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Understanding the DLA 1806-T2 (2014,2015) Scorecard

The original DLA 1806-T requirements were released in June 2013. DLA issued revised requirements in December 2014 and then updated some of the definitions in 2015. The 2014 version and 2015 version are materially the same. This FAQ addresses the revised DLA 1806-T requirements which are referred to as "T2" in this document and in the Neoserra application, to separate them from the original requirements.

There are two significant changes in the T2 requirements. First of all there is the addition of a new category of client called the "covered small business." All Neoserra databases include this field, but it is only displayed, by default, for all Neoserra databases that include one or more centers with a center type of "PTAC":

If you want to make this field visible/invisible in your database you can enter administrator-mode and click Administration|Configuration|Field Requirements. Choose the "Clients - All clients and pre-clients" and make the field visible/invisible per your program's needs.

Per the DLA definitions:

    Covered small business has the meaning provided in Section 1611 of the National Defense Authorization Act for Fiscal Year 2014 (Public Law 113-66), as implemented in the Defense Federal Acquisition Regulation Supplement (DFARS).

The law reads as follows:

    The clause described in this paragraph is a clause that requires the contractor to acknowledge that acceptance of the contract may cause the business to exceed the applicable small business size standards (established pursuant to section 3(a) of the Small Business Act) for the industry concerned and that the contractor may no longer qualify as a small business concern for that industry; and [...]

The second, and perhaps more important change, is the fact the T2 calculations do not differentiate between current period and cumulative period. The DLA 1806-T December 2014 definitions require the data to be calculated in a cumulative manner from the beginning of the cooperative agreement. In fact, Neoserra won't let you run the system-defined 1806-T2 scorecard with differing start and cumulative dates. You will get the following error if you try:

While you can copy the DLA 1806-T2 into your own, custom layout, and then run it with differing start and cumulative dates, it must be noted that OutreachSystems cannot support the resulting output.

Definitions

Before we discuss how Neoserra calculates each line item on the DLA 1806-T2 scorecard, it is important to note that only records associated with "Active Clients" will be included on the DLA 1806-T2 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. If the company has not provided their express intent to be a PTAC client then it is advised that you keep them in PRE-client status until such written intent is provided. The client start date must precede any reportable counseling sessions. Clients can provide their intent to be a PTAC client in a variety of different ways:
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-T2 should not be customized on custom scorcards. The logic of these line items is dependent upon their exact pre-programmed criteria. Some figures, such as the New Client count and the Active Client count cannot be filtered to a specific counselor.

New Clients

A particular client can be reported as "New" if they were not active in the prior reporting period. 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-T2 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/DLA 1806-T2 report.

Since Neoserra does not know when a PTAC initially participates in the pilot program it is important that the "DLA 1806-T Historical Start" date is set once (never to be edited again - not even when switching from the 1806-T to the 1806-T2 report) on the General Settings page found under Administration|Configuration This date is set to 10/1/13 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 program requirements.

Real-World Scenarios

Given the above requirements, no client, nor their counseling time or awards, will be included on the DLA 1806-T2 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-T2 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-T2. 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-T2 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.

Breakdown by Heading

Headings 7-10 of the DLA 1806-T2 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-T2 Report in accordance with DLA’s requirements.

Heading 7: New Clients

The first heading (heading 7) found on the DLA 1806-T2 Report is titled "New Clients (cumulative)". As noted earlier, a client can only be considered "New" if they were not active in the prior reporting period. All clients will be "new" when the PTAC program initially enters the pilot program (either under the 1806-T or the 1806-T2 requirements.) You will need to tell Neoserra when you started your pilot program 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/T2 report.

  • 7. New Clients (cumulative) - 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 cumulative start date, not having met the standard in the prior reporting period. 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.
  • 7a. Number of small business concerns in block 7 - 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 cumulative start date, not having met the standard in the prior reporting period. 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 and whose business size is not large or undefined.
  • 7b. Number of distressed area concerns in block 7 - 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 cumulative start date, not having met the standard in the prior reporting period. 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 and whose client record indicates that they are located in a "Distressed Area."
  • 7c. Number of covered small businesses in block 7 - 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 cumulative start date, not having met the standard in the prior reporting period. 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 and whose business size is not large or undefined and whose "DoD Covered Small Business?" checkbox has been checked.

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," a "covered small business" and/or "distressed area business concern" is determined by the client's "Business Size", "DoD Covered Small Business?" or "Distressed Area?" 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

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-T2 if they met the 30 minute criteria or if one of their contacts attended an event.

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," a "covered small business" and/or "distressed area business concern" is determined by the client's "Business Size", "DoD Covered Small Business?" or "Distressed Area?" 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 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.

