2024 Non-HMIS Point-in-Time Count Workbook
Shelter projects within the San Luis Obispo County Continuum of Care (CoC) that do not participate in HMIS should submit their data for the 2024 Point-In-Time (PIT) Count using the 2024 Self-Calculating PIT Excel Workbook. Agencies with more than one non-HMIS participating projects should submit one workbook per project. This article describes which projects this applies to, how to enter client data, and how to submit your workbook to the HMIS Lead.
Project Types Included
- Emergency Shelter (Including Motel Vouchers)
- Transitional Housing
Data Collection Period
The 2024 San Luis Obispo Point-in-Time Count will count where individuals stayed on the night of January 22nd 2024. Agencies submitting data via the workbook should submit data for any client served by their project(s) on that night.
Entering Data Into the Workbook
Client data should be entered into the first tab of the Excel Workbook labeled "Client Level Data". Each row should be filled for one client. Workbook columns have been formatted to collect data in line with the HUD FY 2024 Data Standards. Please enter Adult Only Households first and then all other household types below. Due to conditional formatting of the workbook, if an Adult Only Household is listed after a household with children, the workbook will incorrectly flag the data.
| Client Identifier | Enter a unique ID for each client. This can be generated from your existing database or manually generated. You must be able to identify which client in your system is connected with the client ID submitted. |
| Household ID | Enter one ID for each household. This ID must be the same for all household members. |
| Household Type | Select the household type for each individual. Adult Only households only have members over 18 years. Adult & Child households have one member age 18 or older and one member under age 18. Child only household members must all be under 18 years. |
| Age | Enter the age of each individual |
| Gender | Use the dropdown to select the appropriate gender that the individual identifies as. If the client identifies as more than one gender, please use columns F-L to add additional detail. |
| Race & Ethnicity | Per the FY 2024 Data Standards, Race & Ethnicity is now one field instead of two. Please select the option that best reflects what the client identifies as. |
| Chronic Status | Please select yes or no depending on the client's history. An individual meets the definition of chronically homeless if: 1) they are homeless and live in a place not meant for habitation, safe haven or emergency shelter AND 2) they have lived in that situation for 1 year or more or on four separate occasions over 3 years where the combined length is at least 12 months AND 3) has a disability. |
| Veteran | Select 'yes' or 'no' depending on if the individual meet's the VA's definition of Veteran. |
| Parenting Youth | Indicate 'yes' or 'no' depending on if the individual is under the age of 25 and is accompanied by one of their children. |
| Child of Parenting Youth | Indicate 'yes' or 'no' depending on if the individual is a child of another household member under the age of 25. |
| Unaccompanied Youth | Indicate 'yes' or 'no' depending if the individual is under the age of 25 and not accompanied by any other individual. |
| Adult with Serious Mental Disorder | Select 'yes' or 'no' to indicate if the individual has a serious mental disorder. Select 'Not Answered' if the client declines to share or 'NA' if the individual is under 18. |
| Adult with Substance Abuse Disorder | Select 'yes' or 'no' to indicate if the individual has a substance abuse disorder. Select 'Not Answered' if the client declines to share or 'NA' if the individual is under 18. |
| Adult with HIV/AIDS | Select 'yes' or 'no' to indicate if the individual has HIV/AIDS. Select 'Not Answered' if the client declines to share or 'NA' if the individual is under 18. |
| Fleeing Domestic Violence | Select 'yes' or 'no' to indicate if the individual is currently fleeing domestic violence. Select 'Not Answered' if the client declines to share or 'NA' if the individual is under 18. |
Note: Columns W and X only apply to Balance of State CoCs. This does not apply to providers within San Luis Obispo County and does not need to be filled out.
Reviewing Data Entered
Once you have completed your entry of client data in the first tab, please proceed to the second tab labeled "PIT Count". Select your Agency and Project names at the top of the PIT Count tab. Then, review the subtotals listed in each section. Verify that the correct number of households for each household type are listed and that special populations (i.e. Adults with Serious Mental Illness, HIV/AIDS, etc.) are totaled correctly.
Submitting Data for the PIT Count Report
Please submit your completed workbook(s) via encrypted email to ss_hmissupport@co.slo.ca.us. Please complete your submissions by 1/30/2024 to ensure timely review and aggregation for local and federal reporting.
Recorded demonstration for the 2024 Non-HMIS PIT Count Workbook