• AIRS – Alliance of Information and Referral Systems
  • AHAR – Annual Homeless Assessment Report
  • APR – Annual Performance Report
  • ATA – Agency Technical Administrator
  • CAPER – Consolidated Annual Performance and Evaluation Report
  • CES – Coordinated Entry System
  • CDBG – Community Development Block Grant CoC - Continuum of Care
  • CH – Chronically Homeless
  • CoC – Continuum of Care
  • DOB – Date of Birth
  • DQSC – Data Quality Sub-Committee
  • DV – Domestic Violence
  • ES – Emergency Shelter
  • ESG – Emergency Solutions Grant
  • EVHI – Ending Veteran Homelessness Initiative
  • Homeless Emergency Assistance and Rapid Transition to Housing HIPAA - Health Insurance Portability and Accountability Act of 1996
  • HMIS – Homeless Management Information System
  • HoH – Head of Household
  • HOPWA – Housing Opportunities for Persons with AIDS
  • HPCC – Homeless Prevention Call Center
  • HUD – Housing and Urban Development
  • NOFA – Notice of Funding Availability PIT - Point in Time
  • NP - Non-Participating (Agency is listed as not using ServicePoint or no longer in operation)
  • PATH - Projects for Assistance in Transition from Homelessness
  • PPI – Personal Protected Information
  • PSH – Permanent Supportive Housing
  • RHY – Runaway and Homeless Youth
  • ROI – Release of Information
  • RRH – Rapid Re-Housing
  • SH – Safe Haven
  • SHP – Supportive Housing Program
  • SRO – Single Room Occupancy
  • SSI – Supplemental Security Income
  • SSN – Social Security Numbe
  • SSO – Supportive Services Only
  • SSVF – Supportive Services for Veteran Families
  • UDE – Universal Data Element
  • TANF – Temporary Assistance for Needy Families
  • TFA – Temporary Financial Assistance
  • VASH – Veteran Affairs Supportive Housing

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    2023 Point in Time Count

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    Rischelle Fajardo
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    The Point in Time Count will take place on January 26, 2023.

    For the 2023 Point In Time count, we have made a few changes to the overall process and how data will be captured from HMIS. These changes were made this year with the intent to improve the accuracy and provided providers access to their project data the day after the PIT (1/26). This year we will be utilizing the client project enrollments (Entry/Exit) for Transitional Housing and Safe Haven project types to generate the count for the night of the PIT. This would replace utilizing the ShelterPoint unit list for this count. Emergency Shelter projects will follow the same process as in previous years. 

    Any agencies that operate the following project types are requested to participate: 

    • Emergency Shelter
    • Transitional Housing
    • Safe Haven (project type, not agency)

    *PH/PSH/RRH projects do not need to participate in the PIT process, though they do participate in the Housing Inventory Count (HIC).

    Please see our Helpdesk article to identify what projects at your agency are required to participate in the count. 

    Emergency Shelter

    Any agencies that operate Emergency Shelters will be required to update their ShelterPoint lists to reflect clients checked in for that night. These projects are asked to check in any clients staying that night into their ShelterPoint list before 11:59 pm Thursday, January 26th. This means checking in clients that are new or checking out clients that have long since exited your project.

    Transitional Housing / Safe Haven

    Any agencies that operate Transitional Housing or Safe Haven will only be required to ensure that their Enrollments (Entry/Exit) are accurate on the day of the PIT. These projects are asked to ensure that clients that are intended to be counted have an enrollment start date on the day of or prior to  Thursday, January 26th. Clients that are no longer with the project prior to Thursday, January 26th should have an exit date added to their enrollment. (For TH and SH project types only, we will no longer be reporting the ShelterPoint lists but will now report based on Enrollments (Entry/Exit)) 

     

    Objectives and Data Entry Expectations: 

    Ensure that your ShelterPoint unit lists (Emergency Shelter) or Enrollment Entry/Exit (Transitional Housing and Safe Haven) reflect the number of clients that are currently enrolled in your project. Please do the following:

    • Emergency Shelter
      • Review the clients currently checked into your ShelterPoint unit list
      • Review the clients currently enrolled in your project
      • Verify All Clients ENROLLED in your project and OCCUPYING a bed are added to ShelterPoint
      • Ensure demographic data is complete in the client's Entry Assessment
    • Transitional Housing / Safe Haven
      • Review the clients currently enrolled in your project
      • Ensure demographic data is complete in the client's Entry Assessment

    Following the Point in Time: 

    Following the PIT All Chicago will post cumulative totals here. These totals will be looked at as the Master count for the PIT. After the official PIT (January 30th, 2023) providers will be able to use this count in conjunction with the PIT Business Objects Report to make any adjustments during the correction period. 

