User Manual
Contents
1. Abuse Mental Illness and Chronically Homeless Individual categories The Unaccompanied Youth category contains only individuals under the age of 18 and the Chronically Homeless Family Persons contains both adults 18 and children lt 18 To be included in the count providers must have an appropriate Program Type Code and the specified CoC Code If a provider has been selected that does NOT meet these conditions the provider will be shown in the Tab F Value Selected section but will be absent from the Tab F Providers Reporting Information listing Again cells that automatically calculating cells are shown on a gray background while those requiring transfer are shown on a white background Bowman Systems Page 6 of 18 0630 Sheltered PIT Count ART Gallery Report v3 cileni W454 wen w553 meses 271015 271700 mm 271702 272670 272880 arme 272087 274264 274760 nam 277519 2a 0468 285281 2a 3600 225060 288100 288102 286108 sestri 220047 290098 201681 D8 295802 298000 305287 sosrti 305510 305601 Deo 300555 310641 318448 315440 318450 TT HH Group jaarret 41 Reo Q0OsDes 20608 abot 1151088553524 251088 dgem 103200820001 S26 251088 soul S104 8006 250 EADE 197908 05 30 mir 1320198325355 257512 S aaa E 30 287512 sprl 07 120042501380 287812 Sepis 107225530230 284754 send 1810079540182 254754 sop 132000855011 52 284754 sef NAs 284754 cot 710850845152 egt1015 12. 02501508 10 257008 raot0 823200711506 S23 257008 shit 210100822506 835 den tr0227 198232204255 tip 021 3108011 500500 mme EER E 298086 ghewOS20 08 49300800 18 C00ONI00 SONI000 306701 Jee 050820015007820 205701 gra C000N000 S 00000 305701 detf1028105741005415 eg 203105061 50400 StSt 1195529003125 270888 e 121420011 800855 270558 Agro S195 7 43 250 206298 Hem STENT OGSI0 273046 0605 108403000000 mpim0S019SImE206512 BeAr Medi 205 10742406829 poemi0161088 1600820 mp0 707 1200 St 200538 aboli 1221058258800 Puarm08 30198816020 Cra 95280512 bt108081088 2456 120 1581852 aut 2208S 406 120 1581852 om 22820088 558504 1981852 gneft0t11084g82Sh412 sqem052319583310n325 frarOS0STOBSNAIO1120 300276 mer 10886500120 200276 atarr00161082a8500129 00278 Sheltered PIT Count Client Homeless Population Detail 180 Singles and Persone in Households PIT Date 6 9 10 Age Gens Start s0 Nelo asno 21 Fonal sarme 3 Mae wae a Formato Sade s1 Neale wee 27 Foemabe eare 41 Nein e278 5 Formato eara ELA Ferrate Sede 13 Mais Sade t10 Fanale Bani 4 Ferrate Gata 24 Formato ans da Formato suo 2 Formato soni 8 Ferrate arma Nav anme 51 Male 101808 3 Mele mv s Mais rae rest cul B20 9 cul grasso ral oul raso 52 Formato once 61 Nee anwa 55 Formale ansaa 8 Mais ansaa 52 Mais 5109 a3 Mais Anae a Ferrate Su se Mais toag Formato tome ss Nee ean 24 Malo tae 10 Maiv anoo 21 Fonal arse s Nee taana se Maio taan
3. 1581835 2287190 PAO 1280510 Naio ans we a ES 1581842 W abr 1221006045 Forrnabe az ne mM es 1581842 3534872 whara 16107 ISO as ELA Nalo ano na a ES 1581845 320030 der 0028197081400 180 so Ferrate azzo va a ES 1581848 20008 mort 20710090 0a 160 18 Neale Azzo we SH ES 1581848 320008 sor007251003a5S0a 180 1 Forrnabe azzo ne sm ES 1581852 308827 bt080819S4245e 120 2 Forrcabe azzo te a ES 1581852 308829 jae 20088 402120 4 Ferrate azzo wa a ES 1581852 308830 viari 2s 2008 gras 2 Male azzo we Mm ES 1582718 525255 har f0438197EKSO0N140 su Forrnade azn nie oH TH 1582738 sas250 AmO 8 Nalo azzo te Fal TH 1582738 335258 ert DOT AAS Os 12 Nelo zu wa a TH Group B 5 Persone in Howssholds with Only Children 290235 303543 mp OTO7 DONIS 0 Nudo anew ne EE TH 305290 339851 oe C4041 n oul seu we EE TH 305290 saes cimi 12020000430030 9 Nao gano wa EE TH Diagram 6 Tab D Household Detail Diagram 6 Like Tab C this tab contains PIT count detail but is sorted by household rather than by client The listing is sectioned by household type with the first column indicating the household grouping as indexed by the Entry Exit or Service Group Id see tech note 4 As in Tab C ared null notation indicates missing data and when na appears in the End column it indicates that the client was still actively enrolled at the end of the reporting period Again the last two columns indicate whether the client s inclusion in the PIT count is based on an
