2019 HIC-PIT Training - OC HMISochmis.org/wp-content/uploads/2019/01/2019-HIC-PIT... · 2019. 1....

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HIC/Sheltered PIT Training

January 2019

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Agenda• Summary and Goals

• Review HIC/PIT Data Collection and Submission Process

• HIC Changes to 2019 HIC Review HIC Answer Form

• PIT Changes to 2019 PIT Review PIT Report and Answer Form

• Reminders of Important Dates and Information

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Summary and Goals:What are the HIC and PIT Counts?

HIC: The Housing Inventory Count (HIC) collects information about all of the beds and units in each Continuum of Care homeless system, categorized by Project Type. Only beds dedicated to serve homeless clients should be counted on the HIC.

PIT: The Point-in-Time Count (PIT) provides a count of sheltered and unsheltered homeless persons. The PIT includes population data (number of households and persons), as well as subpopulation data (number of chronically homeless clients, clients with a mental illness, etc).

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Summary and Goals:HIC/PIT Training

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• Why are we having this training?–HUD requires the HIC and sheltered PIT counts to be conducted

annually for each CoC.

• Goals of this training–Review changes to 2019 HIC and PIT.–Learn how to correctly report beds for the HIC.–Understand which clients should be counted on the PIT, and what

data should be collected.

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Data Collection and Submission Process

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HIC• 2-1-1 OC will send the 2019 HIC Answer Form with 2018 HIC data (Excel) by Friday 1/18/2019

– Use as a guide for your data collection– Review form and update with any changes

PIT• Non-HMIS participating agencies

– Download the 2019 PIT Answer Form (Excel) from the ochmis.org HIC/Sheltered PIT page– Fill out the form following instructions in this training

• HMIS-participating agencies– SH, TH, and ES Entry Exit Projects: Review the 2019 Sheltered PIT: Client Data report to familiarize

yourself with required fields – ES Night-by-Night Projects: Review the 2019 Sheltered PIT: Client Data (ES Night-by-Night Projects)

report to familiarize yourself with required fields

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Data Collection and Submission Process

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HIC and PIT

• 2-1-1 OC will send you an invitation to your agency's Dropbox folder by 1/21/2019

• On Tuesday, 1/22/2019 collect data for HIC and PIT as of that evening

• Submit materials to 2-1-1OC via Dropbox by January 25th EOD

• Notify us that you have submitted your materials through an HMIS Help Desk ticket

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Data Collection and Submission ProcessChecklist!

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Agencies with at least one TH, ES, or SH project• Gather your forms in the stated format

• Upload it to Dropbox• Inform us that you did so

ES Entry/Exit, TH, and SH HMIS-Participating Projects

ES Night-By-NightHMIS-Participating Projects

Non-HMIS Participating Projects

HIC Cover Sheet (PDF) HIC Cover Sheet (PDF) HIC Cover Sheet (PDF)

HIC Answer Form (Excel spreadsheet) HIC Answer Form (Excel spreadsheet) HIC Answer Form (Excel spreadsheet)

PIT Cover Sheet (PDF) PIT Cover Sheet (PDF) PIT Cover Sheet (PDF)

2019 Sheltered PIT: Client Data Report (Download as Excel)

2019 Sheltered PIT: Client Data (ES Night-by-Night Projects)(Download as Excel)

PIT Answer Form (Excel spreadsheet)

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Data Collection and Submission ProcessChecklist!

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Agencies with only RRH, PSH, or OPH projects (no TH, ES, or SH)

• Gather your forms in the stated format

• Upload it to Dropbox

• Inform us that you did so

HMIS-Participating Projects Non-HMIS Participating Projects

HIC Cover Sheet (PDF) HIC Cover Sheet (PDF)

HIC Answer Form (Excel spreadsheet) HIC Answer Form (Excel spreadsheet)

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Data Collection and Submission ProcessDropbox Review

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• Agency Administrators will receive an email invitation

• Click Go to Folder

• This will direct you to the Dropbox website

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• You must create an account to access the folder

• Your email will be pre-filled out, just provide your name and create a password

• Agree to the Drobox Terms

• Click Create an Account

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• You will be sent to a request to install Dropbox. Ignore this message and go directly to Dropbox by either hitting refresh, or typing “dropbox.com” in your web browser and hitting Enter on your keyboard

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• Once in your account, click on the folder for your agency

• Click Upload files to browse your computer and upload your forms

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Housing Inventory Count (HIC)

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HIC Cover Sheet

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• The HIC Cover Sheet must list all projects included on the HIC.

