PIT-HIC Persons Served Report: ES-SH-TH

This report is intended for HMIS-participating Emergency Shelter (ES) and Transitional Housing (TH) projects to run as part of the 2024 PIT Process. This report shows clients served on the night of the PIT and allows projects to check data quality as well as viewing aggregate data.

Running the Report

Report Path

Folders
> Public Folder
> ndhmis_live_folder
> *2024 PIT & HIC
> PIT-HIC Persons Served Report: ES-SH-TH

Recommended Export Format

Schedule to Microsoft Excel - Reports

Setting the Prompts

Prompt	Instructions
Select Provider(s):	Select the project(s) for which you wish to run the report. Note: If this prompt is completed, the "Select Reporting Group" prompt must be left to "none selected" or left incomplete (blank).
Select CoC(s):	This prompt is for use by ICA System Administrators only. Leave blank or set to "none selected."
Select Reporting Group(s):	Select the reporting group(s) for which you wish to run the report. Note: If this prompt is completed, the "Select Provider(s):" prompt must be left incomplete (blank).
EDA Provider	If only one project is selected in the "Select Provider(s):" prompt above, select the same project here. If more than one project is selected in the "Select Provider(s):" prompt or if a reporting group has been selected in "Select Reporting Group:" prompt, then select one of the projects within the selected projects or reporting group.
Enter effective date	This prompt will default to the day after the PIT. Leave as is.
Enter PIT Date PLUS 1 Day:	This prompt will default to the day after the PIT. Leave as is.

Using the Report

This report has six tabs, each serving a specific purpose. We recommend you start with the Client Detail tab, then the Disability Detail tab, check for data quality issues and resolve them in Community Services if needed, then go to the three PIT Summary tabs to view overall data.

PIT Summary

The summary tab shows overall aggregate data for persons served on the night of the PIT. After you've checked data quality on the Client Detail and Disability Detail tabs, check this tab to see your overall PIT count data. If the data don't match your expectations, go back to the detail tabs to double check the underlying data. Only clients with Location Filter = X on the Detail tabs are included in this summary tab.

Household Type	Definition
Adult Only	All household members are age 18 or older
Adult & Child	At least one household member is age 18 or older and at least one household member is under age 18
Child Only	All household members are under age 18
Total Persons	All household types

The data are broken out into several demographic categories: number of persons served by age, gender, race and ethnicity, chronic homelessness status, and chronic homelessness status by race. PIT Additional Subpopulations are then shown.

The section 'Total Number of Persons NOT in HH Types Listed Above' should be 0. If it is not 0, check the detail tabs for clients without an age.

Finally, intended for Balance of State projects, there are tables showing clients served by Current County and County of Last Permanent Address.

PIT Summary - Veterans

The summary tab shows the same demographic aggregate data as the PIT Summary tab, but only for veteran households served on the night of the PIT. Veteran households are only separated into two household types: Adults Only and Adult & Child.

PIT Summary - Youth

The summary tab shows the same demographic aggregate data as the PIT Summary tab, but only for youth households served on the night of the PIT. Unaccompanied Youth are households where all household members are under age 25. Parenting Youth households contain members all under age 25 where there is a parent-child relationship.

Client Detail

This tab shows data for all clients with an entry to the selected project(s) on the night of the PIT. Use this tab for Data Quality checking. This tab shows all clients, regardless of their Client Location (CoC).

