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 8, 14-16 which is based upon the cumulative period. You can run blocks 7, 9 and 10 separately.

The Cumulative 1806 Award Information (v.2022) definition record should have the Cumulative Period Start Date and the Current Period Start Date both set to the first day of your fiscal year reporting period. The Scorecard End date will change to the end date of each quarter:

Definitions

Before we discuss how Neoserra calculates each line item on the Cumulative 1806 Award Information (v.2022) Scorecard, it is important to note that only records associated with "Active Clients" will be included on this version of 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

Real-World Scenarios

Based upon the above definition, no client, nor their awards, will be included on the Cumulative 1806 Award Information (v.2022) Scorecard until they meet the 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 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 scorecard on March 31 Client A will be considered an active, new client, however, their contract award of $50,000 will not be reported on the 1806. 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 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

Heading 8 of the DLA 1806 scorecard provides a breakdown of DLA Active Clients, and headings 14-16 list all contract awards. The following sections discuss how Neoserra calculates each line item on the DLA 1806 Report in accordance with DLA’s requirements.

• Headings 8: Active Clients
• 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 8: Active Clients

This 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 respectively.

Neoserra will consider all clients to be small business concerns unless the Business size field has been set to:

• Large
• Undefined

A DoD Covered Small Business per the DLA definition is:

Covered small business has the meaning provided in Section 1611 of the National Defense uthorization 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 [...]

Your system administrator can map the distressed counties in your area, which will ensure that you capture all your distressed clients.

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 1806 line items 17-20, however, these will not automatically populate on the system-defined 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.

Final 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 Active Client count cannot be filtered to a specific counselor/center.

Want more? Browse our extensive list of Neoserra FAQs.