• This sheet must be signed in pen by your ED (no electronic signatures) certifying that the HIC Answer Form is correct, and should be submitted with the HIC Answer Form.

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HIC Cover Sheet

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HIC Answer Form

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• The HIC Answer Form should be completed for all residential projects dedicated to serve homeless clients at your agency.

• Data should be entered in yellow fields.

• Grey fields are calculated automatically, and should not be altered.

• Agencies participating in HMIS: All residential projects in HMIS for your agency should be presented on the HIC; do not combine projects.

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HIC Answer Form

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Changes to 2019 HIC

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(Question 5.) Target Population – Applies to All Projects

Response options have been reduced to only HIV, DV, or NA

(Question 15.) Location Zip Code – Applies to DV Projects ONLY

DV projects do not have to provide an address, but HUD clarifies that they encourage DV projects to provide a zip code associated with the project location

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Changes to 2019 HIC

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(Question 16.) Housing Type – Applies to All Projects

HUD Clarifies that if your project is more than one Housing Type (e.g. site-based and tenant based), it should be reported as two different projects

(Question 17.) Inventory Type – Applies to All Projects

Response options have been reduced to only Current or Under Development Inventory

Calculation Process Change! :Pay close attention to the Bed Inventory Section

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HIC Qualification

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• Used to establish if the project should be reported on the HIC

• I. Primary Intent of Project: Is this project’s primary intent to serve homeless clients? Yes or No.

• II. Eligibility Determinants: Does the project verify homeless status as part of its eligibility determination? Yes or No.

• If the answer to both of these questions is no, the project should not be included on the HIC• If any answer is No, we will contact you for further examination into the projects HIC-

qualification

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1. Project Name

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• HMIS projects: Should match the project name in HMIS.

• Projects not in HMIS: Should match the project name reported on all grant applications.

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2. Project Type

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• Emergency Shelter (ES): Offers temporary shelter (lodging) for the homeless in general or for specific populations of the homeless. Emergency Shelters follow one of the tracking methods below:• Entry/Exit: Shelters which require an entry, a continuous stay, and an exit.• Night-By-Night: Shelters which allow clients to enter and exit on an irregular basis and do not

require a continuous stay and must instead rely on a method of tracking “bed nights”.

• Transitional Housing (TH): Provides temporary lodging and is designed to facilitate the movement of homeless individuals and families into permanent housing within a specified period of time, but no longer than 24 months.

• Safe Haven (SH): Provides supportive housing that (1) serves hard to reach homeless persons with severe mental illness who came from the streets and have been unwilling or unable to participate in supportive services; (2) provides 24-hour residence for eligible persons for an unspecified period; (3) has an overnight capacity limited to 25 or fewer persons; and (4) provides low demand services and referrals for the residents.

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2. Project Type

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Permanent Housing (PH)• Permanent Supportive Housing (PSH): Offers permanent housing and supportive services to

assist homeless persons with a disability (individuals with disabilities or families in which one adult or child has a disability) to live independently.

• Rapid Re-housing (RRH): Provides supportive services and/or short-term (up to 3 months) and/or medium-term (3 to 24 months) rental assistance to help a homeless individual or family move as quickly as possible into permanent housing and achieve stability in that housing.

• Other PH (OPH) - Housing with Services: Offers permanent housing and supportive services to assist homeless persons to live independently, but does not limit eligibility to individuals with disabilities or families in which one adult or child has a disability.

• Other PH (OPH) - Housing only: Offers permanent housing for persons who are homeless, but does not make supportive services available as part of the project.

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3. HUD McKinney-Vento Funded

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Does the project receives any HUD McKinney-Vento funding?Emergency Solutions Grants Program (ESG)Shelter Plus Care program (S+C)Section 8 Moderate Rehabilitation Single-Room Occupancy program (SRO)Supportive Housing Program (SHP)Continuum of Care Program (CoC)

CoCs should only select S+C, SRO, or SHP as the McKinney-Vento funding source if they still have the funding and use requirements associated with that funding as of the night of the HIC/PIT . Projects that were originally funded under those programs but are currently being renewed under the CoC Program should only identify CoC as the funding source.

