CRM Software for Economic Development Organizations
Phone: +1 805 967 1280 | email: sales@outreachsystems.com

Understanding the Economic Impact/Capital Infusion Scorecard

The SBA requires all SBDCs to submit economic impact data via EDMIS. Although Neoserra handles all the EDMIS calculations under the hood, this scorecard exists so that you can generate the same numbers that are submitted to EDMIS. In addition to these EDMIS numbers (headings 1-12), this scorecard includes other types of data important to your operations in an effort to provide you with one convenient, central location in which to calculate SBA's various definitions, milestones, and goals.

This help file is divided into two main sections:

Headings 1-19: Economic Impact Data

As mentioned in the previous paragraph, headings 1-19 report on the economic impact your program's assistance has had on its clients. Because this data is calculated using data found in milestone and capital funding records, it's important that you understand what makes a milestone or capital funding record eligible for consideration in this report.

In order for a milestone or capital funding event to be considered by the Economic Impact/Capital Infusion Report, milestone and capital funding records must:

  • Have the Reportable? check box selected
  • Have a date in the Reporting Date field for capital funding records or have a date in the Date field for milestone records that falls within the reporting period
  • Be assigned to the counselor specified in the scorecard definition (only applicable if the scorecard's output is restricted to a single counselor)
  • Be categorized under the funding and sub-funding sources specified in the scorecard definition
  • Be assigned to the center (or one of the centers) specified in the scorecard definition

The first 19 headings of the Economic Impact/Capital Infusion Report track new businesses created, jobs created and retained, changes in sales, approved loans, and equity capital. The following sections discuss how Neoserra calculates each economic impact line item on this report in accordance with SBA's requirements.

Headings 1-3: New Businesses Created

The first bolded heading breaks out the number of businesses that started up during the reporting period. OutreachSystems offers two sets of numbers for this heading, with each set calculated using very different criteria. It's up to you to decide which set of numbers you want to rely upon when determining your goals, although OutreachSystems generally recommends using heading 3's numbers as this line item's calculations were specifically designed to mimic SBA's method of calculating the "New Businesses Created" milestone/goal.

Heading 2: Bought/Started Business Milestones

Neoserra looks to milestone records for this information. The number of businesses started is calculated based on the number of "Started Business" and "Bought Business" milestone records.

Heading 3: New Businesses Created

This calculation mirrors the SBA's calculation of the New Businesses Created goal from EDMIS. It is a comparison of a client's business start date with the two most recent session activity dates occurring before and after that date. In order for a client to be counted in heading 3, the company must be assigned a business start date that occurs between two reportable sessions. This indicates that the company status has changed from "Pre-venture" to "In Business" as a result of ongoing center assistance.

The client must have at least one counseling session (initial or follow-up) dated prior to the company established date in order to be recognized as a pre-venture business. Once the company status has been updated to "In Business" by the entry of a date into the Date Established field, a follow-up counseling session or an capital funding session dated after the date the company was established must also occur. Remember, the counseling or capital funding session dated after the business start date must occur during the scorecard's reporting period and be designated as reportable in Neoserra in order to be counted in this calculation.

If you are using the third line item on this scorecard to reconcile with SBA's definition of "New Businesses Created," it is not recommended that you restrict this scorecard's generation parameters to a center, grouping of centers, or a particular counselor. You will get incomplete and inaccurate data if you try to run this report on a per-center or per-counselor basis because EDMIS credits all cross-center counseling to the center where the client's initial counseling session took place.

In summary, the specific criteria that must be met in order for a client to be counted in heading 3 is as follows:

  • The client record has at least one reportable counseling session or capital funding record associated with it that took place on or after the business established date (and falls within the reporting period)
  • The client record has at least one counseling session record associated with it that took place before the business established date, but on or after October 1, 2005 (the advent of EDMIS)
  • If scorecard generation criteria was restricted by center or counselor (not recommended if reconciling with SBA's definition of "New Businesses Created"), then the client record must be assigned to one of the centers and/or counselors specified in the scorecard generation criteria

Heading 4: Jobs Created

The fourth heading tracks the number of new jobs created during the reporting period. Neoserra looks to milestone records for this information. The number of jobs created is calculated using the ",Change in Full-Time Staff" and "Change in Part-Time Staff" milestone records. The total jobs reported in each of these milestones will be added together to get the total Jobs Created amount.

Jobs Created Milestone

Note: The Jobs Created milestone technically became obsolete on October 1, 2013 when the new Change in Part-Time Staff milestone was introduced. However, for historical purposes this milestone is still included for any reports generated prior to October 1, 2013.