4. 2010 Enter PIT Date PLUS 1 Day 6 10 2010 1 ABC Shelter for Women and Families 8325 1 EFC Maple Street Transitional Housing Program 3334 1 EFC Maple Street THP STABLE 7442 1 EFC Maple Street THP PTO 7444 Uuw Xvmm Hieeg Jxmujvgkx Rqosrvb 7380 Wdh Veksxdcwj Kjms cl Rvuviqx Cerhphe Hivpo 7381 Providers Reporting Information in this Report lient PIT Count 1 ABC Shelter for Women and Families 8325 56 Select Providers 1 EFC Maple Street THP PTO 7444 15 1 EFC Maple Street THP STABLE 7442 7 1 EFC Maple Street Transitional Housing Program 3324 38 Uuw Xvmm Hieeg Jxmujvgkx Rqosrvb 7380 25 Woh Veksxdewj Kjms cl Rvuviqx Cerhphe Hivpo 7381 29 Total 180 2010 Bowman Systems L L C All Right Reserved ServicePoint and the ServicePoint logo are trademarks of Bowman Systems L L C All other brand or product names are trademarks or registered trademarks of their respective holders Bowman Systems 333 Texas Street 300 Shreveport LA 71101 Toll Free 888 580 3831 Direct 318 213 8780 Fax 318 213 8784 Email ART_Reports BowmanSystems com http www bowmansystems com Diagram 8 Tab G Additional Information Diagram 8 This tab is provided as a reference to the user running the report and lists the parameters specified in the user prompts as well as client counts by provider Bowman Systems Page 10 of 18 0630 Sheltered PIT Count ART Gallery Report v3 TECHNICAL NOTES 1
5. 30 Sheltered PIT Count v3 Sheltered PIT Count Household Detail PIT Date 6 9 10 Group A 73 Persons In Households with at least one Adult and one Child 300278 518451 aire 2241908a 3001120 ti Male Sasa a EE ES 305701 288100 jaq 000000005004000 mdi cul Raso na EE TH sost 284192 vx 05042007 500820 0 oul aos we EE TH 305701 288198 jra 000000005004000 mal oul aor uw EE TH 1510771 8458 TAi A 8 Fanabe IT te a TH 1510771 13051 kixrmt 2051908 SOnez2 n Melo S700 nw Fal TH 1510771 22427 Rig 08301082 53062 27 Farbo STO we SH TH 1510771 219625 AEA aso 6 Ferrate IT nw a TH worm 719628 agutr 2720054200850 4 Farab IT we SH TH 1528345 329015 melt 1031960 200280 5 Ferrate Siew nw a TH 1528343 329018 cant00001 9820243000 7 Ferrate Siew we Fal TH 16984778 s7520 shO0S 10848100500 2 Farab envo wa oH 1684778 STETO rem 129200 200m amp 22 8 Nae anve we Fal TH 1584778 sto jadi 112100051 SmS 10 Naip envo SH TR 1984778 210184 Porn 2004 Hones 6 Nalo anuo na a TH 1584778 24112 jypO1 252008500520 4 Forrnabo envo Ea TR 16575027 Suasa meali 7 02 0005885 rid Forrtado anano wa SH TH 16576027 272 hell 2182007005 1 pass 2 Forrnabe anano a TH 16576027 534274 deer 0 DICASI Pant 25 1 Male ana we a TH 77712 319012 AAOS ESANS Coi Forrabe ano re Mm ES 1577712 519013 socket ANNI 6 Forrnade arate na a ES 1581812 189115 ehu90404100 500 250 19 Ferrate anano ne a ES 1581812 189119 EOTS 3 Ferrate ans we Mm ES 1581835 228718 Rot407311971k400510 se Farab anoo wa m ES
6. ART Gallery Report 0630 Sheltered PIT Count EXECUTIVE SUMMARY This report has been created to provide the client and household data needed to complete the sheltered portion of the Homeless Populations tab and the Homeless Subpopulation tab in the 2012 Annual Point In Time module of the HUD HDX This information relates to clients being served in an Emergency Shelter Transitional Housing or Safe Haven Program at the time or the annual homeless count Clients are identified based on their program enrollment EE status their shelter specific service transactions and their ShelterPoint shelter stays This report also provides the client and household level detail to assist in documentation and data quality processes AUDIENCE CoCs which are participating in the HUD PIT count or others needing information concerning data about persons and household which are homeless at a specific point in time FREQUENCY Homeless Point In Time counts are conducted as required by HUD or as determined by the CoC usually annually however this report can be also be run between counts to monitor the size and demographics of the sheltered homeless population PURPOSE The report can be used to extract data from ServicePoint for reporting through the HDX to monitor data quality related to the PIT count for data cleaning purposes for auditing or documenting the PIT count data reported or to extract homeless client data for analysis PRERE