Select all that apply. If none apply, leave blank

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4. Other Federal Funding Sources

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• Does the project receive federal funding from any other source?

Federal funding source should be selected even if it only funds part of the beds and units in the project.

All federal funding sources that apply to the project should be identified.

Leave blank if none apply to the project.

If Other, please let us know which funding source in the Notes section at the end of the document

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4. Other Federal Funding Sources

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• HUD-VA Supportive Housing (HUD-VASH)• VA Supportive Services for Veteran Families Program (SSVF)• VA Gramt and Per Diem Program (GPD)• VA CRS Contract Residential Services• VA Community Contract Safe Haven Program (HCHV/SH)• HHS RHY Basic Center Programs (BCP)• HHS RHY Transitional Living Program (TLP)• HHS RHY Maternity Group Homes for Pregnant and Parenting Youth (MGH)• HHS RHY Demonstration Project• HUD Housing Opportunities for Persons with AIDS (HOPWA): Hotel/Motel Vouchers• HUD HOPWA: Permanent Housing Placement (facility based or TBRA)• HUD HOPWA: Short-Term Supportive Facility• HUD HOPWA: Transitional Housing (facility-based or TBRA)• HUD Public and Indian Housing (PIH) programs (non-VASH), including public housing and housing

choice voucher inventory that is dedicated to homeless persons• Other

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5. Target Population

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• The project is intended to serve the population selected.

• At least three-fourths (75 percent) of the clients served by the project fit the target group descriptor.

• Projects that do not target specific populations or that have opted not to track target population may leave the data field blank.

• Only one target population can be selected.

• For voucher projects, this information should be entered based on the population targeted in the project’s grant application.

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5. Target Population

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• DV – People who are Survivors of Domestic Violence • HIV – Persons with HIV/AIDS • NA – Not Applicable

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6 – 9.: HIC Contact Information

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• Contact information for the person completing the HIC Answer Form for the project.

• There may be different contacts for different projects.

• “Date information is being collected” is the date the HIC Answer Form is being completed for the project.

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10. Geocode

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• The Geocode associated with the geographic location of the principal project service site.

• Scattered-site housing projects should record the Geocode where the majority of beds are located.

• If geographic location is not on Geocode list or beds are evenly distributed in Orange County, choose OC Geocode.

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11 – 15. Locations

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• Report the address associated with the project where most project housing (beds) is located.

• Scattered-site housing projects (beds) should record the address of their administrative office.

• DV providers should not enter address information, but HUD encourages these providers to enter Zip Code.

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16. Housing Type

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• Site-based – single site: The project has one physical location.

• Site-based – clustered / multiple sites: All clients are housed in more than one project facility, but more than one client is housed in each project facility. The facility locations are owned, operated, or sponsored by the project.

• Tenant-based - scattered site: Clients have leases or other occupancy agreements and are housed in market-rate, scattered-site residences.

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17. Inventory Type

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• Current inventory (C): Beds and units that were available for occupancy on or before January 22, 2019.

• Under development (U): Beds and units that were fully funded but not available for occupancy as of January 22, 2019.*

* Units under construction should be counted as Under Development

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18. Inventory Start Date

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• The date when the bed and unit inventory information first applies.

• This could represent the date when a change in household type, bed type, availability, bed inventory or unit inventory occurs.

• For seasonal beds, this reflects the start date of the seasonal bed inventory.

• For Under Development beds, this should represent the first date the beds are available.

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19. Inventory End Date

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• The date when the bed and unit inventory information as recorded is no longer applicable (i.e., the day after the last night when the record is applicable).

• This could be due to a change in household type, bed type, availability, bed inventory or unit inventory.

• If there is not an end date to the inventory, this can be left blank.

• For seasonal beds, this should reflect the projected end date for the seasonal bed inventory.

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20 – 23. Bed Inventory by Household Type

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• Beds for Households with at least one adult and one child: Beds intended for households with (at least) one adult and one child.

• Units for Households with at least one adult and one child: Units intended for households with (at least) one adult and one child. This should be the number of families that can be housed by the project at one time.

• Beds for Households without children: Beds intended for households with adults only. This includes households composed of unaccompanied adults and multiple adults.

• Beds for Households with only children: Beds intended for households composed exclusively of persons under age 18, including one-child households, multi-child households or other household configurations composed only of children.

Cribs and overflow beds should not be included in these numbers!

