What are the Data Maintenance checks that Neoserra automatically performs?
There are a number of database checks that Neoserra performs that are reported at the top of the Neoserra dashboard page in the yellow ribbon. The yellow ribbon is only displayed for the system administrator to see. The maintenance pages can also be accessed from the Administration|Data Maintenance menu selection.
The database checks are designed to alert the administrator of any data inconsistencies or oddities in the database. If there are no data maintenance issues to be aware of then the maintenance page will be empty and the yellow ribbon will not be shown upon login. The following checks are performed automatically by Neoserra:
|Data Check||Recommended Action|
|initial/follow-up counseling sessions with active clients in the last 12 months that are non-reportable||Neoserra will provide a list of all initial and follow-up counseling sessions entered in the last 12 months that are non-reportable. It will only include sessions with clients - not sessions with pre-clients. Since non-reportable sessions are generally speaking not included on scorecards it is important to check these sessions and verify that they should have been non-reportable.|
|reportable sessions in the last 12 months with zero counseling time (prep+contact)||Neoserra will provide a list of all reportable sessions with clients, entered in the last 12 months, that do not have either prep or contact time. If a client has been entered into the database but no initial of follow-up sessions have been recorded with the client then either the counselor may have forgotten to log the session, or the client is not getting serviced. Either way, the counselor who is responsible for the client should be made aware.|
|reportable counseling sessions by pre-clients||Neoserra will provide a list of all reportable counseling sessions, entered in the last 12 months, for pre-clients. Generally speaking, pre-clients should not have any reportable sessions associated with them because they have not met the criteria to be a client. The administrator should look to see if these pre-clients should be converted to clients or whether these sessions should be converted to non-reportable sessions.|
|clients marked as exporters missing export countries||Neoserra will provide a list of all clients who are marked as exporters but who are missing the countries to which they export. If a client is an exporter, then per SBA guidelines, the client should identify what countries they are exporting to. Failing to provide this information will cause errors within the EDMIS systems.|
|active clients with signature/start dates with the past year without initial/followup counseling||Neoserra will provide a list of all clients with a signature start date in the within the last 12 months, but who do not yet have an initial or follow-up counseling session. These clients could be falling between the cracks and may need follow-up.|
|active clients that have a current company status of in-business or start-up but who do not have a date established||Neoserra will provide a list of clients that have a current company status of "in-business" or "start-up" but who do not have a date established. Not only is the established date important to know how long a client has been in business, the absence of a date will also cause errors when the client is uploaded into the EDMIS system.|
|non-reportable capital funding activities||Neoserra will provide a list of all capital funding, entered in the last 12 months, that have been marked as non-reportable. Generally speaking, most programs will want to get credit for all capital funding obtained by their client. If a capital funding record is marked as non-reportable the administrator may want to review to see if it should have been reportable.|
|non-reportable milestones||Neoserra will provide a list of all milestones, entered in the last 12 months, that have been marked as non-reportable. Generally speaking, most programs will want to get credit for all milestones achieved by their client. If a milestone record is marked as non-reportable the administrator may want to review to see if it should have been reportable. The only milestone types that are excluded from this check are the "Survey Completed" milestone and the "Agreement Text" milestone.|
|client deletions are currently pending||Neoserra will provide a list of clients pending deletion. To delete a client from Neoserra it will require a two step process. Any user with delete permissions can delete a client, but then the administrator will need to do the final deletion from the Administration menu. Until the client is deleted by the system administrator, it is merely "pending deletion" meaning this client and all their activity will continue to be included on all scorecards as discussed in this FAQ.|
|active accounts that have not been used for more than half a year||Neoserra will provide a list of active user accounts that have not been used for more than half a year (180 days). In order to maintain the integrity and security of your database it is important to inactivate user accounts belonging to staff members who are no longer with your organization. Neoserra tries to identify those users who may no longer be active and whose login account should be inactivated as discussed in this FAQ.|
|active accounts that have never logged in||Neoserra will provide a list of active user accounts that have never logged in. In order to maintain the integrity and security of your database it is important to inactivate user accounts that are not being used. Neoserra tries to identify those users who are not using their Neoserra log in accounts for access. Keep in mind, that some of these users may be brand new to your organization and simply have not yet had a chance to log in.|
|counseling sessions without clients (dated between one year and one week ago)||Neoserra will provide you with a list of counseling sessions that have been entered into the database without a client association. Most of these sessions have probably been entered via the postbox feature and were emailed to email addresses that were not associated with any existing client record at the time of the email exchange, as discussed in this FAQ.|
|training events (in the past 12 months) without an approval date||Neoserra will provide you with a list of all training events that took place in the last 12 months, that do not have a reporting date filled in. Any training event without a reporting date, will not be reported on your scorecards.|
|training attendee(s) this fiscal year that are pre-clients||This error will only occur in Neoserra databases with an "SBA-personality" and the error is designed to alert administrators to the fact that some attendees will not be exported to EDMIS as clients and thus will not be counted in the client served calculation. You can resolve this by converting the pre-clients into clients.|
|training attendee(s) this fiscal year that are contacts||This error will only occur in Neoserra databases with an "SBA-personality" and the error is designed to alert administrators to the fact that some attendees will not be exported to EDMIS as clients and thus will not be counted in the client served calculation. You can resolve this by converting the contacts into clients.|
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