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1 HUD Homelessness HUD Homelessness Data Exchange (HDX) Data Exchange (HDX) Training Training Modules I through V Modules I through V April/May 2010 http://www.hudhdx.info/ 1. IMPORTANT! This training is not designed to discuss the methodology of the Housing Inventory Count or the Point in Time Counts. This training is designed to demo the Homeless Data Exchange and show communities how to enter and update the data and information. For questions about the methodology for collecting data, utilize the resources on the HDX Homepage or the HRE.
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Page 1: HUD Homelessness Data Exchange (HDX) Training Modules 1 ... · IntroIntrod lo datal ductionuction to the HDX: to the HDX: WhatWhat is the HDX? is the HDX? TheThe Housing Inventory

1

HUD HomelessnessHUD Homelessness Data Exchange (HDX)Data Exchange (HDX)

TrainingTraining Modules I through VModules I through V

April/May 2010

http://www.hudhdx.info/

1. IMPORTANT! This training is not designed to discuss the methodology of the Housing Inventory Count or the Point in Time Counts. This training is designed to demo the Homeless Data Exchange and show communities how to enter and update the data and information. For questions about the methodology for collecting data, utilize the resources on the HDX Homepage or the HRE.

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AgenAg daenda

I.I. IntroductionIntroduction II.II. Registration/Login ProcessRegistration/Login Process III.III. HDX DashboardHDX Dashboard IV.IV. Housing Inventory CountsHousing Inventory Counts V.V. PointPoint--inin--Time CountsTime Counts VI.VI. AHAR and PULSEAHAR and PULSE –– Coming SoonComing Soon

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Introduction toIntroduction theto the HDXHDX

� What is the HDX? � Who uses it and when? � Why is the HDX helpful? � Homepage

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IntrodIntro

lo datal

uction to the HDX:duction to the HDX: What is the HDX?What is the HDX?

�� The Housing Inventory CountThe Housing Inventory Count �� The PointThe Point--inin--Time Count (PIT)Time Count (PIT) �� The Annual Homeless Assessment ReportThe Annual Homeless Assessment Report (AHAR)(AHAR)

�� The Homelessness Pulse ProjectThe Homelessness Pulse Project

A new HUD website for CoCs to use in reporting calA new HUD website for CoCs to use in reporting ocal data for the following four reports on homelessness:for the following four reports on homelessness:

Why did HUD decide to create the HDX? Reasons that HUD created the HDX: •Have the ability to publish and use the data sooner than having to wait until the annual homeless assistance applications were submitted. •In addition, HUD wanted to provide communities with a way to more easily track and report data changes and a way to more easily use the data they were reporting.

The HDX is to be used to enter data for the four following reports: The Housing Inventory Count: collects information about all of the beds and units in each Continuum of Care homeless system, categorized by five Program Types- ES, TH, HPRP, Safe Havens and PSH. The Point-in-Time Count provides a count of sheltered and unsheltered homeless persons from either the last biennial count or a more recent annual count. The Annual Homeless Assessment Report is a report based primarily on Homeless Management Information Systems (HMIS) data about persons who experience homelessness during a 12-month period. The Homeless PULSE Project provides point-in-time shelter counts of homeless persons that are served on a specified quarterly date and also a count of “newly” homeless persons served in the reporting quarter.

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IntrodIntro uction to the HDX:duction to the HDX: What the HDX Does Not DoWhat the HDX Does Not Do

�� HDX does not replaceHDX does not replace ee--snapssnaps for:for: �� Annual Performance Report (APR)Annual Performance Report (APR) �� Annual CoC Homeless Assistance ProgramsAnnual CoC Homeless Assistance Programs competition (Exhibit 1)competition (Exhibit 1) �� HDX replaces eHDX replaces e--snaps for Housing Inventory and Pointsnaps for Housing Inventory and Point--inin--Time Count data onlyTime Count data only

Reminder!Reminder! Always look for the most currentAlways look for the most current information regardinginformation regarding ee--snapssnaps procedures andprocedures and processes on HUDprocesses on HUD’’s Homelessness Resources Homelessness Resource

Exchange (Exchange (www.hudhre.infowww.hudhre.info).).

The HDX does not replace all sections of e-snaps. Communities should always follow instructions from SNAPS and be sure to input the appropriate information into each site.

