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Frequently Asked Questions (FAQs): Homelessness Data Exchange (HDX)

Find answers to commonly asked questions about:

  • HUD homeless assistance programs and policies, including questions regarding the most recent (2009) CoC NOFA application. (Note: If your grant award is from a previous year, please refer to NOFA FAQs from Previous Grant Years to find the NOFA FAQs that correspond to that grant award.);
  • HOPWA Short-term Rent, Mortgage, and Utility Assistance (STRMU) Payments; and
  • Homelessness Prevention and Rapid Re-Housing Program (HPRP);

For information regarding the HRE, visit About the HRE. For HPRP questions not addressed in this section, please visit the HPRP Virtual Help Desk.

If you have a question on a topic other than HPRP that is not addressed in this section, please visit the Contact Us page to obtain contact information for your local HUD Field Office.

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Homelessness Data Exchange (HDX)

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Topic: Housing Inventory Chart (HIC)
Date Program/System Question Answer
 5/20/10 Homelessness Data Exchange (HDX)  I know we can have HDX copy the 2009 HIC data for us. But what was the source of this HIC? Is this the corrected version of the 2009 HIC? 

The 2009 data that is pre-loaded into the HDX is the data you submitted last year as part of your 2009 CoC Application Exhibit 1, with any HUD corrections or updates based on validation of numbers.

 5/20/10 Homelessness Data Exchange (HDX)  Now that I’ve uploaded my 2009 HIC, can I delete it if necessary? 

No. You cannot remove it, but you can overwrite it by going to the Import Data tab within the HIC section, or you may edit the data.

 5/20/10 Homelessness Data Exchange (HDX)  Where do I upload the 2009 HIC data? 

You can click on the "Copy Data from 2009" link on the HIC Dashboard or "Import Data" tab on the HIC submenu bar.

 5/20/10 Homelessness Data Exchange (HDX)  Where can I get information on updated geocodes?  

Please visit the following website for an updated list of 2010 geocodes: http://www.hudhre.info/documents/ FY2010_PPRNAmts.pdf

 5/20/10 Homelessness Data Exchange (HDX)  Is there a way to edit the program name in the HIC? 

Yes, the program name for an existing program can be edited through the following steps:

1. In the HIC submenu bar - Choose the “Organizations and Programs” link.

2. Click on the “Program View” button so that you can see both the organizations and programs lis ...

 5/20/10 Homelessness Data Exchange (HDX)  When should I mark a program as “closed”? When should I “delete” a program? 

If you completely want to permanently delete the program from the inventory, you can use the delete button (a trash can icon) to the right of the inventory detail. If a program is simply off-line for a period of time, during renovations, for example, the closed status wou ...

 5/20/10 Homelessness Data Exchange (HDX)  Should I “close” a seasonal program? 

No. If the seasonal program is open and active during the January date of your HIC, it should be entered as Emergency Shelter inventory in your HIC. The dates you enter for the availability of seasonal beds will indicate when the beds are open or closed.

 5/20/10 Homelessness Data Exchange (HDX)  How should Rapid Re-Housing Demonstration (RRHD) beds/units funded as part of the 2008 competition be counted in the HIC? 

Rapid Re-Housing Demonstration beds/units funded through the 2008 CoC competition must be recorded as transitional housing beds/units on the HIC.

 5/20/10 Homelessness Data Exchange (HDX)  Will I be able to update the HIC in the HDX after May 31? 

Once your data has been submitted and accepted by HUD, that data will be “locked” in for HUD reporting purposes. While, you will be able to go back in and maintain updates of your data for reporting next year; the HDX is intended to be a report of your inventory at speci ...

 5/20/10 Homelessness Data Exchange (HDX)  When will the upload XML/CSV feature be available for HIC? 

This feature is under development and may be available in the last week of the month; however, we cannot guarantee that it will be available before May 31st. If you are waiting for the upload feature to enter data, you should have an alternate plan in place that allows y ...

 5/20/10 Homelessness Data Exchange (HDX)  Is the Annual Performance Report (APR) covered by the HDX? 

