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Below is an alphabetical list of the fields and options located on the HMIS bed inventory data entry page. To jump directly to the information for a specific field or option, press <Ctrl+F> to access your browser's search field and enter the name of the field/option in question.
NOTE: In addition to the information captured using the fields/options detailed below, three additional values are saved behind-the-scenes for each bed inventory record and are available in reports and exports:
Inventory ID - Read-only value assigned to each inventory record in each program for reference purposes. Displays on the record index and in reports and is not editable
Created Date - The date on which data is first entered into a record.
Modified Date - The most recent date on which data was entered or modified for a record. Populates DateUpdated on the Inventory.csv in HMIS Exports and Uploads.
Availability
NOTE: Only available when the HMIS Project Type for the selected program is "Emergency Shelter."
Click this drop-down arrow and choose the availability for the inventory being recorded: "Year Round," "Seasonal," or "Overflow."
Bed Type
NOTE: Only available when the HMIS Project Type for the selected program is "Emergency Shelter."
Click this drop-down arrow and choose the bed type for the inventory being recorded: "Facility Based," "Voucher," or "Other."
Beds...
Veteran Bed Inventory
In these fields type or make changes to the number of beds available for veteran occupancy:
Beds dedicated to chronically homeless veterans
Beds dedicated to youth-veterans
Beds dedicated to any other veteran
Youth Bed Inventory
In these fields type or make changes to the number of beds available for youth occupancy:
Beds dedicated to chronically homeless youth
Beds dedicated to any other youth
Other Bed Inventory
In this field, type or make changes to the number of beds available for occupancy for Chronically Homeless persons who are not youth and are not veterans:
Beds dedicated to any other chronically homeless
And in this field, type or make changes to the number of non-dedicated beds available (those not specified for veteran, youth, or chronically homeless use):
Non-dedicated beds
CoC
Click this drop-down and select the CoC for which this inventory record applies. The selections available here are those that have been set up under System Setup > Agency Program Information > Add/Edit Entire Program for the selected program. If there is only one CoC for that program, it is selected by default.
Inventory End Date
In this field type or make changes to the date the beds stopped being available for residents (if applicable).
Inventory Start Date
In this field type or make changes to the date the beds started being available for residents.
Household Type
Click this drop-down arrow and select the household type for this inventory. Available selections include: "Households with at least one Adult and one Child," "Households with only Children," and "Households without Children." Because these selections are mutually exclusive, if some of the beds for a program are of one household type, and other beds are for a different type, they must be entered as separate HMIS bed inventory records.
In this field enter or make changes to the number of beds. The value specified here must be greater than or equal to the number of units for the inventory being recorded in the following seven bed fields:
Beds dedicated to chronically homeless veterans
Beds dedicated to youth-veterans
Beds dedicated to any other veteran
Beds dedicated to chronically homeless youth
Beds dedicated to any other youth
Beds dedicated to any other CH
Non-dedicated beds
Total Unit Inventory
In this field type or make changes to the number of units for this inventory. Must be less than or equal to the Total Bed Inventory value.
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