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20 – 23. Bed Inventory by Household Type: New Calculation Process!

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• Agencies will now report the same number for these fields every year, unless units/vouchers are added to or removed from the project*

• Creates a standardized HIC process year after year

• Gives the CoC a clearer picture of the county’s bed inventory

*with exception of RRH projects (see slide)

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20. Projects that serve Families

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• Projects should multiply their number of units by the project’s average family size to determine the number of beds for the project

Instructions for HMIS Projects• Follow the instructions in the Running and Saving an OC Clarity System Report article• Click Run next to the 2019 HIC: Average Family Size Data report

• Question 20: Multiply Average Family Size by your number of units• Example: Project with 2 units and AFS of 4, multiply 4 by 2 to get 8 beds

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22 – 23. Projects that serve Individuals*

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• Projects should report the amount of beds available for occupancy on the night of the HIC/PIT, whether or not the bed is occupied

*Households without children or households with only children

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20 – 23. Projects that serve both Families and Individuals

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• Combine the previous two methods

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20 – 23. New Calculation Process!:PSH Voucher and VASH Projects

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• Voucher projects should report the number of beds based off the number of bedrooms in the unit following the below criteria

• 0 beds – 1 bed• 1 bedroom – 1 bed• 2 bedroom – 2 beds• 3 bedroom – 4 beds

• For example, if the project has 3 2-bedroom units for Households with Children and 3 2-bedroom units for Households without children, they should report 6 beds in Q. 20 and 6 beds in Q. 22

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20 – 23. Bed Inventory by Household Type –Special Instructions

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• VA Supportive Services for Veteran Families (SSVF) Program: SSVF projects may offer both homelessness prevention and rapid re-housing assistance. However, SSVF funded agencies should not include persons receiving SSVF homelessness prevention services on the night the HIC.

• RHY Basic Center Program (BCP) projects: BCP projects may offer both emergency shelter and homelessness prevention services; however, BCP homelessness prevention services should not be included on the HIC or PIT.

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• Projects serving runaway and homeless youth: CoCs must exclude beds that are dedicated for persons who are wards of the state, including children who are in foster care or who are otherwise under government custody or supervision. If beds are not specifically dedicated, then the CoC must pro-rate beds based on use on the night of the count or pro-rate based on average utilization.

• Example: If your project has 8 beds, and 4 are usually saved for foster use, and 4 are for homeless clients, only report 4 beds (only report beds intended to serve homeless clients).

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Rapid Re-housing: Projects should count RRH beds and units based on the actual number of current project participants who are:

• Actively enrolled in the project on the night of the inventory count, including persons who are only receiving supportive services in the RRH project; and

• No longer homeless and are in permanent housing on the night of the inventory count

• That means: clients enrolled in your program on 1/22/2019 with a housing moving date before or on the date of 1/22/2019

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Rapid Re-housing Instructions for HMIS Projects• Follow the instructions in the Running and Saving an OC Clarity System Report article• Click Run next to the 2019 HIC: Rapid Re-Housing Data report

• Question 20: Households with Children, Number of Clients• Question 21: Households with Children, Count of Households• Question 22: Households without Children, Number of Clients• Question 23: Households with only Children, Number of Clients

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24. Bed and Unit Availability

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• Please choose one:

• Year-Round Beds: Available on a year-round basis.

• Seasonal Beds (Emergency Shelter Only): Not available year-round, but instead are available on a planned basis, with set start and end dates, during an anticipated period of higher demand. For the HIC, identify only the total number of seasonal beds available for occupancy on the night of the inventory count.

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25. Total Year-Round and/or Seasonal Beds

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• Sum of beds for households without children, beds for households with at least one adult and one child, and beds for households with only children.

• This is a grey field on the HIC Answer Form, and should not be adjusted. This field is automatically calculated based on responses to questions 20, 22, and 23.

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26 - 29. Overflow Beds (ES Only)

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• Available on an ad hoc or temporary basis during the year in response to demand that exceeds planned (year-round or seasonal) bed capacity.

• For the HIC, identify the total number of overflow beds that were available for occupancy on the night of the inventory count. If there is no fixed number of overflow beds, CoCs may instead report the number of overflow beds that were occupied on the night of the inventory count.

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29. Total Overflow Beds (ES Only)

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• Sum of overflow beds for households with at least one adult and one child and beds for households without children or with only children.

