CRM Software for Economic Development Organizations
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Understanding the Economic Impact/Capital Infusion Scorecard (ver. 2018)

The SBA requires all SBDCs and WBCs to submit economic impact data via EDMIS. SBA initiated some new changes in 2018, and this scorecard incorporates these modifications. It should be noted, that this scorecard can only be reliably generated for dates after September 30, 2018. This scorecard utilizes some client computed metrics that were only introduced in the Neoserra system effective September 30, 2018. Some line items are dependent upon these metrics and thus cannot be calculated for periods prior to September 30, 2018.

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 the EDMIS calculations, this scorecard also includes other calculations that may be important to your operations.

This FAQ is divided into two main sections:

In order for a counseling session, milestone or capital funding event to be considered by the Economic Impact/Capital Infusion Report, the session 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

Line Items 1-6: Economic Impact Data

The first 6 headings of the Economic Impact/Capital Infusion Report track new businesses created, jobs created and retained, and changes in sales. This section, in particular, is dependent upon the new tracking tables incorporated into Neoserra effective October 1, 2018. For this reason, these line items will not yield accurate results for any periods prior to October 1, 2018. The following sections discuss how Neoserra calculates each economic impact line item on this report in accordance with SBA's requirements.

Note:Keep in mind that EDMIS only recognizes jobs for clients who are in-business with a business estabished date. For this reason, the scorecard will also ignore jobs added for pre-venture clients.

Line Item 2: New Businesses Created

This calculation mirrors the SBA's calculation of the New Businesses Created. The client's business start date must be "sandwiched" between two interactions with your program. A valid interaction can be either a counseling session or event attendance. Thus, the client must have at least one interaction (initial/follow-up counseling session or event attendance) dated prior to the company established date in order to be recognized initially 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 or update counseling session dated after the date the company was established must also occur. Remember, that the session 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. All update sessions created by Neoserra will always be reportable.

Note: 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. Thus, if the session following the business start date was recorded to a different center from the sessions recorded prior to the business start date, then this line item may not be updated for either center since the "sandwich" won't be complete for either center.

Line Item 3: Jobs Created (Full and part-time)

As noted in the introduction of this FAQ, some line items on this scorecard are dependent upon new logic introduced in Neoserra on September 30, 2018. This particular line item can only be calculated for reporting periods after September 30, 2018.

For this line item, Neoserra compares the number of employees reported in the last session of the reporting period to the number of employees reported in the last session prior to the start of said reporting period. If the difference is a negative number then jobs created will be zero.

As of October 1, 2018 SBA requires a prior year look-back in order to calculate this line item. For this reason, Neoserra was enhanced, as of September 30, 2018 with a new employee tracking table. The employee tracking table shows the total number of employees on any given date. While some data points may be shown prior to September 30th, the comparison will only work on scorecards with a start date after September 30, 2018:

Note: This line item does not look at milestone records.

Line Item 4: Jobs Retained

The next line item is also dependent upon the Neoserra job tracking table and thus can only reliable be run with reporting dates after September 30, 2018.

This line item looks at jobs retained as the total number of employees reported in the last session prior to the start of the reporting period and the last session of the current reporting period. For new clients, not existing in the prior reporting period, the employees reported in the first session of the reporting period will be used. Since this all sounds like a lot of hogwash, we created the following table to help illustrate. The number shown in green is always the lower number and will be used as jobs retained:

Total Employees last reporting period Total Employees current period Total Employees Retained
10 10 10
10 8 8
10 12 10

The most important thing to realize is that this scorecard line item is calculated by Neoserra on the fly. It is not based upon milestones! In fact, the Jobs Retained milestone is essentially obsolete with respect to SBA reporting. Administrators could inactivate this milestone, unless you need to track jobs retained differently for your other stakeholders. But for SBA's purposes, this milestone can be ignored. SBA essentially considers all jobs that the client carries over from a prior period to the current period as jobs retained.

Line Item 5: Jobs Supported

This line item was introduced in 2018 by SBA and is defined by SBA as the sum of jobs created line item and jobs retained line item. Again, this calculation is dependent upon the jobs tracking tables and thus cannot be calculated prior to September 30, 2018.

Total Employees last reporting period Total Employees current period Total Employees Retained Total Jobs Created Total Jobs Supported
10 10 10 0 10
10 8 8 0 8
10 12 10 2 12

It should be noted that this line item is based upon the client record as a whole, and thus cannot be run for a single counselor. In other words, when you restrict your scorecard to a single counselor, this line item will nonetheless report ALL jobs supported for all clients.

