Pulse Quarterly PIT v7 USER MANUAL - MSCCOC
Contents
1. Diagram 8 4 Household Groupings The household grouping number displayed in Tab C and used for counting households throughout this report is an index number that has been constructed using the Entry Exit Group Id Service Group Id Entry Exit Id or Service Id as described below a b If the client s count day housing event is a service or a ShelterPoint shelter stay and the Service Group Id is not null indicating a shared service then the Service Group Id number is used as the index number If the client s count day housing event is a program entry into an Emergency Shelter or Transitional Housing program and the Entry Exit Group Id is not null indicating a shared entry then the Entry Exit Group Id number is used as the index number c If the client s count day housing event is a program entry and the Entry Exit Group Id connected with that entry is null indicating a unshared entry then the Entry Exit Id number is used as the index number d If the client s count day housing event is a housing service or shelter stay and the Service Group Id connected with that entry is null indicating a unshared entry then the Service Id number is used as the index number Bowman Systems Page 10 of 13 0621 Pulse Quarterly PIT ART Gallery Report v7 5 Query Design It should be noted that report uses a union type of combine query in which service and shelter stay events from query 2 are combined with and folded2. Tab E Additional Information Diagram 7 This tab is provided as a reference to the user running the report and lists the parameters specified in the user prompts as well as client counts by provider e Client PIT Count represents the number of clients served in the day of the count Bowman Systems ART Gallery Report Page 8 of 13 0621 Pulse Quarterly PIT v7 TECHNICAL NOTES 1 De duplication This report de duplicates client counts according to HUD specifications using ServicePoint s Client Unique Id field 2 Inclusion In order for a client household to be included in the quarterly PIT count in this report the client must have been serve on count day as evidenced by one or more of the following a An Emergency Shelter or Transitional Housing type service by a specified provider with a start date on or before count day and an end date that was after count day or null b Enrollment in a specified Emergency Shelter or Transitional Housing type program with an entry date on or before count day and an exit date that was after count day or null c AShelterPoint shelter stay by a specified Emergency Shelter or Transitional Housing type program on count day beginning on or before count day and ending after count day or not ending 3 Household Type Determination a Only aclient s entry service connected with their PIT count is considered in the determination of household type Previous or subsequent en
3. Clients folder Client Unique Id Clients folder Age Calculated Clients Assessments Additional Profile Information folder Gender 894 Clients Assessments Additional Profile Information folder Entry Exit Uid Clients Entry Exit Outer folder Entry Exit Entry Date Clients Entry Exit Outer folder Entry Exit Exit Date Clients Entry Exit Outer folder Entry Exit Group Id Clients Entry Exit Outer folder Entry Exit Provider Id Clients Entry Exit Outer folder Entry Exit Provider COC Code Clients Entry Exit Outer Entry Exit Provider Id folder Entry Exit Provider Program Type Code Clients Entry Exit Outer Entry Exit Provider Id folder Entry Exit Type Clients Entry Exit Outer folder Service Uid Clients Services Outer folder Service Provide Start Date Clients Services Outer folder Service Provide End Date Clients Services Outer folder Service Group Id Clients Services Outer folder Service Provide Provider Clients Services Outer folder Service Provide Provider COC Code Clients Services Outer Service Provide Provider folder Service Provide Provider Program Type Code Clients Services Outer Service Provide Provider folder Service Shelter Item Clients Services Outer Filter Objects Client Inactive Clients folder Entry E