7. Bedlist Inventory HMIS Participating Type System Field Start Date Use Result Object Location Bedlist Inventory Bedlist Inventory HMIS Participating Type System Field End Date Use Result Object Location Bedlist Inventory Type System Field Bedlist Inventory Bed Type Use Result Object Location Bedlist Inventory Beds Type System Field Bedlist Inventory Availability Use Result Object Location Bedlist Inventory Type System Field Bedlist Inventory Bed Inventory Use Result Object Location Providers Type System Field Providers Program Type Code Use Result Object Location Bedlist Inventory Type System Field Bedlist Inventory Household Type Use Result Object Location Bedlist Inventory Type System Field Bedlist Inventory Target Population B Use Result Object Location Bedlist Inventory Type System Field Bedlist Inventory Start Date Use Result Object Location Bedlist Inventory Type System Field Bedlist Inventory End Date Use Result Object Location Providers Type System Field Providers Inactive Use Query Filters Location Bedlist Inventory Type System Field Bedlist Inventory Inactive Use Query Filters Bowman Systems ART Gallery Report Page 17 of 18 0630 Sheltered PIT Count v3 QUERY NAME FIELD NAME LOCATION TYPE USE Location Providers Type System Field Providers Provider Merge Id Use Result Object Location Providers Type System Field Providers COC Code Use Res
8. De duplication This report de duplicates client counts using ServicePoint s Client Unique Id field Household counts are de duplicated using the HH Group number described in tech note 4 below 2 3 Inclusion In order for a client household to be included in the PIT count in this report the client must have been serve on count day as evidenced by one or more of the following a b c An Emergency Shelter Transitional Housing or Safe Haven type service transaction by a specified provider with a start date on or before count day and an end date that was after count day or null Enrollment in a specified Emergency Shelter Transitional Housing or Safe Haven type program with an entry date on or before count day and an exit date that was after count day or null A ShelterPoint shelter stay by a specified Emergency Shelter or Transitional Housing type program beginning on or before count day and ending after count day or not ending Household Type Determination a b c Only a client s entry service connected with their PIT count is considered in the determination of household type Previous or subsequent entries services within the quarter are not considered even though they may include a different household makeup In the event a multi person household is served in separate groups households are calculated based on group id content For example consider this single mother with 3 children Mother receives she
9. Entry Exit E a Shelter Service Transaction Svc or a ShelterPoint Shelter Stay SH and the type of program involved Emergency Shelter ES Transitional Housing TH or Safe Haven SH Bowman Systems Page 8 of 18 0630 Sheltered PIT Count ART Gallery Report v3 Sheltered PIT Count Subpopulation Detail PIT Date 6 9 10 Detall for Chronically Homelecs Individual and HH Counts srruthOUs 19402808790 250904 Penty Monte Ch ne teaser D83 PASC an mr CH bredw biome oss feyatl 225 196 1mb00es20 as ve Yes HUD CH iredwiius oom ramle 25 1978 2380 887 3 Yes Yes HUD es 1583982 Ch irdwiius 115399 dooms 171953440050 se Yes Ne HUD es Not courted 150803 Sarit 1019505003150 so Yoo Yes HUD es Ch Inedebtuno 170063 mreencti4 1980 B04 so Yes Yes HUD es CH Inedebiumo 184264 sae 25 194802505534 63 Yo Yes HUD es Ch Inedebtumo 169114 PADNA 4 199100 p50 19 Yes No MUD es 1881812 Net courted 206870 SILLE ALEA 195 Dw430k828 57 Yes Yes HUD es CH Inedito 220508 joeg Te 1850 188 3 Yo Yes HUD es CH inediti 270248 408 19888306312 m Yes Yes HUD es 284288 Fenty Mente Cr 270249 cam09 1120072800422 3 No No HUD es 2426 Fari Vernier Cisar 243373 bgurm 0830 197 3065000 Yee No HUD es 1831682 Net courted 283537 ehbenO902 1080n350h624 Yee Yes HUD es CH Inedettome 261906 bonmot 197 1b6830623 5 Yes Yes HUD es CH bredettume 28383 sata 198208005280 an Yeo Yes HUD es CH inedita 277519 sheet 2 10 194802505638 63 Yes Yes HUD
10. Object Location Clients Services Outer Type System Field Service Group Id Use Result Object Location Clients Services Outer Type System Field Service Provide Provider Use Result Object Location Clients Services Outer Service Provide Provider Type System Field Service Provide Provider COC Code Use Result Object Location Clients Services Outer Service Provide Provider Service Provide Provider Program Type Type System Field Code Use Result Object Location Clients Services Outer Type System Field Service Inactive Use Query Filter Location Clients Services Outer Type System Field Service Shelter Item Use Query Filter Location Clients Services Outer Type System Field Service Code Description Use Query Filter Bowman Systems ART Gallery Report Page 16 of 18 0630 Sheltered PIT Count v3 QUERY NAME FIELD NAME LOCATION TYPE USE Location Providers Type System Field Providers Provider Merge Id Use Result Object Location Providers Type System Field Providers COC Code Use Result Object Location Bedlist Inventory Type System Field Bedlist Inventory Uid Use Result Object Location Bedlist Inventory Type System Field Bedlist Inventory Name Use Result Object Location Bedlist Inventory Bedlist Inventory HMIS Participating Type System Field Beds Use Result Object Location Bedlist Inventory