Specifically, no APRs and QPRs will be entered into the HDX. For more information on APRs and QPRs, please go to www.hudhre.info.

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�� All ContinuumsAll of CareContinuums of Care �� Persons assigned by the CoC to enter data onPersons assigned by the CoC to enter data on behalf of the CoCbehalf of the CoC

�� CoCs volunteering data for the AHAR and/orCoCs volunteering data for the AHAR and/or Pulse reportsPulse reports

Introduction to the HDX:Introduction to the HDX: HDX UsersHDX Users

Reminder!Reminder! The CoC is ultimatelyThe CoC is ultimately responsible for ensuring and overseeing theresponsible for ensuring and overseeing the submittal of required and voluntary datasubmittal of required and voluntary data

Who uses HDX? All Users assigned by the CoCs AND CoCs volunteering data for the AHAR and/or Pulse reports

It’s important to remember that the CoC is ultimately responsible for ensuring and overseeing the submittal of required and voluntary data, EVEN IF a separate organization or person inputs the data for the CoC.

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Introduction to the HDX:Introduction to the HDX: 2010 Timeline2010 Timeline

Current 2010 HDX Timeline

HIC & PIT

�May 1 through May 31

AHAR

� October through December

Pulse

� To Be Determined

The current timeline for submitting data to the HDX is as follows:

2010 HIC Timeline May 1 through May 31 2010 PIT Timeline May 1 through May 31

All HIC and PIT data must be submitted to HUD via the HDX by May 31, 2010.

2010 AHAR Timeline October 2010 - December 2010 –HDX open to receive ES, TH, and PSH data, as well as data for the Veterans report. Please look to list serve messages for deadline dates. 2010 Pulse Timeline Stay tuned for data submission deadlines

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�� Allows centralAllows data reportingcentral data reporting �� PopPop--up error messagesup error messages �� HDX accepts manual data entry as well as XMLHDX accepts manual data entry as well as XML and CSV uploadsand CSV uploads

�� Reporting status tabs track updates, reports,Reporting status tabs track updates, reports, errors, warnings and messageserrors, warnings and messages

�� Provides CoC with canned reports for HIC,Provides CoC with canned reports for HIC, PIT, AHAR and PulsePIT, AHAR and Pulse

Introduction to the HDX:Introduction to the HDX: Why is the HDX Helpful?Why is the HDX Helpful?

The HDX provides one place for CoC to report data and track data submissions.

Pop-up error messages help CoCs achieve better data quality before data submission, and will cut down on receiving calls from HUD to clean up data several months after the HIC or PIT counts are completed.

The HDX will eventually allow communities to upload HIC data using the new program details elements from the 2010 Data Standards.

Allows communities to track their progress and let multiple people participation in the data submission process, while still maintaining data quality through permissions process.

The HDX also provides CoCs with canned reports based on HIC, PIT, AHAR, and Pulse data to use for planning and sending to funders.

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Introduction to the HDX:Introduction to the HDX: HomepageHomepage

�� Links to HUD resourcesLinks to HUD resources �� Provides brief description of each HDX sectionProvides brief description of each HDX section

Homepage features: •Menu Bar – Home and Login •Connect with HUD (top right hand side of page) •Left Hand Side – Provides an overview of HDX, and Reporting Modules. •Functions Available on the Right Hand Side. •Due date box on right side •Register for the 2010 AHAR—only need to register if you have never participated in the AHAR •Links to TA resources for HIC, PIT, AHAR, and Pulse. For some topics these include FAQs and user guides.

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Main Navigation BarMain Navigation Bar �� Common to all modulesCommon to all modules –– Messages & ReportsMessages & Reports

Messages

Reports

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Registration andRegistration Loginand Login ProcessProcess

��Create User AccountCreate User Account ��Login to HDXLogin to HDX ��Add UsersAdd Users ��Assign RightsAssign Rights

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RegistrationRegistr

in ost recenti

ll oC usersl

and Login Process:ation and Login Process: An OverviewAn Overview

�� Every CoC primary contact must have a login forEvery CoC primary contact must have a login for HDXHDX �� CoC primary contact is person listed mCoC primary contact is person listed n most recent CoC application or person identified during HUDCoC application or person identified during HUD updating processupdating process

�� The CoC primary contact assigns rights to a CThe CoC primary contact assigns rights to a l CoC users

Reminder!Reminder! If you already have anIf you already have an HMIS.infoHMIS.info login, you donlogin, you don’’t need to ret need to re-­

register! Yourregister! Your HMIS.infoHMIS.info and HDX login andand HDX login and password are identicalpassword are identical

Every CoC primary contact must have a login for the HDX.