Heading 5: Jobs Retained

The fifth heading tracks the number of jobs retained during the reporting period. Neoserra looks to milestone records for this information. The number of jobs retained is calculated using "Jobs Retained" milestone record.

Heading 6: Change in Sales

The sixth heading tracks the collective change in sales your clients experienced during the reporting period. Neoserra looks to milestone records for this information. The change in sales is calculated using "Change in Sales" milestone records. The difference between the initial milestone amount and the current milestone amount.

Headings 7 & 8: SBA Loans, Number of and Dollar Amount

The seventh and eighth headings track the number and dollar amount of approved loans given to your clients by SBA during the reporting period. Neoserra looks to capital funding records for this information. In addition to the criteria listed previously for milestone and capital funding records, an capital funding record must also meet the following criteria in order for it--and its Amount Approved value--to be calculated under headings 7 and 8.

  • The capital funding type must be the system-defined "SBA Loan," "Export Express," "Export Working Capital Loan," "Community Advantage," or "Community Express Loan"; or, the capital funding type can be a user-defined capital funding type that is marked as "SBA Loan" in the global configuration settings
  • The capital funding record must have a status of "Approved"

Note: Heading 8 directly corresponds to the SBA loan portion of SBA's "Capital Infusion" milestone/goal.  

Headings 9 & 10: Non-SBA Loans, Number of and Dollar Amount

The ninth and tenth headings track the number and dollar amount of approved loans given to your clients by any institution other than SBA during the reporting period. Neoserra looks to capital funding records for this information. In addition to the criteria listed previously for milestone and capital funding records, an capital funding record must also meet the following criteria in order for it--and its Amount Approved value-- to be calculated under headings 9 and 10.

  • The capital funding type can be either the "Commercial Loan," "Line of Credit," "Micro-Loan," or "Other Federal Loan" system-defined capital funding type; or it can be a user-defined capital funding type that is marked as "Regular Loan" in the global configuration settings
  • The capital funding record must have a status of "Approved"

Note: Heading 10 directly corresponds to the non-SBA loan portion of SBA's "Capital Infusion" milestone/goal.

Headings 11-13: Total Loans, Number of and Dollar Amount

Headings 12 and 13 total the numbers and dollar amounts of all approved loans, SBA and non-SBA alike, for the reporting period. Mathematically speaking, heading 12 is the sum of heading 7 and heading 9. Heading 13 is the sum of heading 8 and heading 10.

Headings 14-16: Equity Capital, Number of and Dollar Amount

Headings 15 and 16 total the number and dollar amount of equity capital capital fundings given to your clients during the reporting period. Neoserra looks to capital funding records for this information. In addition to the criteria listed previously for milestone and capital funding records, an capital funding record must also meet the following criteria in order for it to be calculated under headings 15 and 16.

  • The capital funding type must be "Owner Investment," "Stock Investment," "Venture Capital," "Other Equity Investment," or a user-defined capital funding type that is not marked as "SBA Loan," "Regular Loan," or "Grant" in the global configuration settings
  • The capital funding record must have a status of "Approved"

Note: Heading 16 directly corresponds to the equity capital portion of SBA's "Capital Infusion" milestone/goal.

Headings 17-19: Equity Capital, Number of and Dollar Amount

The final headings for the economic impact portion of the report total the number and dollar amount of both loans and equity capital capital fundings received by your clients during the reporting period. Mathematically speaking, heading 18 is the sum of heading 12 and heading 15. Heading 19 is the sum of heading 13 and heading 16.

Headings 20-31: Other Important Data

The final 12 headings of the Economic Impact/Capital Infusion Report calculate a variety of SBA numbers that, although not directly related to economic impact data, are convenient to have in a single report. The following sections discuss how Neoserra calculates each of the final 12 line items on this report in accordance with SBA’s requirements and definitions.

Heading 20: Total Counselor Hours

Heading 20 represents the total number of counseling hours (prep + travel + contact) logged by counselors during the reporting period. Because of the ability to assign multiple counselors to the same counseling session record and/or the ability to assign multiple clients to the same counseling session record, this number is not necessarily the same as the number found in heading 25. For example, if two counselors counsel a client for one hour, two hours total get logged for counselors under this heading (one hour for each of them), but only one hour gets logged for the client under heading 25.

Note: An initial or follow-up counseling session must meet the following criteria in order for its hours to be counted: 1) its Reportable? check box must be selected, (2) the date in its Date field must fall within the reporting period, (3) it must be categorized under the funding and sub-funding sources specified in the scorecard definition, (4) it must be assigned to the center (or one of the centers) specified in the scorecard definition, and (5) if the report's output is restricted to a single counselor, it must be assigned to the counselor specified in the scorecard definition.