No. For more information about APR reporting, please go to the HUDHRE.info site at the following link and look under the What’s New Section for APR Reporting Requirement Updates.

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 5/20/10 Homelessness Data Exchange (HDX)  What should I do if a single organization has multiple names in the HDX due to typos, abbreviations, etc.? 

You should merge all of these names into one common name so the organization is uniquely identified. Use these steps:

1. In the HIC submenu bar - Choose the Organizations and Programs Link.

2. Click on the Program View Button so that you can see both organiza ...

 5/20/10 Homelessness Data Exchange (HDX)  How do I count Homelessness Prevention and Rapid Re-housing Program (HPRP) beds/units in the HPRP Rapid Re-Housing inventory? 

Given the fluid nature of HPRP Rapid Re-Housing bed/unit capacity, when counting HPRP Rapid Re-Housing beds for the 2010 Housing Inventory CoCs should determine bed/unit capacity based on the number of persons/households served on the night of the count. To accurately id ...

 5/20/10 Homelessness Data Exchange (HDX)  If an HPRP rapid re-housing program assists a participant to move into rental housing in another CoC, which CoC puts the bed/unit on its HIC? 

It depends on the geocode where the program is located. HPRP Rapid Re-Housing programs almost always provide rental assistance in scattered site housing. The HMIS Data Standards published in March 2010 state that "scattered-site housing programs should record the G ...

 5/20/10 Homelessness Data Exchange (HDX)  How do I count HPRP-funded hotel/motel vouchers? 

HPRP-funded hotel/motel vouchers should be included in the Housing Inventory as Emergency Shelter Overflow/Voucher beds. NOTE: HPRP funds may only be used for motel vouchers when no appropriate shelter beds are available and subsequent housing has been identified but is ...

 5/20/10 Homelessness Data Exchange (HDX)  I understand that the PIT count should always exclude Permanent Supportive Housing clients. However, on my Housing Inventory Count, there is still a field that asks for a PIT count of clients in my PSH program. How do I handle this? 

A PIT count for PSH in the HIC Inventory Details section is not mandatory. If you do not have the data available, leave the field blank. However, even though PSH clients are always excluded from the official PIT, you are encouraged to add them on the Inventory Details ...

 5/20/10 Homelessness Data Exchange (HDX)  Are error messages in the HIC linked to AHAR (for example, will there be an error message if the bed count differs in the AHAR and the HIC)? 

No, there will not be validation errors if the AHAR bed counts do not match what is reported in the HIC. The HIC reports beds at a certain period in time, in contrast to that AHAR which asks for the number of beds available over the entire year reporting period; therefor ...

 5/20/10 Homelessness Data Exchange (HDX)  Is the point-in-time count for each program entered in the housing inventory validated against the annual point-in-time count data? 

Yes. If these numbers do not match, you will receive a validation warning. Please enter a note in the Notes section of the PIT reporting category explaining the differences in the counts.

 5/20/10 Homelessness Data Exchange (HDX)  We have agencies/beds in our e-HIC that won't be entering into HMIS in the near future. Must they be included on the HIC? 

Yes. Even if they don't report into HMIS, they must be included in the HIC.

 5/20/10 Homelessness Data Exchange (HDX)  For beds that were listed as "New" last year, does the HDX now mark them as "Current" when the previous HIC is copied over for this year? 

No. You will need to go in and edit this information and combine the two inventories into one accurate, up-to-date record.

 5/20/10 Homelessness Data Exchange (HDX)  If we did not do a PIT count in 2010, what should we enter in the Point-in-Time Homeless Count Box on the HIC Inventory Details page?  

This field remains grayed-out and disabled unless you have entered a 2010 PIT date on the PIT Count page. If you do not have a sheltered PIT count for 2010, this field should be left blank.

 5/11/10 Homelessness Data Exchange (HDX)  How should the number of units for households with children be reported for programs that operate congregate facilities?  

Please refer to the following document for the FAQ answer (as it contains a figure or diagram).

