HIC/PIT Training January 2015 Agenda Summary and Goals HIC - - PDF document

1/14/2015 1 HIC/PIT Training

January 2015

Agenda

• Summary and Goals
• HIC

– Changes to 2015 HIC – Review HIC Survey – Questions

• PIT

– Changes to 2015 PIT – Review PIT Survey – Questions

HIC/PIT Training

• Why are we having this training?

– HUD requires the sheltered PIT count and HIC to be conducted annually for each CoC.

• Goals of this training

– Review changes to 2015 HIC and PIT. – Learn how to correctly count beds for the HIC. – Understand which clients should be counted

• n the PIT, and what data should be collected.

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What are the HIC and PIT Counts?

• HIC: The Housing Inventory Count collects information

about all of the beds and units in each Continuum of Care homeless system, categorized by Program Type. Only beds dedicated to serve homeless clients should be counted on the HIC.

• PIT: The Point-in-Time Count 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).

Changes to 2015 HIC

• CoCs will be required to enter the address for all

projects, except for Victim Service Provider projects.

• The references to Homeless Management Information

System (HMIS) Data Standards have been updated to be consistent with HUD’s 2014 HMIS Data Standards.

• CoCs with overflow beds should report the total

number of overflow beds that were available for

• ccupancy 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

• ccupied on the night of the inventory count.

Housing Inventory Count (HIC)

Project Type

• Emergency Shelter (ES)
• Transitional Housing (TH)
• Safe Haven (SH)
• Permanent Housing (PH)

– Permanent Supportive Housing (PSH) – Rapid Re-housing (RRH) – Other PH (OPH): Housing with Services – Other PH (OPH): Housing only

• Rapid Re-housing Demonstration Projects

(DEM)

Housing Inventory Count (HIC)

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Project Type – Permanent Housing Projects

• PSH: Permanent housing in which supportive services

are provided. PSH can only provide assistance to individuals with disabilities and families in which one adult or child has a disability.

• RRH: Provide 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: Provides permanent housing, but does not

limit eligibility to individuals with disabilities and families in which one adult or child has a disability.

Housing Inventory Count (HIC)

Project Type – Rapid Re-housing Demonstration Projects

• HUD-funded Rapid Re-Housing

Demonstration (RRHD) projects funded in the FY 2008 CoC Competition.

Housing Inventory Count (HIC)

Target Population A and B

(optional)

• 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.

Housing Inventory Count (HIC)

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Target Population A

• SM - Single Males 18 years old and over
• SF - Single Females 18 years old and over
• SMF - Single Males and Females 18 years old and over
• CO - Couples Only, No Children
• HC - Households with Children
• SMHC - Single Males 18 years old and over and Households with

Children

• SFHC - Single Females 18 years old and over and Households with

Children

• SMF+HC - Single Males and Females 18 years old and over plus

Households with Children

• YM - Unaccompanied Males under 18 years old
• YF - Unaccompanied Females under 18 years old
• YMF - Unaccompanied Males and Females under 18 years old

Housing Inventory Count (HIC)

Target Population B

• DV Domestic violence victims
• HIV Persons with HIV/AIDS

Housing Inventory Count (HIC)

Geocode

• 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.

Housing Inventory Count (HIC)

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HUD McKinney-Vento Funded

• Does the project receives any HUD

McKinney-Vento funding?

• HUD McKinney-Vento programs include

– 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)

Housing Inventory Count (HIC)

Inventory Type

• Current inventory (C): Beds and units that were available for
• ccupancy on or before January 31, 2014.
• New inventory (N): Beds and units that became available for
• ccupancy between February 1, 2014 and January 31, 2015.

Inventory designated as ‘New’ should represent an increase in capacity for the project from the previous year.

• Under development (U): Beds and units that were fully

funded but not available for occupancy as of January 31,

• 2015. 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, 2016.

Housing Inventory Count (HIC)

Bed Inventory by Household Type

• Households without children: Beds intended for

households with adults only. This includes households composed of unaccompanied adults and multiple adults.

