Inventory

Inventory System Administrator Checklist

Date To Do
No deadline Decide if you’d like to use the new persistent Housing Inventory model for any of your Programs. 
Please review our Clarity Human Services: Inventory Frequently Asked Questions article to decide if this tool is right for you.
No deadline If you choose to opt in right away: 
  • Review your current housing Inventory (configured within Programs).
  • Determine which Programs’ inventory will be moved over to the new tool (you are not required to move every program over; the move can happen on a Program-by-Program basis).
  • Compile a list of Sites, Buildings, and Units for which you will be tracking Inventory.
  • Compile a list of Funding Sources and Eligibility criteria for those Sites, Buildings, and Units.
  • Create a Unit Configuration Type for each applicable Unit, containing the regular Bed/Unit Inventory fields.
  • Determine Eligibility criteria associated with each Site/Building/Unit Configuration Type.
  • Determine Funding Source(s) associated with each Site/Building/Unit Configuration Type.
  • Configure the Sites, Buildings Units, and Unit Configuration Types, per Clarity instructions.
No deadline If you aren’t sure yet or choose to opt in later: No action is needed now, but you can begin collecting the above information if you want to get a head start.

What does INVENTORY do?

INVENTORY allows you to track your physical housing inventory in a more detailed way. Rather than setting up housing inventory at the Program level, with this update you’ll be able to set up Sites, Buildings, and Units at a detailed level and then assign Programs as applicable. This shift in model towards physical inventory will allow more complex and dynamic tracking of Sites, Buildings, and Units. Reporting will also be built around INVENTORY to maintain compliance with the HUD Data Standards and federal reporting guidelines. We will maintain the current reporting and compliance structures for communities who opt not to transition to this new model.

This feature is completely opt-in, so you can choose to disregard this new feature if it is not of interest to your community. If you are interested in the new functionality, refer to the helpful checklist below to prepare. You can also choose to opt some of your Programs in, but leave others the same as they are now. Either way, your Programs will be compliant with all federal reporting requirements.

When will the Housing Inventory Management update occur?

  • June 21, 2021, Released to all training instances
  • July 6, 2021, Released to all production instances

What do System Administrators need to do?

System administrators are not required to do anything unless they choose to switch over to the new persistent Housing Inventory model. 

  • Determine whether your community wants to switch to Inventory: You can choose to opt in now, opt in at a later date, or not to opt in at all.   
  • If you choose to opt in right away: 
    • Review your current housing inventory (configured within Programs).
    • Determine which Programs’ inventory will be moved over to Inventory (you are not required to move every program over; the move can happen on a Program-by-Program basis).
    • Compile a list of Sites, Buildings, and Units for which you will be tracking inventory.
    • Compile a list of Funding Sources and Eligibility criteria for those Sites, Buildings, and Units.
    • Create a Unit Configuration Type for each applicable Unit, containing the regular Bed/Unit Inventory fields.
    • Configure the Sites, Buildings, Units, and Unit Configuration Types, per the instructions above.
  • If you aren’t sure yet or choose to opt in later: No action is needed now, but you can begin collecting the above information if you want to get a head start.
  • If you do not want to opt in: No action is required.
  Inventory Collection Configure in Live Instance
Create a list of all Programs you would like to move over to the new tool (you don’t need to move every program over) X  
For the Programs you listed above, collect the physical Site/Building/Unit inventory you will be configuring in the new model X  
For the above Sites/Buildings/Units, collect inventory of all Funding Sources and Eligibility criteria you wish to tie to each level (Site vs. Building vs. Unit) X  
Configure Sites   X
Configure Buildings   X
Configure Unit Configuration Types   X
Configure Units   X

Housing Inventory Setup Screen Updates

Within the screen setup, we’ve created a new category called Housing Inventory screens. Within this section, there are four new screens: Site screen, Building screen, Unit Configuration Type screen, and Unit Management screen. You are only required to use these screen types if you’re opting in to the new model.

With the initial roll-out of Inventory, each instance will only be allowed one Site screen, one Building screen, one Unit Configuration Type screen, and one Unit screen. Future states of the model will potentially allow instances to have multiple versions of each screen type.

The Site, Building, Unit Configuration Type, and Unit screens all use the field type “Housing Inventory Custom,” which you can create and customize within the Field Editor

The Unit Configuration Type screen will, by default, contain all of the HUD-required Bed/Unit Inventory questions, and you will not be able to see them when customizing the screen because they are automatically visible when the screen is actually in use. We automatically add the following fields to all Unit Configuration Type screens:

  • Project Type
  • CoC Code
  • Household Type 
  • Bed Type (ES project type)
  • Availability (ES project type)
  • Beds dedicated to CH Veterans (PSH project type)
  • Beds dedicated to Youth-Veterans
  • Beds dedicated to any other Veteran
  • Beds dedicated to CH Youth (PSH project type)
  • Beds dedicated to any other Youth
  • Beds dedicated to any other CH (PSH project type)
  • Non-dedicated beds
  • Total bed inventory (auto-calculates based on bed numbers in Bed/Unit record)