Bed Nights by Project Report

Bed nights reports are designed to allow agencies to monitor how many nights of stay a project is providing during a reporting period. Bed nights, or nights of stay, is one of the outcome measures frequently used by housing projects to monitor use of their beds. The Bed Nights by Project Report was built by the ICA Wyoming reporting team. It is not one of HUD's System Performance Measures.

This report shows the total number of nights of stay provided during the report period for each client, as well as the total and the average number of bed nights provided per night for each project.

Running the Report

Report Path

Folders

> Public Folder

> casperwy_live_folder

> Outcome Reports

> Bed Nights by Project

Recommended Export Format

Schedule to Microsoft Excel - Reports

Setting the Prompts

Prompt	Instructions
Select Project(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 Reporting Group:	Select the reporting group for which you wish to run the report. Note: If this prompt is completed, the "Select Project(s):" prompt must be left incomplete (blank).
Select CoC Code:	This prompt is for use by ICA System Administrators only. Leave set to "none selected."
Limit to CoC-funded projects?	This prompt is for use by ICA System Administrators only. Leave set to "no."
EDA Provider	If only one project is selected in "Select Project(s):" above, select the same project here. If more than one project is selected in "Select Project(s):" or a reporting group has been selected in "Select Reporting Group:", then select one of the projects within the selected projects or reporting group.
Enter Start Date:	Enter the start date for the reporting period in M/d/yyyy format. For example, if you're running a report for 7/1/2024-6/30/2025, the date entered in this box would be 7/1/2024.
Enter End Date PLUS 1 Day:	Enter the date after the last date of the reporting period in M/d/yyyy format. For example, if you're running a report for 7/1/2024-6/30/2025, the date entered in this box would be 7/1/2025.

Using the Report

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

Important! Because the report contains identifying information (names), the report cannot be emailed (even within agencies) unless encrypted, nor can it be shared outside of the agency.

Summary

This tab shows the names of all of the projects included in the report, along with the number of nights of stay provided during the report period as well as the average number of bed nights provided per night.

Client Detail - ES-EE, TH & SH

This tab shows client-level detail for Entry/Exit Emergency Shelters (ES-EE), Transitional Housing (TH), and Safe Haven (SH) projects to assist users in identifying potential data entry mistakes. This tab contains personally identifying information (PII) and therefore cannot be sent via email or other unsecure transmission methods.

Column	Notes
Bed Night Start Date	The bed night start date is the date the client first spent in the project if the client entered the project on or after the report start date. If the client entered before the report start date, then this column will show the report start date.
Bed Night End Date	The bed night end date is the date the client last spent in the project if the client exited the project on or before the report end date. If the client exited after the report end date, then this column will show the report end date.
Bed Nights	This column shows the number of bed nights for the individual row as calculated by subtracting the bed night start date from the bed night exit date.

Client Detail - ES-NbN

This tab shows client-level detail for Night-by-Night Emergency Shelters (ES-NbN) projects to assist users in identifying potential data entry mistakes. This tab contains personally identifying information (PII) and therefore cannot be sent via email or other unsecure transmission methods.

Column	Notes
Bed Night Start Date	For a night-by-night shelter, this is the first night the client spent in the shelter within the individual shelter stay where the shelter stay was within the report period and within an entry/exit. If the client's first night in the shelter was before the report start date, the column will then show the report start date instead. If the client does not have an entry/exit, the client will not appear on the report at all.
Bed Night End Date	For a night-by-night shelter, this is the morning after the last night the client spent in the shelter within the individual shelter stay where the shelter stay was within the report period and within an entry/exit. If the client's last morning in the shelter was after the report end date, the column will then show the report end date instead. If the client does not have an entry/exit, the client will not appear on the report at all.
Bed Nights	This column shows the number of bed nights for the individual row as calculated by subtracting the bed night start date from the bed night exit date.
Total Bed Nights	In a night-by-night shelter, clients may have multiple extremely short stays. In order to make the report easier to understand, this column shows the total number of bed nights for all of the applicable rows for the client by summing the bed nights column per client per project.

Client Detail - RRH, PSH & OPH

This tab shows client-level detail for Rapid Rehousing (RRH), Permanent Supportive Housing (PSH), and Other Permanent Housing (OPH) projects to assist users in identifying potential data entry mistakes, especially in the area of the housing move-in date. This tab contains personally identifying information (PII) and therefore cannot be sent via email or other unsecure transmission methods.

Column	Notes
Housing Move-In Date	All permanent housing projects must gather a housing move-in date which is used to determine when the client moved into permanent housing. This column displays the housing move-in date as found within the system.
Valid Move-In Date?	This field indicates whether the housing move-in date in the system is valid. If the housing move-in date is outside of the client's project start and exit date range or is incomplete, this column will say "No." If the client has moved into housing, this column should say "Yes."
Bed Night Start Date	For a permanent housing project, this will be the later of the housing move in date or report start date or will be blank if the client does not have a valid move-in date.
Bed Night End Date	For a permanent housing project, this will be either the last day the client spent in the project or will be the report end date.
Bed Nights	This column shows the number of bed nights for the individual row as calculated by subtracting the bed night start date from the bed night exit date. If the client does not have a valid housing move-in date, the column will show "0."

Additional Information

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

Frequently Asked Questions

How are bed nights calculated?

The report calculates bed nights in different ways depending upon the project type:

Entry/Exit Emergency Shelters (ES-EE), Transitional Housing (TH) & Safe Havens (SH)

The report counts the number of nights between the client's project start date and the client's project exit date, then filters out any nights that took place outside the report period.

Night-by-Night Emergency Shelters (ES-NbN)

The report counts the individual nights of stay that have been recorded which fall on or between the client's project start and project exit dates, then filters out any nights that took place outside the report period. If a project start date has not been recorded, the client will be excluded from the report entirely.

Rapid Rehousing (RRH), Permanent Supportive Housing (PSH), and Other Permanent Housing (OPH)

The report counts the number of nights between the client's housing move-in date and the client's project exit date, then filters out any nights that took place outside the report period. If a housing move-in date is not properly recorded, the report will indicate that the client has zero bed nights during the report period.

Other project types

The report will not pull in data for any other project types (i.e., homelessness prevention, street outreach, services only, coordinated entry), as bed nights are typically not reported for other project types.

What can I do if my project's bed nights are incorrect?

If your project's bed night count appears to be incorrect, please contact the helpdesk. The most common causes of incorrect bed night counts are clients who should have been entered or exited.

Need Assistance?

If you need assistance running the report, understanding the information in the report, or troubleshooting potential errors, please reach out to the ICA Missouri Helpdesk. Include the name and date of the BusinessObjects report as it appears in your BI Inbox in your request for assistance. Do not attach the report to any emails going to the helpdesk as the report contains personally identifying information and cannot be transmitted unless encrypted.