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Understanding the Navigator Performance Reporting Requirements (ver. 2021)

The Navigator Grantees are expected to submit quarterly performance reports to SBA. The reported information will help SBA to assess grantees' program activity and the extent to which grantees are achieving desired program results and appropriately utilizing grant funds in support of the Community Navigator Program. Submission of these reports is necessary for grantee's compliance with the terms of its grant as per the OMB requirements posted here: https://omb.report/icr/202105-3245-001/doc/111590300. To track progress toward achieving the SBA goals and assess success of the program, SBA will monitor a set of performance metrics that include:

In order for a counseling session, training event or capital funding session to be considered by the Navigator Performance Reporting Requirements Scorecard, the session records must:

  • Have the Reportable? check box selected
  • Have a date in the Reporting Date field for capital funding records or have a date in the Date field for counseling session
  • Be categorized under the funding funding sources specified in the scorecard definition
  • Be categorized under the sub-funding funding sources specified in the scorecard definition.
  • Be assigned to the center (or one of the centers) specified in the scorecard definition
  • Be assigned to the counselor specified in the scorecard definition (only applicable if the scorecard's output is restricted to a single counselor)

Line Items 1-4: Clients who Received Assistance

There are, in fact, three separate line item calculations under this section:

Title Calculation
# Unique Clients Assisted with Loan Application This line item counts unique clients that had at least one reportable counseling session during the reporting period, where the Area of Assistance is one of these choices:
  • 504 Loan
  • 7(a) Loan
  • Covid Economic Injury Disaster Loan
  • Export Loan
  • Microloan
  • Other Loan
  • Other SBA Disaster Loan
  • Paycheck Protection Loan/Forgiveness
  • Restaurant Revitalization Fund
# Unique Clients Assisted with Grant Application This line item counts unique clients that had at least one reportable counseling session during the reporting period, where the Area of Assistance is one of these choices:
  • Other Grant
  • Shuttered Venues Grant
  • State/local grant
# Unique Clients Assisted with Other Applications This line item counts unique clients that had at least one reportable counseling session during the reporting period, where the Area of Assistance is one of these choices:
  • SBA Contracting Certification
  • Start-up Assistance

Line Items 5-10: Loan/Grant Applications

This section is broken out in two sections:

  • Amount Requested
  • Amount Approved

The calculations are based upon the following criteria:

Title Calculation
$ Amount Requested of Completed Loan Applications This line item counts the total amount of capital funding that has been entered into Neoserra (whether approved, denied or still in process) where the session reporting date falls within the reporting period of the scorecard and where the type of capital funding was marked as a loan.
$ Amount Requested of Completed Grant Applications This line item counts the total amount of capital funding that has been entered into Neoserra (whether approved, denied or still in process) where the session reporting date falls within the reporting period of the scorecard and where the type of capital funding was marked as a grant.
$ Amount Approved of Completed Loan Applications This line item counts the total amount of capital funding that has been approved. The session reporting date must fall within the reporting period of the scorecard and the type of capital funding must be marked as a loan.
$ Amount Approved of Completed Grant Applications This line item counts the total amount of capital funding that has been approved. The session reporting date must fall within the reporting period of the scorecard and the type of capital funding must be marked as a grant.

Line Items 11-21: Counseling Hours

This section of the scorecard tracks counseling session time (prep + contact time) based upon certain areas of counseling selected:

