Inventory

INVENTORY: Unit Configuration Type

 

A Unit Configuration Type is a template onto which you assign attributes of an actual physical Unit, such as bed count. Once you set up a Unit Configuration Type with all the appropriate information, you can then assign it to a physical Unit.

Note: If a Unit's bed count or information changes, that Unit should be assigned a new Unit Configuration Type reflecting a correct As Of Date. This will allow for the correct information to be included in a Bed/Unit inventory record moving forward.

If an assigned UCT to a Unit has incorrect information, such as an incorrect number of Beds due to a data input error, that is when the UCT record should be adjusted directly, and this UCT adjustment will recalculate all historical Bed/Unit inventory records for Units associated with this UCT assignment with the adjusted information. 

Add New Unit Configuration Type

To add a new Unit Configuration Type, navigate to SITES > Housing Inventory, then click on the Edit icon next to the appropriate Site. Under Site Resources, select Buildings & Units, then click on the Edit icon next to the appropriate Building. Under Building Resources, choose Unit ConfigurationType.

Unit Configuration Types are listed alphabetically by Unit Configuration Type Name, but you can sort by Beds, Funding Sources, Programs, and Status if desired by clicking those column headers.

To add a new configuration type, click on ADD NEW CONFIGURATION TYPE. The ADD NEW UNIT CONFIGURATION TYPE page will appear. The Unit Configuration Type screen contains fields for collecting  HMIS Data Dictionary 2.07 Bed and Unit Information.

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).

Enable Beds

The Enable Beds toggle enables Bed functionality for this UCT. Refer to INVENTORY: Beds for details. 

Program Type

The Program Type picklist will only display residential Program Types.

Once you select the Program Type, fields will appear for collecting  HMIS Data Dictionary 2.07 Bed and Unit Information.

Note: If Enable Beds is turned ON, the collection of Bed Types will happen at the Bed level instead of here at the UCT level. Refer to INVENTORY: Beds for details. 


After completing the fields on this screen, click ADD RECORD
. The Program Type field will become read-only after you save the Unit Configuration Type.

Note: If you attempt to save a new Unit Configuration Type with the same name as an existing Unit Configuration Type in that Building, the system will underline the name field in red and display a “Please correct errors” banner. You cannot save the new Unit Configuration Type until you change the name to something other than the name of an existing Unit Configuration Type in that Building.


Once a Unit Configuration Type is saved, the UNIT CONFIGURATION PHOTOS section appears at the bottom of the page. Refer to the Adding Housing Inventory Photos article for details on adding photos.

The Unit Configuration Type Resources sidebar appears and is described below.

Unit Configuration Type Resources Sidebar

Clicking the Edit icon next to a Unit Configuration Type will display the MODIFY UNIT CONFIGURATION TYPE page, along with the Unit Configuration Type Resources sidebar, where you can make additional configurations. Badges indicate the number of Programs & Projects, Funding Sources, and Eligibility in each section.

Beds

When Enable Beds is turned on, a Beds section appears in the Unit Configurations Type Resources sidebar for use in adding Beds to the UCT. Refer to INVENTORY: Beds for details.

Programs & Projects

The Programs & Projects section of the sidebar displays any programs assigned to the Unit Configuration Type. 

Note: A Unit Configuration Type must have an assigned program before it can be moved into the Upcoming Configurations section of the MODIFY UNIT page.


To assign a program to a Unit Configuration Type, 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 Unit Configuration Type.

  • 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.

Select the Agency (if applicable) and Program, then click SAVE CHANGES.

If the Program you are adding has a project type that does not match the Program Type that you selected for this Unit Configuration Type, you will see the following banner alert:
”Alert: The Project Type associated with the Unit Configuration Type assigned program does not match the Unit Configuration Type’s assigned project type. This needs to match for reporting purposes.”

Note: ADD NEW PROGRAM will be required if a Program was not previously added at a parent (Site or Building) level. If a Program has been added at a parent level, the ADD NEW PROGRAM option will not be visible in the Unit Configuration setup.


Users will not be able to remove a program assigned to a Unit Configuration Type in either the Current Configuration section or the Upcoming Configurations section of a Unit setup. The trash can icon for the assigned program will not be visible at whichever level the program is assigned (Site, Building, or Unit Configuration Type).


Eligibility

Like Sites and Buildings, Unit Configuration Types 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 greyed out, you will not be able to untoggle it.


To add new Eligibility requirements specific to this Unit Configuration Type, click
ADD REQUIREMENT (or click ADD PRESET to add a pre-configured Eligibility Preset).


Inherited Eligibility 

Unit Configuration Types inherit the Eligibility criteria set at any parent level. For example, an Eligibility criterion such as “Age Greater Than 17,” as shown below, will automatically apply to the Unit Configuration Type from the parent level.

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.

Funding Sources

To view or add Funding Sources for a Unit Configuration Type, 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 BUILDING FUNDING section, you will see any active Funding Sources inherited from the Building level.

To associate a Funding Source with the Unit Configuration Type, 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.


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

Deleting Unit Configuration Types

To delete a Unit Configuration Type, click the trash can icon next to the Unit Configuration Type name on the UNIT TYPE CONFIGURATION page.

However, 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.

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

  • If all client interactions* affecting a Unit have been deleted, then you can delete the Unit.
  • If all client interactions associated with all Unit Configuration Types have been deleted, then you can delete the Unit Configuration Type.
  • If all client interactions affecting all Units within a Building have been deleted, then you can delete the Building, 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 have been deleted, then you can delete the Site.

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

Audit Log 

Once you create a Unit Configuration Type, you can find an Audit Log to the right of the SAVE CHANGES button.

Click on Audit Log to view changes made to the Unit Configuration Type.

Updated: 1/31/2023