Guide to providing bed and unit counts/information for the Housing Inventory Chart (HIC) The HIC is a point-in-time inventory of projects within your CoC that provide beds and units dedicated to serve persons who are homeless. It should reflect the number of beds and units available on the night designated for the count that are dedicated to serve persons who are homeless (and, for permanent housing projects, were homeless at entry), per the HUD homeless definition. This guide only includes guidance for calculating bed counts for Emergency Shelter (ES), Transitional Housing (TH), and Permanent Supportive Housing (PSH). Included is some basic HIC information as well as some information on using ART reports to help projects calculate bed counts. CoC Coordinators may provide additional instruction for this process as well. Types of Homeless Projects to Include in the HIC Beds and units included on the HIC are considered part of the CoC homeless assistance system. Beds and units in the HIC must be dedicated to serving homeless persons, or for permanent housing projects, dedicated for persons who were homeless at entry. For the purposes of the HIC, a project with dedicated beds/units is one where: the primary intent of the project is to serve homeless persons; the project verifies homeless status as part of its eligibility determination; and the actual project clients are predominantly homeless (or, for permanent housing, were homeless at entry). Note: Beds in institutional settings not specifically dedicated for persons who are homeless such as detox facilities, emergency rooms, jails, and acute crisis or treatment centers should not be included in the HIC. HUD considers extreme weather shelters as dedicated homeless inventory and should be included in the HIC. For Youth-dedicated beds, providers will also need to identify the age group below that the beds are intended to serve. Only children under 18 Persons 18-24 Persons up to 24
Inventory Type: Identify whether the bed inventory is current, new, or under development. Current inventory (C): Beds and units were available for occupancy on or before January 31, 2013. New inventory (N): Beds and units became available for occupancy between February 1, 2013 and January 31, 2014. Inventory designated as New should represent an increase in capacity for the project from the previous year. In order to appropriately designate inventory type, the CoC must compare the number of beds available at the time of the 2014 HIC with the number of beds that were previously available at the time of the 2013 HIC. Under development (U): Beds and units were fully funded but not available for occupancy as of January 31, 2014. For inventory identified as under development CoCs must also identify whether the bed/unit inventory is expected to be available for occupancy by January 31, 2015. Household Type: Identify the number of beds and units available for each of the following household types: Note: Wilder has reports available in ART to help you determine the number and percentage of each household type a project has served during the year. Households without children: Beds and units are intended for households with adults only. This includes households composed of unaccompanied adults and multiple adults. For example: single adults, adult parents with their adult children, an adult couple with no minor children in the household, or households made up of other non-related adults. Households with at least one adult and one child (families): Beds and units are intended for households with (at least) one adult and one child. At least one child must be under the age of 18. Households with only children: Beds and units are intended for households composed exclusively of persons under age 18, including one-child households, multi-child households (such as parenting teens or siblings on their own) or other household configurations composed only of children. For projects that have inventory designated for use by households with only children, care should be taken to ensure that this inventory is included on the HIC only in the category of households with only children, and not in the category for households with at least one adult and one child.
Determining Bed Counts (Emergency Shelter, Transitional Housing, and Permanent Supportive Housing only. This does not include guidance for Rapid Rehousing projects.) For projects that serve multiple household types, but where a precise number of beds are not designated exclusively for a particular type of household (beds/units that can be used for either singles, families, or children only), the total number of beds may be distributed among the household types served by the project using one of the following methodologies: Note: For projects open a year or longer as of the PIT date, Wilder recommends using method B or C. Method A: Divide the beds based on how the bed(s) were used on the night of the Point in Time Count on January 22, 2014 (PIT). If the facility is not at full capacity on the night of the count, then extrapolate the distribution based on the prorated distribution of those who are served on the night of the count. 1. Emergency Shelter and Transitional Housing projects can run the Point-In-Time report in ART located in the HUD Information by Provider and CoC folder to get the client counts for each category. The Point-in-Time report in ART does not work with Permanent Supportive Housing programs. In ART: Public folderhud Information by Provider and CoCHIC and PITProvider Reports 0630 All- Sheltered-Unsheltered PIT 2015 - v14 - modified Run for one provider at a time Use the 01/22/2015 PIT date Use the default end date Effective date: 1/23/2015 Choose to run the report using Services or Entry/Exits depending on how you track client participation Pages 1-3 of the report show client counts for each household type. Download and save this report as a PDF for your records. 1. If your project was not full on the night of the PIT count: Get the client counts for the PIT night (January 22 nd, 2015) either using your own agency counts or the PIT report in ART. Calculate the percentage of beds used on the PIT night for each household type: Use the following formulas: Percentage of beds for Adults Only: # of beds used by HH with Adults Only on the night of the PIT count / by total # of beds in the facility/project in use on the night of the PIT. Percentage of beds for HH with Adults and Children: # of beds used by persons in a HH with Adults and Children on the night of the PIT count / by total # of beds in use in facility/project the night of the PIT count. Percentage of beds for children only: # of beds used by persons in a children only household on the night of the PIT count / by total # of beds in facility/project in use on the night of the PIT count.