Line Item 6: Change in Sales

Effective September 30, 2018 Neoserra also was enhanced with a sales tracking table which is used for this line item calculation. Neoserra will report the positive difference between the latest sales data in the current reporting period and the sales value reported in the prior period assuming the client had sales values in the prior period. Clients must have received service in the previous reporting period in order to be included in this calculation.

Line Items 7-19: Capital Infusion Data

The next section includes loan and equity data as broken down as follows:

Line Items 8 & 9: SBA Loans

The first two line items under the Capital Infusion section 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. The capital funding type must be marked as "SBA Loan" in the global configuration settings, and the record must have a status of "Approved"

Line Items 10 & 11: Non-SBA Loans

These line items track the number and dollar amount of approved other than SBA loans during the reporting period. The approved types of loans that might be considered include:

  • Commercial Loan
  • Line of Credit
  • Micro-Loan
  • Other Federal Loan
  • Any other user-defined capital funding type that is marked as "Regular Loan"

Line Items 12-13: Total Loans

Line Items 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 8 and heading 10. Line Item 13 is the sum of heading 9 and heading 11.

Line Items 14-16: Equity Capital

Line Items 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, a capital funding record must also meet the following criteria in order for it to be included here:

  • 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"

Line Items 17-19: Total Capital Infusion

The final headings for the economic impact portion of the report total the number and dollar amount of both loans and equity capital received by your clients during the reporting period.

Line Items 20-36: Counseling and Training Data

The next section specifically looks at counseling sessions and training sessions. It breaks down as follows:

Line Items 21-22: Clients Counseled

Neoserra provides two client calculations. Line Item 21, Total Clients Counseled, represents the number of unique clients that received any type of reportable counseling, initial or follow-up, during the reporting period (excluding update sessions). Line Item 22, Number of New Clients Counseled, represents unique clients that received an initial counseling session during the reporting period. If the client receives counseling from two different programs in your database, then it is feasible that the client received an initial counseling session with two different funding source designations. In other words, the client may have multiple initial sessions. The client will be included in this line item if any initial counseling session falls within the reporting period and meets the funding source and centers specified in the definition.

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.

Line Items 23-24: Client Hours

Line Item 23, Total Client Hours, represents the total amount of hours spent counseling clients that were counted in line 21. Line Item 24, New Client Hours, represents the total amount of hours spent counseling those clients that were counted in line 22.

Note: Both heading 23 and 23 consider all hours associated with a counseling session (preparation + travel + contact).

Line Items 25-26: Average Hours

The next two line items will calculate the average hours each client is counseled and the average hours per session. Again, prep, contact and travel time are all taken into consideration. The difference between these two line items is best shown with a table:

Session 1 Client A Session 2 Client A Session 1 Client B Session 2 Client B Average Hours
Per Client
Average Hours
Per Session
2 hours 2 hours 3 hours 3 hours 5 (=10 hours/2 clients) 2.5 (=10 hours/4 sessions)

Line Item 27: Total Counselor Hours

Line Item 27 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 line item 21. For example, if two counselors each counsel a client for one hour, two hours total will get logged for counselors under this heading (one hour for each of them), but only one hour gets logged for the client under heading 21.

Line Item 28: Extended Engagement Clients

Line Item 28 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.

Line Item 29: Long Term Clients

Line Item 29 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.

Line Items 30-34: Total Training Events, Sessions, & Attendees

In order for a training event record to be considered under these 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)

Line Item 30 tracks the total number of training events (via training event records) that took place during the reporting period.

Line Item 31 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).

Line Item 32 totals the number of attendees for these training events, which is pulled directly from the Total Attendees field found in each training event record. Attendees that attend multiple events will be counted for each event. In other words, if Jane Doe attends three qualifying events, then she will be counted three times in this line item calculation.

Line Item 33 totals the number of unique clients who attended your events. This line item requires you to capture client details for each of your training attendees as discussed in this FAQ. If Jane Doe and John Smith from company X both attend one of your events, they will only be counted as one client. If Bob Jones from company Y attends multiple events, he will only be counted once. If Mary Roe attends one of your events and she does not have a corresponding client record (active or inactive), then she will not be included in this line item. Pre-clients are also excluded from this line item.

Line Item 34 calculates the number of hours that the instructor spends teaching the training event.

Line Item 35: Total Clients Served

This last line item provides a unique count of clients either counseled and/or trained during the reporting period. A client record must exist for the attendees of your training event in order for them to be included in this calculation. It is recommended that you capture company details for all your attendees as discussed in this FAQ. Update sessions are not taken into consideration for this line item calculation. Also, pre-clients are not included in this line item calculation, the client record can be either active or inactive.



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