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The HMIS Bed Inventory feature is used to enter, update, and delete HMIS housing inventory records in HMIS residential programs.  It is also used to view customizable bed inventory reports.

  NOTE: This feature is only available for HMIS programs with an HMIS Project Type set to one of the following (under System Setup > Agency Program Information > Add/Edit Entire Program > HMIS Settings > Continuum of Care):

  Emergency Shelter
  Transitional Housing
  PH- Permanent Supportive Housing
  Safe Haven
  PH- Housing Only
  PH- Housing with Services
  PH- Rapid Re-Housing

Important Notes Regarding the HMIS Bed Inventory Feature...

April 12th, 2019

The HMIS Bed Inventory feature is designed to give you a visual look at the information needed by HMIS to complete your Housing Inventory Chart.  This is also important for the LSA as well as CSV exports and uploads.  Prior to April 2019, the "inventory.csv" file in the LSA and in CSV exports were compiled by looking at the data entered in the AWARDS Residence Units feature, but now this information comes from the HMIS Bed Inventory feature instead.  

Please keep in mind that the bed inventory does NOT replace the Residence Units functionality; rather, the two features now serve different purposes.  The Residence Units feature is used to create the beds that clients are assigned to.  The HMIS Bed Inventory feature has no connection to clients and instead is used to keep the Housing Inventory Chart up-to-date.  For projects that upload to an HMIS it is important that you keep the HMIS Bed Inventory records updated, because this inventory information is sent over to the HMIS during each upload and overwrites any previously stored inventory information.

The HMIS Bed Inventory feature is intended to be easier to update than the Residence Units feature because you need only add one record for each group of similar beds.  For example, if you have 30 units that all became available on the same date and all serve individuals, you can enter a single record and mark it as having 30 units for individuals.  If the same program also has 20 units for families with 5 beds in each unit, then you would add a second inventory record and mark it as having 20 units with 100 beds for families.  Thus you only need two entries in the HMIS Bed Inventory, whereas you would need 130 different Residence Units entries.  

Most projects will need to make sure they are keeping both the Residence Units and HMIS Bed Inventory records up-to-date.  A message has been added to the Residence Units feature to remind people to also update the HMIS Bed Inventory feature.  A script was run on the morning of April 10th to pre-populate the HMIS Bed Inventory feture for all projects, but moving forward changes made in one feature will NOT automatically be made in the other. 

Projects that do not participate in HMIS will only need to use the HMIS Bed Inventory feature.  Projects that import from another database will have the HMIS Bed Inventory feature populated automatically during the import process.  

Required Permissions

The HMIS Bed Inventory feature is available to users with the following permissions:

Program Chart Access (not required for "Executive Officer" or "System Administrator" user groups)

In addition, unless you are in the "Executive Officer," "Local CoC Admin," or "System Administrator" user groups, you must have BOTH of the following permissions:

Display Executive Administration Buttons
Create Residence Units

  NOTE: Permissions are assigned using the Permissions Maintenance feature.  If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.

Click-by-Click Instructions

Working with HMIS Bed Inventory Records - Learn to enter, update, and delete inventory records for HMIS residential programs.

Using the HMIS Bed Inventory ReportBuilder - Learn to generate customized reports of bed inventory records for HMIS residential programs.

A Closer Look @ Fields & Options

HMIS Bed Inventory Record Fields / Options - Learn about the fields/options available for configuration during the bed inventory data entry process.

Frequently Asked Questions

HMIS Bed Inventory Frequently Asked Questions 

Useful Links

These are external resources, not maintained by Foothold Technology.

HUD Inventory Fields - Training Video