 5/11/10 Homelessness Data Exchange (HDX)  What is the relationship between (1) the total number of beds for chronically homeless persons reported in the Permanent Supportive Housing portion of the Housing Inventory Chart and (2) the total number of beds for chronically homeless persons reported in 4B: Chronic Homeless Progress form? 

The total number of beds for chronically homeless (CH) persons reported in 4B: Chronic Homeless Progress form is equal to the total number of current and new permanent beds for CH persons, from all funding sources, reported in the Permanent Supportive Housing portion of t ...

 5/11/10 Homelessness Data Exchange (HDX)  How should cots, floor mats, spaces and other types of accommodations that are available typically when demand is especially high (e.g., coldest nights of the year) but are not part of the seasonal bed inventory be reported in the HIC? 

Cots, floor mats, spaces and other types of accommodations that are often available when demand is highest (e.g., the coldest nights of the year) but are not part of the stable, seasonal bed inventory should be counted as overflow beds. Accordingly, these types of accomm ...

 5/11/10 Homelessness Data Exchange (HDX)  How should the Continuum of Care (CoC) report beds that rotate among religious institutions (churches, synagogues, mosques, temples, etc.)?  

In many CoCs, religious institutions play an important role in providing temporary residential services to homeless persons. Since the supply of beds may rotate among various religious facilities and the number of beds available on any given night may vary depending on t ...

 5/11/10 Homelessness Data Exchange (HDX)  How is the HMIS bed coverage rate calculated? 

Please refer to the following document for the FAQ answer (as it contains a figure or diagram).

 5/11/10 Homelessness Data Exchange (HDX)  How should a facility that has a mix of beds for households with children and households without children report its inventory in the HIC? 

Please refer to the following document for the FAQ answer (as it contains a figure or diagram).

 5/11/10 Homelessness Data Exchange (HDX)  What is a geocode and how do I report geocodes in the HIC? 

A geocode is the 6-digit number that corresponds to a particular geographic location within a Continuum of Care (CoC). Most CoCs have multiple geographic areas and therefore multiple geocodes. An updated list of all HUD geocodes is provided annually.

Each facility ...

 5/11/10 Homelessness Data Exchange (HDX)  How should cribs be reported in the HIC? 

Cribs should not be included in the HIC.

 5/11/10 Homelessness Data Exchange (HDX)  What beds should be included in the HIC? 

The HIC is designed to accurately reflect each Continuum of Care’s (CoC) capacity to house homeless and formerly homeless persons. Thus, the HIC is a complete inventory of emergency shelter, HPRP Homeless Assistance programs, transitional housing, safe haven, and permane ...

Return to Topics
Topic: General HDX
Date Program/System Question Answer
 5/20/10 Homelessness Data Exchange (HDX)  Who can read, enter, delete, change, or submit data in HDX? Who can change these “rights”? 

Only the CoC primary contact has the ability to assign the “rights” to read, write (enter, delete, or edit), or submit data in each of the four reporting categories (HIC, PIT, AHAR, Pulse). Multiple people can have rights to read or write data. However, only one person ...

 5/20/10 Homelessness Data Exchange (HDX)  How do we change the primary contact? 

To request a change in the primary contact or to reassign write and submit rights when a contact person is unavailable for a significant amount of time, please submit a request on hudhre.info through the Virtual Help Desk. You will need to upload a PDF of a written reque ...

 5/20/10 Homelessness Data Exchange (HDX)  Can I use my e-snaps login to access the HDX? 

No. The HDX login is the same as the HMIS.info login. It is not the same login as e-snaps.

 5/20/10 Homelessness Data Exchange (HDX)  How do I change my HDX login password? 

If you would like to change your HMIS.info password (which is used for HDX), you need to log into hmis.info and click on My HMIS.info to navigate to the Change Password page (

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 5/20/10 Homelessness Data Exchange (HDX)  How do I obtain an HDX login? 

If you already have an HMIS.info account, the same login can be used for the HDX. If you do not have an HMIS.info account, or you forget your login or password, please use the links on the HDX login page to create an account or receive a reminder with your login details. ...

