HMIS BUI vs HIC

This guide is intended for ICA CoC teams to use to make updates to the HMIS Bed and Unit Inventory, or make notes about the HIC, in preparation for the LSA.

The LSA checks whether the data submitted on the HIC match the data in the HMIS Bed and Unit Inventory for the same night.

The ShinyApp tool

Jesse Dirkman in Wisconsin has developed a ShinyApp tool to compare HIC to BUI. Due to difficulties with this tool in the past, Reporting Team has run the tool for all CoCs, and uploaded the findings into the LSA airtable table, "HMIS BUI vs HIC".

If you wish to run the tool yourself, follow the instructions in the tool.

Using airtable to make updates

Note: A downloaded copy of the HIC for each CoC can be found on OneDrive here: HMIS\Reports\LSA\FY22\*CoC*

1. Log in to the shared airtable, FY22 LSA.
2. Navigate to the HMIS BUI vs HIC table (Figure 1, purple).
3. Go to your CoC View (Figure 1, Wyoming highlighted in teal).
4. You'll see all discrepancies between HIC and HMIS, as identified by Jesse's tool, grouped by status.
5. To work on an issue, click on the symbol shown in red (Figure 1).
Figure 1.
6. In the record, you'll first see the project name (Figure 2, purple), HMIS project ID (Figure 2, teal), status (Figure 2, red), and type of issue (Figure 2, yellow).
   1. The type of issue can be:
      1. Unexpected Bed Inventory with 0 beds
      2. Missing from HIC
      3. HMIS not match HIC
      4. Missing from HMIS
Figure 2.
7. Next, you'll see a brief description of the issue (Figure 3, purple), followed by Reporting Team's recommendation (in 'To Do'; Figure 3, teal). The recommendations are based on what would reasonably fix the issue from a data perspective, though of course you know if your projects have extenuating circumstances.
Figure 3.
8. If the recommendations make sense and it would resolve the issue, you can:
   1. Update status to 'Done' (Figure 4, purple box)
   2. check off the recommendation (Figure 4, green check)
   3. check off the 'Resolved?' checkbox (Figure 4, blue/white check)
Figure 4.
9. If you cannot resolve the issue, you will need to provide an explanation that can be used during the LSA DQ flag process.
   1. Update status to 'Done' (Figure 5, purple box)
   2. Add explanation in 'For LSA warning note' text box (Figure 5, teal box)
Figure 5.
10. If you have a question about the item, and want help from Reporting Team,
    1. Update status to 'Done' (Figure 6, purple box)
    2. Add question to 'Notes/questions for KALP' text box (Figure 6, teal box). KALP will be monitoring this and responding as soon as possible.
    Figure 6.

Note, the recommendations are only suggestions - there are always circumstances we are unaware of that may be impacting the issue.

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