11. QUISITES AND WORK FLOW REQUIREMENTS e ServicePoint version 5 0 of higher e ART version 3 0 or higher e Use of a standard HUD Workflow by participating providers e Proper recording of Program CoC Code Program Type Code and Shelter Service Code in the Admin Provider Configurations for each provider in the dataset Bowman Systems Page 1 of 18 0630 Sheltered PIT Count ART Gallery Report v3 INSTRUCTIONS The easiest way to start using this report is to navigate to the automapper This is a folder that has the reports automatically mapped to your site so that you don t have to map them yourself You can navigate to the automapper as shown in Diagram 1 below Q Reports gt ART x gt Last Viewed Favorites r Advanced Reporting Tool Home ClientPoint New Report Be nt j ART Browser ShelterPoint gt Inbox SkanPoint k Qf repos eh caor A ART Documentation Audit Access Report E init poni ART Report Templates User Information User Login AHAR Call Record Report E Client Served Report ART 3 x Gallery Released Daily Unit Report a ART 3 x Gallery BETA Duplicate Client Report Entry Exit Report 0114 System Growth by Clients v11 05 31 Released 2011 12 31 11 30 HUD 40118 APR th b Red 2011 12 31 11 34 Needs Report 0115 System Growth by Services v11 05 31 Release gt Outstanding Referrals 0116 System Growth by Provider v11 05 31 Released 2012 01 07 09 04 PATH 0117
12. System Growth by Program Entries v11 05 31 Released 2012 01 01 04 32 E Service Transaction 0119 System Growth by Program Exits v11 05 31 Released 2012 01 01 04 32 2 E ment 31 Released 2012 01 01 04 32 ReportWriter 0120 Period End Engollpent v11 05 31 Relgas gt Admin Logout Diagram 1 Requests for additional information concerning the report function design should be directed to Bowman Systems Customer Support Specialist CSS staff Before running the report Prior to running the report the user must have access to e Acomplete list of the CoC s participating Emergency Shelter Transitional Housing and Safe Haven providers e Exact date of the PIT Count e The Proper CoC code for the data set How to run Upon opening the report the user will be prompted see Diagram 2 to specify parameters which control the data returned by the report Once the user has provided these parameters by responding to the user prompts a green check mark will appear next to each field to indicate that a selection has been made The user should then single click the Run Query button to generate the report Bowman Systems Page 2 of 18 0630 Sheltered PIT Count ART Gallery Report v3 Select or type the prompt values for each prompt below Enter effective date 1 26 2011 g Enter PIT Date PLUS 1 Day 1 26 2011 Select Provider s 1 ABC Shelter for Women and Families 6325 1 EFC Maple Street T
13. cally Homeless Family e Notcounted These clients have a yes answer to the a yes answer to the Chronically Homeless question but do not meet one or more of the other criteria described in tech note 8 9 and are therefore not counted in any of the chronically homeless categories REPORT MODIFICATION Because this report is based on HUD established reporting instructions modification is generally not recommended especially with regards to the queries variables and formulas that impact the HDX data Bowman Systems Page 14 of 18 0630 Sheltered PIT Count ART Gallery Report v3 MAPPING OBJECTS UNIVERSE template_u template_provider_u This report is mapped to the client universe template_u and provider universe template_provider_u and should be copied to your Public or Favorite folder then mapped to the equivalent event universes for your site ex yoursite_u Mapping for the client universe can be done from the first query PIT Mapping for the provider universe can be done from the second query Beds QUERY NAME FIELD NAME LOCATION TYPE USE Location Clients Type System Field Client Uid Use Result Object Location Clients Type System Field Client Unique Id Use Result Object Location Clients Assessments Additional Profile Information 21 Type Assessment Question Age Calculated Use Result Object Location Clients Assessments Additional Profile Inf
