• 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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    Generating and Interpreting the Utilization Business Objects Report

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    Alex Fuller
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    Accessing the Utilization Audit Report

    The Utilization Report is a self-service report accessible within BusinessObject (formerly ART) by Agency Technical Administrators.

    The Report is called Utilization Report -04-22-24. For those with BusinessObjects licenses, follow these steps:

    • Log in to ServicePoint, and navigate to the BusinessObjects  section in either of the following ways:
      • Reports > Under Custom Reports, then click on BusinessObjects 
      • In the top right corner of the screen, click Connect to BusinessObjects 

    2022-11-01_12-56-39.png

    • Within the BusinessObjects Browser:
      • Navigate to Public Folder > chicago_live_folder >Chicago Coc Reports (Secure) > Audit Reports >Utilization Report

    2023-01-25_10-13-36.png2023-01-25_10-14-57.png

     

    Running the Utilization Report

    Once the report has been located, click on the Utilization 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. 

     

    2023-01-25_10-17-39.png

    Two prompts will need to be completed:

    • Select Provider: - Select the project you want to run the report for.
    • 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 1/26/2024

    Once all prompts have been completed click "Run"

    For more instructions on running reports please see our helpdesk article here. 

     

    Interpreting the Report

    Utilization Overview

    This tab contains three tables that document the Unit/Bed availability and Occupancy on a given point in time date. 

    2024-04-22_10-12-39.png

     

    Bed Utilization - This table will represent the total available Beds for the project selected. If the project has more than 1 available inventory (Singles, Families, Child-Only) then this section will show the cumulative total of what is available. In this section, you will also the Number Enrolled this is the total Client Count (unique HMIS ID). This total is based on clients enrolled in the project as of the Point In time Date. From the total Beds and total enrollments, you will be able to see the utilization rate for Beds on the Point In time Date.

    (PH - Client enrollments must contain a Housing Move-In Date as of the PIT date to be included in this report)

     

    Room/Unit Utilization - This table will represent the total available Units for the project selected. If the project has more than 1 available inventory (Singles, Families, Child-Only) then this section will show the cumulative total of what is available. In this section, you will also the Number of Households Enrolled this is the total Household Count (unique Group ID). This total is based on clients enrolled in the project as of the Point In time Date. From the total Units and total enrollments, you will be able to see the utilization rate for Units on the Point In time Date.

     

    Inventory Table - This table will show all available inventories as set in HMIS. Projects can have more than 1 inventory available due to Household types (Singles, Families, Child-Only). Projects should review these inventories to ensure they match the client population that is being served by the project. 

    • Project Type - This Identifies the HUD project type selected for the project. 
    • Bed and Unit Inventory Name - The name given to the Inventory. Often used to separate inventories based on Household type.
    • Bed and Unit Inventory Availability - Identifies if this inventory is Year Round, Seasonal, or Overflow
    • Bed and Unit Inventory Unit Inventory - Total Beds for Inventory 
    • Bed and Unit Inventory Bed Inventory - Total Units for Inventory
    • Bed and Unit Inventory Bed Type - Identifies if this inventory is Facility Based or Voucher
    • Bed and Unit Inventory Household Type - The type of households that will be served by this inventory. This should match the client that the project is serving.
    • Bed and Unit Inventory Inventory Start Date - The date the Inventory Started 
    • Bed and Unit Inventory Inventory End Date - The date the Inventory Ended

     

    Client Details

    This tab will show all active clients as of the Point In Time Date no matter if they are included in the cumulative totals Overview tab. For PH projects, clients that are not included will still show on this tab but will be highlighted in RED.  

     

    2024-04-22_11-06-37.png

     

    Client ID - Unique ID assigned to each client

    Group ID - This column will represent Households that enrolled together. Households without matching group IDs will need to update the enrollment to include all members.

    First Name - Client's first name 

    Last Name - Client's last name 

    Provider Id - Project the client is enrolled in. This will show based on the Provider selected in the report prompt.

    Project Type - This Identifies the HUD project type selected for the project. 

    Entry Date - The date the client enrolled in the project 

    Exit Date - The date the client exited the project 

    Housing Move-in Date - The date the client was housed. 

    (PH - Client enrollments must contain a Housing Move-In Date as of the PIT date to be included in this report)

     

    Please open a ticket with the Help Desk if there are any questions regarding the report or troubleshooting data corrections.

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