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Home > HIC and Sheltered PIT > 2021 HIC & Sheltered PIT
2021 HIC & Sheltered PIT
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Background

The Housing Inventory Count and Sheltered Point in Time Count processes have been updated for 2021! Please read this knowledge base article carefully.

 

What is the HIC?

The Housing Inventory Count (HIC) collects information about all of the beds and units in each Continuum of Care homeless system, categorized by Project Type. Only beds dedicated to serve homeless clients should be counted on the HIC.

 

What is the PIT?

The Point In Time Count (PIT) provides a count of sheltered and unsheltered homeless persons. The PIT includes population data (number of households and persons), as well as subpopulation data (number of chronically homeless clients, clients with a mental illness, etc). The Sheltered Point In Time count is a survey of clients residing in Emergency Shelter and Transitional Housing projects on the night of the count.

Within This Article

2021 Important Dates & Deadlines

Email Communications

Documents

HMIS Reports

FAQ

2021 Important Dates & Deadlines

211OC will use Dropbox to send and receive files related to the 2021 HIC and Sheltered PIT. Please ensure you are able to access your agency's Dropbox folder by reviewing the instructions for accessing your account in the How to Access your Agency's Dropbox Folder knowledge base article. If you need assistance accessing your agency's Dropbox folder, please submit a ticket to the HMIS Help Desk.

 

Friday, January 15th

  • 211OC uploads HIC Answer Forms to Dropbox with 2020 data for agencies to review and update to reflect the bed and unit inventory information for their projects as of the night of the Housing Inventory Count, January 25th

Monday, January 25th

  • Night of the Housing Inventory Count and Sheltered Point In Time Count

Monday, February 1st:

  • HIC Answer Forms reviewed, new projects added, and any changes in capacity since 2020 HIC accounted for in the initial 2021 HIC Answer Form uploaded to Dropbox

  • Data entry for clients active on 1/25/21 is complete in HMIS for HMIS participating projects

  • PIT forms and cover sheet for projects that do not participate in HMIS are due in Dropbox

  • HIC client forms for PSH/OPH/RRH projects that do not participate in HMIS are due in Dropbox

Friday, February 12th:

  • Final HIC forms and cover sheet for all agencies are due in Dropbox

  • Final HMIS data entry has been completed

  • Final PIT forms and cover sheet for all ES and TH projects are due in Dropbox

Email Communications

1/15/20

 

12/29/20

Documents

NOTE: Hover over cells in Excel forms highlighted in yellow for more information about the data being collected. See the Glossary tab on the HIC Answer Form for definitions of key terms and concepts.

HIC Documents

Review the Filling Out the HIC Answer Form & HIC Client Form knowledge base article.

 

2021 HIC Cover Sheet

 2021 HIC Client Form (for PSH/OPH/RRH projects that do not participate in HMIS)*

*NEW for the 2021 HIC: This year the OC HMIS Staff is implementing a new requirement for PSH, OPH, and RRH projects that do not participate in HMIS to provide client-level information so that bed inventory information provided on the HIC Answer Form can be validated against client data.

2021 HIC Answer Form*

*NEW for the 2021 HIC: Rapid Re-Housing providers should fill out columns 45-48 to indicate the maximum number of clients and households the project can support in housing on one night. If your grant or contract does not provide this information, this data will be calculated using HMIS data from the previous year.

 

PIT Documents

Review the Filling Out the PIT Answer Form knowledge base article.

 

 2021 PIT Cover Sheet (for HMIS participating projects to certify HMIS data entry and for non-HMIS participating projects to certify PIT Answer Forms)

 2021 PIT Answer Form (Electronic Version)

 2021 PIT Answer Form (Print Version)

 

HMIS Reports

For HMIS participating projects, there are a number of reports on the Data Analysis tab to assist you in making sure your data is accurate. Review the Running a Saved Look knowledge base article for information on how to use these reports.