4. household members all of whom must be over the age of 17 on the day of the count Bowman Systems Page 9 of 13 0621 Pulse Quarterly PIT ART Gallery Report v7 d In the event that the household type cannot be determined because the age of a household member is unknown null date of birth value then the type of household is determined by a set of null handling instructions provided by HUD to the software vendors producing the report see Diagram 8 below Pulse report null DOB handling description of household grouping examples A adult C child null DOB count as i person w o dob entering alone cl or c2 or c3 based on gender person w o dob entering w 1 or more 2 childiren amp no adults 270 2 2 C C C 2 2 C C jan al person w o dob entering w 1 or more 3 ladult s amp no child ren 2 A 2 2 A P A A 2 2 A A a2 person w o dob entering w 1 or more of 4 both adult s and child ren A C 2 2 A C A A C 3 2 2 A C C a3 person w o dob entering w 1 or more f N 5 lothers w o dob no adults an no children 8 2 8 2 24 2 2 3 a3 KEY A HUD Family ai Adults in Families a2 Children in Families a3 Missing this Information B Children Only b1 Unaccompanied Youth b2 Child only HH b3 Missing this Information C Adults Only c1 Individual Adult Males c2 Individual Adult Females c3 Missing this Information
5. 01 01 04 32 Q70 r n _ 0119 System Growth by Program Exits v11 05 31 Released 2012 01 01 04 32 i pent Released 2012 01 01 04 32 ReportWniter 0120 Period End Engollment v11 05 31 Releas gt gt Admin Logout Diagram 1 Requests for additional information concerning the report function design should be directed to Bowman Systems Customer Support Specialist CSS staff Before running the report Prior to running the report the user must determined e A complete list of the CoC s participating Emergency Shelter and Transitional Housing providers e The proper CoC code for the CoC being reported e Date of the Quarterly PIT Count How to run Upon opening the report the user will be prompted see Diagram 2 to specify parameters which control the data returned by the report Once the user has provided these parameters by responding to the user prompts a green check mark will appear next to each field to indicate that a selection has been made The user should then single click the Run Query button to generate the report Bowman Systems Page 2 of 13 0621 Pulse Quarterly PIT ART Gallery Report v7 S Prompts p Select or type the prompt values for each prompt below v Select Provider s none selected 1 Flamingo PT TH TA1 SF HC 2691 V EDAProvider Default Provider V Enter effective date 1 1 2015 12 00 00 AM Y Enter Quarterly PIT Date PLUS 1 Day 1 1 2015 12 00 00 AM V Select COC C
6. 333011 Pulse Quarterly PIT Household Detail Group A Households Consisting of Adults and Children mwyf0529200812404523 lostD406 19671600p522 joor2021980 S000S30 wdomO9062006 1600530 mqxmd 1262009420530 2 24 31 4 2 Group B Households Consisting of Children Only HH Group Client Id 1200447 294740 1200447 294745 1373154 40325 1373154 234777 186402 269185 302387 EDE 12 19986400036 svgm07212004s 150452 ybens142001j450t6s6 aabm02022004a3500656 xdomO3062006x 1600530 wltD3292006u52065 10 jem 102220031220w123 Group C Households Consisting of Adults Only Lt 1 ee MAM a ont12291982c623 510 MOTOT 18197 1M626240 bwxf0207 19620619520 asr051819793422p355 f0 10919S4r1507620 Femaie Femaie 12109 v2403 11 5 06 11 5 06 1 ee r r a Diagram 6 12 1506 11 2506 1406 12 1106 12209 Anh 22 2 Tab D Household Detail Diagram 6 Like Tab C this tab contains PIT count detail but sorted by household rather than by client The listing is sectioned by household type with the first column indicating the household grouping as indexed by the Entry Exit or Service Group Id see tech note 4 As in Tab D the Last column indicates whether the client s inclusion in the PIT count is based on an Entry Exit E a Shelter Service Transaction Svc or a ShelterPoint Shelter Stay SH The Start Date Column and the End Date column indicate the Entry Exit or Service Dates related to the
7. 4235e425 51422 coam05 15197 10532r200 52726 synf02221966s400w426 59640 0m 422197 15536w425 61327 ahw 1023197535303450 243106 61332 beof03191995b650a450 243106 61355 wnwi0422 1997 V6523450 243106 61376 kks04021993k5003450 243106 61378 a70 1252000a240n235 243106 69534 onff12291982c623c5 10 1348552 71483 micm0SO7 1953m615p636 Pulse Quarterly PIT Client Detail Diagram 5 _HHType Age A 32 G 3 Female 12 1508 F 20 3 E 53 8 9 A 4 G 3 38 4 E 3 A 35 A A A A E c QZmmmmaee meee Ree eh Tab C Client Detail Diagram 5 This tab contains a listing of all clients included in the quarterly PIT count This listing includes various pertinent fields and is sorted by Client Uid Should the client be missing any Pulse required data such null values will be displayed Null in red font The Last column indicates whether the client s inclusion in the PIT count is based on an Entry Exit E a Shelter Service Transaction Svc or a ShelterPoint Shelter Stay SH The Start Date Column and the End Date column indicate the Entry Exit or Service Dates related to the client s enrollment When na appears in the End Date column it indicates that the client was still actively enrolled at the end of the reporting period Bowman Systems ART Gallery Report Page 6 of 13 0621 Pulse Quarterly PIT v7 1350519 310710 1354912 158606 1792679 146226 1792679 168402 1792679
