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

Understanding the DLA 1806-T (version 2013) Scorecard

Before we discuss how Neoserra calculates each line item on the DLA 1806-T scorecard, it is important to note that only records associated with "Active Clients" will be included on the DLA 1806-T scorecard. In order for a client to be considered "Active" the following criteria must be true:

  • A client must have had at least 30 cumulative minutes of reportable contact/prep time before they are considered to be an active client.
or
  • One or more contacts associated with a client must have attended at least one participated training event before the client is considered to be an active client.

Note: Unlinking the contact who attended the event, from the client record will no longer qualify the client under this second criteria.

Furthermore, all clients must:

  • Have expressly stated their intent to be a PTAC client as evidenced either by a signature start date on, or prior to, the date of the counseling session/training event; or by having an eCenter date on, or prior to, the date of the counseling session/training event. As configured by your system administrator under Administration|Configuration|General Settings
and
  • Have government contracting potential as indicated by the "Government contracting potential?" checkbox on the client record.

Note: Please refer to the FAQ titled: How can I get my clients express intent to be a client of my program? to update all your clients' agreement to your center's latest terms and conditions.

In addition to the above criteria, it is, of course, also important that:

  • The Reportable? check box is selected on the counseling session/training event record
  • The date of the counseling session/training event must fall within the last 12 months (dating back from the end date provided in the scorecard definition)
  • The session/training event is categorized under the funding source(s) specified in the scorecard definition
  • The session/training event must be assigned to the center(s) specified in the scorecard definition

Note: Unlike the other system-defined scorecards available in Neoserra, the line items of the 1806-T should not be customized on custom scorcards. The logic of these line items is dependent upon their exact pre-programmed criteria. Furthermore, due to the specific time frame calculations built-into each line item, this scorecard should always have a cumulative and end date that span an entire fiscal year.

New Clients

A particular client can never be reported as "new" more than once. But all clients will be "new" when the PTAC program enters the pilot program. In other words, all counseling time recorded with or participated events attended by clients prior to to the PTAC's participation in the 1806-T pilot shall not be used to satisfy the definition of active client. Accordingly, the PTAC has zero (0) active clients on their first DLA 1806-T report.

Since Neoserra does not know when a PTAC initially participates in the DLA 1806-T pilot it is important that the "DLA 1806-T Historical Start" date is set once (never to be edited again) on the General Settings page found under Administration|Configuration This date is set to 10/1/31 by default since that was the introduction of the pilot program, but this may not have been the date when you first started to report under the pilot progra requirements.

Real-World Scenarios

Given the above requirements, no client, nor their counseling time or awards, will be included on the DLA 1806-T scorecard until they meet these requirements. The impact of this may not be immediately apparent so the following scenario is designed to help highlight the potential impact on your numbers:

  1. Client A is a new client who is in the process of bidding on a contract but needs assistance finalizing their SAM registration. You assist them on January 15, 2015 for 20 minutes.
  2. Client A wins the contract for $50,000.00 on January 31.
  3. Client A calls your office with a question about the contract award on February 15th and you spend an additional 15 minutes with them.

When you run your quarterly DLA 1806-T scorecard on March 31, 2015, Client A will be considered an active, new client, however, their contract award of $50,000 will not be reported on the 1806-T. On February 15th, when the client won their award, they did not yet meet the qualifications for an active client.

This scenario may be less likely than the following:

  1. Client B has been a successful, long-term client and over the course of the last few years you have spent hours of counseling time with them. However, for the past 12 months they have been quietly bidding on the contract opportunities provided by you, and they have only received 15 minutes of counseling.
  2. On March 15th they proudly call your office to let you know that they have just won their biggest award to date.

Regardless of the size of the award won by client B, for purposes of the DLA 1806-T this client will not be considered an active client, nor will their award be reported. Why? Because you did not spend 30+ minutes of counseling time with them in the 12 months leading up to their most recent award.

Because DLA looks at the program as a whole, it is not possible to filter the scorecard on a per counselor basis when it comes to the new client and active client count.

Breakdown by Heading

Headings 7-10 of the DLA 1806-T scorecard provide a breakdown of clients, counseling sessions, and training events. The figures found under these headings are based on information stored in client, counseling session, and training event records. The following sections discuss how Neoserra calculates each line item on the DLA 1806-T Report in accordance with DLA’s requirements.

Heading 7: New Clients

The first heading (heading 7) found on the DLA 1806-T Report is titled "New Clients". As noted earlier, a client can only be considered "new" once. All clients will be "new" when the PTAC program enters the pilot program. You will need to tell Neoserra when you started your 1806-T participation and enter the historical start date under Administration|Configuration|General Settings. Accordingly, the PTAC has zero (0) active clients on their first DLA 1806-T report.

  • 7a. New clients (added this reporting period) - Any client who has stated their intent to be a PTAC client, and who has first come to meet the standard for active client since the current start date, not having met the standard before. Where the standard for active client shall mean any client having received at least 30 minutes of cumulative, reportable contact and/or prep time; or any client who has attended a participated training event.
  • 7b. New clients previously reported - Any client who has stated their intent to be a PTAC client, and who has first come to meet the standard for active client between the cumulative start date and the current start date, not having met the standard before. Where the standard for active client shall mean any client having received at least 30 minutes of cumulative, reportable contact and/or prep time; or any client who has attended a participated training event.

