What are the United States SBA/DLA Settings for under the Administration|Configuration menu option?
There are several default configurations that affect your EDMIS export process. You can find the "United States SBA/DLA" pane under the Administration|Confguration menu. The settings here are intended for both SBA funded programs and DLA funded programs. In this FAQ we will discuss the SBA EDMIS default settings, the ASBDC Impact Survey settings and the DLA 1806 settings:
The first section helps manage your EDMIS settings. Ideally, you review these settings every few months to make sure that the default EDMIS settings are still appropriate for your program. While you may not make a lot of changes to these settings, it is important to review them periodically to ensure that they still accurately reflect the parameters of your program.
- 1. EDMISrx Validation Day & Email
- 2. Center ZIP Codes
- 3. Invalid Start Dates
- 4. Invalid Client Types
- 5. Default Funding Source(s)/Center(s)
- 6. Require a business to have at least one employee?
EDMISrx is an automated monthly error-checking feature that OutreachSystems provides to help notify you of potential EDMIS errors before the quarterly exports.
By selecting a day of the month and an email address for our two EDMISrx settings, you are registering for this free service. On the day of the month that you select, OutreachSystems will automatically generate a test EDMIS export run. message with your warnings, and you can view any potential errors in Neoserra under the MAnage|EDMIS menu option.
The EDMISrx email message we will include warning notifications letting you know if Neoserra will convert any of your unknown or undefined data selections to an acceptable choice for EDMIS. For example, Neoserra allows you to set "Ownership Gender" to "Choose not to respond", however, this is not an accepable option in EDMIS. As such, to be able to export your data to EDMIS, Neoserra will export all clients with the option "Choose not to respond" as male-owned companies. We strongly encourage you to review all warnings and update your data, as appropriate. While the EDMISrx email will tell what conversions Neoserra will make during the export process, it will not actually change your records, except for the changes initiated by the 2 checkboxes described below:
- Automatically convert all invalid start dates to the date of the earliest counseling/training session in reporting period?
- Automatically correct invalid SBA Client Type on client record?
Invalid records that are known to cause errors in EDMIS will be listed in the Neoserra EDMIS Export interface. You will be able to view all the errors that Neoserra encountered during the test export. Simply go to Manage|EDMIS|Exports and click to "View" the most recent test export and you will see the errors (if any) on the individual tabs of the export:
The EDMISrx service, along with the Data Maintenance menu option, is a great way to keep on top of any data correction that may need to take place prior to your actual quarterly export to EDMIS.
In the "Day of the month for EDMISrx validation" field, enter the day of the month when you want OutreachSystems to run a test export for you. Keep in mind that this export is NOT sent to EDMIS, it is solely intended for your internal purposes.
In the EDMISrx email recipients" field, enter the email address(es) of the people who should be receiving the EDMISrx email notification. You can separate multiple addresses with a comma.
Checking the Check here to include the center's ZIP Code on records missing a ZIP Code? checkbox will ensure that all your clients and training events are exported to EDMIS with a ZIP code. ZIP codes are required in order for EDMIS to process your records, however, there may be times when you don't have a ZIP code for an online event, or when a client fails to provide you with a ZIP code. If this happens, and this checkbox is checked, then Neoserra will automatically insert the center's ZIP code in the client/training event record during the export process. As noted above, it will not permanently alter your client and/or training records in your database.
EDMIS requires that a client's signature/start date fall on or before the date of the client's first session, whether that be a counseling session or training session. Neoserra attempts to guard against noncompliance of this rule, but errors can be introduced through atypical data entry activity (i.e. when the user adds sessions after-the-fact, or when a client's application is processed after the training event). When selected, the Automatically convert all invalid start dates to the date of the earliest counseling/training session in reporting period? option corrects any invalid start dates at the time of EDMIS export generation.
It should be noted that this conversion will only affect clients who have not yet been accepted by EDMIS, with sessions in the current reporting period, and only for those sessions matching the "Default Funding Source(s)" listed below on the configuration screen.
It is OutreachSystems recommendation that you turn this check box ON. Why? Because it is quite common to enter or accept a client into Neoserra the day after a training event in which case the client's start date will default to the day that they are added to the Neoserra database. However, in the case of training clients this would not be valid because the event actually took place a few days earlier. Rather than having your users try and back-date the client start date, Neoserra can automatically do this for you if you turn this checkbox on.
EDMIS requires that a client's SBA client type (as designated in the client record) match the contact type (e.g. face-to-face, online, etc.) indicated in the client's initial counseling session. As with invalid start dates, Neoserra attempts to guard against this, but errors can be introduced when sessions are added out-of-order. When selected, the Automatically correct invalid SBA Client Type on client record? option corrects any discrepancies at the time of EDMIS export generation.
This setting allows you define the default funding source(s) for all EDMIS exports. When you initially create an export, its funding source filter will default to whatever is set in the Funding source(s) of activity configuration, but it can always be overridden at the time of EDMIS export generation.
It's important to note that the default funding source(s) chosen here also affect EDMIS validations. Let us explain: Neoserra has several built-in validations in place for SBA-funded counseling sessions and conferences. These validations help ensure that the data in your database meets all the requirements set forth by SBA and the EDMIS system. For example, all counseling sessions uploaded to EDMIS must specify a "Counseling Area", which may not necessarily be required for records not uploaded to EDMIS. By default, these validations are in place for only those counseling sessions and training events that are funded by SBA, but Neoserra will also apply these same validation checks to counseling session and training event records created under any funding sources selected here.
Furthermore, the funding sources selected here will also determine what sessions are included in the long-term client indicators on the home page and on each client's record; and the funding sources are used for the ASBDC Impact Survey.
The Center(s) to be included in export to EDMIS setting allows you to define the default center(s) for all EDMIS exports. When you initially create an export, its center filter will default to whatever is set here, although you can always override the default at the time of EDMIS export generation.
By default, Neoserra will always require all SBA funded start-up and in-business clients to have at least one employee per the SBA guidelines. However, the SBA guidelines are actually a bit fuzzy in this respect and some SBDC programs may choose to relax this requirement. If you would like to relax this requirement, then you can uncheck this box, in which case Neoserra will allow you to create an in-business client without any employees. However, please note, that you may risk under-reporting of jobs.
The three ASBDC Settings are designed to help with the ASBDC Impact Survey export process. But before we address these three fields, it is also important to note, that the EDMIS default funding sources and centers (as confiugured above), will also be used for the ASBDC export. Per ASBDC's request and with your express permission, OutreachSystems will create an export file from your database to be used for the national impact survey, which will include your State or Region and the Signatory Name and Title to be used as the name/title from whom the survey will be sent.
If your program is funded by DLA, then it is important to let Neoserra know when your PTAC program started with the new DLA 1806-T performance metrics. This date is set to 10/1/13 by default since that was the introduction of the DLA 1806-T pilot program, but this may not have been the date when your program first started to report under the DLA 1806-T requirements:
Since Neoserra does not know when a PTAC is awarded their grant by DLA, it is important that the "DLA 1806-T Historical Start" date is set correctly to correspond to your award start date. Once set, this date should never to be edited again.
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