8. ART Gallery Report 0621 Pulse Quarterly PIT EXECUTIVE SUMMARY This report has been created to provide the client and household data needed to complete tab B of the quarterly HUD Pulse Report This information relates to clients being served in an Emergency Shelter or a Transitional Housing Program during the quarterly point in time PIT count This report also provides the client and household level detail to assist in documentation and data quality processes NOTE The New Client data needed to complete Pulse reporting Tabs C F is provided in ART Gallery report 609 Pulse New Client Counts We highly recommend updating the Housing Inventory Chart HIC in HDX before inputting the quarterly PULSE data This way it will properly reflect the HIC information as of the PULSE PIT date AUDIENCE CoCs participating in Pulse reporting or others needing information concerning data about persons and household which are homeless for the first time FREQUENCY Pulse participation requires quarterly reporting however this report should be run as needed to check and confirm that the report includes correct and complete data or whenever Pulse related detail is needed PURPOSE The report can be used to extract the Pulse data from ServicePoint for reporting through HDX to monitor data quality related to Pulse for data cleaning purposes for auditing or documenting the Pulse data reported or to extract new client data for analysis PRERE
9. Like the header the footer is only visible in print mode when the report is run in modify view e Report Body The report body is the main section of the report located between the header and the footer where the reports data is displayed in a variety of different chart formats The data contained in each of the tabs in this report is displayed and described below Pulse Quarterly PIT Data Provider Summ Coc LA 101 Quarterly PIT Date 1 25 09 1 10th Street Snetter 2055 4 101 ee 1 ABC Shelter for Women and Famifies amp 325 LA 101 Emergency Snetter HUD Yes EUY Gudoojdh Homelessness Prevention No Wrong Coc Code 1 AF Fath First Rescue 8595 NuB and Rapki Re Housing HUD No Wrong Prog Type NIA 1 Care House 7095 LA 101 Transitional housing HUD Yes 3 XAT JQ No Wrong CoC Code 1 Countywide Electric Company 1251 Teaawos MgB Other HUD No Wrong Prog Type NIA No Wrong CoC Code 1 EFC Ash Street Safe Haven 3663 Mawn TrS Sae Haven HUD No Wrong Prog Type NIA No Wrong Coc Code 1 EFC Cedar Steet ReachOuti7768 Spx NaF Homeless Outreach HUD No Wrong Prog Type NIA Homelessness Prevention No Wrong Coc Code 1 EFC HH DIGS 7452 Jneu QoL and Rapid Re Housing HUD No Wrong Prog Type N A No Wrong CoC Code 1 EFC HH Transit for Jobs Program 7842 Sobi SnU Services Only program HUD _ No Vrong Prog Type NIA 1 EFC Maple Steet THP PTO 7444 LA 101 Transitional housing HUD Yes 16 1 EFC Maple Steet THP STABLE 7442 LA 101 Transitional housi
10. QUISITES AND WORK FLOW REQUIREMENTS e Use of a standard HUD Workflow by participating providers e Proper recording of CoC code Program Type Code and Shelter Service Code in each provider s Admin Provider Configuration Bowman Systems Page 1 of 13 0621 Pulse Quarterly PIT ART Gallery Report v7 INSTRUCTIONS The easiest way to start using this report is to navigate to the automapper This is a folder that has the reports automatically mapped to your site so that you don t have to map them yourself You can navigate to the automapper as shown in Diagram 1 below Q Reports gt ART Lasl Viawad Davoritas Advanced Reporting Tool Home ClientPoint New Report ART Browser ShelterPoint ResourcePoint gt I SkanPoint pea gt If Favorites O E ooo Audit Access Report Audit Report User Information User Login gt IR ART Report Templates AHAR Call Record Report x nanoa gt UB ART 3 x Gallery Released Q Daily Unit Report gt 4 ART 3 x Gallery BETA Duplicate Client Report Entry Exit Report _ 0114 System Growth by Clients v11 05 31 Released 2011 12 31 11 30 HUD 40118 APR th Sinead 2011 12 31 11 34 Needs Report 0115 System Growth by Services v11 05 31 Release gt Outstanding Referrals 0116 System Growth by Provider v11 05 31 Released 2012 01 07 09 04 PATH _ 0117 System Growth by Program Entries v11 05 31 Released 2012
