Welcome back to the Mind Your Data Series, the training series focused on improving data quality one element at a time.

 Why This Matters

If a client is active in an inventory project but not assigned to a unit or bed, they are still counted as enrolled, but they are not counted as occupying a unit. The result? Your utilization will appear lower than it actually is. 

This can affect how your program’s capacity and utilization are understood at both the local and federal levels. Without a unit assignment in an inventory enabled project, clients cannot be assigned to a specific site within the program, which will affect the HIC validation process.  Unassigned clients can also make it more difficult to determine who may need to be exited from the program, which can affect federal reports such as the HIC/PIT, annual performance reports, etc. 

To ensure your data is accurate, please review your inventory enabled programs and take the following actions: 

• Assign all active clients in inventory-based projects as follows: 
• Bed-based projects (most Adult Only projects): Assigned all clients to a bed 

OR 

• Unit-based projects (most Adult/Child programs and City/County programs): Assign the Head of Household (HoH) to a unit 

• Exit clients who are no longer occupying inventory:
• If a client is not currently assigned to a unit or bed, they should not remain active 
• Please review and exit any clients who are no longer served or housed 

• Run reports to verify your data! The IH Provider Inventory Module job aid goes through several of the important reports to use and verify your data (as well as giving instructions on how to use the inventory module itself).