• 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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    Unit Utilization Report

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    Rischelle Fajardo
    • Updated
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    Report Name: HDR-054 Unit Utilization SQL Report
    What information does this report have? This report uses HMIS data to list participants and compares it to the Bed/Unit Inventory, as of the designated PIT date.
    How often is the report ran and delivered:

    The report is automated to be ran and delivered

    • in an Excel format
    • weekly, with a Wednesday PIT date and is delivered on Thursdays. 
    How are the report recipients determined: HMIS Users that are designated as an Agency Technical Administrator (ATA) receive this report for their agency's projects only.
    Which project types will receive this report?
    • PH - Housing only (HUD)
    • PH - Housing with services (no disability required for entry) (HUD)
    • PH - Permanent Supportive Housing (disability required for entry) (HUD)


    A similar report can be ran - Generating and Interpreting the Utilization Business Objects Report

     

    This article is to provide guidance on

     

    Bed & Unit Utilization tab

    • Bed and Unit Utilization - These numbers represent the provider's inventory as of the PIT date. See this article for more information: Bed & Unit Inventory Guide
    • Individuals and Households Enrolled - These numbers represent the number of individuals and households housed on the day of the PIT date.
    • Bed and Unit Utilization Rate - This percentage is calculated by dividing the provider's inventory by the the number of individuals and households housed as of the PIT date.
    • Report Parameters
      • Project - This field indicates what HMIS project the report is pulling data for. 
      • Date Report was Run - This field indicates the date the report was ran and delivered. 
      • PIT Date - This field indicates the Point-in-Time (PIT) date used for the report. This means that the data is based on any data that was entered on or before this indicated date. 
      • HUD Program Type - This field indicates what program type the provider is recorded as in the HMIS. This is determined by the provider's grant and was collected upon project set-up. 

    Details Tab

    • The data at the top of the table is the same information found in the Bed & Unit Utilization tab.
    • Client ID - This column lists all the adult clients enrolled in the project as of the PIT date.   
      • Clients included are enrolled into the PSH project the report is ran for with:
        1. A project start date on or before the PIT date
        2. A housing move-in date on or before the PIT date. This must be a valid HMID according to 
        3. A project exit date that is null or after the PIT date
      • See this article for more information: Understanding Enrollments or Entry/Exits
    • Group ID - This column lists all the households enrolled in the project as of the PIT date. 
      • Clients with the same group ID are in the same household. 
      • Households included were established upon enrollment.
      • See this article for more information: Households
    • Entry Date - This column lists the Project Start date for the corresponding client and enrollment. 
    • Housing Move-in Date - This column lists the Housing Move-in Date for the corresponding client and enrollment. 
    • Exit Date - This column lists the Project Exit date for the corresponding client and enrollment. For the client to appear on this list, this must be blank or after the report PIT date.
    • Age - This column is the age indicated in the corresponding client's profile, calculated from the listed Date of Birth. 

     

    Frequently Asked Questions: 

    How do I receive this report regularly for my provider?

    To add a new recipient of this report, they must be active on the HMIS and be designated as an Agency Technical Administrator (ATA). If they do not meet both of these criteria, see the following articles: 

     

    The Bed and Unit Inventory is incorrect in the report. 

    The inventory referenced in the report is based on HMIS data for the project on the PIT date.

    It is updated after the annual Housing Inventory Count or by reporting a change in this form.

     

    Client(s) are missing from the report. 

    1. When reviewing client data, make sure that EDA mode is off. 
    2. Review clients' enrollment for the following criteria. They must meet all these criteria to be included in the report: 
      • A project start date on or before the PIT date
      • A housing move-in date on or before the PIT date
        • Having an Interim Review that is "Update: Housing Move-in Date" does not sufficiently document the HMID. 
        • The HMID is entered within the update assessment.
        • Review that the timestamp of the value matches the date of the review. This ensures that the populating HMID is linked to that enrollment.
      • A project exit date that is null or after the PIT date

     

     

     

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