11. allation the Associated Dimension designation will appear blank When this occurs the user will need to edit the variable specify the proper dimension save the variable and re save the report prior to use To insure that these reports are returning the proper results it is very important that these associations be checked verified following installation and prior to running the report Further instructions on how to identify and correct this issue will be added to the user manual technical notes The tables blow list the detail variables found in the reports along with their proper associated dimensions e Detail variable CoC Code Associated dimension Merge Provider e Detail variable Type Code Associated dimension Merge Provide REPORT MODIFICATION Because this report is based on HUD established Pulse reporting instructions modification is generally not recommended especially with regards to the queries variables and formulas that impact the HDX data Bowman Systems Page 11 of 13 0621 Pulse Quarterly PIT ART Gallery Report v7 MAPPING OBJECTS UNIVERSE art3_template_u art3_template_provider_u QUERY NAME OBJECT TYPE FIELD NAME LOCATION Result Objects Providers Provider Merge Id Providers folder Providers COC Code Providers folder BISData Providers Program Type Code Providers folder Filter Objects Providers Inactive Providers folder PIT Result Objects Client Uid
12. articipation Start Date set v6 Revision Removed HMIS Beds query and Tab B and fields on Tab C Corrected dates to calculate off of the PIT end PLUS 1 day to only show clients that were sheltered the night of the PIT Corrected error in PIT counts Updated manual V7 Revision Added Shelter Code Description prompt last prompt values will be remembered Bowman Systems ART Gallery Report Page 13 of 13 0621 Pulse Quarterly PIT v7
13. client s enrollment When na appears in the End Date column it indicates that the client was still actively enrolled at the end of the reporting period Bowman Systems ART Gallery Report Page 7 of 13 0621 Pulse Quarterly PIT v7 Pulse Quarterly PIT Data Additional Information User Prompt Field Value s Selected EDA Prowider Default Provider Enter Effective Date 47 11 Enter Quarterly PIT Date PLUS 1 Day 1 26 08 Select CoC Code LA 101 n none selected Sat Panik 1 10th Street Shelter 2055 1 ABC Shelter for Women and Families 8325 1 AF Faith First Rescue 8506 1 Care House 7085 1 Countywide Electric Company 1251 1 EFC Ash Street Safe Haven 3663 1 EFC Cedar Street ReachOut 7768 1 EFC HH DIGS 7462 1 EFC HH Transit for Jobs Program 7842 1 EFC Maple Street THP PTO 7444 1 EFC Maple Street THP STABLE 7442 1 EFC Maple Street Transitional Housing Program 3334 1 EFC Oak Street Housing 7443 1 EFC Oak Street Housing SRO 7445 1 EFC Oak Street Housing Trail 7880 1 EFC Pine Street Men s Drop in Sheiter 3373 Providers Reporting Information in this Report Client PIT Count 1 10th Street Shelter 2055 20 1 ABC Shelter for Women and Famiies 8325 43 1 Care House 7025 23 1 EFC Maple Street THP PTO 7444 18 1 EFC Maple Street THP STABLE 7442 7 1 EFC Maple Street Transitional Housing Program 3334 43 1 EFC Pine Steet Men s Drop in Shetter 3373 123 Total 300 Diagram 7
14. into the entry exit events from query 1 however the results objects from this combine query retain the field labels from query 1 For example the results object labeled entry exit entry date contains both entry dates and service start dates 6 Screen Shots It should be noted that screen shots provided in this user manual have been selected from multiple instances of the report to display certain features or to fit a single page and do not necessarily correspond to one another Numbers and totals from one screen shot therefore should not be expected to relate to numbers or totals in another screen shot since different parameters may have been used in producing the screen shots 7 Stripped Associated Dimensions This report utilizes two detail type variables that are each associated with a particular merged dimension In the installation process a mapping malfunction may be encountered which results in the associated dimension being stripped from the variable When this occurs the report will return multivalve errors messages and or erroneous count values Bowman Systems is working with Business Objects to determine and correct the root cause of this malfunction meanwhile customers using this version of the report are encouraged to verify that the detail variables in the report are properly displaying an Associated Dimension In cases where the Associated Dimension has been stripped during inst
