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.|
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 as the Site Category and then 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 like 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.
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.
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.
Housing Inventory Sites have 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.
The Overview section contains the fields completed for the Site at creation, which you can modify at any time.
Programs & Projects
The Programs & Projects section displays any Programs that have been assigned to a Housing Inventory Site through the Housing Inventory Site setup.
Buildings & Units
The Buildings & Units section 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.
|Note: Eligibility inherits from the Building to lower levels. If Eligibility differs from Unit to Unit, don’t add Eligibility to the Building. Instead, add Eligibility as needed within Unit Configuration Type or Unit Management.|
When you create a Building or Unit, you will see an Address dropdown, allowing you to select a Default Site Address or New Address. This field is required. If you select Default Site Address, then the address collected at the Site level will be applied to the Building. If you select New Address, you can record a unique address for the Building (this can later be changed back to the Default Site Address, if applicable).
To associate Funding Sources with a site, click ADD FUNDING SOURCE in the Funding Sources section. The Funding Sources that display will be those that have been created from the Funding tab.
You can also configure Funding Sources at the Building level. While at the Building level, you will see any Funding Sources inherited from the Site level.
|Note: Funding inherits from the Building to lower levels. If Funding differs from Unit to Unit, don’t add Funding at the Building level. Instead, add Funding as needed within Unit Configuration Type or Unit Management.|
To associate Eligibility criteria with a Site, click Eligibility 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.
Housing 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.
Both Housing Inventory Sites and Buildings are built with a System Administrator accessible Audit Log.