HIC Reports

  • 2021 HIC: Active Clients (RRH) - Run this report to see a list of clients who were active in your Rapid Re-Housing project on the night of the HIC. If clients are missing from this report who should be considered active and housed on the night of the HIC, make sure they have an enrollment in HMIS and that the head of household has a Housing Move-In Date of 1/25/21 or earlier.
  • 2021 HIC - Count of Persons by Household Type (RRH) - Run this report for one Rapid Re-Housing project at a time to see the breakdown of your project's active clients by household type.
  • 2021 HIC - Count of Persons by Household Type (PSH, OPH, TH, ES (Entry/Exit)) - Run this report for one PSH, OPH, TH, or ES (Entry/Exit) project at a time to see the breakdown of your project's active clients by household type.
  • 2021 HIC: Active Clients (ES Night by Night) - Run this report to see a list of clients who were active in your Emergency Shelter night-by-night project on the night of the HIC. If clients are missing from this report who should be considered active on the night of the HIC, make sure they have an enrollment in HMIS with a bed night service on 1/25/21.
  • 2021 HIC: Active Clients (PSH, OPH, TH, ES (Entry/Exit) - Run this report to see a list of clients who were active in your PSH, OPH, TH, or ES Entry/Exit projects on the night of the HIC. If clients are missing from this report who should be considered active on the night of the HIC, make sure the client has an enrollment in HMIS that was active on 1/25/21. Project Start Date should be before or on 1/25/21, and Project Exit Date should be blank or after 1/25/21.
  • 2021 HIC: Average Family Size Data - Run this report to find your project's average family size for use in calculating the number of beds in a project with a fixed number of units or vouchers.

PIT Reports

  • 2021 Sheltered PIT: Client Data - Run this report to see a list of clients who were active in your Transitional Housing or Emergency Shelter Entry/Exit projects on the night of the PIT. If clients are missing from this report who should be considered active on the night of the PIT, make sure they have an enrollment in HMIS that was active on 1/25/21. Project Start Date should be before or on 1/25/21, and Project Exit Date should be blank or after 1/25/21.
  • 2021 Sheltered PIT: Client Data (ES Night-by-Night) - Run this report to see a list of clients who were active in your Emergency Shelter night-by-night project on the night of the PIT. If clients are missing from this report who should be considered active on the night of the PIT, make sure they have an enrollment in HMIS with a bed night service on 1/25/21.

FAQ

What project types are included on the HIC and PIT?

Project Type

HIC

PIT

Emergency Shelter

Transitional Housing

Rapid Re-Housing

 

Permanent Supportive Housing

 

Other Permanent Housing

 

 

How do I know which of my projects should be included on the HIC?

If the project's primary intent is not to serve homeless clients and the project does not verify homeless status as part of its eligibility, it should not be included on the HIC. If only one of those conditions is true, please include the project on your HIC form and OC HMIS staff will discuss with you.

 

Clients

Who counts as active on the night of the HIC?

Clients are considered active if the following conditions are met, according to project type:

  • Emergency Shelter (Entry/Exit), Transitional Housing, Permanent Supportive Housing, & Other Permanent Housing - The client has an enrollment in the project in HMIS with a Project Start Date on or before the night of the HIC and a Project Exit Date that is blank or after the night of the HIC.

  • Emergency Shelter (Night-by-Night) - The client has an enrollment in the project in HMIS with a bed night service on the night of the HIC.

  • Rapid Re-Housing - The client has an enrollment in the project in HMIS with a Project Start Date on or before the night of the HIC and a Project Exit Date that is blank or after the night of the HIC, AND the client's head of household has a Housing Move-In Date that is on or before the night of the HIC.

 

Why do I need to fill out a HIC Client Information Form for projects that don't participate in HMIS?
This year the OC HMIS Staff is implementing a new requirement for PSH, OPH, and RRH projects that do not participate in HMIS to provide client level information so that bed inventory information provided on the HIC Answer Form can be validated against client data.

 

Inventory

How do PSH Voucher and VASH projects determine bed counts?

Use the following calculations based on the number of bedrooms in the unit:

  • 0 beds – 1 bed

  • 1 bedroom – 1 bed

  • 2 bedroom – 3 beds

  • 3 bedroom – 5 bed

 

When should inventory numbers change for a project from the previous year?

For all projects except for Rapid Re-Housing, the same number of beds and units for each household type should be reported every year unless units or vouchers were removed from or added to the project.

 

How do I determine the number of available beds if my project has a fixed number of units or vouchers but not a fixed number of beds?

Multiply the number of units by the project’s average family size to determine the number of beds for the project. HMIS participating projects can run the 2021 HIC: Average Family Size Data report to determine this number.

 

How is the inventory count affected by COVID-19?

The 2021 inventory count should reflect the beds and units available for occupancy on the night of the HIC. This means that if your project decreased its bed capacity due to the COVID19 pandemic, the project should only report the beds and units that are available as of the night of the HIC, as opposed to the capacity of the project prior to COVID. 

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