HMIS Bed Inventory Frequently Asked Questions







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The following frequently asked questions provide details on the most commonly asked about pieces of the HMIS Bed Inventory 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.

What changes must I make in the HMIS Bed Inventory when I add or delete a bed under System Setup > Residence Units?

What changes must I make in the HMIS Bed Inventory when I add or delete a bed under System Setup > Residence Units?

HUD treats a set of beds that start and end on the same date and have the same data settings as a record.  As a result, there is not a one to one correlation between residence units and bed inventory records; however, the addition or removal of residence units does require changes to be made to the corresponding bed inventory record.  For example, if you have a unit and bed inventory of 10 beds for 10 years and today one unit becomes permanently unusable, you would archive the residence unit in question, AND do the following in the Bed Inventory feature:

1) Place an Inventory End Date on the bed inventory record so that the existing record about the 10 beds ends today.

2) Create a new bed inventory record for the remaining group of 9 beds that starts today.

IMPORTANT! In this example you should NOT edit the existing bed inventory record to change the number of beds from 10 to 9.  That type of edit should only be made in the event that the original record incorrectly identified the number of beds.  In cases like the above, a new record should always be created to correctly reflect a change in the number.

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