15. ng HUD Yes 7 1 EFC Maple Steet Transitional Housing Program 3334 LA 101 Transitional housing HUD Yes 3 Permanent supportive No Wrong Coc Code 1 EFC Oak Street Housing 7443 Abd PIT housing HUD No Wrong Prog Type NIA Permanent supportive No Wrong Coc Code 1 EFC Oak Street Housing SRO 7445 Xekg VaM nousing HUD No Wrong Prog Type NIA Permanent supportive No Wrong Coc Code 1 EFC Oak Street Housing Tral 7850 Kg Avi housing HUD No Wrong Prog Type NIA 1 EFC Pine Street Men s Drop in Shelter 3373 LA 101 Emergency Snetter HUD Yes 123 ES 106 4 TH 104 7 Prog 300 Diagram 3 Tab A Provider Summary Diagram 3 This tab contains unduplicated PIT counts of clients by provider Total counts and breakdown by program type is also included As noted above all providers must be either an Emergency Shelter Program or a Transitional Housing Program as indicated by their Program Type Code and must have the specified CoC Code If a provider has been selected that does NOT meet these conditions the provider will be shown in the listing but column 5 will display N A in red font to indicate that their data has been excluded from the report and their missing of conflicting provider designations will also be highlighted in red font Bowman Systems Page 4 of 13 0621 Pulse Quarterly PIT ART Gallery Report v7 Pulse Quarterly PIT Quarterly PIT Date 1 25 09 CoC LA 101 Quarterly Point In Time Count of All Sheltered Clients Per
16. ode BTown CoC EDA Provider Default Provider V Select Shelter Code Descriptions Emergency Shelter Transitional Housing Shelter EDA Provider Default Provider s Refresh values 3 Select Provider s KH 4 1 Abyssinian PT ES_TA1 YMF M Ge aka Providers Provider Merge Id 1 Flamingo PT TH TA1 SF HC 2691 j 1 Abyssinian PT ES TA1 YMF 1238 gt 1 Albatross PT ES 2055 v Last Refresh Date August 11 2014 9 34 48 AM Enter yc earch pattern ah l Refresh Data J Cancel f Diagram 2 There are five user prompts connected with this report 1 Select Provider s Click the refresh list icon and wait for the left window to refresh Now select the provider or providers to include by highlighting them in the left window and moving them into the right window using the right selection arrow Important NOTE All selected providers must be either an Emergency Shelter Program or a Transitional Housing Program as indicated by their Program Type Code Selected Providers with a missing or different Program Type Code will NOT be included in the report results All selected providers must also have the specified CoC Code Selected Providers with a missing or conflicting CoC Code will NOT be included in the report results EDA Provider The user should select the EDA provider to run the report as or leave it at the default Default Provider if EDA mode is not desired Enter effective date The user
17. should type in or select from the calendar the day immediately following the day of the quarterly PIT count For example if the reporting quarterly PIT is October 24 2009 then October 25 2009 should be entered selected Enter the Date of the Quarterly PIT Count PLUS 1 Day The user should type in or select from the calendar the day immediately following the day of the quarterly PIT count For example if the reporting quarterly PIT is October 24 2009 then October 25 2009 should be entered selected Select CoC Code Click the refresh list icon and wait for the left window to refresh Now select the desired CoC on which to base the report by highlighting it in the left window and moving it into the right window using the right selection arrow Select Shelter Code Description the user should select the appropriate shelter service code descriptions to include in the report Bowman Systems Page 3 of 13 0621 Pulse Quarterly PIT ART Gallery Report v7 How to read This report contains five data tabs Each tab is a sub report containing three sections e Report Header The header contains the title of the report and the tab subreport When running the report in modify view the report header is only visible in print page layout mode e Report Footer The report footer contains the title of the report the name of the tab sub report the page number the version number and the date time the report was run printed
