How to use the "Self-Calulating" PIT data collection tool
Author: Amy Highness | Date Created: 1/14/2026 | Date updated: 1/15/26
What this is
This guide provides instructions to use the Self-Calculating PIT Excel Workbook for emergency shelters and transitional housing projects that do not use HMIS. You can use this workbook to help calculate your Point-In-Time Count (PIT) totals and give those totals to ICA.
What you need to know
The information you report should match the clients who were enrolled in your program on the night of the Point-in-Time (PIT) count. After you enter your clients’ information into the workbook, use this article to learn how to export and submit the numbers from the PIT Count tab.
If you are submitting your project's PIT counts via PIT Live, you do not need to complete this workbook.
In this article
- How to complete the client level data tab
- How to complete the PIT Count tab
- How to export the PIT Count tab
- How to submit your PIT Count report
First download the the Self-Calculating PIT Excel Workbook and complete the client-level tab.
How to complete the Client-Level Data tab
Use this tab to enter one row for each client your program served on the night of the PIT count. The workbook will automatically calculate your totals.
Client ID
- Use the prefilled ID or your agency’s ID.
- Each ID must be unique and match the correct client if questions come up.
Household ID
- Assign one ID to the entire household.
- All household members must have the same Household ID.
Household Type
- Select the correct type, even for single-person households:
- Adult Only: All household members are age 18 or older
- Adult & Child: At least one adult (18+) and at least one child (under 18)
- Child Only: All household members are under age 18
Age
- Enter the client’s age on the PIT night.
- If unknown, enter your best estimate.
- Do not leave blank.
Race & Ethnicity
- Select one option per person.
- If multi-racial, select Multi-Racial.
Tribal Membership
- Select the Minnesota-based tribe if the client is enrolled.
Veteran Status
- Mark Yes only for clients with active-duty service.
- Mark No if they decline or were not active duty.
- Mark N/A (Child) for anyone under 18.
Parenting Youth / Child of Parenting Youth
- Parenting youth: under 25, with a child under 18, and no adult 25+ in the household.
- Mark children of parenting youth accordingly.
- Errors will be flagged if ages or household types don’t match.
Unaccompanied Youth
- Under 25 and not with an adult 25+ or children.
- Households may include multiple unaccompanied youth.
Chronic Status
- Mark Yes only if the client meets all chronic homelessness criteria.
- Otherwise, mark No.
Adult Conditions (18+)
- Serious Mental Illness
- Substance Use Disorder
- HIV/AIDS
- Fleeing Domestic Violence
- Leave these blank for children.
Tip: Color-coded alerts in the workbook help catch errors—fix any red or pink fields before submitting.
Sometimes alerts appear because other fields in the same row are not filled in yet. We recommend completing the entire row before trying to fix any alerts.
If you’re not sure why an alert is showing, contact mnpit@icalliances.org for help.
How to complete the PIT Count Tab
After you finish the Client-Level Data tab, the PIT Count tab will automatically create the PIT totals for your project.
- Enter your program information at the top of the tab.
- Review the numbers in each section to make sure they are correct.
- For each section, check that the number of households and number of people match who your program served on the night of the PIT count.
- If the numbers do not match, go back to the Client-Level Data tab and fix any errors.
- When the data is correct, you will see a green check mark at the bottom right of each section.
- If you see a red “X”, click it to see what is wrong and how to fix it.
How to Export the PIT Count Tab
To submit your completed Excel file to ICA:
- Make sure the PIT Count tab is open.
- Click File.
- Click Save a Copy.
- Name the file.
Include your agency name and project name in the file name
(example: AgencyA_ProjectX_Self-CalculatingExcel_PITCount.xlsx).
- Click Save.
How to submit your PIT count report
Things to remember before you submit
- Send both completed tabs in the workbook to ICA for review.
- Do not include any information that could identify clients.
- Keep a copy of the full Excel file, including all client-level data, for your records and in case ICA needs to follow up with you.
Upload your completed workbook to the repository. Then, email mnpit@icalliances.org to let us know you’ve finished. Include in your email: your agency name, project name, and the best way to reach you. ICA will review your submission and contact you if we have any questions or need more information.
If you don’t want to submit the Client-Level Data tab, you can enter your PIT Count numbers into a separate Fillable Workbook and upload that to the repository instead.