- Accessing the Point-In-Time Report
- Running the Sheltered Point-In-Time Report
- Interpreting the Report
- Report Specifications
Accessing the Point In Time Report
The Point In Time Report is a self-service report accessible within BusinessObject (formerly ART) by Agency Technical Administrators.
The Point In Time Report is called Sheltered Point in Time 2023. For those with BusinessObject licenses, follow these steps:
- Log in to ServicePoint, and navigate to the BusinessObject section in either of the following ways:
- Reports > Under Custom Reports, then click on BusinessObject
- In the top right corner of the screen, click Connect to BusinessObject
- Within the BusinessObject Browser:
- Navigate to Public Folder > chicago_live_folder >Chicago Coc Reports (Secure) > Audit Reports >Point In Time Count > Sheltered Point in Time 2023
Running the Sheltered Point In Time Report
Once the report has been located, click on the Sheltered Point in Time 2023 report. Once the report loads a prompt screen will appear. Please ensure that all prompts are completed with the provided dates to ensure that data is being pulled accurately.
There are 4 prompts that will need to be completed:
- Select Provider(s): - Select the project or projects that were included in the PIT from your agency.
- Enter PIT Date Plus 1 Day: - The user should type in, or select from the calendar, the day
immediately following the day of the PIT count. This date will be 1/27/2023 - Enter PIT Date: - The user should type in, or select from the calendar, the day of the PIT count. This date will be 1/26/2023
- Enter PIT Date Minus 1 Day: - The user should type in, or select from the calendar, the day
immediately preceding the day of the PIT count. This date will be 1/25/2023
Once all prompts have been completed click "Run"
For more instructions on running reports please see our helpdesk article here.
Interpreting the Report
Tab A - Homeless Populations
This tab contains three tables that document the unduplicated Sheltered PIT count of individual clients and households and are labeled by household type. The three tables contain data for All Households. Data is broken down by project type and household type according to the 2023 HUD PIT guidance. Clients with multiple races will be counted once in the Multiple Races row.
Table 1 - Households with at least one Adult
Table 2 - Households without Children
Table 3 - Households with Only Children (under age 18)
Tab B - Veteran Households
This tab contains two tables that document Veteran Households for Sheltered PIT counts of individual clients and households and are labeled by household type. Veteran Only Households are a subset of the Homeless Populations that are found on Tab A. Data is broken down by project type and household type according to the 2023 HUD PIT guidance. Clients with multiple races will be counted once in the Multiple Races row.
Table 1 - Veteran Households with at least one Adult
Table 2 - Veteran Households without Children
Tab C - Youth Households
This tab contains a table that documents Youth Households for Sheltered PIT counts of individual clients and households. Youth Only Households are a subset of the Homeless Populations that are found on Tab A. Clients missing a DOB will not appear on this tab. Clients with multiple races will be counted once in the Multiple Races row. Chronically homeless counts are provided at the bottom of each table.
Table 1 - Unaccompanied Youth Households
Table 2 - Parenting Youth Households
Youth: Persons under 25 including children under age 18 and young adults ages 18 to 24.
Parenting Youth: A youth (under 25) who identifies as the parent or legal guardian of one or more
of the children (under 18) who are present with or sleeping in the same place as that youth parent.
Unaccompanied youth: Under 25 who are not accompanied by a parent or guardian and who are
NOT a parent presenting with or sleeping in the same place as his or her/children. Unaccompanied is single youth, youth couples, and groups of youth presenting together as a household.
Tab D - Homeless Subpopulation
This tab contains an unduplicated Sheltered PIT count of clients broken down by the various HUD subpopulation categories as required in the 2023 HUD PIT Guidance. Per HUD directive, only adults 18 and older are included for Serious Mental Illness, Substance Abuse Disorder, HIV/AIDS, and Victims of Domestic Violence (fleeing clients only). Serious Mental Illness, Substance Abuse, and HIV/AIDS are captured via the Disability sub-assessment, and Domestic Violence via the assessment question for Domestic Violence (fleeing clients only).
Tab E - Client Detail
This tab contains unduplicated Sheltered PIT details of clients captured during the PIT.
Column Explanations:
• HH Group: This column provides a common HH group for all members of a household. If the client is single the HH Group will begin with EE.
• Client Id: The column header counts all Client IDs in the report range. The cells are merged, which means multiple rows of data for a client will only display one Client ID.
• Age: This column provides the age of the client as of the date of the PIT count
• Gender: This column provides the gender of the client as of the date of the PIT count
• Ethnicity: This column provides the ethnicity of the client as of the date of the PIT.
• Primary Race: This column provides the Primary Race of the client as of the PIT date.
• 2nd Race: This column provides the Secondary Race of the client as of the PIT date.
• Disab YN: This column provides the disability status of the client as of the PIT date.