14. e 2 Formate azzo 4 Female azzo 2 Mele azzo as Formato oan 54 Nae vso as Formale Sas 45 Malo Sas a Nee S280 Diagram 5 Eas Trans Type Prog Type 82010 EE TH na EE ES ne EE ES na da ES na EE ow EE Es na EE ES ne EE ES nw EE TH na EE TH na EE TH na EE TH ne a TH na EE TR na EE TH ULI ove ES sa Ss ES we EE na EE ES nu Ss ES na EE TH nia EE TH na EE TH ow EE TH na EE TH nw EE ES na EE ES nu EE TH ne EE ES oe EE ES wa Ss ES na Ss ES na EE TH na EE TH na EE m na Coal TH re Sa ES ow EE ES na SH es ow SH Es re SH Es na SH TH a EE TH ne EE ES sa EE ES EE Tab C Client Detail Diagram 5 Data on this client detail tab is not transferred to the HDX but rather is provided for reference and data cleaning purposes This tab displays all clients sorted by Client Uid which are included in the Tab A and Tab B counts along with their pertinent information as recorded in ServicePoint A red null notation indicates missing data When na appears in the End column it indicates that the client was still actively enrolled at the end of the reporting period The last two columns indicate whether the client s inclusion in the PIT count is based on an Entry Exit E a Shelter Service Transaction Svc or a ShelterPoint Shelter Stay SH and the type of program involved Emergency Shelter ES Transitional Housing TH or Safe Haven SH Bowman Systems ART Gallery Report Page 7 of 18 06
15. e HDX input screen are shown on a gray background while data required to be transferred to the HDX is shown on a white background Bowman Systems Page 5 of 18 0630 Sheltered PIT Count ART Gallery Report v3 Sheltered PIT Counts Homeless Subpopulations PIT Date 6 9 10 Point In Time Count of Sheltered Clients Chronically Homeless and Veteran Subpopulations Total Veteran and Chronically Homeless subpopulation data is required for Sheltered Emergency Safe Haven and Unsheltered persons Chronically Homeless Individuals 1 Chronically Homeless Families Total Persons in Household Sheltered Total Veterans in emergency shelters transitional housing and safe havens Other Homeless Subpopulations Sheltered Other Homeless subpopulation data is required for sheltered persons and optional for unsheltered persons Veterans in emergency shelters transitional housing and safe havens Chronic Substance Abuse su SSS Persons with HIV AIDS Victims of Domestic Violence P fee Unaccompanied Child Under 18 ls Pesa Diagram 4 Tab B Homeless Subpopulations Diagram 4 This tab contains unduplicated Sheltered PIT counts of clients broken down by the various HUD subpopulation categories required to be reported In the case of chronically homeless individuals a breakdown by program type is also included Per HUD directive only adults over the age of 17 are included for the Domestic Violence HIV AIDS Substance
16. ed PIT Count ART Gallery Report v3 Sheltered PIT Count Homeless Populations PIT Date 6 9 10 Point In Time Count of Sheltered Clients Persons in Households with at least one EE tota Adult and one Child Emergency Transitions Number of Howsemctds 4 3 Ly Number of Persons Adults and Chdren 36 42 ru Sheltered Total Persons in Households with Only Children Emergency Transitiona Number of Househokds 0 3 Number of Persons Age 17 and Under 0 6 Persons in Households without Children Emergency Transitions Safe Haven Number of Howsemoids Number of Persons Adults Total Households and Persons Emergency Transitiona Safe Haven Total Persons Diagram 3 Tab A Homeless Populations Diagram 3 This tab contains unduplicated PIT counts of clients and household Data is broken down by program type is also included and household type according the HUD PIT guidelines Data is laid out to mirror the HDX data input screen To be included in the count providers must be an Emergency Shelter Program Transitional Housing Program or a Safe Haven as indicated by their Program Type Code and must also have the specified CoC Code If a provider has been selected that does NOT meet these conditions the provider will be shown in the Tab F Value Selected section but will be absent from the Tab F Providers Reporting Information listing Cells that automatically calculated on th