The primary contact is the person listed on the last NOFA application.

The primary contact assigns rights to all CoC users.

Please remember, if you already have a login and password for HMIS.info, then you do not need to re-register for the HDX! The logins and passwords are identical!

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�� If you do not have anIf you do not have an HMIS.infoHMIS.info account, go toaccount, go to http://hmis.info/SignUp.http://hmis.info/SignUp. aspxaspx to regito sterregister

Registration and Login ProcessRegistration and Login Process Step 1: Create User Accounts at HMIS.info

(if applicable)

Reminder! If you already have an HMIS.INFO account, DO NOT create a new one

Step 1: Create User Accounts CoC primary contacts and persons assigned by the CoC primary contact to enter data for the Housing Inventory Count and the Homeless Point-in-Time Count that don’t already have a user account at HMIS.INFO should create an account at the following link: http://hmis.info/SignUp.aspx. If you already have an HMIS.info account, you do not need to re-register.

You will need an account even if you are only reviewing data.

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Registration and Login ProcessRegistration and Login Process Step 2: Login to HDX

� Go to the HDX Website at www.hudhdx.info/Default.aspx

� Click on Login tab

� Login to HDX using your HMIS.info username and password

Step 2: Login to HDX Go to the HDX Website Click on the Login tab Login to HDX using your HMIS.info username and password Your user names is always the email you registered with. If you have an HMIS.info account, but have forgotten your password, please click on “Forgot Password” to have it sent to you. You can create an account by clicking the “Create an Account” link. -If you enter the wrong password three times, you’ll be locked out. Click on the Technical Support link for help getting your account unlocked. -Once you log in, you’ll be launched into the “Dashboard”.

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Step 3:Step

useru

oC P imary)oC

3: Add UsersAdd Users �� CoC primary contacts will need to know each userCoC primary contacts will need to know each user’’s emails email address and first and last name in order to create theaddress and first and last name in order to create the ser accountsaccounts

�� Click on HDX Admin tab (only viewable to C rClick on HDX Admin tab (only viewable to C Primary) �� ClickClick ““Add UserAdd User”” button and fill out form to add contactbutton and fill out form to add contact

Registration and Login ProcessRegistration and Login Process

Step 3: Add Users Your CoC may decide that multiple people should be involved with inputting and/or reviewing HIC and PIT data. To do this, the CoC primary will need to add users. First, the CoC primary should click on the HDX Admin tab, which is only visible to the CoC Primary Next, click on the “Add contact” button To add a user, the CoC primary will need to know each user’s first name, last name, and email address. If the new user has not registered, please ask them to register at HMIS.info. If they already have an account, please move to Step 4.

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Registration andRegistration Login Processand Login Process Step 4:Step 4: Assign RightsAssign Rights

�� CoC primary must assignCoC primary must assign ““rightsrights”” to appropriateto appropriate people:people: �� ““ReadRead”” rights: can see screens, but cannot edit datarights: can see screens, but cannot edit data �� ““WriteWrite”” rights: can edit datarights: can edit data �� ““SubmitSubmit”” rights: authority to submit HIC and/or PIT data torights: authority to submit HIC and/or PIT data to HUDHUD

*AHAR Exchange users maintain existing rights in HDX*AHAR Exchange users maintain existing rights in HDX

As mentioned before, the primary CoC contact has been identified by the Homeless Assistance Grant application.

To modify a user’s access capabilities, the primary contact should make sure that the appropriate check box is marked where that user should have reading or writing access.

The CoC primary assigns rights to appropriate person by checking the appropriate boxes. If a staff person should only be involved with inputting PIT data, then they would only have “write” rights for PIT.

CoC primary also decides who can and cannot submit data.

User information for the AHAR has already been inputted into the HDX from the AHAR Exchange.

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HDX DashboardHDX Dashboard

� Four Reporting Modules � Uploading the HIC � Importing HIC data

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�� Organizes all reporting duties in a single screen.Organizes all reporting duties in a single screen.

