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TIP: Housing Report frequently asked questions are located at the bottom of this page.
The Housing Report, located within the Reports module, can be used to generate built-in reports of detailed housing information; specifically, external housing information (for non-residential programs or a program group containing both residential and non-residential programs) or current residence information (for residential programs). To view a read-only housing report, complete the following steps:
Agency Housing - When this option is selected, report selection will include agency residences only. (It is only available if a residential program was selected in step 2.)
Other Location - When this option is selected, report selection will include external residences only.
All - When this option is selected, report selection will include both agency and external housing residences.
Current Residence - When this option is selected, report selection will include only those clients currently on the roster of the selected program or program type.
Residence History - When this option is selected, report selection will include those clients who were part of the selected program or program group's roster during the time period entered in the from and to fields (using mm/dd/yy format). This can include consumers who have since been discharged, or who are no longer active.
TIP: If "All" was selected as the Location in step 6, the "Residence History" option must be selected here.
If "Agency Housing" was selected as the Location in step 6, the Housing Report Settings page is displayed. Continue with step 11.
The contents of this read-only report include external housing information for the selected consumer(s), such as type, move in and out dates, facility name, address, and phone number.
TIP: To export the housing information to a Microsoft Excel file at this time, click the Excel File link. A PHI Download Alert is displayed, reminding you of your obligation to properly handle any confidential data and/or protected health information (PHI) within the download in accordance with related government regulations and agency policies. After reading the alert, click OK to acknowledge it and proceed with the export, or Cancel to return to the previous page. Once exported to Excel, the housing information can be saved and worked with to perform data analysis and various other tasks, including mail merges.
The process of viewing a housing report is now complete. The remaining steps do not apply.
Client Name - When this option is selected, the housing report will be sorted alphabetically by client name.
Residence Unit - When this option is selected, the housing report will be sorted alphabetically/numerically by residence unit (location).
Move In Date - When this option is selected, the housing report will be sorted by move in date, with the most recent move in date listed last.
Move Out Date - When this option is selected, the housing report will be sorted by move out date, with the earliest move out dates listed first, followed by the most recent, and then those with no move out dates.
NOTE: This selection is only available when Residence History was selected on the Housing Information Settings page.
NOTE: When "Current Residence" was selected on the Housing Information Settings page and when a specific unit was not selected under "Location," the housing report may be viewed for all vacant units rather than for a specific consumer. Do so by selecting "All Vacancies."
Address Changes - When this option is selected, the report will include only records for those clients whose address has changed during the time period specified on the Housing Information Settings page.
Complete History - When this option is selected, the report will include all records, regardless of their status. This option must be selected if a specific client was selected (in step 13).
Program Discharges Status - When this option is selected, the report will include only those records for discharged clients.
Program Admissions - When this option is selected, the report will include only those records for current clients (those clients who have been admitted and not yet discharged).
Vacancy History - When this option is selected, the report will include instances of vacancy for each residence unit.
NOTE: The Status option is not displayed if Current Residence was selected in step 7.
TIP: At this time, if a CR program was selected, an LS3-6 report can be viewed by clicking LS3-6 Status Change Report instead of CONTINUE. If an SRO program was selected, DHS reports can be viewed by clicking DHS SRO Monthly Report or DHS SPD Monthly Report. (The following instructions assume the regular housing report is being viewed.)
The housing report is displayed on the Housing Report page. When viewing the contents of this report, keep in mind the following:
The contents of this read-only report are based on selections made on the previous pages. It may contain a combination of location, consumer, move in and move out dates, phone number, location LOS (length of stay) days, and program start date. It may also contain available days, occupied dates, mean occupancy, capacity, mean LOS, median LOS, and vacancies information.
Length of Stay calculations count the "Nights" occupied and do not count the last night of the date range, or a client's discharge date.
Click the heading of any report column to sort the report contents by that variable. To limit which columns are displayed, click the column display icon in the upper left-hand corner of the report and pick and choose which columns of information should be included.
TIP: To export the housing information to a Microsoft Excel file at this time, click the Excel File link. A PHI Download Alert is displayed, reminding you of your obligation to properly handle any confidential data and/or protected health information (PHI) within the download in accordance with related government regulations and agency policies. After reading the alert, click OK to acknowledge it and proceed with the export, or Cancel to return to the previous page. Once exported to Excel, the housing information can be saved and worked with to perform data analysis and various other tasks, including mail merges.
The process of viewing a housing report is now complete.
Housing Report Frequently Asked Questions
The following frequently asked questions provide details on the most commonly asked about pieces of the Housing Report. 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.
Does the housing report's length of stay information (LOS) include admission and discharge dates?
How are Available Nights, Occupied Nights, and Mean Occupancy calculated on the Housing Report?
How can I see who occupied a residence unit at a specified period in time?