17. entry then the Service Id number is used as the index number 5 Query Design It should be noted that this report uses union type combine queries in which service and shelter stay events from query 2 are combined with and folded into the entry exit events from query 1 however the results objects from this combine query retain the field labels from Bowman Systems Page 12 of 18 0630 Sheltered PIT Count ART Gallery Report v3 query 1 For example the results object labeled entry exit entry date contains both entry dates and service start dates 6 Hidden columns It should be noted that the tables in Tabs C and D each include two hidden columns These hidden columns contain data which is necessary to the proper functioning of the report and should not be removed The hidden columns are located on the far right hand side of the tables and can be accessed in structure view 7 Screen Shots It should be noted that screen shots provided in this user manual have been selected from multiple instances of the report to display certain features or to fit a single page and do not necessarily correspond to one another Numbers and totals from one screen shot therefore should not be expected to relate to numbers or totals in another screen shot since different parameters may have been used in producing the screen shots 8 Chronically Homeless Individuals To be counted as a Chronically Homeless Individual in this report t
18. es Ch irdwiius 283589 ante 08 172007 MIONW 3 Yes No HUD es 2500064 Farnily Member Otter 205063 giuntazot954g800me 00 se Yes Yes HUD es CH Iredettome 293009 ms 000 RI 00ae 222222 an Yo Yes HUD CH Incdebtumo 206501 mirpeeiSdntosimedest 88 Yeo Yes HUD es CH Incdivbtumi Detail for Veteran Counts FARINA 199094 OS Yea HUO fern 113019541 301200 Yea HUD 120803 Sarot 1019505003150 B Yes HUO 199733 raom 1208 1084 200120 se Yes HUD Th 251237 pores 1319802001148 al Yes HUO TH sosea 282454 frame 8 14 1040 can so Yea HUD th xaea 263261 dwprozrseesogeacesod 51i Yes HUO TH 289047 Mp2 1940K 1808400 si Yes HUO Th 201881 dymoneiosraseapo 52 Yes HUO TH 26296 200493 fod 1206 1074m240b621 s Yes HUO TH 310541 myer 23 195805 109328 da Yes HUD TH 32940 mbar 081 198De450288 1 se Yea HUO th Diagram 7 Tab E Subpopulations Diagram 7 This tab contains a section for each of the seven subpopulations in Tab B Each section displays the list of clients included it the count of that particular subpopulation Each list section includes various pertinent fields and is sorted by Client Uid Should the client be missing any required data such null values will be displayed null in red font Bowman Systems Page 9 of 18 0630 Sheltered PIT Count ART Gallery Report v3 Point In Time Subpopulations Quarterly PIT Data Additional Information User Prompt Field Value s Selected Enter Effective Date 6 10
19. he person must meet 4 criteria a A Yes answer to the Is client chronically homeless question at the time of the PIT count b A recorded DOB indicating that the client was age 18 or older at the time of the PIT count Clients with a missing DOB are also considered to be adults for the purpose of chronic homelessness determination c A Yes HUD answer to the Does the Client Have a disability of long term duration question at the time of the PIT count d The client must be unaccompanied with regards to their PIT related program enrollment shelter stay shelter service 9 Chronically Homeless Households To be counted as a Chronically Homeless Household in this report the household must contain one or more persons meeting four criteria a A Yes answer to the Is client chronically homeless question at the time of the PIT count b Arecorded DOB indicating that the client was age 18 or older at the time of the PIT count Clients with a missing DOB are also considered to be adults for the purpose of chronic homelessness determination c A Yes HUD answer to the Does the Client Have a disability of long term duration question at the time of the PIT count d The client must share the PIT related program enrollment shelter stay shelter service with one or more other individuals Theses other household members are not subject to these criteria Note Although the new HUD guidance still