• This is a grey field on the HIC Answer Form, and should not be adjusted. This field is automatically calculated based on responses to questions 26 and 28.

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30. Total Bed Inventory

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• Sum of total year-round and/or seasonal beds and total overflow beds.


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31. HMIS Participation

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• As of the night of the HIC/PIT (1/22/19), does this project participate in HMIS?

• For the purpose of reporting in the HIC, a bed is considered “an HMIS participating bed” if the project makes a reasonable effort to record all universal data elements on all clients served in that bed and discloses that information through agreed upon means to the HMIS Lead Agency at least once annually.

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32. Bed Type (ES Only)

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• Facility-based: Beds located in a residential homeless assistance facility dedicated for use by persons who are homeless.

• Voucher: Beds located in a hotel or motel and made available by the homeless assistance project through vouchers or other forms of payment.

• Other: Beds located in a church or other facility not dedicated for use by persons who are homeless.

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33 - 35. Chronically Homeless Bed Inventory (PSH Only)

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• The number of PSH beds that are dedicated to house chronically homeless persons, including members of chronically homeless families.

• A dedicated bed is a bed that must be filled by a chronically homeless participant unless there are no chronically homeless persons located within the geographic area.

• Should be less than or equal to the total beds in the project.

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36. Total Chronically Homeless Bed Inventory (PSH Only)

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• Sum of chronically homeless beds for households without children, households with at least one adult and one child, and households with only children.


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37 – 39. Veteran Bed Inventory

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• The number of beds that are dedicated to house homeless veterans and their families.

• Dedicated beds are beds that must be filled by homeless veterans and their families unless there are no homeless veterans and their families located within the geographic area.


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39. Total Veteran Bed Inventory

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• Sum of veteran beds for households without children and households with at least one adult and one child.


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40 – 42. Youth Bed Inventory

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• Youth – Persons under age 25, including children under age 18 and young adults ages 18 to 24.

• The number of beds that are dedicated to house homeless youth, including parenting youth and unaccompanied youth. This does not include children in households with adults 25 and over.

• A dedicated bed is a bed that must be filled by a homeless youth unless there are no homeless youth located within the geographic area.


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43. Total Youth Bed Inventory

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• Sum of youth beds for households without children, households with at least one adult and one child, and households with only children.


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44. Youth Beds Dedicated to Serve

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• If youth bed inventory is reported, identify if the beds are dedicated to serve:

• Only children under 18• Only persons 18 to 24• Persons up to 24 (i.e., both children under 18 and persons 18 to

24).

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45. Explaining Differences from 2018 HIC

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• If the Bed Inventory Information reported is different from what was reported on the 2018 HIC, or if the project was not included on the 2018 HIC, please provide an explanation.

• Bed Inventory information reported by your agency on the 2018 HIC will be sent to you by 2-1-1 OC in the form of the HIC Answer Form

• You may also view the HIC on the 2019 HIC and Sheltered PIT page at ochmis.org > HMIS Help > 2019 HIC and Sheltered PIT

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45. Explaining Differences from 2018 HIC

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Special Note for RRH Projects ONLY:

• Beds for RRH projects are always changing because they are based off of Active Clients

• In Question 45, provide an explanation for this change by noting that beds reported on the HIC for RRH projects are based on active clients housed on the night of the HIC

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46 – 48. Active Clients

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How many clients were active in each of the household types below on the night of the HIC/PIT?

• Persons in households with at least one adult and one child• Persons in households without children• Persons in households with only children

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HMIS-participating projects:

ES, SH, and TH: • Follow the instructions in the Running and Saving an OC Clarity System

Report article• Click Run next to the correct report:

o ES Entry/Exit, SH, and TH: 2019 HIC: Active Clients (TH, ES, SH) o ES Night-By-Night: 2019 HIC: Active Clients (ES Night-By-Night)

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HMIS-participating projects:

RRH projects: These numbers should match beds reported for 20, 22, and 23.

PSH/OPH Projects (including voucher projects):• Follow the instructions in the Running and Saving an OC Clarity System Report article• Click Run next to the 2019 HIC: Active Clients (Other PSH/OPH) report

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Non-HMIS Participating projects:

Pull the data from your database

Note that for RRH projects these numbers should match beds reported for 20, 22, and 23.

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49. Total Active Clients

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• Sum of active clients in households with at least one adult and one child, households without children, and households with only children.

