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Understanding the AWBC Key Performance Indicator Scorecard (ver. 2021)

The AWBC Key Performance Indicator Scorecard (ver 2021) is essentially the same as the prior version that was released in 2017: AWBC Key Performance Indicator Scorecard (v.11.1.17d) except for 4 line items changes which were made to correspond to SBA's calculations:

  • Line Item 63, "New businesses started" has been updated to count business starts in the same way that SBA counts business starts, rather than looking at milestone records.
  • Line Item 70, "New jobs created" has been updated to count total jobs created in the same way that SBA counts jobs created, rather than looking at milestone records.
  • Line Items 71/72, "FT jobs created" and "PT jobs created" take line item 70 and break it out by full-time and part-time jobs respectively. While this is not a breakdown that SBA tracks, the line items do use the same SBA logic as the total jobs created.

It is important to note that while this scorecard attempts to mimic the SBA calculations as much as possible, there are a number of line items that are unique to the AWBC way of evaluating contacts and performance. The scorecard is different from all other system-defined scorecards where Neoserra will only consider client records. Custom logic has been added to the scorecard module to handle the tracking and reporting of contact data. However, the contact tracking is only as accurate as your data entry. If you do not track contacts on your counseling session records, then Neoserra will not be able to accurately report on these contacts.

Furthermore, in order for any activity to be considered by the AWBC Key Performance Indicator Scorecard, the activity must:

  • Have the Reportable? check box selected
  • Have a date 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

In this FAQ we will break down all the line items and explain how each line item is calculated by Neoserra. The scorecard itself is organized in different sections, and those same sections are used within this documentation:

There are also a number of line items that are NOT included on the system-defined scorecard. In particular, all line items related to household income are not tracked, at this time, in Neoserra. Additionally, the satisfaction survey questions are not included since every center will survey their clients differently. You will need to generated these two scorecard line items yourself based upon your specific satisfaction survey, as discussed in this FAQ.

Who did we serve?

The first section of the AWBC Key Performance Indicator Scorecard tracks the types of individuals who have been serviced by the WBC. Neoserra will track all contacts that have had any interaction with the WBC program, either via counseling, training or simply by virtue of having contacted the center with a question as tracked within the Inquiries record type.

All contacts served

This is an unduplicated count of contacts serviced by the WBC either by having been counseled, trained or simply asked a question as track within the inquiries module. If the contact received counseling and training services from the WBC, then they will only be counted once.

Women served

This line item is a subset of "All contacts served" and identifies the total number of women served.

Disabled people served

This line item is a subset of "All contacts served" and identifies the total number of contacts who are disabled.

Minorities served (incl. Hispanics)

This line item is a subset of "All contacts served" and identifies the total number of contacts who are minorities. For purposes of this scorecard, minorities are defined as anyone of African American; Asian; Native Hawaiian/Pacific Islander; Native American or Alaskan Native descent. It also includes all Hispanics. Since it is possible to be either a black hispanic person and/or a white hispanic person, the subsequent breakdown by race and ethnicity may (or may not) add up to the total of minorities served.

New contacts served (new in current FY)

This line item is a subset of "All contacts served" and identifies the total number of contacts who are new this fiscal year. In other words, who had not been in contact with the WBC prior to this fiscal year.

Active duty military

This line item is a subset of "All contacts served" and identifies the total number of contacts who are active duty military.

Military veterans

This line item is a subset of "All contacts served" and identifies the total number of contacts who are veterans.

Long Term Clients (in all years served)

Long-term counseling clients are defined clients who were served this fiscal year for any amount of time, but who have received a total of 5 or more hours of counseling (including preparation time) in all years served. NOTE: This is not the same as SBA's definition of long term clients, which measures long term clients as having 5+ hours of counsling in the current fiscal year only.

Start-up/in-business clients served

This is an unduplicated count of clients that were either in start-up mode or in-business clients at the time of their first counseling session this fiscal year. Clients that were pre-ventures at the time of the first counseling session this fiscal year, will not be included. This number is also broken out separately by start-up vs. in-business clients.

Preventure

This is an unduplicated count of clients that were pre-venture clients at the time of their first counseling session this fiscal year. Clients that started their business after their first counseling session this fiscal year, will not be included.

Type of Business

This second section of the AWBC Key Performance Indicator Scorecard lists the types of businesses that have been serviced by the WBC. Neoserra will breakout each SBA recognized business type. The AWBC Annual Impact Survey only wants you to report the top three most common types of businesses served.

Business Development Services

The next section of the AWBC Key Performance Indicator Scorecard focuses specifically on counseling and/or training services provided by the WBC. In other words, this section does not include any inquiry records.

Contacts receiving business development services (counseling/training)

This is an unduplicated count of contacts who received either counseling and/or training services from the WBC. If the contact received both counseling and training services from the WBC, then they will only be counted once. Similarly, if they were counseled multiple times throughout the reporting period, they will still only be counted once. However, if two contacts, Jane Doe and John Doe, from the same company received services, then both contacts will be counted in this line item.

