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To enter, update, or delete an HMIS bed inventory record, complete the following steps from the AWARDS Home screen:
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
TIP: When working on the index page, inventory records are easily accessible using the following tools and navigation features:
"Show Records" display options - By default the index displays all current inventory records (those with no end date, or with an end date that is in the future). To expand the display to include all existing inventory records for the program instead, click Complete History under "Show Records" in the left-hand menu.
Sorting options - By default the index is sorted numerically by inventory ID, from highest to lowest. To adjust the sorting click a column header in the table to sort by that data. Clicking a column heading a second time reverses the sort order.
Navigation options - 10 records are displayed on the page by default. To access records on subsequent pages of the index (when applicable), click the arrows in the bottom-right corner of the table. To display 25 or 50 records at a time, click the Show drop-down to the left of the record count, also in the bottom-right corner, and make a selection.
Once you select records on the index, a count of how many total records are selected is displayed in the action bar. Selections are maintained while moving from one page of the index to the next; meaning, you can select records on the first page (showing records 1-10 by default) and move to the next page (displaying records 11-20) without losing the selections made on the first page. Links for Show all selected records and Uncheck All are available beneath the index table for easy navigation.
Search and filtering options - A Search field is available on the action bar along with a corresponding Filter by drop-down list. To search the contents of the index (including those records not currently displayed on the page), enter a value in the Search field. The index is automatically updated as you type. To further narrow your search, use the Filter by selection to indicate whether the search should look at data in "All Columns" (the default) or a specific column.
ReportBuilder access - The HMIS Bed Inventory ReportBuilder link on the left-hand menu bar provides a shortcut to access the ReportBuilder for this feature, which can be used to generate customized reports of detailed inventory information. Click here for instructions.
Add a new HMIS bed inventory record - To do so, click the Add New icon from the action bar above the records table. A new data entry page is displayed. Configure the fields and options on this page as necessary, and then click Save. The record is saved, and a confirmation page is displayed.
TIP: For more information on each field/option available on the data entry page, see HMIS Bed Inventory Record Fields / Options.
Update an existing HMIS bed inventory record - To do so, click the record to be updated, or click the checkbox to the left of that record and then click the Edit icon from the action bar above the records table. The data entry page is displayed. Make changes to the information on this page as needed, and then click Save. The record is saved, and a confirmation page is displayed.
TIP: For more information on each field/option available on the data entry page, see HMIS Bed Inventory Record Fields / Options.
IMPORTANT! When working with existing bed inventory records, keep in mind that 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.
In this example you would 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.
View or print an existing HMIS bed inventory record - To do so, click the checkbox to the left the record to be viewed/printed, and then click the View icon from the action bar above the records table. A read-only version of the record is displayed and can be printed as needed using your browser's print option.
Delete an existing HMIS bed inventory record - To do so, click the checkbox(es) to the left of the record(s) to be deleted, and then click the Delete icon from the action bar above the records table. A confirmation message is displayed. Click OK to proceed with the deletion. The selected record(s) are deleted and the updated index is displayed.
Return to the HMIS bed inventory records index - To do so, click the To Index icon from the action bar while working in a bed inventory record to return to the index page. You can also return to the index page at any time by clicking HMIS Bed Inventory from the breadcrumbs trail below the AWARDS navigation bar.
The process of working with HMIS bed inventory records is now complete.
https://demodb.footholdtechnology.com/help/?12258
