Utilization for BUI

This report is intended for ICA CoC teams to use to identify project-level utilization, in order to update bed inventory records as ended.

Running the Report

Report Path

Folders
> Public Folder
> missouri_live_folder OR casperwy_live_folder
> Z-Admin
>Quarterly Project DQ Reports for ICA
> Utilization for BUI

Recommended Export Format

Schedule to Microsoft Excel - Reports

Setting the Prompts

Prompt	Instructions
Select Provider(s):	Select the project(s) for which you wish to run the report. Note: If this prompt is completed, the "Select Reporting Group" prompt must be left to "none selected" or left incomplete (blank).
Select CoC Code(s):	You should use this prompt to run for the whole CoC.
Select Reporting Group(s):	Select the reporting group(s) for which you wish to run the report. Note: If this prompt is completed, the "Select Provider(s):" prompt must be left incomplete (blank).
EDA Provider	If only one project is selected in the "Select Provider(s):" prompt above, select the same project here. If more than one project is selected in the "Select Provider(s):" prompt or if a reporting group has been selected in "Select Reporting Group:" prompt, then select one of the projects within the selected projects or reporting group.
Enter effective date	This prompt will default to 10/1/2022 - one day after the end of FY2022. Leave as is. See below for more on report dates.
Enter Start Date:	This prompt will default to 10/1/2021 - the start of FY2022. See below for more on report dates.
Enter End Date PLUS 1 Day:	This prompt will default to 10/1/2022 - one day after the end of FY2022. See below for more on report dates.

What providers are pulled into the report?

Project type = ES, SH, TH, RRH, PSH, OPH
Continuum = Yes

General Notes

How to update inventory

Projects with Fixed Inventory

Because these projects have a fixed inventory, you'll have to check with the agency before making any changes, as the inventory should reflect the number of beds they physically have.

If the utilization is high, ask the agency:	Do this
Did they add new inventory?	Increase the bed inventory as of the date they added new inventory
Did they add overflow beds?	Add an overflow inventory as of the date they added the overflow
Were they serving extra large households?	For fixed inventory, there's not much to do in this case

If the utilization is low, ask the agency:	Do this
Did they decrease inventory?	Decrease the bed inventory as of the date they reduced their inventory
Did they lose funding?	Decrease bed inventory as of the date they lost funding
Were they serving extra small households?	For fixed inventory, there's not much to do in this case

Projects with Voucher-based Inventory

For these projects, we can update their bed inventory based on their utilization, as they have a flexible inventory.
If the variation is extreme, it is advised to contact the agency to see if anything has changed.

If the utilization is	Do this
Within normal range	Nothing
High	Increase bed inventory based on the report's recommendations Use the dates of the report start and end as the inventory dates
Low	Decrease bed inventory based on the report's recommendations Use the dates of the report start and end as the inventory dates

What report periods to run for?

This report should be run on an ongoing basis, in order to maintain up-to-date inventories based on utilization. Since this report is just being released at the end of FY2022, it is recommended to run this:

Once for the entire FY: 10/1/2021 - 10/1/2022
And, four times to look at quarterly utilization:

10/1/2021 - 1/1/2022
1/1/2022 - 4/1/2022
4/1/2022 - 7/1/2022
7/1/2022 - 10/1/2022

For each of these report periods, it is recommended to update bed inventories to reflect utilization .

Using the Report

This report has 7 tabs, each serving a specific purpose.

Utilization for BUI

This tab shows project-level utilization for the entire report period. It is sectioned by provider.

Within each provider section, the tables on the left show the utilization and the tables on the right show the bed inventory records active during the report period. Both utilization and bed inventories are shown first for All Household Types, then for AO Households, AC Households, and CO Households.

The Utilization tables include the Utilization Rate for the report period, as well as a recommendation for if and how the bed inventory should be adjusted, along with the #of beds that would result in an 85% utilization. 85% was chosen as it is in the middle of HUD's expected range for utilization, between 65% - 105%.

The bed inventory tables are there for reference to understand the utilization.

Utilization tables

Column	Explanation	Warning Flags
Total Bed Nights Used	The sum of bed nights used by clients in all HH types in the project during the report period. For NBN ES projects, this reflects the shelter stays.	N/A
Average Bed Nights Used	Total number of bed nights used by all HH types / # days in reporting period	N/A
Total Bed Nights Available	Total beds in all active bed inventories for the project.	N/A
Average Bed Nights Available	Total beds in all active bed inventories for the project / # days in reporting period	N/A
Utilization Rate	Average number of bed nights used by all HH types / average beds available	Over 105% See above for how to update inventory. Under 65% See above for how to update inventory.
Inventory Recommendation	What to do with bed inventory, based on utilization rate. This may also indicate if no clients were served, or if no beds were available.	See above for how to update inventory.
Bed Inventory for 85% Utilization	The number to update the bed inventories to, for a utilization rate of 85%	See above for how to update inventory.

Bed Inventory tables

Column	Explanation
Inventory Type	From the subassessment record.
Inventory Start Date	From the subassessment record.
Inventory End Date	From the subassessment record.
Bed Inventory	From the subassessment record.

Tabular Utilization

This tab shows project-level utilization presented in one table, without section breaks on provider. This is for information in a format that is easier to manipulate when exported to excel. Calculations are the same as in the Utilization for BUI tab.

Utilization - PIT Dates

This tab shows project-level utilization, sectioned by provider, on the 4 PIT dates that are examined in the LSA. See above for how to update inventory.

The 4 PIT dates are:

1/31
4/30
7/31
10/31

The specific dates are calculated dynamically, based on the report period. That is, if you run the report for the FY22 (10/1/21-10/1/22), the PIT dates would be:

1/31/22
4/30/22
7/31/22
10/31/21

If you run the report for the CY22 (1/1/22-12/31/22), the PIT dates would be:

1/31/22
4/30/22
7/31/22
10/31/22

The tables are set up so that each row reflects one PIT date, where the columns reflect the # persons enrolled in the project on that date (based on shelter stays for NBN projects), # beds available on that date, and the utilization rate. This is calculated for All Household types, Adult Only HHs, Adult and Child HHs, and Child Only HHs.

For AO, AC, and CO parts, the table shows the recommendation for the bed inventory based on the utilization rate (Rec column), and the number of beds that would give an 85% utilization (Beds for 85%).

Project Inventory

This tab shows all active project inventories during the report period, in a tabular format, to use as reference.

The right-most columns indicate which inventories have active beds on the 4 PIT nights, by HH type, and their bed inventory.

EE Enrollments

This tab shows all client enrollments in all Entry/Exit-based projects (so all project types, except NBN ES shelters) in a tabular format, to use as reference.

The right-most columns indicate which clients were actively enrolled on the 4 PIT nights, by HH type.

NBN Shelter Stays

This tab shows client enrollments and shelter stays in NBN ES shelters, in a tabular format, to use as reference. Each shelter stay is listed on a separate line.

The right-most columns indicate which clients were actively enrolled on the 4 PIT nights, by HH type.

Additional Information

This tab contains information about the report that can be utilized by ICA Reporting Team to determine whether the report was run properly by the user. If you seek assistance with this report from ICA Reporting Team, please be prepared to read/send information off of this tab to the individual who assists you.