HDX DashboardHDX Dashboard

-There are no unique functions or features in the Dashboard. It is a summary display and another way to access the reporting modules. -The four boxes show dashboard information for the four reporting modules available in the HDX. -Individuals can enter each section from the dashboard, as well as the toolbar at the top. -Individuals only have access to the sections that they have “rights” to. -Clicking the “View HIC” or “View PIT” links takes you to the main page of each modules, the same way the HIC and PIT links in the toolbar do. -Each box shows the status of data so communities can track progress. -Pulse and AHAR will be available soon.

Important features: •Shows when report is due •Aggregates PIT count and HIC numbers •Date data was most recently updated and who updated it. •Overall utilization (HIC) •Shows status of data

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�� Click on CoC Overview from the Dashboard toClick on CoC Overview from the Dashboard todisplay your CoCdisplay your CoC’’s reporting status for alls reporting status for allapplicable modules.applicable modules.�� Not StartedNot Started�� In ProgressIn Progress�� In ReviewIn Review

�� Displays a count of all unresolved errors andDisplays a count of all unresolved errors andwarningswarnings

HDX DashboardHDX DashboardCoC OverviewCoC Overview

From the dashboard, click on CoC Overview

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HDXHDX DDashboard:ashboard: UploadingUploading tthehe HICHIC

�� DonDon’’t start from scratch, upload your 2009 HIC!t start from scratch, upload your 2009 HIC!

�� 2 Ways to upload 2009 HIC2 Ways to upload 2009 HIC �� ClickClick ““Copy data from 2009Copy data from 2009”” link inlink in HIC box of dashboardHIC box of dashboard

OROR �� ClickClick ““Copy Previous YearCopy Previous Year”” buttonbutton underunder ““Upload DataUpload Data”” tabtab

Uploading your 2009 HIC is easy. Communities do not even have to have a copy of the HIC to upload it.

There are two ways to upload a 2009 HIC.

1. Click “Copy data from 2009” link in HIC box of dashboard. a. Once you have clicked “Copy Data from 2009”, this feature will

disappear. b. After copying the 2009 data, if you need to delete it, you can

ONLY do so in the Import Data screen, which we’ll show next. c. After clicking this button, all Organizations and Programs are

replicated from 2009 and uploaded as 2010 inventory. You can edit or delete these individually, and you can add entirely new Organizations/Programs, but all this must be done within the HIC section.

The second option: 1. Click “Copy Previous Year” button under the “Upload Data” tab

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HDX Dashboard:HDX Dashboard: Importing DataImporting Data

�� XML and CSV schemas available soon toXML and CSV schemas available soon to upload HIC data from HMISupload HIC data from HMIS

�� HDX will upload schemas under Import DataHDX will upload schemas under Import Data tabtab

-There is no option to copy PIT information from previous years because, unlike the Housing Inventory, PIT figures are almost certain to change. -Under the “Duplicate Previous Year” tab, if you already copied 2009 data for use in the 2010 HIC, this is the ONLY place where you may undo that. -Eventually communities will be able to use XML and CSV schemas to upload HIC data from the program descriptor data elements in the new data standards.

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The HThe ousingHousing Inventory CountInventory Count

�� Organizations and ProgramsOrganizations and Programs �� Inventory ListInventory List �� Inventory DetailsInventory Details �� Unmet NeedUnmet Need �� Reporting StatusReporting Status

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The Housing Inventory Count:The Housing Inventory Count:An OverviewAn Overview

�� Housing Inventory Count section of the HDXHousing Inventory Count section of the HDXincludes:includes:�� Organizations & ProgramsOrganizations & Programs�� Inventory ListInventory List�� Inventory DetailsInventory Details�� Unmet NeedUnmet Need�� Reporting StatusReporting Status

Reminder! You can upload your 2009 HIC fromthe HDX Dashboard or Import Data tab

The Housing Inventory Count section of the HDX has many differentsections. These slides go through each tab in detail and provideinstructions on how to work some of the basic functions of the HDX.

