PIT-HIC Persons Served Report: RRH-PSH-OPH

This report is intended for HMIS-participating Rapid Re-Housing (RRH), Permanent Supportive Housing (PSH), and Other Permanent Housing (OPH) projects to run as part of the 2024 HIC Process. This report shows clients served on the night of the HIC and allows projects to check data quality, including Housing Move-In Date, 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: RRH-PSH-OPH

Recommended Export Format

Schedule to Microsoft Excel - Reports

Setting the Prompts

Prompt	Instructions
Select Provider(s):	Select the provider(s) for which you wish to run the report. Note: If this prompt is completed, the "Select Reporting Group(s)" prompt must be left incomplete (blank).
Select CoC(s):	This prompt is for use by ICA System Administrators only. Leave blank.
EDA Provider	If only one project is selected in "Select Provider(s):" above, select the same project here. If more than one project is selected in "Select Provider(s):", then select one of the projects within the selected projects.
Enter effective date:	This prompt will default to the day after the HIC. Leave as is.
Enter HIC Date PLUS 1 Day:	This prompt will default to the day after the HIC. Leave as is.

Using the Report

This report has 3 tabs, each serving a specific purpose. We recommend you start with the Client Detail tab, check for data quality issues and resolve them in Community Services if needed, then go to the Summary tab to view overall data.

Summary

The summary tab shows aggregate data for persons served on the night of the HIC. It is separated into several tables.

Total

This table includes all clients and is split into Housed Clients (clients who have a Housing Move-In Date on or before the HIC date) and Clients in Housing Search (clients without a Housing Move-In Date or their Housing Move-In Date is after the HIC date). Only Housed Clients count towards the HIC. Clients in Housing Search are included to help with data quality checking to ensure all clients are accurately counted. Both sections separate clients into household types. These tables count households as well as persons.

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

Housed Households

Clients who are Housed are broken out into tables for the CoC they are associated with based on their Enrollment CoC.

If your project only serves one CoC, all clients should appear in only one CoC's table and the total number should match the Housed Households Total table. If clients appear in tables for other CoCs, check the Client Detail page to ensure their Enrollment CoC is correct.

If your project serves more than one CoC, you may find data in tables for multiple CoCs. Use the Client Detail tab to ensure all clients have a correct Client Location (CoC) and they match the CoCs you are able to serve. Note that your HIC data will be reported separately for each CoC.

Total Number of Persons NOT in HH Types Listed Above

This shows how many persons are in households where the household type is not able to be determined due to at least one household member missing an age. This should be 0. If this is >0, go to the Client Detail tab to identify clients with missing ages and update their date of birth information in Community Services.

Client Detail

This tab shows data for all clients with an entry to the selected project(s) on the night of the HIC. Use this tab for Data Quality checking to make sure the correct clients are being counted as housed on the night of the HIC. This tab shows all clients, regardless of their Client Location (CoC).

Column	Definition	DQ Flags and How to Correct Them
Provider	Entry Exit Provider	n/a
Proj Type	Project Type	n/a
HH Group #	Group ID if enrolled as a group, Entry Exit ID if enrolled individually.	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	n/a
Entry Date	Entry Date	n/a
Exit Date	Exit Date	n/a
Housing Move-In Date	Housing Move-In Date	Yellow text if Housing Move-In Date is before the Entry Date for the Head of Household Housing Move-In Dates must be on or after project start dates. If the client is housed, ensure that the Housing Move-In Date is recorded on or after the entry date. If the client is searching for housing but has a previous Housing Move-In Date in the system, blank it out.
Housed or Searching for Housing?	Housed: Has a Housing Move-In Date on or before HIC Date Searching: Does not have a Housing Move-In Date or Housing Move-In Date is after the HIC Date	Ensure this is accurate by checking the Housing Move-In Date.
CoC Match	When run for one or more providers, this will always be an X. When run for a CoC, this may not be an X.	n/a
Enrollment CoC	Enrollment CoC	Red text if clients in a household have different Enrollment CoC responses Check data entry: ensure all household members have same Enrollment CoC responses
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
HoH Relate	Relationship to Head of Household (taken from the Entry assessment, NOT the Households tab)	Null if data is missing Check data entry: Add relationship to head of household information. Ensure all households have 1 and only 1 head of household Red text if there is not 1 Head of Household per group Check data entry: ensure there is one and only one person in a group marked as "Self (Head of Household)" on the Entry assessment

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.