the System Administrator can configure. Every instance has a maximum of one Site setup screen, and configurations apply to all Agencies in the system.

 

Site Types

Housing Inventory Sites include the field Site Type. The option you select for this field will impact the Site’s configuration options, including whether you can add Buildings and Units to the Site. 

  • Standalone Unit
    When a “Standalone Unit” is selected and saved, it cannot be changed. Standalone Units do not have Buildings
  • Single Site: Single Building, Single Site: Multiple Buildings, and Scattered Site: Multiple Buildings
    When “Single Site: Single Building,” “Single Site: Multiple Buildings,” or “Scattered Site: Multiple Buildings” are selected, a Buildings & Units section will display in Site Resources. 

Site Resources

Clicking the Edit icon next to a Site on the Housing Inventory Sites screen displays the Overview for that Site, along with a Site Resources sidebar where you can make additional configurations. The current sections under Site Resources are Overview, Programs & Projects, Buildings & Units, Funding Sources, and Eligibility.

 

Overview

Clicking Overview in the sidebar displays the MODIFY HOUSING INVENTORY SITE screen. This screen contains the fields completed for the Site 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 Site through the Site setup. 

The following Program Typecannot be assigned to any level within SITES > Housing Inventory

  • Services Only
  • Street Outreach
  • Other
  • Coordinated Entry
  • Day Shelter
  • Homeless Prevention

The Programs & Projects count shown in the sidebar only counts unique programs, not duplicates. For example, even though the image below shows five Programs, the count shown in the sidebar is “4” (outlined in red) because one of the Programs (Sample Program) is listed twice, due to it being assigned to two different Unit Configuration Types in the list.

 

Buildings & Units

The Buildings & Units section of the sidebar displays any Buildings and Units that have been created for the Site. If the Site is a Standalone Unit, this section won’t display. To add a new Building, click ADD NEW BUILDING.

Like Sites, Buildings can have Eligibility criteria associated with them by toggling on Eligibility. Buildings inherit the Eligibility criteria set at the Site level. So if you have an Eligibility criterion such as (Age = above 17), that same Eligibility criterion will automatically apply to the Building underneath the Site.

 

Funding Sources

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

To associate Funding Sources with a Site, 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.

 

Eligibility

To associate Eligibility criteria with a Site, 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.

Deleting Sites

To delete a Site, click the trash can icon next to the Site name on the SITES page.

However, before you can delete a Site, you must delete all of its Buildings; 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, then Sites.

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.

Inventory Screens

System administrators cannot create additional Housing Inventory screens. However, they can modify the default screen to add fields as well as Labels and Warnings, if desired. To modify these screens, follow the same procedures you would when modifying any other screen type

When the same field is added to these screens, the data can cascade down from one screen to another. For example, if a Site screen has the same custom field as a Building screen, when a user enters data for Site setup, that data will cascade to any buildings set up within that Site.

Audit Logs 

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