Organizations and Programs – Search Inventory, Add NewOrganizations and Programs, Edit Existing Organizations and ProgramsInventory List – Search Inventory, Review Inventory ListInventory Details – Record program detailsUnmet Need – Record need detailsReporting Status – Reports, validation, messages, notesImport Data – XML, CSV, and Copy Previous Year

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�� Review ntoryR

do ts/FY2010_PPRNAmts.pdfd

uploaded data and update the Housing Inveeview uploaded data and update the Housing Inventory with data from the annual bed and unit inventorywith data from the annual bed and unit inventory conducted in January 2010conducted in January 2010

�� Pay special attention to the prePay special attention to the pre--populated data:populated data: �� Beds/UnitsBeds/Units �� Geo Codes (Now updated for 2010!!)Geo Codes (Now updated for 2010!!) http://www.hudhre.info/ cumenhttp://www.hudhre.info/ ocuments/FY2010_PPRNAmts.pdf

�� HMIS participationHMIS participation

The Housing Inventory Count:The Housing Inventory Count: Reporting Your HICReporting Your HIC

Reminder! HIC data is a reflection of a CoC’s inventory during the last week of January

-The HIC is a reflection of a CoC’s inventory during the last week of January, NOT the entire year. -Communities can upload their 2009 HIC as was discussed in the Dashboard section of the training. -It is important to review all uploaded data and update any organizations or program who had inventory changes that were apparently during the last week of January in 2010. -It is important that the CoC verify Geocodes. Some have changed and some have been added.

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The Housing Inventory Count:The Housing Inventory Count: Organizations and ProgramsOrganizations and Programs

�� Gives overview of all organizations andGives overview of all organizations and programs in CoCprograms in CoC

�� Can search for organizations and programsCan search for organizations and programs �� Can filter by year or active/closed statusCan filter by year or active/closed status

-The Organizations and Programs tab provides you with an overview of all organizations and programs with inventory in your CoC. -You can search for organizations and programs by using the search function. -You can also view the list by organizations or by programs.

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The HousingThe

dropdrop--down menudown

Inventory Count:Housing Inventory Count: Creating a New OrganizationCreating a New Organization

�� To add a new organization and/or program:To add a new organization and/or program: �� Click on Organizations & Programs TabClick on Organizations & Programs Tab �� Click onClick on ““Add Organization or ProgramAdd Organization or Program”” buttonbutton �� Fill in organization name or choose fromFill in organization name or choose from

menu �� Fill in program nameFill in program name �� ClickClick SAVESAVE

To add a new organization and/or program: 1. Click on Organizations & Programs Tab 2. Click on “Add Organization or Program” button 3. Fill in organization name; When you start typing, applicable

organizations already in existence will populate in a dropdown list.

4. Enter Program Name 5. Click Save Note: • You cannot save an organization without also adding a program.

This is intentional, since you are required to provide both the organization and program.

• You can add a program to an existing organization.

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The HThe

closed orclosed

ousing Inventory Count:Housing Inventory Count: Editing Organizations and ProgramsEditing Organizations and Programs

�� Clicking on aClicking on a program name:program name: �� Allows you toAllows you to document if adocument if a yearyear--roundround program hasprogram has

beenor been reactivatedreactivated

�� Provides space forProvides space for notes on eachnotes on each programprogram

Clicking on the name of the program takes you to a page where you can provide notes on an organization or program. Notes could be anything from the date the organization opened or closed, or notes on inventory fluctuations, such as due to construction or rehab. There is also a button that allows you to document whether or not a YEAR-ROUND program is active or closed for this inventory year. This button should not be used for seasonal shelters or voucher programs.

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The HThe ousing Inventory Count:Housing Inventory Count: Inventory ListInventory List

�� Provides complete list of inventory, includingProvides complete list of inventory, including information previously contained in the eHICinformation previously contained in the eHIC

�� Can duplicate and delete inventoryCan duplicate and delete inventory

Reminder! Enter the Date of the Housing Inventory Count

The inventory list provides a complete list of your CoC’s inventory and includes much of the same information that was previously on the eHIC. This page has buttons that let you add a new program. You can also use the buttons on the right to add a new line to the list by copying the details of a program that already exists. The other button can be used to delete programs that are not active for the current HIC. Click on Set Date Link to enter Date of Housing Inventory Count

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The Housing Inventory Count:The Housing Inventory Count: Inventory ListInventory List –– Date of CountDate of Count

�� Enter and Save Date of Housing InventoryEnter and Save Date of Housing Inventory CountCount

Use Calendar to pick the date of your Housing Inventory Count and Save.

