In 2022, DLA has requested that part of the 1806 report be run over the cumulative fiscal year period, and part of the 1806 report be run in a non-cumulative, quarterly, manner. For this reason, OutreachSystems has created two versions of the 1806. This FAQ addresses the data reported in blocks 7, 9 and 10 (i.e. new clients; counseling hours; and participated events blocks), which will be run in a non-cumulative manner. You can run blocks 8, 14-16 separately in a cumulative manner. For purposes of the non-cumulative scorecard, the data you will report will be what you achieved since the last quarterly report, using the following period end dates:

• Period ending Dec 31
• Period ending Mar 31
• Period ending Jun 30
• Period ending Sep 30
• Your award POP end date if the report is your final

Assuming your grant runs perfectly to the fiscal year, then this is what each quarterly report will look like in terms of dates:

Note: Quarterly reporting, only affects the data reported in blocks 7, 9 and 10. The data reported in blocks 8, 14-16 will continue to be based upon the cumulative period and are thus, run separately.

Definitions

Before we discuss how Neoserra calculates each line item on the 1806 scorecard, it is important to note that only records associated with "Active Clients" will be included on the 1806 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 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 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/center.

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 1806 requirements, which for most programs is 10/1/2014 as set on the SBA/DLA Panel under the Administration|Configuration menu option.

Breakdown by Heading

Headings 7, 9 and 10 of the 1806 scorecard provide a breakdown of new 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 1806 Report in accordance with the requirements.

• Heading 7: New Clients
• Heading 9: Counseling Time
• Headings 10: Participated Events

Heading 7: New Clients

The first heading (heading 7) found on the 1806 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.

• 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 1806 if they met the 30 minute criteria or if one of their contacts attended an event.

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.

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