Title Calculation
# Counseling Hours to Develop and Submit Loan Applications This line item counts total prep and contact time entered in the reportable counseling session records where the Area of Assistance is one of these choices:
  • 504 Loan
  • 7(a) Loan
  • Covid Economic Injury Disaster Loan
  • Export Loan
  • Microloan
  • Other Loan
  • Other SBA Disaster Loan
  • Paycheck Protection Loan/Forgiveness
  • Restaurant Revitalization Fund
# Counseling Hours to Develop and Submit Grant Applications This line item counts total prep and contact time entered in the reportable counseling session records where the Area of Assistance is one of these choices:
  • Other Grant
  • Shuttered Venues Grant
  • State/local grant
# Counseling Hours to Develop and Submit Other Applications This line item counts total prep and contact time entered in the reportable counseling session records where the Area of Assistance is one of these choices:
  • SBA Contracting Certification
  • Start-up Assistance
# Counseling Hours Provided Disaster Preparedness/Recovery This line item counts total prep and contact time entered in the reportable counseling session records where the Area of Assistance is one of these choices:
  • Disaster Planning
  • Disaster Recovery
# Counseling Hours Provided Financial Assistance This line item counts total prep and contact time entered in the reportable counseling session records where the Area of Assistance is one of these choices:
  • COVID-19 Financial/Capital
  • COVID-19 Loan Forgiveness
  • Financing/Capital
# Counseling Hours Provided Business Technical Assistance This line item counts total prep and contact time entered in the reportable counseling session records where the Area of Assistance is one of these choices:
  • Business Accounting/Budget
  • Business Plan
  • Cash Flow Management
  • Customer Relations
  • Human Resources/Managing Employees
  • Managing a Business
  • Marketing/Sales
  • Risk Management
# Counseling Hours Provided Contracting and Procurement This line item counts total prep and contact time entered in the reportable counseling session records where the Area of Assistance is one of these choices:
  • Government Contracting
# Counseling Hours Provided Other Business Development This line item counts total prep and contact time entered in the reportable counseling session records where the Area of Assistance is one of these choices:
  • Buy/Sell Business
  • COVID-19 General Support
  • Exporting
  • Franchising
  • Intellectual Property
  • Social Media
  • Technology/Computers
# Counseling Hours Provided All Other This line item counts total prep and contact time entered in the reportable counseling session records where the Area of Assistance is not any one of the choices listed above. It should be noted that this line item is not specifically requested per the SBA 3245 reporting requirements.

Line Items 22-25: Training Information

This section of the scorecard tracks training activity as recording in the training event record:

Title Calculation
# Training Hours This line items counts the total training hours of the reportable events that took place during the scorecard reporting period.
# Clients Trained This line items counts the total attendees of the reportable events that took place during the scorecard reporting period regardless of whether the attendee is a client, or not.

Line Items 26-27: Clients with Loans/Grants Started Business

This section of the scorecard looks at all clients who started a business during the reporting period and who also received capital funding during the period.

Title Calculation
# Clients with Approved Loan/Grant Starting Business This line items counts all clients whose Date Business Established on the client record falls within the scorecard reporting period, and who was approved for capital funding during the scorecard reporting period.

Line Items 28-29: Clients with Loans/Grants In-Business

This section of the scorecard looks at all clients who were in-business during reporting period and who also received capital funding during the period.

Title Calculation
# Clients with Approved Loan/Grant In-Business This line items counts all clients whose Company Status on the client record is set to either in-business or start-up, and who was approved for capital funding during the scorecard reporting period.

Line Items 30-33: Jobs Created or Retained

This section includes three line items, but the SVA 3245 reporting requirements only ask for the total jobs created and retained. In other words, the breakdown here is provided for your benefit but does not align with the SBA requirements. The line items only look at clients with either counseling and/or training activity during the reporting period and who are in-business. In other words, pre-venture clients are not considered.

Title Calculation
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 there were no jobs reported in the prior period, but there was job growth in the current period, then Neoserra will measure the change that took place in the current period. If the difference is a negative number, then jobs created will be zero.
Jobs Retained This line item looks at jobs retained as the total number of employees reported in the last session prior to the start of the reporting period and the last session of the current reporting period. For new clients, not existing in the prior reporting period, the employees reported in the first session of the reporting period will be used.
# Total Jobs Created or Retained This line item is a total of the prior two line items.

Line Items 34-35: Percentage Increase of Gross Revenue

This line item looks at the increase in annual gross revenues for those clients receiving assistance during the reporting period divided by the annual gross revenue of those clients. The number will be presented as a decimal number.



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