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The Housing Inventory Count:The Housing Inventory Count: Inventory ListInventory List

�� Can search and filter entire inventory by:Can search and filter entire inventory by: �� Organization nameOrganization name �� Program nameProgram name �� YearYear �� Program typeProgram type

�� Can organize and sort all columnsCan organize and sort all columns

The Inventory List also allows you to search and filter your inventory list to help you find organizations and programs faster. You can search and filter your inventory list based on an organization or program name, inventory year, and/or program type. You can also sort columns to organize the list better.

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The Housing Inventory Count:The Housing Inventory Count: Inventory DetailsInventory Details

�� Edit details of existingEdit details of existing inventoryinventory

�� Add new inventory toAdd new inventory to existing programsexisting programs

�� Move inventory fromMove inventory from one program toone program to anotheranother

�� Create a new programCreate a new program

The Inventory Details page shows all the housing inventory details previously reported on the eHIC.

This page allows the CoC to update and edit program details including: • Editing existing inventory • Adding new inventory to existing programs • Moving inventory from one program to another. • Creating a new program

The following slides will go into more detail about how to complete each of these actions.

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The Housing Inventory Count:The Housing Inventory Count: Edit Existing Inventory DetailsEdit Existing Inventory Details

�� On Inventory Details page, click onOn Inventory Details page, click on organizationorganization dropdrop--down menu to choose the organizationdown menu to choose the organization you wish to edit.you wish to edit.

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The Housing Inventory Count:The Housing Inventory Count: Edit Existing Inventory DetailsEdit Existing Inventory Details

�� On Inventory Details page, click onOn Inventory Details page, click on programprogram dropdrop--down menu anddown menu and yearyear to choose theto choose the program you wish to edit.program you wish to edit.

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The Housing Inventory Count:The Housing Inventory Count: Edit Existing Inventory DetailsEdit Existing Inventory Details

�� Click on the row you wish to edit. You will beClick on the row you wish to edit. You will be able to edit inventory details for the highlightedable to edit inventory details for the highlighted row you chose.row you chose.

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The Housing Inventory Count:The Housing Inventory Count: Edit Existing Inventory DetailsEdit Existing Inventory Details

�� Edit inventory details andEdit inventory details and SAVE.SAVE.

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The Housing Inventory Count:The Housing Inventory Count:Add new inventory to an existing programAdd new inventory to an existing program

�� If most details of the program are the same, clickIf most details of the program are the same, click ““DuplicateDuplicateInventoryInventory”” icon.icon.

�� You must edit the inventory for that row. The system will notYou must edit the inventory for that row. The system will notallow you to submitallow you to submit ““identicalidentical”” programs or inventory rows.programs or inventory rows.

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The Housing Inventory Count:The Housing Inventory Count: Add new inventory to an existing programAdd new inventory to an existing program �� You can also click on Add InventoryYou can also click on Add Inventory �� Adding inventory will create a blank rowAdding inventory will create a blank row �� Complete inventory details andComplete inventory details and SAVESAVE

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The Housing Inventory Count:The Housing Inventory Count: Add new program from Inventory Details PageAdd new program from Inventory Details Page

�� You can also add a new program to theYou can also add a new program to the organization from the inventory details page.organization from the inventory details page.

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The Housing Inventory Count:The Housing Inventory Count: Move inventory from one program toMove inventory from one program to

anotheranother �� Oftentimes, one programOftentimes, one program’’s inventory is moveds inventory is moved to another program.to another program.

�� Instead of deleting the old inventory and addingInstead of deleting the old inventory and adding a new one, use thea new one, use the ““Assign Inventory toAssign Inventory to Different ProgramDifferent Program”” link.link.

-After selecting the inventory to assign to a different program, click this link. -A dropdown list of programs within the organization will appear. -Select the appropriate program and click the blue “Assign” button that appears.

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The Housing Inventory Count:The Housing Inventory Count: Unmet NeedUnmet Need

�� Complete your communityComplete your community’’s unmet needs.s unmet needs. Follow links to guidance on how to calculateFollow links to guidance on how to calculate unmet need.unmet need.

