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. In the 2014/2015 version of the DLA 1806-T, DLA introduced a new category of client called the "covered small business." 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 [...]

Based upon the nature of the calculations on the DLA 1806, Neoserra won't let you run the system-defined 1806-T scorecard with differing start and cumulative dates and you will get an error if you try.

While you can copy the DLA 1806-T 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-T scorecard, it is important to note that only records associated with "Active Clients" will be included on the DLA 1806-T 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 should precede any reportable counseling sessions. Clients can provide their intent to be a PTAC client in a variety of different ways:
• Via hardcopy signature
• Via electronic signature on eCenter Direct
• On a training event sign-in page that includes the "intent" language

Note: If a client attended a training event and they indicated their intent via a hardcopy signature, and this signature has not been uploaded into Neoserra on the client record using the "(update manually)" link, then Neoserra may show a yellow warning sign on the attendee list next to this client. This yellow warning lets you know that Neoserra does not have the necessary documentation for this client. The yellow warning is just that: a warning. It does not exclude the client from being included on the DLA 1806, but it may warrant your attention.

and

• Have government contracting potential as indicated by the "Government Industrial Base Readiness?" 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-T should not be customized on custom scorecards. 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 "DLA active" in the prior reporting period but received either 30 minutes of counseling services and/or attended training during the current reporting period. This means that a client that started with your program in 2010 and received services in 2010, could come back in 2020 and seek assistance again, as a new client.

All clients will be "New" in the first year that the PTAC reports under the DLA 1806-T requirements, which for most programs is 10/1/2014 as set on the SBA/DLA Panel under the Administration|Configuration menu option.

Real-World Scenarios

Given the above requirements, no client, nor their counseling time or awards, will be included on the DLA 1806-T 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-T 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-T. 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-T 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-T 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-T Report in accordance with DLA’s requirements.

• Heading 7: New Clients
• Headings 8: Active Clients
• Heading 9: Counseling Time
• Headings 10: Participated Events
• Heading 14: Contract Awards by Federal Agencies
• Heading 15: Contract Awards by State and Local Agencies
• Heading 16: Subcontract Awards
• Heading 17-20: Survey Responses

Heading 7: New Clients

The first heading (heading 7) found on the DLA 1806-T Report is titled "New Clients". 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 starts operations or when they start reporting under the 1806-T requirements. All programs are assumed to have started 10/1/13 with the DLA 1806-T reporting requirements,

• 7. New Clients - 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 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 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 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 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-T 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;
• Attended a participated training event in the 12 months prior to the reporting end date;

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: "Participated by Center?" 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

The participated events are further broken down by the total number of hours. Line item 10.a. provides the total hours of actual training of participated events. Line item 10.b. provides the "outreach hours" of the events which is the multiplication of the hours per event, multiplied by the attendees to that event. Thus, if you have one participated event with a 2-hour duration and 6 attendees, and another event with a 3-hour duration and 5 attendees then the outreach hours would be (2*6) + (3*5) = 27 hours. Just to be clear, it is not a calculation of all hours times all attendees.

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

Heading 17-20: Survey Responses

If you use Neoserra as your survey tool, then Neoserra can also generate your DLA 1806 line items 17-20, however, these will not automatically populate on the system-defined DLA 1806 scorecard. First, you will need to create your survey and distribute it to your clients as discussed in the FAQ titled: How to create DLA Satisfaction Surveys.

Once the survey has been created and you have started to receive your responses then you can now add the weighted average of the responses to your scorecard. In total you will need to create 4 line items with line items 2, 3 and 4 essentially being the same structurally:

• Number of Survey Respondents: This line item will count the total number of responses you have received during the perior. Keep in mind, that per DLA's guidelines a client may respond multiple times during the period which is why you will not want to count number of unique clients.

  

• Results Survey Question #1/2/3: The next three line items will will each use a different question from your survey but the scorecard line items are basically the same:

  

  Note, that you will want to format this question with 2 decimals as noted in red above. Furthermore, when you select the question from your survey, be sure to choose the "Sum of question" option so that all the responses are totaled together (as shown in orange above). Last but not least, you will need to divide the question (see blue above) by the total number of responses to get the weighted average.

Of course, if you use a different surveying tool then you will not be able to add the survey responses to your Neoserra scorecard.

Want more? Browse our extensive list of Neoserra FAQs.