20. lter on count day and is counted as a single Later in the quarter the mother is joined in the shelter by her children The mother is still considered a single in the count since her children were not with her at that point in time Household type is determined by the number and ages of clients entering or being served as a household group on count day Clients sharing a single entry exit group id or a single service group id Households in this report are divided into the three distinct types as defined in the HUD literature These types include 1 Households which include both adults and children aka HUD Family In this type of household at least one person in the household must be under the age of 18 on count day and at least one person in the household must be above the age of 17 on count day 2 Households which include children only This may be an unaccompanied individual under the age of 18 on count day or multiple household members all of whom must be under the age of 18 on count day 3 Households which include adults only This may be an unaccompanied individual over the age of 17 on count day or multiple household members all of whom must be over the age of 17 on the day of the count Bowman Systems Page 11 of 18 0630 Sheltered PIT Count ART Gallery Report v3 d In the event that the household type cannot be determined because the age of a household member is unknown null date of birth value then the type of househ
21. old is determined by a set of null handling instructions provided by HUD to the software vendors producing the report see Diagram 9 below Pulse report null DOB handling description of household grouping examples A adult C child null DOB count as Diagram 9 4 Household Groupings The household grouping number displayed in Tabs C D and E is used for counting households throughout this report The HH Group is an auto generated index number constructed using the Entry Exit Group Id Service Group Id Entry Exit Id or Service Id as described below a If the client s count day housing event is a service or a ShelterPoint shelter stay and the Service Group Id is not null indicating a shared service then the Service Group Id number is used as the index number b Ifthe client s count day housing event is a program entry into an Emergency Shelter or Transitional Housing program and the Entry Exit Group Id is not null indicating a shared entry then the Entry Exit Group Id number is used as the index number c Ifthe client s count day housing event is a program entry and the Entry Exit Group Id connected with that entry is null indicating a unshared entry then the Entry Exit Id number is used as the index number d Ifthe client s count day housing event is a housing service or shelter stay and the Service Group Id connected with that entry is null indicating a unshared
22. ormation 21 Type Assessment Question Gender 894 Use Result Object Location Clients Entry Exit Outer Type System Field Entry Exit Uid Use Result Object Location Clients Entry Exit Outer Type System Field RIT Entry Exit Entry Date Use Result Object Location Clients Entry Exit Outer Type System Field Entry Exit Exit Date Use Result Object Location Clients Entry Exit Outer Type System Field Entry Exit Group Id Use Result Object Location Clients Entry Exit Outer Type System Field Entry Exit Provider Id Use Result Object Location Clients Entry Exit Outer Entry Exit Provider Id Type System Field Entry Exit Provider COC Code Use Result Object Location Clients Entry Exit Outer Entry Exit Provider Id Type System Field Entry Exit Provider Program Type Code Use Result Object Location Clients Type System Field Client Inactive Use Query Filter Bowman Systems ART Gallery Report 0630 Sheltered PIT Count v3 Page 15 of 18 PIT Location Clients Entry Exit Outer Entry Exit Provider Id Type System Field Entry Exit Inactive Use Query Filter Location Clients Services Outer Type System Field Service Uid Use Result Object Location Clients Services Outer Type System Field Service Provide Start Date Use Result Object Location Clients Services Outer Type System Field Service Provide End Date Use Result