• Households with at least one adult and one

child: Beds and units intended for households with (at

least) one adult and one child.

• 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.

Housing Inventory Count (HIC)

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HMIS Participating Beds

• The number of beds participating in HMIS on

the date of the HIC (based on HMIS Participation Start Date and HMIS Participation End Date) by household type.

• For HMIS Participating projects, the number
• f beds reported for each household type

should be the same as the number of HMIS beds for each household type.

Housing Inventory Count (HIC)

Bed Inventory by Household Type – Special Instructions

• PSH: For scattered site projects, include total number of units

available for occupancy or total number of vouchers available for use in the CoC on night designated for the count.

• VASH: CoCs should count the total number of VASH

vouchers available for use on the night of the HIC and PIT count, regardless of whether or not the voucher is presently being used.

• 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.

Housing Inventory Count (HIC)

Bed Inventory by Household Type – Special Instructions (continued)

• Rapid Re-housing: CoCs 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 – No longer homeless and are in permanent housing on the night

• f the inventory count

– Receiving rental assistance from the RRH project

• VA Supportive Services for Veteran Families (SSVF)

Program: SSVF provider programs may offer both homelessness prevention and rapid re-housing assistance. Therefore, in addition to the RRH guidance above, CoCs must also limit SSVF RRH project inventory to participants whose Housing Status at program entry is “Category 1 - homeless”.

Housing Inventory Count (HIC)

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Bed Inventory by Household Type

• For projects that serve multiple household types but do not

have a designated number of beds for each household type, please use one of the methodologies below:

– Divide the beds based on how the bed(s) were used on the night

• f the HIC. If the facility is not at full capacity on the night of the

count, then extrapolate the distribution based on the distribution

• f those who are served on the night of the count.

– Divide the beds based on average utilization. For example, if a project has 100 beds for households with children and households without children, and on the average night half of the beds are occupied by persons in households without children, 50 beds should be designated for households without children, and 50 beds should be designated for households with children. – Projects with a fixed number of units but no fixed number of beds should multiply their number of units by their average family size to determine the number of beds for the project.

Housing Inventory Count (HIC)

Bed Type (Emergency Shelter Only)

• 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.

Housing Inventory Count (HIC)

Bed and Unit Availability

• 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.

• Overflow Beds (Emergency Shelter Only): 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.

Housing Inventory Count (HIC)

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Bed and Unit Inventory

• The total number of beds and units

available for occupancy on the night of the inventory count. This includes ALL beds and units, occupied and not occupied on the night of the count.

Housing Inventory Count (HIC)

Explaining Differences from 2014 HIC

• If the Bed or Unit Inventory reported is

different from what was reported on the 2014 HIC, or if the project was not included on the 2014 HIC, please provide an explanation.

• To see the Bed and Unit Inventory reported

by your agency on the 2014 HIC, please go to http://ochmis.org/hmis-help/hmis-help- 2015-hic-and-pit/.

Housing Inventory Count (HIC)

Chronically Homeless Bed Inventory (Permanent Supportive Housing Only)

• The number of PSH beds that are dedicated

to house chronically homeless persons.

• 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.

Housing Inventory Count (HIC)

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Veteran Bed Inventory

• The number of beds that are dedicated to

house homeless veterans and their families.

• A dedicated bed is a bed that must be filled

by homeless veterans and their families unless there are no homeless veterans and their families located within the geographic area.

• Should be less than or equal to the total beds

in the project.

Housing Inventory Count (HIC)

Youth Bed Inventory

• 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.

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

Housing Inventory Count (HIC)

Inventory Start Date

• 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 a given project.

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

Housing Inventory Count (HIC)

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Inventory End Date

• 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.

Housing Inventory Count (HIC)

HMIS Participating Start Date

• The date when the HMIS participating bed

information first applies (i.e., the date when a change in the number of HMIS participating beds

• ccurs for a project’s Bed and Unit inventory

record).

