Understanding the Unofficial Center Overview Report

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Important! Do not submit this report's numbers to DLA. The Unofficial Center Overview Report is a Softshare variation of the DLA 1806 Report. It was created to provide a more global overview of counseling and award activity and is intended for your center's internal use only.

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Headings 1-15 of the Unofficial Center Overview Report provide a breakdown of various center and client activities including counseling, training events, and awards. The figures found under these headings are based on information stored in counseling session, conference, and award records. 

With the exceptions of headings 7 and 8, which deal with training event data, all headings in this report are broken down into two categories: small business and large business. Softshare 'CATS looks to the Business Size field found in the client record to determine this classification. If the Business Size field indicates "Certified SDB or SBA 8(a) Small," "Disadvantaged Small," "Minority-Owned Small," "Other Small," or "Woman-Owned Small," the client is categorized as a small business.  If the Business Size field indicates "Large" or "(Undefined)," the client is categorized as a large business.

The following sections discuss how Softshare 'CATS calculates each line item on the Unofficial Center Overview Report.

Heading 1: Number of Clients Counseled

Heading 1 reports on the total number of clients that received an initial or follow-up counseling session during the reporting period. Close-out or administrative counseling sessions do not contribute to a client's inclusion in this heading's count. Unique clients are only counted once here, regardless of how many times they were counseled during the reporting period.

This heading's two subheadings break down the total number of clients counseled into small and large business classifications. When added together, the totals for subheadings 1(a) and 1(b) will equal the total number of clients counseled.

Note: In order for a counseling session record to contribute to a client's inclusion under this heading, it must meet the following six requirements: (1) the value in its Type field must specify "Initial/New" or "Follow-up or Ongoing," (2) its Reportable? check box must be selected, (3) the date in its Date field must fall within the reporting period, (4) it must be categorized under the funding source (or one of the funding sources) specified in the report generation criteria, (5) it must be assigned to the center (or one of the centers) specified in the report generation criteria, and (6) if the report's output is restricted to a single counselor, it must be assigned to the counselor specified in the report generation criteria.

Heading 2: Number of Initial/Follow-up Counseling Sessions

Heading 2 reports on the total number of initial and follow-up counseling sessions that took place during the reporting period. Because one client can receive multiple counseling sessions, the total number of initial and follow-up counseling sessions will likely be higher than the total number of clients counseled.

This heading's two subheadings break down the total number of initial and follow-up counseling sessions by the business size of the clients, small or large, receiving the counseling session. When added together, the totals for subheadings 2(a) and 2(b) will equal the total number of initial and follow-up counseling sessions.

Note: In order for a counseling session record to contribute to this heading, it must meet the following six requirements: (1) the value in its Type field must specify "Initial/New" or "Follow-up or Ongoing," (2) its Reportable? check box must be selected, (3) the date in its Date field must fall within the reporting period, (4) it must be categorized under the funding source (or one of the funding sources) specified in the report generation criteria, (5) it must be assigned to the center (or one of the centers) specified in the report generation criteria, and (6) if the report's output is restricted to a single counselor, it must be assigned to the counselor specified in the report generation criteria.

Headings 3 & 4: Total and Average Contact Hours for Initial/Follow-up Counseling Sessions

Headings 3 and 4 report on the contact time that is specified for the initial and follow-up counseling sessions identified under the previous heading. To calculate contact time, Softshare 'CATS looks to the Contact Time field found in the counseling session records.

Heading 3: Total Contact Hours for Initial/Follow-up Counseling Sessions

Heading 3 provides a grand total of the contact hours for all initial and follow-up counseling sessions. This heading's two subheadings break down the total contact hours by the business size of the clients, small or large, receiving the counseling session. When added together, the totals for subheadings 3(a) and 3(b) will equal--or come very close to equaling--the total contact hours for initial and follow-up counseling sessions. If you encounter a minor discrepancy between this heading's and its subheading's totals, it's due to the rounding of minutes to the first place after the decimal point.

Heading 4: Average Contact Hours for Initial/Follow-up Counseling Sessions Per Client

Heading 4 divides the total number of contact hours for all initial and follow-up counseling sessions by the total number of clients counseled to come up with the average number of contact hours per client. This heading's two subheadings break down the average contact hours by the business size of the clients, small or large, receiving the counseling session.

Headings 5 & 6: Total and Average /Prep/Travel/Contact Hours for Initial/Follow-up Counseling Sessions

Headings 5 and 6 report on the total time (preparation, travel, and contact time) that is specified for the initial and follow-up counseling sessions identified under heading 2. To calculate total time, Softshare 'CATS looks to the Preparation Time, Travel Time, and Contact Time fields found in the counseling session records.

Heading 5: Total Preparation/Travel/Contact Hours for Initial/Follow-up Counseling Sessions

Heading 5 provides a grand total of the preparation, travel, and contact hours specified for all initial and follow-up counseling sessions. This heading's two subheadings break down the total hours by the business size of the clients, small or large, receiving the counseling session. When added together, the totals for subheadings 5(a) and 5(b) will equal--or come very close to equaling-- the total preparation, travel, and contact hours for initial and follow-up counseling sessions. If you encounter a minor discrepancy between this heading's and its subheading's totals, it's due to the rounding of minutes to the first place after the decimal point.