Whether the time is attributed to a client who is a "small business concern," a "covered small business" and/or a "distressed area business concern", this is determined by the client's "Business Size", "DoD Covered Small Business?" or "Distressed Area?" 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 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

Heading 14: Contract Awards by Federal Agencies

Heading 14 reports on the number and amount of prime contracts by Federal agencies that were received by clients that were active on the reporting date of the award. Note: A client could be active in Q1 but not in Q4 due to the 12-month look back. Assuming the client was active on the reporting date of the award, then the award will be included in the year-end report.

Here is a breakdown of how the heading is calculated:

  • 14a. Number of prime contract awards received by active clients awarded by Federal agencies - 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" or "Other Federal". The award must be marked as Reportable and belong to a center included in the scorecard definition. Neoserra will report the total number of awards as per the "Number of Awards" field found on all qualifying award records.
  • 14b. Dollar value of awards in block 14a. - The contract award amount 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" or "Other Federal". The award must be marked as Reportable and belong to a center included in the scorecard definition. Neoserra will report the total amount of awards as per the "Award Amount" field found on all qualifying award records.
  • 14c. Number of awards received by active clients that are small bus. concerns in block 14a.- The contract award is included if the contractor that received the award was an active small 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" or "Other Federal". The award must be marked as Reportable and belong to a center included in the scorecard definition. Neoserra will consider all clients to be small business concerns unless the Business size field has been set to:
    • Large
    • Undefined
    Neoserra will report the total number of awards as per the "Number of Awards" field found on all qualifying award records.
  • 14d. Dollar value of awards in block 14c. - The contract award amount is included if the contractor that received the award was an active small 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" or "Other Federal". The award must be marked as Reportable and belong to a center included in the scorecard definition. Neoserra will consider all clients to be small business concerns unless the Business size field has been set to:
    • Large
    • Undefined
    Neoserra will report the total amount of awards as per the "Award Amount" field found on all qualifying award records.
  • 14e. Number of awards received by active clients that are covered small bus. in block 14a.- The contract award is included if the contractor that received the award was an active covered small business 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" or "Other Federal". The award must be marked as Reportable and belong to a center included in the scorecard definition. Neoserra will consider all clients to be small covered business concerns based on the client's "DoD Covered Small Business?" settings on the client record. Neoserra will report the total number of awards as per the "Number of Awards" field found on all qualifying award records.
  • 14f. Dollar value of awards in block 14e. - The contract award amount is included if the contractor that received the award was an active covered small business 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" or "Other Federal". The award must be marked as Reportable and belong to a center included in the scorecard definition. Neoserra will consider all clients to be small covered business concerns based on the client's "DoD Covered Small Business?" settings on the client record. Neoserra will report the total amount of awards as per the "Award Amount" field found on all qualifying award records.

Heading 15: Contract Awards by State and Local Agencies

Heading 15 reports on the number and amount of prime contracts by State and Local agencies that were received by clients that were active on the reporting date of the award. Note: A client could be active in Q1 but not in Q4 due to the 12-month look back. Assuming the client was active on the reporting date of the award, then the award will be included in the year-end report.

Here is a breakdown of how the heading is calculated:

  • 15a. Number of prime contract awards by all active clients awarded by State and local gov - 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" 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. Neoserra will report the total number of awards as per the "Number of Awards" field found on all qualifying award records.
  • 15b. Dollar value of awards in block 15a. - The contract award amount 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" 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. Neoserra will report the total amount of awards as per the "Award Amount" field found on all qualifying award records.
  • 15c. Number of awards received by active clients that are small business concerns in block 15.- The contract award is included if the contractor that received the award was an active small 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" 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. Neoserra will consider all clients to be small business concerns unless the Business size field has been set to:
    • Large
    • Undefined
    Neoserra will report the total number of awards as per the "Number of Awards" field found on all qualifying award records.
  • 15d. Dollar value of awards in block 15c. - The contract award amount is included if the contractor that received the award was an active small 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" 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. Neoserra will consider all clients to be small business concerns unless the Business size field has been set to:
    • Large
    • Undefined
    Neoserra will report the total amount of awards as per the "Award Amount" field found on all qualifying award records.

Heading 16: Subcontract Awards

Heading 16 reports 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:

  • 16a. Number of subcontract awards received by all active clients - 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." The award must be marked as Reportable and belong to a center included in the scorecard definition.
  • 16b. Dollar value of awards in block 16a. - The contract award amount 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." The award must be marked as Reportable and belong to a center included in the scorecard definition.
  • 16c. Number of awards received by active clients that are small bus. concerns in block 16a - The contract award is included if the contractor that received the award was an active small 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." The award must be marked as Reportable and belong to a center included in the scorecard definition. Neoserra will consider all clients to be small business concerns unless the Business size field has been set to:
    • Large
    • Undefined
  • 16d. Dollar value of awards in block 16c. - The contract award amount is included if the contractor that received the award was an active small 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." The award must be marked as Reportable and belong to a center included in the scorecard definition. Neoserra will consider all clients to be small business concerns unless the Business size field has been set to:
    • Large
    • Undefined


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