23. r providers to include by highlighting them in the left window and moving them into the right window using the right selection arrow Important NOTE All selected providers must be an Emergency Shelter Program Transitional Housing Program or Safe Haven Program as indicated by their Program Type Code Selected Providers with a missing or different Program Type Code will NOT be included in the report results All selected providers must also have the specified CoC Code Selected Providers with a missing or conflicting CoC Code will NOT be included in the report results How to read This report contains six data tabs Each tab is a sub report containing three sections e Report Header The header contains the title of the report and the tab subreport When running the report in modify view the report header is only visible in print page layout mode e Report Footer The report footer contains the title of the report the name of the tab sub report the page number the version number and the date time the report was run printed Like the header the footer is only visible in print mode when the report is run in modify view e Report Body The report body is the main section of the report located between the header and the footer where the reports data is displayed in a variety of different chart formats The data contained in each of the tabs in this report is displayed and described below Bowman Systems Page 4 of 18 0630 Shelter
24. rans Refresh List F Entry Exit Provider Id a 1 10th Street Shelter 2055 A 1 ABC Shelter for Women and Families 8325 1 Care House 7095 1 Countywide Electric Company 1251 1 EFC Ash Street Safe Haven 3663 1 EFC Cedar Street ReachOut 7768 1 EFC HH Transit for Jobs Program 7842 1 EFC Maple Street THP PTO 7444 1 EFC Maple Street THP STABLE 7442 1 EFC Maple Street Transitional Housing Pr al Search All Values d Select Provider s 1 ABC Shelter for Women and Families 8325 1 EFC Maple Street Transitional Housing Program 1 EFC Maple Street THP STABLE 7442 1 EFC Maple Street THP PTO 7444 Diagram 2 Bowman Systems ART Gallery Report Page 3 of 18 0630 Sheltered PIT Count v3 There are three user prompts connected with this report 1 Enter effective date The user should type in or select from the calendar the day immediately following the day of the PIT count For example if the reporting quarterly PIT is October 24 2009 then October 25 2009 should be entered selected 2 Enter the 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 For example if the PIT was conducted on October 24 2009 then October 25 2009 should be entered selected 3 Select Provider s Click the refresh list icon and wait for the left window to refresh Now select the provider o
25. requires that a client be single unaccompanied in order to be considered a chronically homeless individual chronically homeless household members are now also recognized and counted Implementations that have recently used the single unaccompanied criteria in determining the answer to the Chronically Homeless yes no question may be undercounting chronically homeless households and may wish to review their Bowman Systems Page 13 of 18 0630 Sheltered PIT Count ART Gallery Report v3 chronically homeless determinations to see that they are consistent with these new guidelines 10 CH Count Type In Tab D the first section includes a listing of all client who have a Yes answer to the Chronically Homeless question The column entitled CH Count Type indicates how each of these clients is involved or not involved in the counts The clients fall into four categories e CH Individual These clients meet all the criteria described in tech note 8 and are therefore included in the count as Chronically Homeless Individuals e Family Member CH These clients meet all the criteria described in tech note 9 and are therefore included in the count of persons in a Chronically Homeless Family e Family Member Other These clients meet do not meet all the criteria described in tech note 9 but share a program entry shelter service shelter stay with someone who does and are therefore included in the count of persons in a Chroni
26. ult Object Location Providers Providers Type System Field Providers Program Type Code Use Result Object Location Providers Type System Field Providers Inactive Use Query Filters Location Providers Type System Field Providers Date Added Use Query Filters 0630 Revision History Version Description of Changes V11 04 13 Original version BETA V11 06 28 Revision BETA e corrects a customer reported product defect related to counting of substance abuse clients on Tab B e adds an input control filter to Tab B for sorting filtering by program type V3 Revision e Update instructions to show automapper e Correct error that eliminated disabilities that occurred before but on the same day of the transaction e Include Homeless Shelter service code in PIT and Disab queries e Remove Safe Haven cells from the Persons in Households with Only Children section Bowman Systems ART Gallery Report Page 18 of 18 0630 Sheltered PIT Count v3
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