Heading 6: Average Preparation/Travel/Contact Hours for Initial/Follow-up Counseling Sessions Per Client

Heading 6 divides the total number of preparation, travel, and contact hours for all initial and follow-up counseling sessions by the total number of clients counseled to come up with the average number of total hours per client. This heading's two subheadings break down the average total hours by the business size of the clients, small or large, receiving the counseling session.

Heading 7: Number of Training Events

Heading 7 reports on the total number of outreach events that your center participated in during the reporting period. Softshare 'CATS uses conference records to count outreach events.

This heading's two subheadings break down the total number of outreach events by those that are and aren't sponsored by your center. Which subheading an outreach event is counted under depends on the Sponsored by Center? check box found in the conference record. If this check box is selected, the conference is counted under heading 7(a); if this check box isn't selected, the conference is counted under heading 7(b). When added together, the totals for subheadings 7(a) and 7(b) will equal the total number of training events.

Note: In order for a conference record to be counted as a training event under this heading, it must meet the following five requirements: (1) its Reportable? check box must be selected, (2) the date in its Date Approved field must fall within the reporting period, (3) it must be categorized under the funding source (or one of the funding sources) specified in the report generation criteria, (4) it must be assigned to the center (or one of the centers) specified in the report generation criteria, and (5) if the report's output is restricted to a single counselor, the counselor identified in its Instructor field must match the counselor specified in the report generation criteria.

Heading 8: Number of Training Event Attendees

Heading 8 reports on the total number of attendees for the outreach events included in the previous heading. Attendee numbers are pulled from a conference record's Total Attendees field.

This heading's two subheadings break down the total number of outreach event attendees by the type of event, sponsored or not sponsored, that the attendee participated in. When added together, the totals for subheadings 8(a) and 8(b) will equal the total number of training event attendees.

Note: If you're letting Softshare 'CATS automatically total a conference's attendees for you based on a linked attendee list, make sure that the Attended? check box is selected for every attendee that attended the event. Also, it's good practice to refresh the attendee count of all qualifying conference records before running this report to ensure that the most up-to-date attendee status information is collected.

Headings 9 & 10: Number and Dollar Value of Awards

Headings 9 and 10 report on the total number of awards that have been awarded by government entities during the reporting period, as well as the total dollar amount of these awards.

Note: In order for an award record to be considered under these two headings, it must meet the following six requirements: (1) the value in its Agency Type field must specify a government entity (i.e. "DoD," "State/Local," or "Other Federal"), (2) its Reportable? check box must be selected, (3) the date in its Date field must fall within the reporting period, (4) it must be categorized under the funding source (or one of the funding sources) specified in the report generation criteria, (5) it must be assigned to the center (or one of the centers) specified in the report generation criteria, and (6) if the report's output is restricted to a single counselor, it must be assigned to the counselor specified in the report generation criteria.

Heading 9: Number of Awards

Heading 9 provides the total number of awards that have been awarded by government entities during the reporting period. Award numbers are pulled from an award record's Number of Awards field. 

This heading's two subheadings break down the total number of awards by the business size of the clients, small or large, receiving the award. When added together, the totals for subheadings 9(a) and 9(b) will equal the total number of awards.

Heading 10: Dollar Value of Awards

Heading 10 provides the total dollar value of awards that have been awarded by government entities during the reporting period. Award amounts are pulled from an award record's Award Amount field. 

This heading's two subheadings break down the total value of awards by the business size of the clients, small or large, receiving the award. When added together, the totals for subheadings 10(a) and 10(b) will equal the total dollar value of awards.

Headings 11 & 12: Number and Dollar Value of Prime Contract Awards

Headings 11 & 12 report on the total number of prime contract awards that have been awarded by government entities during the reporting period, as well as the total dollar amount of these prime contract awards. These two headings (and their subheadings) are calculated in the exact same manner as headings 9 & 10, with the exception that sub-contract awards (as specified in an award record's Contract Type field) are excluded from the equations.

Headings 13 & 14: Number and Dollar Value of Sub-Contract Awards

Headings 13 & 14 report on the total number of sub-contract awards that have been awarded by government entities during the reporting period, as well as the total dollar amount of these sub-contract awards. These two headings (and their subheadings) are calculated in the exact same manner as headings 9 & 10, with the exception that prime contract awards (as specified in an award record's Contract Type field) are excluded from the equations.

Heading 15: Number of Clients Receiving Awards

Heading 15 reports on the total number of clients that received a government award during the reporting period.  Unique clients are only counted once here, regardless of how many contracts they were awarded during the reporting period.

This heading's two subheadings break down the total number of award-winning clients into small and large business classifications. When added together, the totals for subheadings 15(a) and 15(b) will equal the total number of clients that have received awards.

Note: In order for an award record to contribute to a client's inclusion under this heading, it must meet the following six requirements: (1) the value in its Agency Type field must specify a government entity (i.e. "DoD," "State/Local," or "Other Federal"), (2) its Reportable? check box must be selected, (3) the date in its Date field must fall within the reporting period, (4) it must be categorized under the funding source (or one of the funding sources) specified in the report generation criteria, (5) it must be assigned to the center (or one of the centers) specified in the report generation criteria, and (6) if the report's output is restricted to a single counselor, it must be assigned to the counselor specified in the report generation criteria.