     

    The correction period this year will last two weeks. During this time providers will be able to adjust data in HMIS to correct incorrect counts from the PIT. 

    Example:

    Project count from Helpdesk article (master count): 30 clients

    Intended internal project count: 32 clients

    In this example, All Chicago is reporting two clients less than the project intended to report. During the correction period, this project will need to add the clients in HMIS for them to be counted.

    ES: Projects will need to add these clients to their shelter point unit list and enroll the client into their project for the day of the PIT (1/26)

    TH/SH: Projects will need to enroll these clients into their project so that the client is active on the PIT date (1/26) 

    Example 2:

    Project count from Helpdesk article (master count): 60 clients

    Intended internal project count: 50 clients

    In this example, All Chicago is reporting ten clients more than the project intended to report. During the correction period, this project will need to remove the clients in HMIS for them to be removed from the count.

    ES: Projects will need to remove these clients from their ShelterPoint unit list and exit the clients from their project for a date prior to the PIT (1/26)

    TH/SH: Projects will need to exit these clients into their project prior to the PIT date (1/26) so that these clients will not be counted.

    For Emergency Shelters please see our helpdesk articles on utilizing ShelterPoint: 

    ShelterPoint Guide

    Checking In Multi-person Households to ShelterPoint

    Removing Clients from ShelterPoint Unit List

    For Transitional Housing / Safe Havens please see our LMS course:

    Transitional Housing (TH) and Safe Haven (SH) Workflow Training

     

    Dates to observe:

    Wednesday, January 18th

    Webinar

    		 PIT Webinar

    Monday, January 23rd 

    Notice

    		 All Chicago sends out reminder notifications to agencies reminding them of the PIT

    Wednesday, January 25th

    Notice

    All Chicago sends out reminder notifications to agencies reminding them of the PIT

    Thursday, January 26th

    PIT Date

    Emergency Shelter projects must ensure clients enrolled and occupying a bed are the only clients entered/checked into ShelterPoint.

    Transitional Housing and Safe Haven must ensure clients are enrolled and any clients no longer with the project are exited.

    Agencies must ensure demographic data is complete in the Entry Assessment for all clients being counted during the PIT (All Project Types).

    Again, all clients must be checked into your unit list and/or enrolled into your project by Jan 26th at 11:59 pm to be counted in the PIT

    Friday, January 27th

     

    Providers will have access to run the PIT BusinessObjects report to identify clients that were checked into your shelter list and/or enrolled in your project on January 26th.

    Please see our article on Generating and Interpreting the report.

     

    Monday, January 30th

    PIT Results

    		 All Chicago will be posting the cumulative project results here. Please ensure that the count posted for your project matches the clients that should be included. Details of this count can be found by generating the PIT BusinessObjects report for your project. 

    Monday, January 30th

    Through

    Friday, February 3rd

    Correction Period

    		 During the first round of corrections, providers will have the option to correct any data related to their PIT count. This included adding and removing clients that should have or have not been counted. Providers are also encouraged to correct any missing data fields that are identified in the BusinessObjects report.

    Monday, February 6th

    PIT Results

     

    		 All Chicago will re-run the PIT report and re-posting the cumulative project results here. Please ensure that the count posted for your project matches the clients that should be included. Details of this count can be found by generating the PIT BusinessObjects report for your project. 

    Monday, February 6th

    Through

    Friday, February 10th

    Correction Period

     

    		 During the second round of corrections, providers will continue to have the option to correct any data related to their PIT count. This included adding and removing clients that should have or have not been counted. Providers are also encouraged to correct any missing data fields that are identified in the BusinessObjects report.

    Friday, February 10th

    End of Correction Period

    		 The PIT process will conclude at end of business on 2/10. Providers should have all data corrected by this time. 

     

    The Point in Time Training course is available to complete by anyone at your agency via the HMIS Talent site. We recommend having at least one staff member complete the course before the PIT date of January 26, 2023. 

     

    Links:

    Point in Time Count Training 

     

    All Chicago’s HMIS Helpdesk has resources for how to check in/check out clients in ShelterPoint:

    • Creating/Editing Unit Lists
      • Review your current unit lists and compare numbers with the actual bed count
      • Request a change to a unit list (please be specific using the correct forms)
    • ShelterPoint Guide
      • New or returning to ShelterPoint? This guide is for you.
      • Learn all actions to manage client assignments to beds in ShelterPoint

    For any questions and updates about the PIT Count please contact the HelpDesk by emailing helpdesk@allchicago.org.

     

    Webinar Recorded on 01/18/2023

     

    Slides from Webinar on 01/18/2023

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