• Disab Sub: This column provides a Y if there are values in the Disability Sub-Assessment and an N if there are no recorded disabilities with valid dates
• HoH Relate: This column provides the Head of Household Status for each client.
• Vet: This column provides the veteran status of the client as of the date of the PIT count
• DV: This column indicates whether the client is reported as a victim of domestic violence as of the date of the PIT count
• DV Flee: This column indicates whether the client is reported as fleeing domestic violence as of the date of the PIT count
• CH: This column indicates whether the client is reported as chronically homeless.
• Provider: This column provides the name of the provider of the service or entry/exit
• Start: This column provides the start date for the service or entry/exit. When more than one start date exists, the report pulls in the data from the latest episode.
• Trans Type: This column provides the type of transaction that was used to determine that the client should be included in the PIT count – Entry/Exit (E), Shelter Service
Transaction (Svc), or ShelterPoint Shelter Stay (SH), PH-Rapid Re-Housing (Svc)
• Prog Type: This column provides the type of project involved –Emergency Shelter (ES), Transitional Housing (TH), Safe Haven (SH)
• Fam Type: This column provides the family type of the client as of the date of the PIT count.
Flags:
1. Missing data is indicated with a red “null.” If a value is not required, for example for clients under 18 for DV, the cell is left blank.
2. Missing Client location will appear when the “All Values” Input Control is selected. It will turn the [Prog Type] column yellow for Missing and non-Matching CoC codes. This works similarly on Tab D for Disability Detail.
3. Non-HUD responses are shaded in yellow with red text. Though “Client Doesn’t Know” and “Client Refused” are HUD values according to the 2017 HMIS Data Dictionary v6.1 these values are treated the same as non-HUD responses for the purposes of this report.
4. Youth households that include more than one “Self” for Head of Household are highlighted in Pink.
5. Households or Children that are included in Safe Haven projects are indicated in red across the row. This flag “trumps” other flags for the same client.
Tab F - Disability Detail
This tab contains information about the recorded disabilities as displayed in the Subpopulations
table.
Column Explanations:
• Client Id: The column header counts all Client IDs in the report range. The cells are merged, which means multiple rows of data for a client will only display one Client ID.
• Age: This column provides the age of the client as of the date of the PIT count
• Disab YN: This column provides the disability status of the client as of the PIT date per the Assessment Question “Does Client Have Disabling Condition”
• Disability: This column provides the disability type of the client as of the date of the PIT count from the Disability Sub-Assessment
• Long Duration: This column provides the value to “If Yes, expected to be of long-continued and indefinite duration and substantially impairs the ability to live independently” within the Disability Sub-Assessment for each disability listed. Long Duration is not required for the sub-population count for clients with HIV/AIDS or Developmental Disability
• Disability Start: This column provides the start date of the disability
• Disability End: This column provides the end date of the disability
• Prog Type: This column provides the type of project involved –Emergency Shelter (ES), Transitional Housing (TH), Safe Haven (SH), PH-Rapid Re-Housing (RRH)
Report Specifications
1) De-duplication: This report de-duplicates client counts using the Client Unique Id. Household counts are de-duplicated using the HH Group number.
2) Inclusion: The client location for each Head of Household must match the CoC Code of each individual provider selected when using the Provider prompt. For a client/household to be included in the PIT count in this report, the client must have been served on count day as evidenced by one or more of the following:
- An Emergency Shelter will count as follows:
-
- There must be a valid Entry-Exit and Shelter Services with AIRS taxonomy codes within range from BH-1800 to BH-1800.900 and with a start date on or before count day and an end date that was after count day or null then the client will count if there is a valid transaction on the night of the count
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- Enrollment in a specified Transitional Housing, or Safe Haven type project with an entry date on or before count day and an exit date that was after count day or null.
- A recorded need with the “Outcome of Need” set to “Not Met”
3) Household Type Determination:
- Only a client’s entry/service connected with their PIT count is considered in the determination of household type.
- Household type is determined by the number and ages of clients entering or being served as a household group on count day. (Clients sharing a single-entry exit group id or a single service group id). Households in this report are divided into three distinct types as defined in the HUD literature. These types include:
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- Households that include both adults and children. In this type of household, at least one person in the household must be under the age of 18 on the count day, and at least one person in the household must be 18 or older on the count day.
- Households that include children only. This may be an unaccompanied individual under the age of 18 on count day, or multiple household members all of whom must be under the age of 18 on count day.
- Households that include adults only. This may be an unaccompanied individual over the age of 17 on count day, or multiple household members all of whom must be 18 or older on the count day.
4) Gender: Counts follow the HMIS Programming specifications for the FY2022 COC APR/ESG CAPER v1.1
Q10 per HUD guidance.
Please open a ticket with the Help Desk if there are any questions regarding the report or troubleshooting data corrections.