18. sons in Households with at least one Adult and one Child Emergency Transitional Number of Households Adults in Families Children in Families Missing this Information Number of Persons Adults and Children Persons in Households with Only Children Emergency Transitional Number of Households Unaccompanied Youth Children in Households with Only Chikiren Missing this Information Number of Persons Age 17 and Under Persons in Households without Children Emergency Transitional Number of Households individual Adult Males individual Adult Females Missing this Information Number of Persons Age 17 and Over Total Households and Persons Total Households Total Persons Diagram 4 Tab B Quarterly PIT Counts Diagram 4 This tab reports the Quarterly PIT counts needed to complete Tab B of the Pulse reporting module and is laid out to match the Tab C HDX input screen Data to be transferred into the HDX reporting system is displayed on a white background Cells that automatically calculated on the HDX input screen are shown on a gray background Bowman Systems Page 5 of 13 0621 Pulse Quarterly PIT ART Gallery Report v7 CoC LA 101 Quarterly PIT Date 1 25 09 3541 ko10031976k500r152 214532 8912 mov07 18197 1m626r240 12706 Octf07 1919900300525 14492 pen030919733aS36Ms00 32043 Joqfos211957 245 500 40625 potas 14200 14S0t6s6 1373154 42564 Wik712031966v4200635 1354921 43171 jaom1230197
19. tries services within the quarter are not considered even though they may include a different household makeup b In the event a multi person household is served in separate groups households are calculated based on group id content For example consider this single mother with 3 children Mother receives shelter on count day and is counted as a single Later in the quarter the mother is joined in the shelter by her children The mother is still considered a single in the count since her children were not with her at that point in time c Household type is determined by the number and ages of clients entering or being served as a household group on count day Clients sharing a single entry exit group id or a single service group id Households in this report are divided into the three distinct types as defined in the Pulse reporting requirements These types include 1 Households which include both adults and children aka HUD Family In this type of household at least one person in the household must be under the age of 18 on count day and at least one person in the household must be above the age of 17 on count day 2 Households which include children only This may be an unaccompanied individual under the age of 18 on count day or multiple household members all of whom must be under the age of 18 on count day 3 Households which include adults only This may be an unaccompanied individual over the age of 17 on count day or multiple
20. xit Inactive Clients Entry Exit Outer Entry Exit Provider Id Service Inactive Clients Services Outer Service Code Description Clients Services Outer Bowman Systems ART Gallery Report Page 12 of 13 0621 Pulse Quarterly PIT v7 0621 Revision History Version Description of Changes v10 09 08 Original version v10 10 13 The query order was reversed to correct an identified issue The report was also modified to exclude clients exiting shelter on the day of the quarterly PIT count This change results in a more accurate PIT count and reflects HUD guidance and best practice related to PIT methodology Minor revisions were also made to the User Manual to reflect these changes and to clarify the required Pulse workflow v11 04 13 Changes for HUD compliance Individual Adult Male and Individual Adult Female counts were expanded to include ALL adults and not just single adults v11 04 25 Revised to resolve known issues Clients who exited the program on the day of the Quarterly PIT Count before spending the night are being included in the count and should be excluded In Tab B overflow beds were being counted incorrectly by being included in the total bed column and excluded from the Overflow Voucher column v5 Resolved an issue for Total Beds column on Tab B Total Beds count was only counting beds from providers who had a Bedlist HMIS P
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