Date Published: January 2019
Many communities have questions about how tenant-based and voucher-based projects’ bed inventories should be tracked and reported. This issue is directly related to HIC reporting and to Longitudinal Systems Analysis (LSA) reporting.
It is imperative to remember that only the beds available on the night designated for the HIC be reported on the HIC. Projects should not assume that this is the same as the number of beds projected to be available in their CoC application or an annualized number of beds available over the course of a year. If what is available on the night of the HIC is not known for some reason, CoCs may use actual occupancy numbers or the inventory estimate from their application only if they think it is accurate.
For voucher-based ES beds specifically, CoCs should include the following data elements on their HIC submission:
Housing Type [Data Element 2.8, Field 8]: Tenant-based / scattered-site
Bed Type [Data Element 2.7, Fields 8-10] (This data element is only reported for ES projects): Voucher-based beds
In general, and for LSA, CoCs should track their housing inventory on an ongoing basis according to the instructions in the HMIS Data Standards—not merely for four points in time. See section 2.7 of the 2017 HMIS Data Standards Manual, which includes the following instructions:
In short, it is expected that many projects will have minor fluctuations in inventory from day to day. However, to ensure that the inventory record in HMIS is as accurate as possible, we encourage communities to make updates if there is a significant change in project operations. If there are no changes in inventory, you need only to confirm your inventory ahead of official HIC reporting. If you do that, the inventory will also be fine for LSA purposes.