Contacts receiving counseling services

This is an unduplicated count of contacts who received counseling services from the WBC. In other words, if the contact was counseled multiple times throughout the reporting period, they will only be counted once. However, if two contacts, Jane Doe and John Doe, from the same company received counseling services, then both contacts will be counted in this line item.

Counseling hours

This is the total prep and/or counseling hours provided by the counselor during counseling. It is important to note, that if both Jane and John Doe, from the same company, were counseled on the same day, by the same counselor, then the counselor time will be considered here. In other words, if both Jane and John met with the counselor for 1 hour, then only 1 hour will be reported (not one hour per contact).

Total counseling sessions

This is the total number of counseling sessions conducted during the reporting period. If Jane and John Doe attended the same counseling session, then this session will only be counted once.

Training

The next section of the AWBC Key Performance Indicator Scorecard focuses specifically on training services provided by the WBC. In other words, this section does not include any inquiry or counseling session records.

Contacts trained (unduplicated)

This is an unduplicated count of contacts who attended one or more training events provided by the WBC. Note, that only contacts with a status of "Attended" will be included. Contacts that canceled or didn't show up, for example, will not be included. If someone attended multiple events, then they will only be included once.

Contacts trained (total seats filled)

This is a total count of contacts who attended a training event provided by the WBC. Note, that only contacts with a status of "Attended" will be included. Contacts that canceled or didn't show up, for example, will not be included. If someone attended multiple events, then they will be counted for each event they attended.

Training events

This is a total number of training events provided by the WBC. Below this line item you will see the breakout by online vs. in-person training events.

An online event is any event with a Program Format of either "Online Course (pre-recorded)", "Teleconference" or "Online Meeting (live)". If you have created any other Program Format that are conducted on-line, then you will need to add them to scorecard rule filter selection.

The in-person events are all events that are not marked in the Program Format field as either: "Online Meeting (Live)", "Teleconference" or "Online Course (Prerecorded)". In other words, it looks for all other Format types that are not considered to be on-line events. .

There is also a breakdown for all events with more than three sessions, as indicated by the "Number of Sessions" field on the training event record.

Networking events

This is a total number of outreach events your program participated in as recorded under the Professional Development module with a session type of "Outreach." It is important to note that this line item does not draw from the training event record type.

Business Starts

The next section of the AWBC Key Performance Indicator Scorecard focuses specifically on business starts.

Businesses started during service year, or the year prior

The first line items tracks all businesses that started during the year before or during the reporting period. Pre-clients are specifically excluded. NOTE: The date from which to start tracking will need to be edited each year! The AWBC Key Performance Indicator Scorecard has a hardcoded business start date of 10/1/15 as per the definitions. However, if this same scorecard is generated again next year, then this date will, presumably, need to be edited accordingly. This can be done by making a copy of the system defined scorecard and then editing this line item on your custom copy.

New businesses started

As noted on top, this line item 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 (update sessions do not count in this case). However, the event attendance must be dated after 10/1/18 since this is the date when EDMIS and SBA first accepted training sessions as part of the sandwich rule.

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. Why? Because when you run this line item for a single center or a single counselor then the sandwich must be completed by that singular center or counselor. In other words, if the scorecard is restricted to a center/counselor then that center/counselor must satisfy the "sandwich rule" with one session performed within the center or by the counselor before the client goes into business and one session performed within the center or by the counselor after the client starts their business.

Business Financing

This section of the AWBC Key Performance Indicator Scorecard focuses specifically on capital funding provided by the WBC.

Business financing acquired

The first line item in this section provides a total amount of all capital funding obtained by your clients during the reporting period. The subsequent line item breakdowns give the total number and dollar amount of business loans obtained, which includes both SBA and non-SBA loans, and the dollar amount of all non-loan equity obtained.

Jobs Created

New jobs created

This particular line item can only be calculated for reporting periods after September 30, 2018, which is when SBA changed their method of calculation for jobs created. 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.

As noted on top, this line item calculation was changed with the 2021 release of this scorecard and it is important to note that this line item does not look at milestone records.

FT jobs created

The second line item under this section tracks the number of new full time jobs created during the reporting period. This line item is a subset of line item 70.

PT jobs created

The third line item under this section tracks the number of new part time jobs created during the reporting period. This line item is a subset of line item 70.

Jobs supported

The last line item under this section tracks the total number of jobs supported by clients that received counseling and/or training during the reporting period. This information is derived directly from the client record. Pre-clients are specifically excluded. Unfortunately, this line is not auditable because of the summation that is necessary for this rule.

Revenues and Profits

Total sales revenue generated

The line item tracks the sum of all gross revenues for clients that received counseling and/or training during the reporting period. This information is derived directly from the client record. Pre-clients are specifically excluded.

Total profits generated

The line item tracks the sum of all profits for clients that received counseling and/or training during the reporting period. This information is derived directly from the client record. Pre-clients are specifically excluded.

Businesses closed

This line item measures all clients that received either training or counseling services during the period, but have closed their operations as measured by the "Out of Business" status under "Case End Type" field on the client record. Pre-clients are specifically excluded.

Business expansion events

This line item measures all clients that have had a "Business Expansion" milestone within the reporting period.



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