• The HMIS Participation Start Date is the earliest

project entry date that could be associated with a client using the bed or unit.

• Please go to http://ochmis.org/hmis-help/hmis-

help-2015-hic-and-pit/ to see a list of HMIS Participation Start Dates for each of your projects.

Housing Inventory Count (HIC)

HMIS Participation End Date

• The date when the HMIS Participation

information record is no longer applicable (i.e., the day after the last night when the number of HMIS participating beds is applicable for a project’s Bed and Unit Inventory record).

• If there is not an end date to the inventory or

to HMIS Participation, this can be left blank.

Housing Inventory Count (HIC)

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Locations

• Please report the address associated with

the project where most project housing is located.

• Scattered-site housing projects should

record the address of their administrative

• ffice.
• DV providers should not enter address

information.

Housing Inventory Count (HIC)

Bed Utilization

• HMIS Participating projects: Run the OC_Bed Utilization report on 1/23/15.
• Non-HMIS Participating projects: Pull the data below from your database.
• How many clients were active in the project on the night of the HIC/PIT

(1/23/15)

– SSVF and RRH see previous instructions

• Clients in subcategories should add up to clients active today:

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

• Bed Utilization: Total Active Clients/Total Beds Reported on HIC Survey

(Q19)

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

explanation.

Housing Inventory Count (HIC)

Questions about the HIC?

Housing Inventory Count (HIC)

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Changes to 2015 PIT

• HUD provides additional guidance about counting standards and methodologies

in Point-in-Time Count Methodology Guide. CoCs should refer to that guidance and any updates HUD publishes for further guidance on counting and

• methodologies. Compliance with HUD standards might result in a more accurate

and, potentially, lower PIT count than in the past. CoCs will be able to explain changes in PIT counts that are due to methodology improvements in the CoC Program Competition application and HUD will take such changes into account in the application review and scoring process.

• CoCs will be required to report the total number of youth households (persons

under age 25), including the race, ethnicity, and gender data for parenting youth and unaccompanied youth counted. Unaccompanied youth are persons under age 25 who are not presenting or sleeping in the same place as their parent or legal guardian, including:

– single youth; – youth couples; and – groups of youth presenting as a household.

For purposes of reporting in the PIT, parenting youth are distinct from unaccompanied youth. Data on Youth Households is a subset of the All Households data. Youth included in the Youth Households table, and related demographic data, should still be included in the All Households data.

Point In Time Count (PIT)

Changes to 2015 PIT (continued)

• CoCs will not be required to submit data on one-child

and multi-child households in the Households with Only Children table because they now report the relevant information about youth in the Youth Household table.

• CoCs will be required to report the number of

sheltered and unsheltered chronically homeless veterans and chronically homeless veteran families.

• HUD has expanded the transgender categories to

male to female transgender and female to male transgender to match the 2014 HMIS Data Standards.

• Persons counted under “multiple races” should also be

counted in at least two other race categories.

Point In Time Count (PIT)

Project Types that will Participate in the PIT

• Emergency Shelter
• Transitional Housing
• Safe Haven

Point In Time Count (PIT)

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Population Data - Households with at least One Adult and One Child

• Total number of households
• Total number of persons

– Number of persons (under age 18) – Number of persons (age 18-24) – Number of persons (over age 24)

Point In Time Count (PIT)

Population Data – Households without Children

• Total number of households
• Total number of persons

– Number of persons (age 18-24) – Number of persons (over age 24)

Point In Time Count (PIT)

Population Data – Households with Only Children

• Total number of households

– Total number children (under age 18)

Point In Time Count (PIT)

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Population Data – All Household Types

• Gender

– Female – Male – Transgender: Male to Female – Transgender: Female to Male

• Ethnicity

– Non-Hispanic/Non-Latino – Hispanic/Latino

• Race

– White – Black or African/American – Asian – American Indian or Alaskan Native – Native Hawaiian or Other Pacific Islander – Multiple Races