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The Housing Inventory Count:The Housing Inventory Count:Exporting to Spreadsheets to ExcelExporting to Spreadsheets to Excel

�� From the Inventory List Page:From the Inventory List Page:�� Choose the year, the program type, and which columns youChoose the year, the program type, and which columns youwant to export;want to export;

�� Click Export to Excel.Click Export to Excel.�� This will generate a spreadsheet with a rowThis will generate a spreadsheet with a row--byby--rowrowlisting of all programs, just as they are displayed in thelisting of all programs, just as they are displayed in theInventory List.Inventory List.

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The HousingThe Inventory Count:Housing Inventory Count: Reporting StatusReporting Status

�� Click on the Reporting Status tabClick on the Reporting Status tab �� Review all errors and warningsReview all errors and warnings

�� Errors are data quality issues thatErrors are data quality issues that MUSTMUST bebe resolved before submissionresolved before submission

�� Warnings are potential data quality issues thatWarnings are potential data quality issues that require an explanation before submissionrequire an explanation before submission

�� Explanations can be provided in the Notes sectionExplanations can be provided in the Notes section �� Click theClick the ““SubmitSubmit”” button when finishedbutton when finished

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TheThe HousingHousing IInvnventoentoryry Count:Count: ReportingReporting StatusStatus

�� ReviewReview andand ffixix allall vvalidationalidation wwarninarninggss aandnd errorerrorss �� PrintPrint reporreportsts �� SubmitSubmit aa mmesessagesage �� SubmitSubmit datadata

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Homeless PointHomeless Point--inin--Time CountsTime Counts

��Summary PageSummary Page ��Homeless Populations TabHomeless Populations Tab ��Homeless Subpopulations TabHomeless Subpopulations Tab ��Reporting StatusReporting Status

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�� Can r fromCan

on Adult and one Childo

eport both Population and Subpopulation countsreport both Population and Subpopulation counts from CoC PIT countCoC PIT count

�� New for 2010:New for 2010: �� Separate counts bySeparate counts by

�� Persons in Households with at least ePersons in Households with at least ne Adult and one Child �� Persons in Households without ChildrenPersons in Households without Children �� Persons in Households with Only ChildrenPersons in Households with Only Children

�� Include persons served in Safe Havens in Sheltered CountsInclude persons served in Safe Havens in Sheltered Counts �� Allows communities to select whether the count includesAllows communities to select whether the count includes Sheltered persons, Unsheltered persons, or bothSheltered persons, Unsheltered persons, or both

�� Automatic data quality checksAutomatic data quality checks �� Enter 2009 PIT count if CoC did not do a 2010 PIT shelteredEnter 2009 PIT count if CoC did not do a 2010 PIT sheltered and/or unsheltered countand/or unsheltered count

The PointThe Point--InIn--Time Count:Time Count: OverviewOverview

These tables are the equivalent of the Pop/Sub-Pop tables in Exhibit 1 and Exhibits 2I and 2J in esnaps. You can enter counts for sheltered persons, unsheltered persons, or both. You also can enter counts from different years (sheltered count every year, unsheltered only in required year). Automated data checks built into the system so CoCs can correct problems right away, instead of months later. Communities can upload counts from different years to track PIT count numbers.

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�� Click on PIT tab in the toolbarClick on PIT tab in the toolbar �� On PIT Count page, clickOn PIT Count page, click ““New CountNew Count”” linklink

The PointThe Point--inin--Time Count:Time Count: Inputting a New PIT CountInputting a New PIT Count

Click on the PIT tab of the horizontal toolbar in HDX. The page will show you all the counts that have been entered for your CoC and the date each count took place. This summary table also shows total counts in each PIT category, as well as the reporting status of each PIT count. To edit a previously entered count, click on the date of the count to go to the editing page.

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The PointThe Point--inin--Time Count:Time Count: The Populations CountThe Populations Count

�� Enter date of PITEnter date of PIT Count;Count;

�� Choose if it is aChoose if it is a sheltered count, ansheltered count, an unsheltered count,unsheltered count, or both;or both;

�� Begin entering dataBegin entering data on Homelesson Homeless Populations;Populations;

�� Save Data.Save Data.

In this screen, you first should enter the date of your point-in-time count. If you received a waiver to conduct the count outside the last ten days in January, you need to click yes for the Received a Waiver question. Select N/A if you did not need a waiver.

Next you need to select whether you will be entering a shelter count, an unsheltered count, or both.

