Sections in the article include:
- Creating a Housing Service
- Creating a Housing Service Item
- Housing Options
- Funding Options
- Linking the Housing Service to a Program Enrollment
Creating a Housing Service
To create a Housing Service, go to the Launchpad and select Manage. Next, go to the Services tab and click the Add New Service link located in the top right corner of the center screen. This will take you to the Create a New Service screen.
Create a New Service Fields
|Service Title||This is the name of the service that will appear in the user interface.|
|Category||This is an identifying category that is used for reporting purposes. Select the appropriate housing service Category from the dropdown menu. (e.g. Housing, Life Skills, Case Management, etc.)|
|Site||This field allows you to indicate if the Agency is a Single Site location or has multiple sites. If the Agency is a single site, you can also specify whether or not there are multiple buildings at the site location. This information is included when documenting your Primary Site Location (e.g. when determining your geocode).
|Site Type||This field allows you to indicate what type of site will be offering the Housing Service.
Note: Housing Services must be designated as either Residential: special needs and non-special needs or Residential: special needs only. (Housing Services are not Non-Residential.)
|Status||This field indicates if the housing service provided is Active or Inactive. An Active housing service is a service currently being provided to clients. An Inactive housing service is a service that is not currently being provided to clients (e.g. seasonal services).|
Creating a Housing Service Item
The next step is to create the Housing Service Item(s) for the Housing Service. To create the Service Item(s), select the Add Item link in the Service Items section.
This will take you to the Services: Item Detail screen. Begin by entering the name of the Service Item.
Services: Item Detail Fields
|Item Title||This is the title of the Service Item that will appear in the user interface.|
|Delivery Types||Allows the user to indicate the method of service delivery.
If Daily Attendance or Multiple Attendance is selected, these additional data fields appear:
|Group Placement Option||Selecting this checkbox will allow the user to automatically enroll additional household members into the Service when enrolling the Head of Household.|
|Start/End Availability||The Availability Start Date indicates the date the Service is available. The Availability End Date indicates the date the Service becomes unavailable. Select the calendar icon to enter the dates.|
|Geocode||The Geocode is a marker administered by HUD. It is a 6-digit number that corresponds to a particular geographic location within a Continuum of Care (CoC). Most CoCs have multiple geographic areas and therefore multiple geocodes. An updated list of all HUD geocodes is provided annually, and can be found on the HUD website.
The geocode associated with the geographic location of the principal provider program service site. Scattered-site housing provider programs should record the Geocode where the majority of beds are located or where most beds are located as of the inventory update.
|Enable Accounts||This functionality helps agencies manage third party service vendors. Checking the Enable Accounts box will trigger the Account Option section to appear below the Housing Options.
Here you can select Vendor for Account Type and whether or not it is Required. Clicking Required will require the field to be completed when the user is creating the service record for the client. Accounts can be added and managed in the Manage section under the Accounts Tab.
The Housing Options of the Service: Item Detail section only appears for housing services.
Housing Options Fields
|Information Date||This date should reflect the data collection stage date or the date on which information was collected. Select the calendar icon to enter the date.|
|Service Type||Indicate the type of housing the Service applies to.
If Emergency Shelter is selected, then two additional data fields will appear below Household Type:
|Household Type||Indicate the type of Household your Service applies to.|
Enter the type of bed the service is dedicated to:
If Youth Beds Inventory is selected, then an additional drop-down Youth Beds Inventory Type becomes available. This drop-down includes the following:
|Bed and Unit Inventory||Bed Inventory is the actual number of beds being provided, and Unit Inventory is the number of rooms/apartments. For example, if there are 10 units, each with 2 beds, then enter 20 beds and 2 units.|
|Reservation||If you created an Attendance Based Service, you will have a Reservation Option checkbox. If you select the checkbox, more reservation options will appear. Selecting Dedicated will allow you to create dedicated slots.
In contrast, selecting Open will still allow the user to create a reservation, but it will not allow for designated slots. This model closely follow the existing logic of Attendance.
Funding Option Fields
|Automatically Charge||Select the funding source for the Service from the dropdown menu. All expense transactions will be reflected in the funding source (Manage > Funding) automatically and in real-time. If any option other than Do Not Charge is selected, the data field Charge per Attendance will appear.|
|Default Amount||Indicate the Default Amount to be charged for each occurrence of the Service.|
|Expense Type||Indicate how the service is applied to groups or individuals.
|Adjustable||Selecting the checkbox will allow the user to adjust the expense amount of the Service with each transaction. Not selecting the checkbox will ensure that the Default Amount is applied to each transaction. If Adjustable is selected, the Charge per Attendance data field will disappear.|
|Charge per Attendance||This setting appears when you select Daily Attendance or Multiple Attendance for the Delivery Type setting. Selecting this setting will allow users to document expense items through the Attendance tab or through service provision. This functionality has several characteristics:
Note: The Default Amount, Expense Type and Adjustable fields will be hidden if Automatically Charge =Do Not Charge is selected.
Linking the Housing Service to Program Enrollment
In the last section of the Services: Detail page, you can link the service to a program by selecting the appropriate Program Usage category from the dropdown menu.
There are three options:
- Services Only - Selecting this option will designate the service as a stand-alone service, meaning that the service is not linked to a program, and will only be accessible through the client’s Service tab. The client does not have to be enrolled into a program to be issued this service.
- Services & Programs - Selecting this option will link the service to a program, but still allow the end user to issue the service even if the client is not enrolled in the program. The Service will be accessible via both the Services tab and the Provide Services tab in the Program screen.
- Programs Only - Selecting this option means that the end user will only be able to issue the service if the client is enrolled in the program. Once the client is enrolled into the Program, the Service will only be accessible under the Provide Services tab; not under the Service tab of the client record.
If Programs Only or Services & Programs are selected, check the the box next to the Program(s) the service is to be linked to.
To learn how to link a Service to a Program (Program Assigned Service), please refer to Working With Program Assigned Services.