Multiply the percentage of each HH type by the total number of beds in the facility/project to get the bed count for each HH type. Once you ve determined the number of beds used for each household type, record those counts for your HIC bed counts. 2. If your project was full on the night of the PIT Count: Determine the counts you had for each household type (either using your own agency counts or the PIT report in ART). Use those counts as your HIC bed counts. NOTE: Before using any of the counts from the ART Report to calculate bed numbers, you must make sure your data is complete and accurate. Review the tabs of the reports intended to help you check your data. Look for disconnected households, households that were not exited/services ended on the right date, missing households, etc. These errors will cause your counts to be incorrect. The data check Tabs will help you determine that your households have entered and exited correctly and that they are listed as the appropriate household type. The HIC Bed and Unit Calculations report is available for both Entry-ExitExit providers (TH and PSH programs) and for Emergency Shelter Programs. Choose the Entry-Exit report for TH or PSH programs. Choose the Services report for Emergency Shelter programs. Method B: If number of beds is known, but distribution between household types varies. Divide the beds based on average utilization. For example, a project has 100 beds that could be used by either households without children or households with at least one adult and one child. If on average, one-half of the beds are used by singles and the other half are used by persons in families, then include 50 beds for households without children, and for the 50 beds families on the HIC. This is mostly used for Permanent Supportive Housing. 1. An HMIS ART report is available to calculate average utilization for each of the different household types over the calendar year. ARTPublic FolderHUD Information by Provider and CoCHIC and PIT Provider Reports HIC Bed and Unit Calculations Can be run for as many programs as you want at the same time. Each provider will be displayed on its own page of the report. Effective date is today s date Start and End dates default to the calendar year. Enter different dates if desired. 2. From the HIC Bed Count Calculations Tab. Use the percentages for Option B to get your bed counts Percentage of beds for families X Total # of beds in facility/project = Total number of beds for Households with Adults and Children. Percentage of beds for HH Without Children X Total # of beds in facility/project = Total number of beds for HH Without Children Percentage of beds for children only X Total # of beds in facility/project = Total number of beds for HH with Children only. 3. Once you ve determined the number of beds used for each household type, record those counts for your HIC bed counts.
Method C: Projects with a fixed number of units but no fixed number of beds can use a multiplier factor to estimate the number of beds (e.g., a program with 30 family units and an average family size of 3 equals 90 beds for households with at least one adult and one child). This is mostly used for permanent supportive housing. 1. An HMIS ART report will be available to calculate average household size over the calendar year. ARTPublic FolderHUD Information by Provider and CoCHIC and PIT Provider Reports HIC Bed and Unit Calculations Can be run for as many programs as you want at the same time. Each provider will be displayed on its own page of the report. Effective date is today s date Start and End dates default to the calendar year. Enter different dates if desired. 2. From the HIC Bed Count Calculations Tab. Use the information for Option C to get your bed counts Number of units X Average household size = total number of beds in facility/project For each household type served: Percentage of beds X Total number of beds in facility/project = Number of beds for that household type Record the number of beds for each household type in the HIC bed counts.