You then can begin entering data in the white boxes. The unsheltered boxes will be grayed out if you selected that you were reporting only on a sheltered count. Remember, this year, you must also report on Safe Haven beds.

Please make sure to click the Save button in the upper and lower right corners when you are finished.

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The PointThe Point--inin--Time Count:Time Count: The Subpopulations CountThe Subpopulations Count

�� Complete homeless subpopulation data andComplete homeless subpopulation data and SAVESAVE..

After saving the data in the Populations tab, CoCs just need to click on the Subpopulations tab at the top of the table to begin entering subpop data.

Reminder: Communities are only required to provide an unsheltered count for the chronically homeless on the subpopulations tab (if reporting an unsheltered count).

Remember to press the Save button in the upper right corner when you are finished.

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The PThe ointPoint--inin--Time Count:Time Count: Submitting the PIT CountSubmitting the PIT Count

�� Click on the Reporting Status TabClick on the Reporting Status Tab �� Review all errors and warningsReview all errors and warnings

�� Errors are data quality issues thatErrors are data quality issues that MUSTMUST bebe resolved before submissionresolved before submission

�� Warnings are potential data quality issues thatWarnings are potential data quality issues that require an explanation before submissionrequire an explanation before submission

�� Explanations can be provided in the Notes tabExplanations can be provided in the Notes tab �� Click theClick the ““SubmitSubmit”” button when finishedbutton when finished

Once you have entered and saved your Population and Subpopulation data, you are then ready to review the data.

On the gray toolbar at the top of the page, click on the Reporting Status tab to review any validation errors or warnings. Validation errors must be resolved to submit your data to HUD. Validation warnings mark potential data quality issues that may require an explanation before you submit the data. To see any errors, click on the Validation Errors and Validation Warnings titles to view a dropdown list of the errors with explanations of the errors and links to fix the data. Please provide any information that may explain the validation warnings in the Notes section on the page where you enter your data.

Also on the Reporting Status tab you can send a message if you have questions about the data validations or you can view any messages that you may have received regarding your data.

Once you have reviewed your data, fixed any errors and addressed any warnings, you need to click the blue Submit Data button on the top right side of the table.

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TheThe PPointoint--inin--TimeTime CCount:ount: SubmittingSubmitting thethe PPITIT CountCount

�� PrintPrint reporreportsts �� SubmitSubmit aa mmesessagesage �� SubmitSubmit datadata

�� Review and fix all validation warnings and errorsReview and fix all validation warnings and errors

Once you have entered and saved your Population and Subpopulation data, you are then ready to review the data.

On the gray toolbar at the top of the page, click on the Reporting Status tab to review any validation errors or warnings. Validation errors must be resolved to submit your data to HUD. Validation warnings mark potential data quality issues that may require an explanation before you submit the data. To see any errors, click on the Validation Errors and Validation Warnings titles to view a dropdown list of the errors with explanations of the errors and links to fix the data. Please provide any information that may explain the validation warnings in the Notes section on the page where you enter your data.

Also on the Reporting Status tab you can send a message if you have questions about the data validations or you can view any messages that you may have received regarding your data.

Once you have reviewed your data, fixed any errors and addressed any warnings, you need to click the blue Submit Data button on the top right side of the table.

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�� HDX will replace AHAR Exchange starting withHDX will replace AHAR Exchange starting with the 2010 AHARthe 2010 AHAR

�� Reporting for the 2010 AHAR begins October 1,Reporting for the 2010 AHAR begins October 1, 20102010

Reporting AHAR DataReporting AHAR Data

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�� Want to contribute data to the quarterly PulseWant to contribute data to the quarterly Pulse report? Contact the AHAR team atreport? Contact the AHAR team at [email protected]@abtassoc.com

Reporting Quarterly Pulse DataReporting Quarterly Pulse Data

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QuestionQuestio s about the HDX?ns about the HDX?

�� For questions regarding the HDX, HIC andFor questions regarding the HDX, HIC and PIT, please contact Ask the Expert atPIT, please contact Ask the Expert at http://http://www.hmis.info/AskExpert.aspxwww.hmis.info/AskExpert.aspx

�� For HDX technical support, please click onFor HDX technical support, please click on Technical Support link at bottom of HDXTechnical Support link at bottom of HDX

�� Call the HDX hotline: 1Call the HDX hotline: 1--877877--588588--07350735

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