Headings 21-23: Clients Counseled

Neoserra provides two client calculations under this bolded heading group. Heading 22, Total Clients Counseled, represents the number of unique clients that received any type of counseling, initial or follow-up, during the reporting period. Heading 23, Number of New Clients Counseled, represents unique clients that received their very first counseling session during the reporting period.

Note: An initial or follow-up counseling session must meet the following criteria in order for its recipient to be counted as a counseled client: 1) its Reportable? check box must be selected, (2) the date in its Date field must fall within the reporting period, (3) it must be categorized under the funding and sub-funding sources specified in the scorecard definition, (4) it must be assigned to the center (or one of the centers) specified in the scorecard definition, and (5) if the report's output is restricted to a single counselor, it must be assigned to the counselor specified in the scorecard definition. Notice that this list of criteria is less restrictive than the rules that EDMIS uses to qualify a counseling session.

Headings 24-26: Client Hours

Neoserra provides two client calculations under this bolded heading group. Heading 25, Total Client Hours, represents the total amount of hours spent counseling clients that were counted in line 22. Heading 26, New Client Hours, represents the total amount of hours spent counseling those clients that were counted in line 23.

Note: Both heading 25 and 26 consider all hours associated with a counseling session (preparation + travel + contact).

It should also be noted that, in addition to meeting the criteria listed in the previous paragraph, counseling session records, in order for them to contribute to a client's counseling hours, must also (1) have the Reportable? check box selected, (2) be categorized under the funding and sub-funding sources specified in the scorecard definition, (3) be assigned to the center (or one of the centers) specified in the scorecard definition, and (4) if the report's output is restricted to a single counselor, be assigned to the counselor specified in the scorecard definition.

Heading 27: Extended Engagement Clients

Heading 27 calculates SBA's definition of extended engagement clients. Per SBA, these clients are defined as 1) having received counseling in the current fiscal year and 2) having received at least 5 hours of counseling (contact time only) since the advent of EDMIS (October 1, 2005).

It should be noted that, in addition to meeting the criteria listed in the previous paragraph, counseling session records, in order for them to contribute to a client's counseling hours, must also (1) have the Reportable? check box selected, (2) be categorized under the funding and sub-funding sources specified in the scorecard definition, (3) be assigned to the center (or one of the centers) specified in the scorecard definition, and (4) if the report's output is restricted to a single counselor, be assigned to the counselor specified in the scorecard definition.

Note: If you are using this heading to get a feeling for how the EDMIS system determines your program's number of extended engagement clients, it is not recommended that you restrict this report's generation parameters to a center, grouping of centers, or a particular counselor. You will get incomplete and inaccurate data if you try to run this report on a per-center or per-counselor basis because EDMIS credits all cross-center counseling to the center where the client's initial counseling session took place.

Heading 28: Long Term Clients

Heading 28 is a total of long-term counseling clients. Long-term counseling clients are defined as having received 5 or more hours of counseling (including preparation time) within the current fiscal year. For the purposes of this particular heading, the current fiscal year is based upon the fiscal year as defined by the Neoserra system administrator under the Neoserra General Settings. This configuration option, titled Fiscal year start month can be accessed by administrators in admininstrator-mode from the Administration|Configuration menu.

It should be noted that, in addition to meeting the criteria listed in the previous paragraph, counseling session records, in order for them to contribute to a client's counseling hours, must also (1) have the Reportable? check box selected, (2) be categorized under the funding and sub-funding sources specified in the scorecard definition, (3) be assigned to the center (or one of the centers) specified in the scorecard definition, and (4) if the report's output is restricted to a single counselor, be assigned to the counselor specified in the scorecard definition.

Headings 29-31: Total Training Events, Sessions, & Attendees

Heading 29 tracks the total number of training events (via training event records) that took place during the reporting period. Heading 30 totals the number of sessions that took place for these training events (as entered into the Number of Sessions field found in each training event record). Heading 31 totals the number of attendees for these training events, which is pulled directly from the Total Attendees field found in each training event record.

In order for a training event record to be considered under these three headings, it must:

  • Have the SBA888? check box selected
  • Have the Reportable? check box selected
  • Have a date in the Reporting Datefield that falls within the reporting period
  • Be categorized under the funding and sub-funding sources specified in the scorecard definition
  • Be assigned to the center (or one of the centers) specified in the scorecard definition
  • Have an instructor designated in the Instructor field that matches the counselor specified in the scorecard definition (only applicable if the report's output is restricted to a single counselor)


Want more? Browse our extensive list of Neoserra FAQs.