Note: Keep in mind that the above assumes that the session/training event was categorized under the funding source(s) specified in the scorecard definition, and that it was assigned to the center (or one of the centers) specified in the scorecard definition.

Whether a client is reported as a "small business concern" and/or "distressed area business concern" is determined by the client's "Distressed Area?" and "Business Size" settings on the client record. Your system administrator can map the distressed counties in your area, which will ensure that you capture all your distressed clients. Neoserra will consider all clients to be small business concerns unless the Business size field has been set to:

  • Large
  • Undefined

Heading 8: Active Clients

The second heading provides a breakdown of all active clients. In order to be counted under this heading a client must have stated their intent to be a PTAC client AND they must meet at least one of the following activity criterion:

  • Received at least 30 minutes of cumulative, reportable counseling time in the 12 months prior to the reporting end date; or since the historical start date, whichever is more recent.
  • Attended a participated training event in the 12 months prior to the reporting end date; or since the historical start date, whichever is more recent.

Note: Keep in mind that the above assumes that the session/training event was categorized under the funding source(s) specified in the scorecard definition, and that it was assigned to the center(s) specified in the scorecard definition.

Whether a client is reported as a "small business concern" and/or "distressed area business concern" is determined by the client's "Distressed Area?" and "Business Size" settings on the client record. Your system administrator can map all counties in your area to be distressed or not, which will ensure that you capture all your distressed clients. Neoserra will consider all clients to be small business concerns unless the Business size field has been set to:

  • Large
  • Undefined

Note: Whether or not a client is active in your database (i.e. the value in the client record's Status field) plays no role in heading 7's numbers. For example, even if a client was recently inactivated, they'll show as a new client on the DLA 1806-T if they met the 30 minute criteria or if one of their contacts attended an event.

Heading 9: Counseling Time

Only preparation time and contact time is reported. Travel time is not "counseling time" and is not reported. And only time spent with clients that have had at least 30 minutes of cumulative time and/or attended a participated training event will be included.

Heading 10: Participated Events

Participated events are those events marked as: "Sponsored/Participated Event?" on the training event record. If this check box isn't selected, the training event will not be counted under heading 10.

Additionally, the event must be:

  • Reportable
  • The Reporting Date field must fall within the reporting period
  • Categorized under the funding source(s) specified in the scorecard definition
  • Assigned to the center(s) specified in the scorecard definition

Headings 18-20: Contract Award

Headings 18 through 20 report on the number of prime contracts (as indicated by the Number of Awards field found in an award record) that have been awarded by a government entity during the reporting period as well as the dollar amounts of those prime contracts (as indicated by the Award Amount field in an award record).

Here is a breakdown of how each heading is calculated:

  • 18. Contract Awards by DoD - The contract award is included if the contractor that received the award was an active client on the date of the award; and the reporting date of the award falls in the reporting period. Furthermore, the award must have a contract type of: "Prime Contract Award", "SBIR Award", or "STTR Award"; and the agency type must be marked as "DOD". The award must be marked as Reportable and belong to a center included in the scorecard definition.
  • 19. Contract Awards by Federal Agencies other than DoD - The contract award is included if the contractor that received the award was an active client on the date of the award; and the reporting date of the award falls in the reporting period. Furthermore, the award must have a contract type of: "Prime Contract Award", "SBIR Award", or "STTR Award"; and the agency type must be marked as "Other Federal". The award must be marked as Reportable and belong to a center included in the scorecard definition.
  • 20. Contract Awards by State and Local Governments - The contract award is included if the contractor that received the award was an active client on the date of the award; and the reporting date of the award falls in the reporting period. Furthermore, the award must have a contract type of: "Prime Contract Award", "SBIR Award", or "STTR Award"; and the agency type must be marked as "State/Local". The award must be marked as Reportable and belong to a center included in the scorecard definition.

Line items (c) under headings 18-20 calculate all prime contract awards received by all "small business concern" clients, whereas line items (a) include all awards.

Headings 21-23: Subcontract Awards

Headings 21 through 23 report on the number of subcontracts contracts (as indicated by the Number of Awards field found in an award record) that have been awarded by a government entity during the reporting period as well as the dollar amounts of those subcontracts (as indicated by the Award Amount field in an award record).

Here is a breakdown of how each heading is calculated:

  • 21. Subcontract Awards by DoD - The contract award is included if the contractor that received the award was an active client on the date of the award; and the reporting date of the award falls in the reporting period. Furthermore, the award must have a contract type of: "Sub-Contract Award" and the agency type must be marked as "DOD". The award must be marked as Reportable and belong to a center included in the scorecard definition.
  • 22. Subcontract Awards by Federal Agencies other than DoD - The contract award is included if the contractor that received the award was an active client on the date of the award; and the reporting date of the award falls in the reporting period. Furthermore, the award must have a contract type of: "Sub-Contract Award" and the agency type must be marked as "Other Federal". The award must be marked as Reportable and belong to a center included in the scorecard definition.
  • 23. Subcontract Awards by State and Local Governments - The contract award is included if the contractor that received the award was an active client on the date of the award; and the reporting date of the award falls in the reporting period. Furthermore, the award must have a contract type of: "Sub-Contract Award" and the agency type must be marked as "State/Local". The award must be marked as Reportable and belong to a center included in the scorecard definition.

Line items (c) under headings 21-23 calculate all prime contract awards received by all "small business concern" clients, whereas line items (a) include all awards.



Want more? Browse our extensive list of Neoserra FAQs.