The following frequently asked questions provide details on the most commonly asked about pieces of the Residence Units feature. Click a question from the list here to navigate directly to the corresponding answer, or scroll through the full list of questions and answers below.
No, accepted values are today or a date in the past.
The capacity you enter for a program using the System Setup module, Agency Program Information, Add/Edit Entire Program feature does not impact your ability to enter residence units using the System Setup module Residence Units feature. The Residence Units feature will simply note the capacity on the data entry page if it does not match the number of residence units that have been created. It will not, however, prevent you from adding/removing residence units. Keep in mind that the capacity is important for reporting purposes, for example when determining vacancy percentages, so it is best to have it match the number of units you have.
No, this information must be manually updated. To ensure correct occupancy numbers for programs that place families in apartments with varying numbers of beds in each, the Projected # of Units field should contain the number of unique unit IDs entered in the System Setup > Residence Units feature.
TIP: This does not take into account any overflow units that may be in use by a program; those should not be included in a program's occupancy under System Setup.
In the event that an address correction is required for a residence unit that is currently occupied, or has been occupied in the past, that change must be made by the Help Desk. Be sure to provide them with the details of the existing residence unit and what specific changes must be made.
To delete a residence unit that has never been occupied, follow the procedures under Maintaining Residence Units Information, and enter a last available date that is the same as the first available date and update.
Residence units can only be removed if they are unoccupied. To remove an unoccupied residence unit (that has been occupied in the past), follow the procedures under Maintaining Residence Units Information, and enter a last available date for it.
When an occupied unit is relocated, housing records will need to be updated to reflect the change. In order to maintain a historical record of the actual addresses the client occupied, you will need to create the new unit, swap the occupant of the old unit to the new unit, and then enter a last available date for the unit that is no longer occupied.
Each program must decide how they would like to reflect households; but typically, households are considered related family members. If you have non-related roommates each using one bed in the same residence unit, you can opt to have those two beds share the same Unit ID, without having to link the clients together in a household. If your program is set up to calculate occupancy based on bed counts (not apartment/unit counts) or is a HUD program, the two beds in this case should have unique Unit IDs.
No, if your program is set up to calculate occupancy based on bed counts, each bed should have its own unique Unit ID. This applies to a program that houses singles, even if they happen to have a roommate or housemate.
No. There is no limit to the number of residence units you can create for a program, though you can only entered 50 at a time.
There is no restriction in AWARDS that requires household members to be placed in beds of the same Unit ID, and in this case Foothold recommends leaving the units configured as they exist (with unique Unit IDs) and not as they are occupied. If you have questions about a specific housing scenario and house Unit IDs should be assigned, please contact your SPM or the Help Desk.
There are several rules to keep in mind when entering residence units:
Addresses should not contain commas or semi-colons. Use dashes instead.
If the first available date for a residence unit is more than 30 days ago, you must have the "Start Period Backdating" permission.
In programs with more than 50 residence units, data entry is done in groups of 50 units. If the residence unit you need to update is displayed on the page but is read-only, click the Update and Show Next 50 button to display the next group of units in data entry mode.
This error is an indication that the first available date for the residence unit you are entering is more than 30 days in the past. In order to enter such residence units, you must have the "Startup Period Backdating" permission.
Household IDs are assigned sequentially for the entire database at the time the household is created, either by admitting a new client and creating a new household for him, or during the conversion process. Household IDs are the ID numbers used to identify the household group on reports.
Unit IDs are also assigned sequentially for the entire database at the time a new bed is created in System Setup > Residence Units. Each group of beds representing one apartment should share a Unit ID. Unit IDs are not tied to client records, and AWARDS does not cross-check to ensure household members are placed in a matching set of beds.