How do I correct it when a client appears more than once on the housing report?
How do I run a housing report that includes both agency and external housing information?
How is Capacity calculated on the Housing Report?
Why are archived residence units still appearing on the current residence housing report?
Why are there clients whose household members don't appear on the housing report?
Why are there numbers in parentheses in housing reports run for all housing programs?
The housing report counts occupied bed nights for a client whether or not the person was actually occupying the bed/residence unit. For example, if a client was hospitalized for any length of time, the residence unit he or she was occupying prior to the hospitalization admission date will still be seen as occupied unless he or she is actually discharged from the residential program entirely.
To get an occupied bed nights count that does not include nights on which clients were hospitalized, run a hospitalization episodes report for the date range and subtract the hospitalization days totaled there from the occupied bed nights. For more information on viewing a hospitalization report, see Viewing a Hospitalization Report.
Does the housing report's length of stay information (LOS) include admission and discharge dates?
In residential programs, the LOS includes the admission date but not the discharge date. In non-residential programs, it counts both the admission and discharge dates.
How are Available Nights, Occupied Nights, and Mean Occupancy calculated on the Housing Report?
The Available Nights and Occupied Nights are based upon the occupancy of each unit. When you run the Housing Report for multiple days the total number of unique "Unit IDs" as entered on the System Setup > Residence Units page are multiplied by the total number of nights in the report range (which does not include the last day of the report) to calculate the total Available Nights. If multiple beds contain the same Unit ID, then they are all considered to be part of the same unit. If any one of those beds was occupied, then the entire unit will be considered occupied and count in the Occupied Nights calculation. Mean Occupancy is equal to the total Occupied Nights divided by the total Available Nights.
How can I see who occupied a residence unit at a specific period in time?
To view who occupied a residence unit at any point in time, run the housing report using the "Residence History" option and the desired date range. On the report settings page, select the specific residence unit you wish to look at and sort the data as needed before generating the report.
How do I correct it when a client appears more than once on the housing report?
If the housing report was run using the "Residence History" option, a client will be listed under each residence unit in which he or she resided during the report date range. In the event that the client was in more than one residence unit during that time period, he or she will be listed more than once on the report.
If the housing report was run using the "Current Residence" option, a client should only be listed once, regardless of whether or not he or she previously occupied a different unit in that program. If the client is listed more than once, use the Program History Corrections feature to correct his or her residence history. If you don't have access to Program History Corrections contact the Help Desk for assistance, being sure to include the residence unit the client should be in currently, along with any residence units he or she previously occupied, and the dates of stay for each.
How do I run a housing report that includes both agency and external housing information?
Run a housing report using the "All" selection under Location on the Housing Information Settings page.
How is Capacity calculated on the Housing Report?
When you run the Housing Report for a single day the summary table at the bottom will display the Capacity and Vacancies. The number next to Capacity represents the number of Residence Units as entered on the Agency Program Information page for the selected program. Sometimes a second number will be displayed in parenthesis which represents the total number of unique Unit IDs as entered on the System Setup > Residence Units page.
Why are archived residence units still appearing on the current residence housing report?
Archived units will appear on the report up to and including their last available date.
Why are there clients whose household members don't appear on the housing report?
The household members of the listed clients will not be included in the report if the move in date on the household records does not indicate that those persons were in the household on the admission date to the program, or before the start date of the report. If staff update the household information records, the report content will be adjusted accordingly.
Why are there numbers in parentheses in housing reports run for all housing programs?
The numbers of the current residence housing report, when run for ALL agency housing programs instead of individual programs, shows cumulative totals moving down through the report. For capacity it displays A(B), where A is the program capacity, and (B) is the cumulative capacity of all of the programs to that point in the report. For vacancies it displays C(D), where C is the cumulative capacity subtracted from the program capacity, and (D) is the program vacancies.
If a client is admitted to a non-residential program and external housing information is entered for them, and they were also admitted to a residential program, it may result in the client appearing more than once on an "All Locations" housing report. To correct that, update the external housing information and enter a move out date on the previous residence so that there is no overlap in the records. Once that's been done, only the current agency housing address will be included in the housing report.
A closed out residence unit will still appear on the Current Residence housing report until the last available date. If today's date was used as the last available date, the residence unit will appear on the report until tomorrow. If the last available date has passed and the unit still appears on the list of current units, contact the Help Desk for assistance.
In rare instances processing discharge may not result in the correct placement of an end date on a client's residence history record, resulting in that client continuing to appear on the current residence housing record after his or her discharge date. In the event that this happens, it can be corrected using the Program History Corrections feature. If you don't have access to Program History Corrections, please contact the Help Desk for assistance. Be sure to include in your problem report the name of the program and client, as well as his or her discharge date and information on the residence unit in which he or she is still appearing.
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