• ES, TH, and SH projects: This number should match the total clients reported on the PIT report or PIT Answer Form.

• RRH projects: This number should match Q25 (Total Year-Round Beds)


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50. Bed Utilization

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• Total Active Clients divided by Total Bed Inventory.


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51. Explain Low or High Bed Utilization

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• If bed utilization is below 65% or above 105%, please provide an explanation.

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Tip!

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• After completing the HIC Answer Form, hit F9 on your keyboard.

• This will update formulas and rules on the page, and will highlight issues in red.

• After making any corrections, hit F9 again to ensure issues are corrected.

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Sheltered Point in Time (PIT)

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PIT Cover Sheet

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• The PIT Cover Sheet should list all Emergency Shelter, Transitional Housing, and Safe Haven projects at your agency.

• This sheet must be signed in pen by your ED (no electronic signatures) certifying the PIT Reports and/or PIT Answer Form is correct, and should be submitted with the PIT Reports and/or PIT Answer Form.

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PIT Cover Sheet

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Changes to 2019 PIT

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All Projects

Change to type of data submitted!– Only submit client-level data

– Allows the county to create a unique identifier of clients to de-duplicate count between sheltered and unsheltered projects

– 2-1-1 OC will create summary numbers from your submission, contact you to confirm what you submitted

– This guide will introduce the new forms/reports and guide you in collecting client-level data

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PIT Report: New Format

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• All HMIS-participating projects identified on the PIT Cover sheet must submit a 2019 Sheltered PIT: Client Data Report

• Submit the 2019 Sheltered PIT: Client Data (ES Night-by-Night Projects) Report if your project has a Night-by-Night entry/exit method

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PIT Report: New Format

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• To run and download your file, follow the instructions in the Running and Saving an OC Clarity System Report article

• Before the PIT Count, it is beneficial to run the report and familiarize yourself with required data

• Enter valid responses to Don’t Know, Refused, or Data Not Collected responses on the Clarity Profile and Enrollment Screens

• By 1/25/2019, when you submit your report, all required fields should have a valid response

• Save as an Excel Spreadsheet, Upload to Dropbox

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PIT Answer Form: New Format

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• Projects identified as not participating in HMIS on the PIT Cover Sheet should complete the PIT Answer Form*.

*Includes 3 sample clients to guide you

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PIT Answer Form: New Format

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• Submit a separate form for each ES or TH project at your agency

• There are both Electronic Versions of the PIT Form (to enter data into directly) and Print Versions (to print out and write data into)

• The Electronic Version will have built-in dropdowns for response selections

• If using the Print Version, use the County of Orange Sheltered PIT Count

Instructions for a comprehensive list of response options (available on 2019 HIC and Sheltered PIT page)

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Agency Information

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• Organization Name: Provide your Organization Name

• Project Name: Fill out a separate spreadsheet for each project not in HMIS, provide the project name

• Project Type: Select Emergency Shelter or Transitional Housing

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PIT Contact Information

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• Provide the Name, Phone Number, and Email of the person completing the PIT Answer Form for the project.

• There may be different contacts for different projects.

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Client Unique Identifier (UID) Information

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• Name: Provide the first two initials of the client’s First Name and the first two initials of the clients Last Name

Example: If yoru client’s name is Elizabeth Agredano, provide El and Ag

• Gender: Select one of the following responses:• Female• Male• Transgender• Gender non-Conforming

• Age: Provide the respondent’s age in years

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Client UID: Continued

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• Ethnicity: Select one of the following responses:• Non-Hispanic/ Non-Latino• Hispanic/Latino

• Race: Select one of the following responses:• White• Black or African/American• Asian• American Indian or Alaskan Native• Native Hawaiian or Other Pacific Islander• Multiple Races

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Client UID: Continued

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• State Born, What State Were You Born in?: • Provide the two-letter state abbreviation, selected from the

dropdown or the appendix in the County of Orange Sheltered PIT Count Instructions.

• If the respondent was born outside of the US, select or write-in “Other” and fill in the next column

• Country Name if outside US: Write in the name of the Country in which the client was born

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Household Status and Size

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Household ID (Alphabetic Group #)• A Household is one or more individuals who present

themselves to your project, to live together. • Identify groups of people who present themselves to your

project together and provide them a Household ID in the form of an alphabetic group name as follows

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Household Status and Size(Household ID [Alphabetic Group #], Continued)

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• Alphabetic group name instructions:• The first set of individuals who makeup a group should be identified by the letter A.

