performance management using sba’s entrepreneurial development management information system...

Performance ManagementPerformance Management

Using SBA’sEntrepreneurial Development

Management Information System

(EDMIS)

Why Collect Data?Why Collect Data?

• Measure Program Performance

• Used by SBA Management to determine program needs

• Used by Congress and OMB in determining laws, regulations, and budgets for the overall program.

Therefore:

Data accuracy and integrity is extremely important

CD ContentsCD Contents

Client DefinitionsClient Definitions

• Establish Standard Definitions Across SBA’s ED Programs

• Three types of clients: In business, Nascent, and Start Up

• Three types of Counseling: Face to Face, Telephone, On-Line

Types of ClientsTypes of Clients

• In Business – meets requirements of being in business (registered, etc) and meets one of several other requirements

• Nascent – Entrepreneurs not currently in business

• Start Up – In business less than 12 months

Types of CounselingTypes of Counseling

• Face to Face – Must meet the definition of counseling and is conducted in person; Initial session must be at least 1 hour (can include prep time)

• Telephone – Must meet the definition of counseling and the initial session should be at least ½ hour

• On-Line – Must meet the definition of counseling and the initial session should be at least ½ hour

SBA Form 641SBA Form 641

• Used for each individual counseling session

• Parts 1, 2, and 3 are required for an initial session; part 3 for subsequent sessions

• Use the same client ID for each year

• New Version will be used beginning Oct 1, 2008

SBA Form 641SBA Form 641

Key Issues / New Fields

39. Is the Client in Business 43. Certifications, SBA Financial Assistance8. Type of Session – Update/Prep

SBA Form 888SBA Form 888

• Used to collect data for each Training

• Data is aggregated for the training class

• No field changes to the form

SBA Form 888SBA Form 888

Key Issues

4. No. Sessions 5. Total Hours8. Total Number Trained

LinksLinkshttps://eweb.sba.gov/gls – Main login page for EDMIS

http://www.sba.gov/private/edmis2/private/ - site for additional information and documentation for EDMIS

http://web.sba.gov/list/ - Users group which provides periodic updates on EDMIS

Your Program Manager – This is your primary contact within SBA at our Headquarters Office

SBDCEDMIS-II@sba.gov – This is a mailbox set up for all EDMIS inquiries

ITSecurity@sba.gov - This is who will send you notifications for changes to your password or profile

bruce.purdy@sba.gov – Project Manager for EDMIS phone: 202-205-7532

Key E-mailsKey E-mails

Access to EDMISAccess to EDMIS

• Enter/Upload data within 30 days of the end of the quarter.

• Correct data within 35 days of the end of the quarter.

• All data is reported on a Fiscal Year Basis

• EDMIS data is Locked 35 days after the end of the Fiscal Year

• Enter Impact Data within 30 days of the end of the Performance Period

Important DatesImportant Dates

Requesting an IDRequesting an ID

Main EDMIS PageMain EDMIS Page

Getting Data into EDMISGetting Data into EDMIS

Direct Data Entry• Counseling and Training Sessions are entered soon after the

641/888 is completed• Zero Cost Solution – You do not need software, just access to

the Internet• No frills option – Direct Data entry only allows for upload of

data from the forms 641, 888 and Economic Impact. May require dual entry if you input the data into EDMIS and into another database.

XML File Transfer / Upload• Data uploaded once per quarter• You need software that can create an XML file based on data

requirements and schema published at: www.sba.gov/private/edmis2/private

• Your software may contain other features that are useful in operating your center. This option also eliminates dual entry.

Economic ImpactEconomic Impact

Operational ReportsOperational Reports

• Used to verify data uploaded to EDMIS

• Can not be used to verify calculated fields (Jobs Created, New Business Starts, etc)

Management ReportsManagement Reports

Management ReportsManagement Reports

• Quarterly and Daily Snapshots

• Contains summarized data for Performance Metrics

• Are the Official Record of 641 and 888 Data

• Should be used to compare against your internal MIS reports for validation.

Management ReportsManagement Reports

Milestones

MilestonesMilestones• New Business Starts – Businesses are considered

“Created” if at the previous reported session (whether in the current fiscal year, or a past one) the client was not “in business,” and at a subsequent session or update to EDMIS was “in business.” (Field 39)

•Long Term Counseling - Meets the definition of “Counseling” and, Includes 5 or more hours of contact and prep time per individual or business during that fiscal year.

• Capital Infusion - Aggregate total of the following: • Dollar amount of SBA loans • Dollar amount of non-SBA loans• Dollar amount of equity capital (to include private

investment)