 5/20/10 Homelessness Data Exchange (HDX)  Can I enter information into HDX instead of HMIS? 

No. HDX is HUD’s online data reporting website and is not meant to replace your local HMIS. You only enter summary information from your HMIS into the HDX.

 5/20/10 Homelessness Data Exchange (HDX)  How do we know who the primary contact is for our CoC?  

The CoC primary contact is the person listed in the most recent CoC application unless another person has been identified by HUD since that time. If you are unsure of your CoC’s primary contact, you can look up the name at

 5/20/10 Homelessness Data Exchange (HDX)  What is the website for HDX? 
 5/20/10 Homelessness Data Exchange (HDX)  If the primary contact removes a user from the HDX in the Admin tab, does this delete their HMIS.Info account? 

No. The only way to delete an HMIS.Info account is through www.HMIS.info. You may re-add this user in HDX even after she/he has been removed without creating a new HMIS.Info account.

 5/20/10 Homelessness Data Exchange (HDX)  Multiple users have "write" access for our CoC. Can one person over-write another person's entries? And will the system indicate who the last person to "write" was? 

Yes, anyone with "write" rights can "over-write" someone else's entries. And yes, the 'Reporting Status' page of each section shows who made the most recent update.

 5/20/10 Homelessness Data Exchange (HDX)  Can multiple users work in HDX at the same time?  

Yes, but users should be aware that they may overwrite each other’s work.

 5/20/10 Homelessness Data Exchange (HDX)  Do individual programs need to register to use HDX? 

No. HDX access is only for those who are working on the Housing Inventory Count and the Point-in-Time count for the CoC. If you are unsure of whether you need access, please check with your CoC primary contact.

 5/20/10 Homelessness Data Exchange (HDX)  If I had access to the AHAR Exchange, will I have access to HDX? 

All individuals that had access to AHAR Exchange now have access to HDX. However, they will not be able to access the Housing Inventory Count and PIT Count sections for the CoC unless the primary CoC contact sets up the individual with “read”, “write” or “submit” privile ...

 5/20/10 Homelessness Data Exchange (HDX)  Is there a way to tell who has last updated our community’s data in HDX? 

Yes, in the Reporting Status tab in all reporting categories (HIC, PIT, AHAR, Pulse) the name of the person who made the last update to the data is displayed, as well as the date these changes were made.

 5/20/10 Homelessness Data Exchange (HDX)  I don’t understand some of the validation errors and warnings. How can I find out what they mean? 

Each validation error is explained in the pop up message that appears on your screen. Please send a message through the message function if it is still unclear.

Return to Topics
Topic: Point-in-Time (PIT)
Date Program/System Question Answer
 5/20/10 Homelessness Data Exchange (HDX)  We conducted one PIT count of just sheltered persons and one for just unsheltered persons. How do we report these? 

Within the PIT reporting screen, you must select whether you are reporting a sheltered count, an unsheltered count, or a sheltered and unsheltered count. If the counts took place on two different dates, you should enter them separately. For example, you may have conduct ...

 5/20/10 Homelessness Data Exchange (HDX)  We didn’t conduct a 2010 PIT count. Should we submit the count from 2009? 

Yes, you should enter the 2009 count data with the correct 2009 date in the HDX by the May 31st deadline. You may also submit counts from prior years if you wish.

 5/20/10 Homelessness Data Exchange (HDX)  Do people in Permanent Supportive Housing count as persons listed in our PIT? 

No. Persons counted in permanent supportive housing should not be included in the PIT count of homeless persons reported to HUD.

 5/20/10 Homelessness Data Exchange (HDX)  Do people in HPRP Rapid Re-housing or Homelessness Prevention Programs count as persons listed in our PIT? 

No. The 2010 PIT homeless person counts should not include persons residing in beds/units funded by HPRP as part of a Rapid Re-housing or Homelessness Prevention Program, with the exception of persons in hotel/motel voucher beds paid for with HPRP and that are included i ...

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