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4.3. Housing Inventory Count Verification Report

Executive Summary: This custom ART report has been created to give providers direct knowledge of what data is in HMIS about any given project and offers a way to request changes to that data. The report is used once a year by all providers during the Housing Inventory Count (about January to March) and all year round to request that we modify any provider data that changes during the year. For non-HMIS-participating agencies, the County Contact will run the report on all the non-HMIS-participating agencies in that contact's county and send it in at least annually during the Housing Inventory Count process.

Purpose: This report returns HMIS data about selected providers and gives space for the user to verify current data and/or request changes to that data.

Audience: This report is intended for all Ohio Balance of State projects wanting to check that their provider data is accurate, whether it is for the Housing Inventory Count or simply to send in changes that occur for the project(s) during the year.

Frequency: At least annually, plus whenever a change occurs to provider data.

Compatibility and system requirements: This version of the report requires ServicePoint 5x and ART 3x.

Prerequisites and work flow requirements: Since this report does not rely on client data, there is no specific workflow required.

   Providers are included in the report if they have:

Instructions:

  1.     For basic instructions on how to use ART to run a report, click here.
  2.     To run the HIC Verification report, go into ART and navigate to the Public > Balance of State HMIS > As Needed > Housing Inventory Count folder.
  3.     Click the magnifying glass on the "Housing Inventory Count Verification" report.
  4.     Click either View or Schedule.
  5.     All three prompts are optional, however you should always use at least one of the prompts. If you are running this report because you are the Agency Administrator and either there is a change or it is Housing Inventory Count time, use the Provider(s) prompt and be sure the "Enter No..." and "County" prompts are clear. It will look like this:
  6. three optional prompts: provider(s), Non-HMIS participating, and County. The Providers one is selected and there are three providers selected in the panes below. The active button says "Run Query".
    Figure 1: Using Provider Prompt

     If you are running this report on the non-HMIS-participating providers because you are the County Contact for the Housing Inventory Count process, clear the Provider(s) prompt of all providers and use the "Enter No..." and "County" prompts:

    Figure 2: Using County and Non-HMIS-Participating Prompts

  7. Review the report to be sure the providers shown are correct. Save your report to .pdf and print it.
  8. For each row, if the data that is already in HMIS is correct, please check the box in the "Correct?" column.
  9. If the data is not correct, write what it should be in the "If not correct, enter corrected data" column and be sure to also enter the DATE the change took place.
  10. Have your HMIS Administrator or Executive Director sign and date each provider's form regardless of if you are sending this in for Housing Inventory Count purposes or if you are sending it in because there's been a change.
  11. Send to COHHIO via email (ohioboscoc@cohhio.org) or fax it (614.463.1060) or mail it (175 S Third Street, Suite 580, Columbus, OH 43215).

Some information that may help to understand while completing the form:

Target Populations: DV (domestic violence), HIV (persons with HIV/AIDS), and NA (neither).

Bed Counts: Not all project types use the concept of bed counts, and some use them differently than others. Prevention, Outreach, and Services Only projects will not have any bed records at all. Rapid Rehousing has bed counts, however, they are only reported during the HIC, and even then it is simply based on how many clients were in the project on the night of the Point in Time Count. So there would not be any need for Rapid Rehousing projects to correct or worry about adjusting their bed counts since it is not used in bed utilization reporting, the AHAR, or any other report. Where bed counts are crucial are for Emergency Shelters, Transitional Housing, Safe Haven, and PSH projects.

Bed and Unit Availability: Whether the beds and units are available on a planned basis year-round, or seasonally (during a defined period of high demand), or on an ad hoc or temporary basis as demand indicates.

Bed Type (Emergency Shelter Only):

Dedicated beds means that those beds can ONLY be used for that population. If you claim all of your beds are dedicated to veterans, that means if a client is not a veteran or there is a household without any veterans, you do not serve them. (This is as opposed to saying your beds are "prioritized" for veterans, which would mean that if there are no homeless veterans or veteran households in your community, you will serve non-veteran clients/households.)

Funding Sources:

2017 HOUSING INVENTORY COUNT INFORMATION:

If you are an HMIS Agency Administrator for any agency:

Run the ART report: Public > As Needed and Custom Reports > Housing Inventory Count > Housing Inventory Verification report. There are three optional prompts.

  1. Select the “Provider(s)” prompt.
  2. Choose all the providers you are the HMIS Agency Administrator for.
  3. Run the report, save to .pdf, and print. Complete both the coversheet and each page of the HIC Verification report. Be sure to explain the reasoning behind any changes being requested.
  4. If you have a new project that should be added to the Housing Inventory Chart, you should run the New Project Form report in the same folder. 

If you are the HIC/PIT County Contact for your County:

Run the ART report: Public > As Needed and Custom Reports > Housing Inventory Count > Housing Inventory Verification report. There are three optional prompts.

  1. You will need two of these prompts:
    • Select the County prompt, choose your County.
    • Select the “Enter No if you want to see Non-HMIS Participating Providers Only” prompt, type “No”.
  2. Run the report, save to .pdf, and print. Complete both the cover sheet and each page of the HIC Verification report.
  3. If you have a new project that should be added to the Housing Inventory Chart, you should run the New Project Form report in the same folder.

If you are both the HIC/PIT County Contact for your County and you are also the HMIS Agency Administrator for any agency:

Follow both sets of instructions above separately. You will run the HIC Verification report twice, once as the HIC/PIT County Contact and once as the HMIS Agency Administrator.

Please read the Ohio Balance of State 2018 HIC and PIT Count Guidance for more details about how work with your local agencies to be sure the Balance of State guidelines are being followed.


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