HMIS Bed Inventories, Occupancy and Reporting

 

The following is a primer on how the intersection between Clarity Human Services bed inventories and Federal reporting will work for the different residential project types.

Please note, since 2018/09/01, only program-based inventory tracking is supported in Clarity reporting on inventory.

CoC Codes and Client Location

Starting Jan 2020, in keeping with the latest HUD HMIS Data Standards, Clarity HUD and Housing reports will be tightening up the selection process for beds and clients when calculating inventory and occupancy. Please consult the HMIS Data Dictionary and HMIS CSV Format Specifications for further details.

Bed Inventory CoC

Per the HMIS data standards and CSV specifications, the following must be true:

1. Each Bed Inventory must include the CoC Code for the beds
   • Only one may be chosen
2. Each Bed Inventory CoC Code must match one Program CoC Code

HoH Client Location

For residential projects, for the household to be counted as occupying a bed, the Head of Household's Client Location must match a Bed Inventory CoC Code for the project.

Troubleshooting

For suggestions for troubleshooting Bed Inventory and Client Location CoC Codes, refer to Troubleshooting Bed Inventory CoC Code and Client Location.

Permanent Housing, not Rapid Re-Housing

• PH - Permanent Supportive Housing (disability required) (3)
• PH - Housing Only (9)
• PH - Housing Services (no disability required) (10)

Bed Inventory

All bed inventory related information will be pulled from the inventories. This includes:

• CoC
  • For projects that serve different CoCs, create a separate bed inventory for each CoC's beds
• Household Type
• Bed and Unit Inventory count
  • Designated Bed Counts
• Inventory Start and End Dates

From the Program screen:

• Target Population
• Victim Services Provider
• Housing Type
• HMIS Participating Beds

From the Site screen:

• Geocode
• Geography Type

Occupancy

Starting October 1, 2017, occupancy in a Permanent Housing project will require two things:

1. Active enrollment in a PH project at Point-in-Time AND
2. Project Start Date <= Housing Move-in Date <= Point-in-Time date/Report End Date 

Permanent Housing, Rapid Re-Housing

• PH - Rapid Re-Housing (13)

Bed Inventory

The inventory amount and household type will be determined by occupancy in the RRH project at the Point-in-Time date. Occupancy is determined by two things:

1. Active enrollment in a PH - RRH project at Point-in-Time AND
2. Project Start Date <= Housing Move-in Date <= Point-in-Time date/Report End Date

The following will be determined based on RRH occupancy at the Point-in-Time date:

• Household Type - determined by the composition of occupant households:
  • Households without children
  • Households with at least one adult and one child
  • Households with only children
• Unit Inventory - Count of occupant households
• Bed Inventory - Count of occupant clients
  • Designated Bed Counts based on:
    • Veteran Status AND/OR
    • Unaccompanied Youth
• HMIS Participating = Yes
• HMIS Beds - Count of occupant clients

The following information will be pulled from the inventories based on Household Type:

• CoC
  • For projects that serve different CoCs, create a separate bed inventory for each CoC's beds
• Inventory Start and End Dates

From the Program screen:

• Target Population
• Victim Services Provider
• Housing Type

From the Site screen:

• Geocode
• Geography Type

Occupancy

As with other Permanent Housing Projects, occupancy in a RRH project will be determined by two things:

1. Active enrollment in a PH - RRH project at Point-in-Time AND
2. Project Start Date <= Housing Move-in Date <= Point-in-Time date/Report End Date

Emergency Shelter, Night-by-Night

• Emergency Shelter (1)
  • Method of Tracking - Night-by-Night

Bed Inventory

All bed inventory information will be pulled from the program-based inventories. This includes:

• Information Date
• CoC
  • For projects that serve different CoCs, create a separate bed inventory for each CoC's beds
• Household Type
• Bed Type
• Availability
• Bed Inventory
  • Designated Bed Count
• Unit Inventory
• Inventory Start and End Dates

From the Program screen:

• Target Population
• Victim Services Provider
• Housing Type
• HMIS Participating Beds 

From the Site screen:

• Geocode
• Geography Type

Occupancy

Occupancy for Emergency Shelter, Night-by-Night, projects requires the following:

• Active enrollment in an Emergency Shelter, Night-by-Night project at Point-in-Time AND
• Corresponding, Attendance generated, Housing category Service for the night of the Point-in-Time

Emergency Shelter, Entry/Exit Date AND Transitional Housing

• Emergency Shelter (1)
  • Method of Tracking - Entry/Exit Date
• Transitional Housing (2)

Bed Inventory

All bed inventory information will be pulled from the inventories. This includes:

• CoC
  • For projects that serve different CoCs, create a separate bed inventory for each CoC's beds
• Household Type
• Bed Type (ES only)
• Availability (ES only)
• Bed Inventory
  • Designated Bed Counts
• Unit Inventory
• Inventory Start and End Dates

From the Program screen:

• Target Population
• Victim Services Provider
• Housing Type
• HMIS Participating Beds 

From the Site screen:

• Geocode
• Geography Type

Occupancy

Occupancy for Emergency Shelter, Entry/Exit Date and Transitional Housing projects requires the following:

• Active enrollment in a corresponding project at the Point-in-Time