Column	Definition	DQ Flags and How to Correct Them
HH Group #	Group ID if enrolled as a group, Entry Exit ID if enrolled individually, and the number of HHs groups included in the report.	Red text if client is <17 and enrolled in a Safe Haven Check data entry: minors cannot be served by Safe Havens
Household Type Description	Household Type, determined by the ages of the clients in the household.	Missing Age if client is missing date of birth Check data entry: add client's date of birth Unaccompanied Child/Children if household type is Unaccompanied Child/Children Check program requirements: This is a warning since many programs are not able to serve unaccompanied children. If your project can serve Unaccompanied Children, this warning is fine. If your program is not allowed to serve unaccompanied children, check data entry so that unaccompanied children are properly enrolled in households with adults or that the clients' ages are correct.
Client ID #	Client's Community Services ID and the number of Client IDs in the report.	n/a
Age	Age	Red text if client is <17 and enrolled in a Safe Haven Check data entry: minors cannot be served by Safe Havens Null if data is missing Check data entry: add date of birth Highlighted text if client is a child and also marked a veteran Check data entry: children cannot be veterans
Gender	Client's Gender	Red text if client is <17 and enrolled in a Safe Haven Check data entry: minors cannot be served by Safe Havens Null if data is missing Check data entry: add date of birth Highlighted text if the gender is not one of HUD's specified options Check data entry: update gender to a HUD option Red text if response is Data Not Collected/Client Prefers Not to Answer/Client doesn't know Check data entry: add response, if possible
Race and Ethnicity	Client's Race and Ethnicity	Red text if client is <17 and enrolled in a Safe Haven Check data entry: minors cannot be served by Safe Havens Null if data is missing Check data entry: add date of birth Highlighted text if the responseis not one of HUD's specified options Check data entry: update primary race to a HUD option Red text if response is Data Not Collected/Client Prefers Not to Answer/Client doesn't know Check data entry: add response, if possible
Additional Race and Ethnicity	Additional Race and Ethnicity
HoH Relate	Relationship to Head of Household (taken from the Entry assessment, NOT the Households tab)	Null if data is missing Check data entry: relationship to head of household Highlighted text if there is either no head of household in the group or more than one individual marked as head of household in the group Check data entry: ensure one and only one head of household per group
Vet	Client's veteran status	Red text if client is <17 and enrolled in a Safe Haven Check data entry: minors cannot be served by Safe Havens Null if data is missing Check data entry: add veteran status
DV	If the client is a victim/survivor of domestic violence	Red text if client is <17 and enrolled in a Safe Haven Check data entry: minors cannot be served by Safe Havens
DV Fleeing	If the client is currently fleeing domestic violence	Note: for clients to count as DV for Homeless Subpopulations, this question must be yes.
Chronic	'X' if the client meets the criteria for chronically homeless and client is enrolled in Emergency Shelter or Safe Haven	n/a
Chronic Household	'X' if someone in the household meets the criteria for chronically homeless and the household is enrolled in Emergency Shelter or Safe Haven	n/a
Youth	Indicates "UY" if client is part of an Unaccompanied Youth household (everyone under age 25) or "PY" if client is part of a Parenting Youth household (everyone under age 25 and there is a parent/child relationship).	n/a
Location Filter	'X' if the Enrollment CoC matches the provider's CoC for the head of household	Excluded if the Enrollment (CoC) does NOT match the CoC of the provider for the head of household or there is no head of household Check data entry: ensure there is one head of household per entry group and that the Enrollment (CoC) matches the CoC of the provider Note: Only clients with an X are included in the summary count and submitted for PIT data.
Enrollment CoC	Enrollment CoC	Red text if clients in the household have different Enrollment CoC responses Check data entry: ensure all household members have same Enrollment (CoC) responses
Client Location (County)	Client Location (County)	Null if data is missing Check data entry: client location (County)
Zip Code of Last Permanent Address	Client's Zip code of Last Permanent Address	Null if data is missing Check data entry: add in data for ZIP LPA
LPA County, State	County and State associated with ZIP LPA	Null if data is missing Check data entry: add in data for ZIP LPA
Provider	Entry Exit Provider	n/a
Entry Date	Entry Date	Red text if client is <17 and enrolled in a Safe Haven Check data entry: minors cannot be served by Safe Havens
Proj Type	Project Type of the Entry Exit Provider	Red text if client is <17 and enrolled in a Safe Haven Check data entry: minors cannot be served by Safe Havens

Disability Detail

This tab shows data for all clients with an entry to the selected project(s) on the night of the PIT, focused on the disability information. This information is used for the 'Additional Population' section of the PIT (shown on the PIT Summary tab). Use this tab for Data Quality checking to make sure the correct clients are being counted in the PIT count.

Column	Definition	DQ Flags and How to Correct Them
Client ID #	Client's Community Services ID and the number of Client IDs in the report.	n/a
Age	Age	n/a
Disab YN	The 'Does the client have a disabling condition' question.	N if 'Does the client have a disabling condition?' = No, but they have a disability where the determination = Yes Update so the main disabling condition questions matches the data in the special needs subassessment
Disability	Disability Type	n/a
Long Duration	For all disability types except HIV/AIDS and Developmental, the question 'If yes, expected to be of long-continued and indefinite duration and substantially impairs ability to live independently?'	Note: this question must be yes for a disability to count as a disabling condition for chronic homelessness and for the Homeless Subpopulations
Disab Start	Start date associated with the subassessment record	n/a
Disab End	End date associated with the subassessment record	n/a
Provider	Entry Exit Provider	n/a
Proj Type	Project Type of the Entry Exit Provider	n/a
Location Filter	'X' if the Client Location CoC matches the provider's CoC for the head of household	Excluded if the Client Location (CoC) does NOT match the CoC of the provider for the head of household or there is no head of household Check data entry: ensure there is one head of household per entry group and that the Client Location (CoC) matches the CoC of the provider Note: Only clients with an X are included in the summary count and submitted for PIT data.
CoC	Enrollment CoC	n/a

Additional Information

This tab contains information about the report that can be utilized by ICA staff to determine whether the report was run properly by the user. If you seek assistance with this report from the ICA North Dakota Helpdesk, please be prepared to read/send information off of this tab to the individual who assists you.

Need Assistance?

If you need assistance running the report, understanding the information in the report, or troubleshooting potential errors, please reach out to the ICA North Dakota Helpdesk. Include the name and date of the BusinessObjects report as it appears in your BI Inbox in your request for assistance. Do not attach the report to any emails going to the helpdesk as the report contains personally identifying information and cannot be transmitted unless encrypted.