• Thereafter, consequent groups should be identified alphabetically (e.g. B, C, D, E), etc.

• If more than 26 groups are present in your project, provide a two-letter combination beginning with the letter A and the next letter in the alphabet, as follows: AA, AB, AC, etc.

• If more than 52 groups are present in your project, provide a two-letter combination beginning with the letter B following the same rules (e.g. BC, BD, BE).

• Continue in this fashion as necessary. All members of a household should have the same Household ID

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Household Status and Size (Continued)

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• # of Persons in Household: Provide the total number of individuals represented in the household.

Note: Households may contain only a single individual.

• # of persons under age 18: Provide the number of people in this household who are under age 18.

• # of persons age 18 and older: Provide the number of people in this household who are over age 18.

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Household Status and Size (Continued)

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• Relationship to Head of Household (HoH): Select one of the following responses:

• Self• HoH's child• HoH's spouse or partner• HoH's other relation member• Other: non-relation member

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Chronic Homelessness Status

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• Have You Been Living in a Shelter and/or on the Streets for One Year or Longer?: Select Yes or No

• Have You experienced homelessness at Least 4 Separate Times in the Last 3 Years Including Now?: Select Yes or No

• If Yes, was Combined Time 12 Months or More?: Select Yes or No

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Disabling Condition

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Only Adults should answer these questions

Do you have any of the following long-lasting conditions that makes it difficult to live independently?:

Select Yes/No for each type of disability• Serious Mental Illness or Emotional Impairment• Physical Disability• Substance Abuse Disorder • Developmental Disability• Diagnosed with AIDS or tested positive for HIV

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Subpopulations

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Only Adults should answer these questions

• Have you served in the United States Armed Forces?: Select Yes or No

• Were you called into active duty as National Guard or Reservist?: Select Yes or No

• Are you currently experiencing homelessness because you are fleeing domestic violence, dating violence, sexual assault, human trafficking or stalking?: Select Yes or No

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Local Data

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Employment Status: This question should be answered by Adults Only

• Select one of the following responses:• Full-Time• Part-Time• Seasonal/Temporary Work• Unemployed• Disabled• Retired

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Local Data (Continued)

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These questions should be answered for all respondents

Prior to entering the program, what city were you living in? Select a city from the dropdown (electronic) or the appendix in the County of Orange Sheltered PIT Count Instructions (if writing-in).

In which city were you staying on the night of the PIT (1/22/19)? • This city should correspond with the city of your project• Select a city from the dropdown (electronic) or the appendix in the

County of Orange Sheltered PIT Count Instructions (if writing-in). • DV providers may report the SPA in which their project resides.

• See the SPA – List of Cities PDF for reference

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HIC Revision Open Office Sessions

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• HIC Revision open office sessions will be scheduled for the end of February or early March

• This is an opportunity to get one-on-one help finalizing your HIC Answer Form

• An e-mail will be sent out announcing open office hours

• If interested in attending the open-office hours, RSVP to by submitting a ticket to the Help Desk

• More details TBA

• There will be no revisions to PIT Data this year. The submission uploaded to DropBox on the 25th of January will be your final PIT Submission

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Important Dates Information, Reminder!

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• Orange County will be conducting the HIC and PIT counts on the night of January 22, 2019. (HUD’s requirement is that it be conducted on one day during the last 10 days in January 2019).

• All data through January 22, 2019 should be entered into HMIS or the agency’s comparable database by January 25, 2019 to ensure data is accurate for the sheltered PIT count.

• HIC and PIT Forms are due to 211OC by January 25, 2019.

• To submit completed forms, follow the link to your agency’s Dropbox folder and notify us by submitting a ticket to the Help Desk

• To ask additional questions via Help Desk tickets under the HIC/PIT Category

• 211OC will be working with the agencies to correct HIC and PIT surveys through February and March, and hope to have all surveys finalized by April 1st.

• The HIC and Pit Cover Sheets, PIT Forms, power point slides, and guidance are available at ochmis.org > HMIS Help > 2019 HIC and Sheltered PIT

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Thank you for coming!

2019 HIC-PIT Training - OC HMISochmis.org/wp-content/uploads/2019/01/2019-HIC-PIT... · 2019. 1....

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