How does ZIP Code mapping work for Distressed and HUBZone Areas?
While OutreachSystems updates the county and district data in your Neoserra database automatically each night, you are responsible for updating a client's distressed and/or HUBZone status. To make the process a little easier, we offer two mapping interfaces where your Neoserra administrator can enter a ZIP code and indicate whether that ZIP code is located in a distressed area and/or a HUBZone area.
Enter administrator-mode and then, under the Administration/Configuration option in Neoserra, administrators will see two links:
- Distressed Area Mappings
- HUBZone Mappings
Using these two separate interfaces you can associate distressed area and HUBZone properties respectively with a single 9-digit ZIP Code or with ZIP Code ranges. When a mapped ZIP Code is then entered into a client record, that record's Distressed Area and/or HUBZone fields are updated accordingly.
Each time a client record is edited and updated, Neoserra will check to see if the ZIP code in the client record corresponds to a ZIP code added in one of the two mapping interfaces. If it does, then Neoserra will update the client record accordingly. If the ZIP code is not mapped, then the user can edit the fields themselves and enter in the appropriate status.
Important fact: Neoserra will not update your client records retroactively. In other words, if you enter your ZIP code mappings today, no previously entered client record will change unless you manually edit that client record. Going forward, all clients entered newly into the system will be updated based upon the ZIP codes mapped.
The following sections describe the process of mapping ZIP Codes in detail:
Creating ZIP Code Mappings
ZIP Code mappings are created as outlined in the following set of instructions:
- Log in to Neoserra and enter Administrator mode. Click on Configuration|HUBZone Mappings to access the configuration interface.
- Click the "Add" link in the upper right corner of the screen to create a new mapping.
- From the Zip Code Mapping window, select whether you will be manually entering a ZIP Code range or allowing Neoserra to configure a set of ranges for you based on a county or city selection. (The above example assumes that the entire city of Santa Barbara, CA is supposed to be marked as distressed.)
- Next, be sure to mark the "Distressed Area" checkbox or the "HUBZone" checkbox as appropriate. Checking the box means that the ZIP codes entered in the previous step are in fact, supposed to be set to Yes. Unchecking the box means that the field will be set to No. If you do not want Neoserra to automatically map a ZIP code either Yes or No, then the ZIP code should not be entered in the interface at all.
Note: Creating zip code mappings for HUBZone areas generally speaking does not make sense. HUBZones tend to be located over multiple zip codes and a person living on one side of the street may be in a HUBZone while the person on the other side of the street is not. While you can use this feature in Neoserra, it is generally recommended that you manually refer to the map: https://maps.certify.sba.gov/hubzone/map to determine if someone is located in a HUBZone.
If you need to make changes to your existing ZIP code mappings then you can either edit or delete previously entered ZIP codes from the same Configuation|Distressed Area Mappings or Configuration|HUBZone Mappings interface, using the "Delete" and "Edit" links as shown below:
Keep in mind, that updating the mappings will only affect future edits. Existing clients will not automatically be updated. OutreachSystems can do this for you if you let us know when your zip code mappings are complete.
If your region's distressed areas and/or HUBZone areas have recently changed and you need to rebuild the mappings from scratch, then you are more than welcome to contact OutreachSystems and we can do a mass delete of all the ZIP codes that have been mapped and you can reenter your zip codes as appropriate.
OutreachSystems can also update all your client records to bring them in line with the new updated zip code mappings. Please let us know when you have completed your edits and we will push the update across your database.
Alternatively, if you only need to delete one or two ZIP code mappings then this is an easy manual process as outlined above.
Want more? Browse our extensive list of Neoserra FAQs.