TIP: Vacancy Report Frequently Asked Questions are located at the bottom of this page.

To view a read-only program vacancy report from within the Reports module, complete the following steps:

1. From the navigation bar, click Reports (or the Reports icon).  The Reports index is displayed.

2. Click the Program drop-down arrow in the upper-right corner of the page and select the individual residential program for which the report is to be run, or select a group of programs using one of the available "All" or "Custom Grouping" selections.
3. If you previously bookmarked the Vacancy Report - Housing it is displayed on the reports index by default; otherwise, from the left-hand menu bar, click All under "Show Reports."
4. Use the navigation features in the bottom-right corner to locate the Vacancy Report - Housing in the index, or enter "housing report" in the Search field in the upper-right corner.
5. Click Vacancy Report - Housing from the reports index.   The report is displayed on the Vacancy Report page.

When reviewing the contents of this report, keep in mind the following:

  The report lists vacancies in the selected program(s) as of today's date.

  "DaysVacant" lists the number of days a unit has been vacant as of today's date.

  A row of summary information is provided at the bottom of the report, including the total number of available beds (as set in System Setup > Residence Units), the total number of vacant/unoccupied units as of today, and the percent unoccupied.

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.

The process of viewing a vacancy report is now complete.

Vacancy Report Frequently Asked Questions

The following frequently asked questions provide details on the most commonly asked about pieces of the Vacancy Report 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.

How do I run a vacancy report for a period of time?

Why am I unable to admit a client to a residence unit the vacancy report shows me is unoccupied?

Why are all programs not included in the report when running it for a group of programs?

Why does a vacancy report run using the "residence history" option not accurately reflect the number of vacancies?

Why does the number of vacancies in the report not match the actual number of vacancies we have at the program?

How do I run a vacancy report for a period of time?

The Vacancy Report feature is designed to show only the current vacancies.  To view the vacancies for a specific period of time, the general housing report must be run using the "Residence History" option and the desired date range.  On the settings page for that report, set the status to "Vacancy History" to limit the report contents to the required information.

Why am I unable to admit a client to a residence unit the vacancy report shows me is unoccupied?

The Vacancy Report lists all residence units in the program that are unoccupied as of the time at which the report is run.  The available units list in the Intake module includes the same units.  While a unit may be vacant as of today, and thus be available for selection at admission, it may not have been vacant as of the admission date being entered.  To verify whether or not the unit was available as of the admission date, run the housing report using the "Residence History" option, and be sure that the date range used includes the admission date.

Why are all programs not included in the report when running it for a group of programs?

If the vacancy report is run for more than one program, the report contents only include those programs that have at least one vacancy. 

Why does a vacancy report run using the "residence history" option not accurately reflect the number of vacancies?

The Housing module Vacancy Report feature does not use the "Current Residence" and "Residence History" options located on the Housing Information Settings page;  those options apply only to general housing reports.  The Vacancy Report feature is designed to show only the current vacancies. 

To view the vacancies for a specific period of time, the general housing report must be run using the "Residence History" option and the desired date range.  On the settings page for that report, set the status to "Vacancy History" to limit the report contents to the required information.

Why does the number of vacancies in the report not match the actual number of vacancies we have at the program?

When there are discrepancies between the actual number of vacancies and the number reported by AWARDS, it is best to examine the current residence housing report.  (See Viewing a Housing Report for instructions.)  Within this report, check for:

  Clients without residence unit assignments - By comparing the current program roster with the current residence housing report, you will be able to tell if there are any clients who do not have residence unit assignments.  In the event that an assignment is missing, it can be inserted using the Program History Corrections feature.

  Clients in more than one residence unit - If the current residence housing report shows that a client is in more than one residence unit, the residence history can be adjusted using the Program History Corrections feature.

In either scenario if you do not have access to Program History Corrections, please contact the Help Desk for assistance.  Be sure to provide them with the program, client name, and correct residence history information including unit and move in date.

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