2013 Point-in-Time Homeless Count Data Entry Volunteers

Overview: Point-in-Time (PIT) Count When? Wed., January 30, 2013 Where? Regional Who is conducting count? (only those agencies reported on the HIC) Each region has one designated coordinator who is responsible for coordinating your regional count. Carry the contact information of this person on the day of the count. If questions arise, the coordinator will contact IHCDA if need be. IHCDA is overseeing the count for the state and reporting final results to HUD.

The Point In Time Process  Point In Time Coordinators helped organize the count.  Survey Volunteers go out on January 30 th and conduct the count.  At shelters a survey is filled out on everyone spending the night. (unless they utilize HMIS)  At service-based locations a survey is filled out on anyone fitting the HUD definition of homeless.  Some communities conduct a street count of homeless.

The Point In Time Process continued  The Survey Volunteers collect all the surveys on the 30 th and give them to the Point In Time Coordinator in their region.  The Point In Time Coordinator gives the surveys to the Data Entry Volunteers  Data Entry Volunteers enter the surveys into a secure Survey Monkey account for surveys.  IHCDA oversees the Data Entry process and makes sure everything is completed by February 15 th.

Types of Surveys  Sheltered Shelters  Survey will list the Agency and the Program Name  Unsheltered Count  Service-Based  Street-Count  The Unsheltered Count Surveys list the location and county that the survey was collected.  Domestic Violence Shelters  The survey says “Domestic Violence” and has a special border.

Sheltered/Unsheltered  Already provided to PIT Coordinators

DV Survey  Already provided to PIT Coordinators

Programs that already use HMIS  Emergency Shelter and Transitional Housing Programs that already use HMIS will not be filling out paper surveys!  Their staff should simply make sure all of their data is up-to-date and accurate in HMIS.

Shelters that don’t use HMIS  All Emergency Shelter and Transitional Housing Programs that do not use HMIS will need to fill out a survey.  That survey will be entered into Survey Monkey by the Data Entry Volunteers.  All Domestic Violence Shelters will fill out a survey.  There is a special survey to use.  Those surveys will be entered into Survey Monkey by the Data Entry Volunteers.

Domestic Violence Surveys  Domestic Violence Surveys can not be put into HMIS. It’s against the law.  Domestic Violence Surveys will be entered into a secure Survey Monkey account. The address and password will be sent only to Data Entry volunteers who are designated for entering DV surveys.  Each survey will be entered into Survey Monkey individually, one at a time.  Enter as much information as possible. There is no place for full name or social security number.

Wrapping It Up  ALL data entry must be complete, in HMIS and in Survey Monkey no later than Wednesday, February 15 th. This gives you two weeks to enter all the data. Do not wait until the last minute!

Wrapping It Up  Please notify Angie Hass and Michelle Milliken after you finished all Data Entry for your region.  Our staff will verify that all programs have been represented and all data has been entered.  Once everything is verified you will be able to submit your last claim for the Point In Time Grant.

IHCDA Contact Information  Please contact our staff as soon as you run into any problems!  Michelle Milliken, HMIS Special Projects Primary contact for all data entry issues.  Angie Hass, ESG Program Coordinator Phone: