Transcription
2008 - 2009 EditionA Guide forSBAResourcePartnersEDMIS Users’Manual
2008 - 2009 EditionEntrepreneurial Development Management Information SystemEDMISUsers’ Manual1
Table of ContentsIntroduction . 4Section I – Accessing EDMISLogin to EDMIS .5Section II – Manually Entering Data into EDMISAdding 641 Part I - Request for Counseling . .9Adding 641 Part II – Client Intake .11Adding 641 Part III - Counselor Record .13Add a Management Training Record 16Section III – Uploading XML Data Files to EDMISUploading Files . .19Checking the Upload Status .21General Guidelines for Submitting 641 Records .21General Guidelines for Submitting 888 Records .23E- mail Confirmation Reports 23Section IV – Entering Additional Impact DataScreen Shot for WBCs .25Screen Shot for SBDCs 26Section V – Using EDMIS to Search and Edit RecordsSearch /Edit/ Print 641 .27Search /Edit/ Print 888 .28Section VI ReportsManagement Reports 29Operational Reports .302
Appendix A – Additional ResourcesAppendix B – Report ExamplesManagement Impact .B-1Management Demographic . .B-2Operation Report .B-43
INTRODUCTIONThe US Small Business Administration has developed the Entrepreneurial ManagementDevelopment System (EDMIS) in order to collect counseling, training and economicimpact information from each of our SBA partners and District Offices. EDMIS is asecure web portal that is designed around two primary forms: SBA Form 641 and SBAForm 888. SBA partners have the option of either manually entering their counseling andtraining data or using a software vendor to upload xml files.SBA partners are required to provide counseling and training data at a minimum ofquarterly. Users that upload data files should do so at least quarterly. Users that enter thedata directly into EDMIS do so for each new session. SBA compiles the data in daily andquarterly reports that are used to measure counseling and training performance.4
Section I – Accessing EDMISEDMIS is accessed via the General Logon System (GLS). Only users with an approveduser identification and password will have operational access to EDMIS. To protect theintegrity of the data, the system has a number of safeguards and is very secure. Thesystem will automatically recognize an authorized user’s identification code (ID &Password) and provide operational access to the EDMIS home page.Login to EDMIS1. Open a browser (e.g. Internet Explorer 5.0 or above with 128-bit encryption) andenter the following address on the address bar. (Note: you must include an “s” after“http” as this is a secure gov/glsOnce you enter the above address you should see the following view:2. If you already have an SBA User ID and Password, skip to step 4. Otherwise continuehere to obtain a User ID and Password. On the following screen shot, you will notice thaton the left hand side there is a menu for several items, including instructions for GLS.5
Select Request SBA User ID. You will be directed to a new page. You will need to fillout each item that is bordered in light blue. You may select your own user ID and itshould be 8 characters long. Once you have completed this page, scroll to the bottom andclick submit.Once you have submitted the request for a User ID, you will receive an e- mail [email protected] with a temporary password. You can return to the main login screenand enter the User ID and Password. First time users will be prompted to change theirpasswords to an 8 character password that contains at least 3 of the following elements: 1 Capital Letter1 Lower Case Letter1 Number1 Symbol3. Once you have access through GLS, you will still need to obtain access to EDMIS.While you can request this access yourself, you will need to know your Location ID(from SBA’s Partner Information Management System). It is recommended that youcontact your program manager via e-mail requesting access. You should also send a6
copy of the e- mail to [email protected] You will need the followinginformation: Name, E- mail, and User IDName and Address of yourOrganization type (SBDC, WBC, etc.)You will receive notification from [email protected] that you have been given accessrights to EDMIS.3. You can now proceed to log in from https://eweb.sba.gov/gls. When you log intoGLS with your password, you will first come to a welcome screen. Click OK toproceed.7
After you click OK, you should see a link for EDMIS if you have been give n access tothe system.Clicking on the link will bring you to the main page for EDMIS. The page will appeardifferent depending on your access rights. Following is an example of a main page for aWomen’s Business Center.Once you get to this point, you are now ready to enter or upload EDMIS data. From theMenu Bar on the left as seen above, the functions are: Add Counseling or Training dataSearch / Edit / Print Counseling or Training dataUpload Counseling or Training dataUpload Status Counseling or Training dataReportsEconomic Impact8
Section II - Manually Entering Data into EDMISAdding 641 Part I - Request for CounselingThe add feature works in a similar fashion for both the 641 and 888. To add a new 641,click the link for Counseling (641) under the section for Add. All fields presented inBOLD font and outlined in blue are mandatory fields and must be completed.Following are images of the actual data entry screens.1. Location - For SBA users this is the field/branch office code, the system populates thisinformation; For Resource Partners this is the location code of the office/service centerproviding the counseling9
1a. Type of Client – the type of counseling being provided, i.e. face-to- face, online, etc.2. Partner Client Number – (not used by Field Offices); Resource Partners may inputtheir internally assigned number.3. Client Name (Part 1: Client Request for Counseling) –4. E- mail5. Phone6. Fax7. Street/P.O. Box Address of client8. City9. State10. ZIP Code 4 if available11. Agreement Indicator – This field reflects that the client has signed the formagreeing to the following statement. I request business counseling service from the SmallBusiness Administration (SBA) or an SBA Resource Partner. I agree to cooperate should I be selected toparticipate in surveys designed to evaluate SBA services. I permit SBA or its agent the use of my nameand address for SBA surveys and information mailings regarding SBA products and services (Yes No). Iunderstand that any information disclosed will be held in strict confidence. (SBA will not provide yourpersonal information to commercial entities.) I authorize SBA to furnish relevant information to theassigned management counselor(s). I further understand that the counselor(s) agrees not to: 1) recommendgoods or services from sources in which he/she has an interest, and 2) accept fees or commissionsdeveloping from this counseling relationship. In consideration of the counselor(s) furnishing managementor technical assistance, I waive all claims against SBA personnel, and that of its Resource Partners and hostorganizations, arising from this assistance.12. Preferred date and time of appointment13. Client Signed (Required) did the client sign the 641 form?Date (Required) what is the date the client signed the 641?10
Adding 641 Part II - Client Intake (to be completed by all Clients) Questions 14–1911
20. Is the client currently in Business? (If “yes” then fields 22–29 are required)12
30. What is the nature of counseling you are seeking? – Primary or dominantcounseling category is chosen.Question 30 is the last question for Parts I and II. Click submit and a new Part III willopen.Adding 641 Part III - Counselor Record31, 32, 34, 36, 37, 38 are populated from SBA Form 641, Part I13
39. Is the client currently in Business? – If answer is “Yes” then user must complete40, 41 and the last question in block 43.14
44. What was the nature of the counseling you provide d the client? – User can onlyselect one45. Type of counseling? – select from the drop down46. Languages used? –The language spoken during the counseling?47. History48. Date Counseled49. Counselor(s) Name50a.Contact Hours50b. Prep Hours - if none, then input zero50c. Travel Hours - if none, then input zeroNOTE: In fields pertaining to dollar amounts, do not input signs,commas, or decimal points. The field will accept a minus (-) sign toindicate a negative integer.15
Adding a Management Training Report (888)Just like with the 641, all fields bordered in blue must be completed in order to submit the888.1. Location - This For SBA users this is the field/branch office code, the systempopulates this information; For Resource Partners this is the location code of theoffice/service center providing the training.Partner Training Number (Not used by Fields)2. Program Format - Was the training a seminar, a course, online or Teleconference?3. Training Details4. Location of Training16
5. Total Number Trained6. Minorities Trained if none, then input zero7. Language(s) Used8. Training Topic (primary topic only)17
9. Resource Partners Participating10. Attendee Fee Information11. Total Dollar Amount of Fees Received for Event12. Sponsor and Co -Sponsor Names.18
Section III –Uploading XML Data FilesUploading FilesFor SBA Partners that are using a software package to collect 641 and 888 data, on aquarterly basis, they will need to log into GLS to access EDMIS (Section I) and click onthe Upload link for either Counseling (641) or Training (888).Before you can upload a file, the file must comply with the xml schema and datarequirements. The latest version of these can be found athttp://www.sba.go v/private/edmis2/private. If you are using a software vendor, theyshould be familiar with these documents and should have the capability of creating thecorrect xml. You should consult with your software vendor for more details regardinghow they create the xml file.Once your system has the capability of creating an appropriate xml file, you will be ableto upload data files quarterly as opposed to manually entering each record. Thefollowing image is a display of results from selecting the Counseling (641) link.19
Locate the xml file that you wish to upload. Click on the Browse button, select the file toupload and click the Open button.The screen which has the address of the file will appear. Click on the upload button.Once the user clicks on the upload button, a screen will appear that indicates the filesuccessfully uploaded and that email confirmation will be sent once the file has beenprocessed.Note: Users can expect to receive email confirmation the day after submitting the file.20
Checking the Upload StatusThe user can log into EDMIS and view the upload status of the file from the EDMISmenu. The user will be asked to input a date range; this range is for date of upload,not for record dates (as in the screen below).The upload status will indicate if the file has been processed or not. If the file has beenprocessed it will give the summary information of number of successfully loaded recordsand number of failed records. It will also have a link to the error file if there were anyerrors.General Guidelines for Submitting 641 Records 641 clients have different sets of required fields depending upon the Type ofClient classification (Face-to- face, Telephone or Email). Refer to DataRequirements. All of the required fields must be completely filled in for therecord to be successfully loaded into the database. The XML document mustinclude default values as documented in "Data Requirements Documents" if thereis no data collected for the data elements.641 Part 1, 2 and 3 is required to input the first record for a client in the database.641 Part III records may be submitted without their parent Part I & II record(s)provided the Part I & II already exists in EDMIS (i.e. it was previously loaded).This option will help reduce the file size of the XML update filesThe 641 Part I & II are only loaded once into EDMIS for each client with sessionsspanning multiple years of service, i.e. do not add the same client each new fiscal21
year with a different unique Partner Number, EDMIS reports will reflect annualactivity based on the 641 Part III records.641 Part I & II records may be updated to reflect new or revised information.Only Type of Client and Client Registration Date (Client Signature Date)cannot be modified after the end of a fiscal year.641 Part III cannot be modified after the end of a fiscal year.641 Part III, Field 47 - History has the following values: New Case, Follow- up,Case Close Out, or One Timeo For any single client, there should only be one session (Part III) designatedas “New Case” over the lifetime of that cliento Case Close Out session(s) will not increment client counts nor counselinghours in SBA reports641 Part III data will automatically change a client’s existing Part 1& 2 data in theEDMIS database. Resource partners could submit revised Part I & II records torevise Part I & II information for clients.If a new case session already exists for a client in the database, then 641 Part IIIof a New Case session has to be supplied along with 641 Part I & II to modify theClient Type before the end of the fiscal year.If there is no existing new case session for a client in the database and a new casesession is being added then the Counseling Type of this new case session has tomatch with the existing Client Type in the database.If a new case session already exists for a client in the database and this 641 PartIII is being modified before the end of the year then Counseling Type of this newcase session has to match with the existing Client Type in the database.641 Part I & II, 641 Part III of the new case session have to be supplied to modifythe Counseling Type of the new case session before the end of the fiscal year.In EDMIS, records can be added, edited or deleted by setting the record’s ‘ActiveIndicator’ to “A” for Active or “I” for Inactive. The “A” designation is used for eitherinserting new records or editing existing records. The “I” designation will make activerecords inactive and is similar to a delete action. Deleted records are not actuallyremoved from the SBA database but are no longer available to reports or search actions.Deleting 641 Records To delete a 641 Part I & II Client, submit the client record and only the followingfields are required:1. Partner Client Number2. Location Code for the Resources Partner or Office Code for the Field Office3. Client Active Indicator “I”Deleting the 641 Part I &II Client record also deletes any associatedcounseling session for that client. It is a cascading delete.To delete a 641 Part III counseling session, submit the session record and only thefollowing fields are required:1. Partner Client Number2. Partner Session Number22
3. Location Code for the Resources Partner or Office Code for the Field Office4. Session Active Indicator “I”Note: Records cannot be deleted after the end of the Fiscal Year. The only session (641Part III) of a client cannot be deletedGeneral Guidelines for Submitting 888 Records 888 has required fields depending upon the Data Requirements. All of therequired fields must be completely filled in for the record to be successfullyloaded into the database. The XML document must include default valuesas documented in "Data Requirements Documents" if there is no datacollected for the data elements.888 cannot be modified after certification.Deleting 888 RecordsTo delete an 888 record, submit the record and only the following fields are required:1. Partner Training Number2. Location Code for the Resources Partner or Office Code for the Field Office3. Training Active Indicator “I”Note: Quarterly uploads are due 30 days after the end of the Fiscal Quarter. SBAallows a 5 day grace period to allow for data error corrections. If you can not meetthe deadline, you need to immediately contact your program manager for yourprogram. That manger can make the determination whether to allow additionaltime for an upload.Email Confirmation ReportsEmail Confirmation Reports for 641There are two reports Summary Report and Error Report that will be emailed to theuser’s email address in the GLS system.If the size of the Error Report is greater than 500K then it will not be sent as anattachment. The confirmation email will have the name of the error file, a link to theEDMIS website and the following statement:The error file is too big to be sent as an attachment. Please log in EDMIS and clickon Upload Status to view the error file.NOTE: The dates to input in the search fields are UPLOAD dates not record dates.23
The Summary Report has the following details1. Number of successfully loaded records2. Number of rejected records. The Error Report has all the rejected records with the following details.1. Record Number2. Partner Client Number3. Partner Session Number4. Location ID / Office Code5. Explanation of the failureEmail Confirmation Reports for 888There are two reports Summary Report and Error Report that will be emailed to theuser’s email address in the GLS system.If the size of the Error Report is greater than 500K then it will not be sent as anattachment. The confirmation email will have the name of the error file, a link to theEDMIS website and the following statement:The error file is too big to be sent as an attachment. Please log in EDMIS and clickon Upload Status to view the error file.NOTE: The dates to input in the search fields are UPLOAD dates not record dates. The Summary Report has the following details1. Number of successfully loaded records2. Number of rejected records. The Error Report has all the rejected records with the following details.1. Record Number2. Partner Training Number3. Location ID / Office Code4. Explanation of the failure24
Section IV – Entering Additional Impact DataBoth the Women’s Business Center and Small Business Development Center programsrequire each of the partners to provide some impact data that is separate from the 641.The screen images from each are provided below. Partners should consult the programannouncement for specific guidance on providing this information.Economic Impact Screen for WBC’s25
Economic Impact Screen for SBDCs26
Section V – Using EDMIS to Locate and Edit RecordsSearch / Edit / Print 641This screen allows the user to Search a previously entered 641. Any records that matchthe criteria selected will be returned.Last Name – If the user knows the client’s last name this field can be used to searchCounseling Date – If the user wants to search by date range search then the beginand end dates of the range are entered here.SBA Client Number – Users may also search using the system assigned SBA ClientNumberPartner Client Number – Resource partners may search by their internal Client number,if they input that number in the database.The Search results will show the Parts I and II (highlighted in yellow) and each part 3with the respective session number. From this search results screen you can update,delete or print the 641 information by clicking on the icons associated with each file.27
Search / Edit / Print 888Training Title – User may search by the title of the trainingTraining Date – If the user wants to search by date range search then the begin and enddates of the range are entered hereSBA Training Number – User may search using the system assigned SBA TrainingNumber28
Section VI – Accessing ReportsManagement ReportsSBA has two types of reports that are used both by SBA and by our partners. Thesereports display quarterly or daily data (depending on your selection). Quarterly reportsare static pages that are created after the end of each quarter. They are generallyavailable around the 10th of the month following a quarterly upload. Daily reports areupdated each night and should contain the most recent data.The first set of reports is called Management Reports. You may also choose to viewthese as HTML files or as downloadable Excel files. These reports focus on managementimpact and demographics.29
Selecting either the HTML or Excel format will bring up a screen that allows the user toselect various search criteria.Operational ReportsThe purpose of the Operational Reports is to verify the data in the xml file upload. Eachdata field is displayed for every record within the selection parameters. This report isvery useful in trying to trouble shoot errors.Examples of the various report formats are included in Appendix B.30
Appendix A – Additional ResourcesUseful Web Links https://eweb.sba.gov/gls - This is the main page used to access EDMIS. You can request aUser ID and request a password from this link as well. If you are ha ving trouble accessingthe system, you should contact your point of contact for your program. http://www.sba.gov/private/edmis2/private- This site is the repository for EDMISinformation including: data requirements, xml schema, client definitions, and otherdocuments relating to EDMIS. http://web.sba.gov/list/ - From the Newsletter page, you can sign up to be on the EDMISlistserv. This Listserv is used by SBA to send out messages regarding EDMIS. [email protected] – This is an e- mail box set up for all EDMIS questions. Whenyou send an e-mail to your program point of contact regarding EDMIS, please also include acopy to this to ensure that the EDMIS project officer also receives a copy.Appendix A-1
Appendix B – Report Examples
Appendix B-1AllData Entered By:User TypeAllCongressional DistrictTotal Number of Nascent EntrepreneursTotal Number of In-Business ClientsTotal Number of Business Start-Ups ClientsTotal Number of Online Counseling ClientsPortfolio SnapshotTotal Number of Clients ServedCounselingTotal Number of Clients CounseledTotal Number of Extended Engagement Clients CounseledTotal Number of Long Term Clients CounseledTotal Hours of Clients CounseledAverage Hours per Client CounseledAverage Hours per SessionTrainingTotal Number of Training AttendeesTotal Number of Training HoursTotal Number of (Training Hours * Total number trained)Total Number of Training SessionsPerformance Measurements (Outputs)Jobs Created/RetainedJobs CreatedJobs Retained Amount of Gross Revenues/Sales Amount of Revenue GrowthNumber of New Business Starts Amount of Capital Infusion Amount of SBA Loans Amount of Non-SBA Loans Amount of Equity 8182172540371928590352677069.8AllAllDistrict OfficeStatePerformance Measurements (Outcomes)AllRegional OfficeData Entered For/Credited To:05/08/2008Report Date4:00 AM2008 - Quarter 02007 06.8Type: ImpactManagement Fiscal Year2007 091660183615327774349652763286.9679645978.9FYTo 218146.8PriorFY Total
Appendix B-2AllAllAllDistrict OfficeStateCongressional 06531720445361739372297323471844137288209132Blacks or African Americans CounseledBlacks or African Americans TrainedBlacks or African Americans Counseled and TrainedNative American or Alaska Native CounseledNative American or Alaska Native TrainedNative American or Alaska Native Counseled and TrainedNative Hawaiians or other Pacific Islanders CounseledNative Hawaiians or other Pacific Islanders TrainedNative Hawaiians or other Pacific Islanders Counseled and TrainedWhites CounseledWhites TrainedWhites Counseled and 02007Q1GenderWomen CounseledWomen TrainedWomen Counseled and TrainedMale CounseledRaceAsians CounseledAsians TrainedAsians Counseled and TrainedBreakdownsAllRegional Office2008Q1AllData Entered By:User TypeData Entered For/Credited To:2008 - Quarter 205/08/2008 4:00 AMSnapshotReport 2Type: 000000000000000000002007 2008Q2Q3Management 000000000000000Fiscal Year2007 To 80773PriorFY Total
Appendix isabled Veterans CounseledService-Disabled Veterans TrainedService-Disabled Veterans Counseled and TrainedService StatusMembers of Reserve or National Guard CounseledMembers of Reserve or National Guard TrainedMembers of Reserve or National Guard Counseled and TrainedTotal Number of Clients on Active Duty CounseledTotal Number of Clients CounseledTotal Number of Clients TrainedClients Counseled & an StatusVeterans CounseledVeterans TrainedVeterans Counseled and Trained335918850140125642723330664889Ethnicity Clients "no response"Minorities spanic Origin CounseledHispanic Origin TrainedHispanic Origin Counseled and TrainedDisabilityPersons without a disability Counseled and TrainedPersons with disability Counseled and Trained31426246132008 - Quarter 205/08/2008 4:00 AM"no response" race categorySnapshotReport 7Type: 747533747Management 723
Appendix SBAPartnerLocationClientClientIdNumber 92 Yes24504 Yes22801 Yes23451 Yes23420 Yes22942 Yes23669 YesPreferred dateZip /Type of Country& time forPostal AgreementClientCodeappointment CodeDatexxxxxxxxxxxxxx- Small Business Development CenterTotal Records : 7Preferred date& time forappointment TimeOperational Report - 641 (parts I & 3/20083/3/20083/3/20083/1/2008WhiteBlack or AfricanAmericanWhiteWhiteWhiteBlack or AfricanAmericanBlack or AfricanAmericanClientClientSignature RaceSignature- Date
Appendix B-5Not Hispanicor LatinoNot Hispanicor LatinoNot Hispanicor LatinoNot Hispanicor LatinoNot Hispanicor LatinoNot Hispanicor LatinoNot Hispanicor anwithStatusdisability?Unknown/Not StatedUnknown/Not StatedUnknown/Not StatedUnknown/Not StatedUnknown/Not StatedUnknown/Not StatedUnknown/Not dNoSBAUnknown/NotStatedWord spired you Currently into ness BusinessMonth & YearName of Type ofOwnershi Ownership - BusinessCompany Businessp - % Male % FemaleStarted?Operational Report - 641 (parts I & II) continued
Appendix B-6Yes000000000000000SoleProprietor duct HomeGrossLegalNature of the SpecificTotal No. ofClientBusiness BasedRevenues/ Losses Entity ?SalesBusiness Seeking?RequestedOperational Report - 641 (parts I & II) continuedTelephoneStreetTeleph
5 Section I – Accessing EDMIS EDMIS is accessed via the General Logon System (GLS). Only users with an approved user identification and password will have operational access to EDMIS. To protect theFile Size: 2MBPage Count: 39