Point In Time Count (PIT)

Population Data – Veteran Households

For Veteran Households with at least One Adult and One Child and Veteran Households without Children

• Total number of households
• Total number of persons
• Total number of veterans
• Gender

– Female – Male – Transgender: Male to Female – Transgender: Female to Male

• Ethnicity

– Non-Hispanic/Non-Latino – Hispanic/Latino

• Race

– White – Black or African/American – Asian – American Indian or Alaskan Native – Native Hawaiian or Other Pacific Islander – Multiple Races

Point In Time Count (PIT)

Population Data – Youth Households

• Total number of households

– Number of parenting youth households – Number of unaccompanied youth households

• Total number of persons

– Total number of persons in parenting youth households – Number of parenting youth (youth parents only)

• Number of parenting youth (under age 18)
• Number of parenting youth (age 18 – 24)

– Number of children of parenting youth (children under 18 with parents under age 25)

• Total number of unaccompanied youth

– Number of unaccompanied children (under age 18) – Number of unaccompanied young adults (age 18 – 24)

Point In Time Count (PIT)

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Population Data – Youth Households (continued)

• Gender

– Female – Male – Transgender: Male to Female – Transgender: Female to Male

• Ethnicity

– Non-Hispanic/Non-Latino – Hispanic/Latino

• Race

– White – Black or African/American – Asian – American Indian or Alaskan Native – Native Hawaiian or Other Pacific Islander – Multiple Races

Point In Time Count (PIT)

Subpopulation Data

Subpopulation data should be limited to adults, with the exception of persons in chronically homeless families.

• Chronically Homeless Individuals

(TH clients should not be included in this category)

• Chronically Homeless Families

(TH clients should not be included in this category) – Persons in Chronically Homeless Families

• Chronically Homeless Veteran Individuals

(TH clients should not be included in this category)

• Chronically Homeless Veteran Families

(TH clients should not be included in this category) – Persons in Chronically Homeless Veteran Families

• Adults with a Serious Mental Illness
• Adults with a Substance Use Disorder
• Adults with HIV/AIDS
• Victims of Domestic Violence (optional)

Point In Time Count (PIT)

Projects not Participating in HMIS: What method did you use to count clients on the PIT Survey?

• Report from Database
• Observation (ex. manual counts of people in each required reporting

category)

• Interviews with sheltered homeless people during the PIT count
• Case manager records
• Distribution/collection of PIT forms to sheltered homeless people
• Other (please specify)
• Reminder: PIT data should be collected for the night of 1/23/15

Point In Time Count (PIT)

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HMIS Participating Projects: How to Run PIT Report

• To run a report of the PIT data, review 2d on

PIT Instructions.

• The PIT Survey will be pulled from HMIS, and

submitted with the PIT Survey Cover Sheet.

• The PIT report should be run for the night of

1/23/15.

Point In Time Count (PIT)

Questions about the PIT?

Point In Time Count (PIT)

Open Office Sessions

• HIC/PIT open office sessions have been scheduled for the

week of February 2nd.

• This is an opportunity to get one on one help completing your

HIC and PIT surveys.

• HMIS participating projects: Please ensure all data through

1/24/15 is entered into HMIS before attending a session.

• Please go to http://ochmis.org/hmis-calendar/ to register if you

would like to attend.

• If all sessions are full, please send an email to hic-

pit@211oc.org.

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Important Dates and Contact Info

• Orange County will be conducting the HIC and PIT counts on the

night of January 23, 2015. (HUD’s requirement is that it be conducted on one day during the last 10 days in January 2014).

• All data through January 24, 2015 should be entered into HMIS or

the agency’s comparable database by February 1, 2015 to ensure data is accurate for the sheltered PIT count.

• HIC and PIT Surveys are due to 211OC by February 8, 2015.
• To submit completed surveys or ask additional questions: hic-

pit@211oc.org.

• 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 March 31st.

Last chance for questions! Thanks for coming!