CRM Software for Economic Development Organizations
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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. The checks are organized by data entry form:

All notifications on the Data Maintenance page are worth reviewing, however the tag at the end of each line will indicate whether the notification is of particular interest to SBA funded programs that upload to EDMIS and/or DLA funded programs:

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.

Client Checks

This first section includes the majority of data integrity checks.

Data Check Recommended Action
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. This is a general customer service concern, as 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.
pre-venture clients with employees that have activity in the current fiscal year Neoserra will provide a list of clients that have a current company status of "pre-venture" but who have employees listed on their client record. It should be noted that all business characteristics are NOT exported to EDMIS if the client is not in-business. Neoserra will ensure that this condition will not cause any EDMIS errors, you could be missing out on impact. You should review the client record to determine if either the business status of the client should be updated to in-business or whether the employees should be removed from the record.
in-business clients without employees that have activity in the current fiscal year Neoserra will provide a list of clients that have a current company status of "in-business" or "start-up" but who do not have any employees listed on their client record. While this will not cause errors when the client is uploaded into the EDMIS system. You should review the client record to determine if either the business status of the client should be changed to pre-venture, or whether the record needs to be updated with the correct number of employees.
counseling clients that have activity in the current fiscal year without a signature on file Neoserra will provide a list of clients that have counseling activity in the current fiscal year but who do not have a signature on file. As of 5/13/21 it is unclear as to whether the absence of a signature will cause errors when the client is uploaded into the EDMIS system. The EDMIS NG team is reviewing their signature requirements. You can capture a signature from the client as outlined in this FAQ.
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.
clients that have activity in the current fiscal year without a Zip Code Neoserra will provide a list of clients who are missing a Zip code. The absence of a Zip code will cause the client record to be rejected by EDMIS. You can turn on the Check here to include the center's ZIP Code on records missing a ZIP Code? checkbox on the SBA Settings page in Neoserra to automatically add a zip code to the missing records upon export as discussed in this FAQ.
clients that have followup (F) counseling before initial (I) counseling Neoserra will provide a list of clients whose counseling sessions appear out of order or who have multiple initial counseling session. While this particular scenario does not directly cause errors in your EDMIS export, it will cause confusion within Neoserra when setting the client's SBA Client Type which has to match the first session you had with the client. If the SBA Client Type is set incorrectly on the client record, then this will cause errors in EDMIS.

Counseling Checks

Data Check Recommended Action
reportable counseling sessions by pre-clients Neoserra will provide a list of all reportable counseling sessions, entered this fiscal year, 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. Despite being marked as reportable, these sessions will not be included in your EDMIS Export
reportable administrative sessions this fiscal year Neoserra will provide a list of all reportable administrative sessions, entered this fiscal year. Generally speaking, administrative sessions should not be marked as reportable sessions. The administrator should look to see if these sessions should be converted to initial or follow-up, or whether these sessions should be converted to non-reportable sessions. Despite being marked as reportable, these sessions will not be included in your EDMIS Export.
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 have neither prep nor contact time. Some element of time is required for all sessions and the session will be rejected by EDMIS if no time is entered.
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. While this is not an EDMIS error in and of itself, you should be aware that these sessions will not be exported to EDMIS due to the missing client record.

Milestone Checks

Data Check Recommended Action
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.

Capital Funding Checks

Data Check Recommended Action
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.
capital funding activities without any preceding counseling in the current fiscal year Neoserra will provide a list of all capital funding, dated this fiscal year where no preceding counseling session has been entered. While this will not cause an error in EDMIS, this warning is designed to alert you to potentially missing counseling activity.

Training Event Checks

Data Check Recommended Action
training events in the current fiscal year without a Zip Code Neoserra will provide a list of SBA 888 events that are missing a Zip code. The absence of a Zip code will cause the training event record to be rejected by EDMIS. You can turn on the Check here to include the center's ZIP Code on records missing a ZIP Code? checkbox on the SBA Settings page in Neoserra to automatically add a zip code to the missing records upon export, 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 and will not be exported to EDMIS.
events without attendees (dated this fiscal year up to a week ago) Neoserra will provide you with a list of all reportable SBA 888 training events that took place this fiscal year, that do not have amy attendees.

Attendee Checks

Data Check Recommended Action
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.

General Account Checks

Data Check Recommended Action
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.


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