Introduction to WBC Program Management Donald Malcolm Smith

Introduction to WBC Program Management Donald Malcolm Smith, Deputy Assistant Administrator Office of Women’s Business Ownership

WBC Program Background

WBC Program History 1988: The Women’s Business Center (WBC) Program was established by the Women’s Business Ownership Act of 1988 (Public Law No. 100 -533) as the Women’s Business Demonstration Pilot 1999: WBC Sustainability Grant Program established 2007: The program was expanded and made permanent in 2007; WBC Renewal Grant Program is established 3

WBC Program Today 116 WBCs in every state except Alaska New locations § Maryland: Morgan State University Foundation and Maryland Capital Enterprises § Mississippi: Alcorn State University § South Carolina: Benedict College and Community Works § West Virginia: Natural Capital Investment Fund (2) § California: New Economics for Women § Mississippi: Alcorn State University Foundation 4

WBC Grantee New Staff Training Quick Acronym Guide: WBC: Women’s Business Center OWBO: Office of Women’s Business Ownership PM: Program Manager GMS: Grants Management Specialist DD: District Director, DDD: Deputy District Director DOTR: District Office Technical Representative NOA: Notice of Award EDMIS: Entrepreneurial Development Management Information System FEU: Financial Examination Unit 5

Women’s Business Center Program Important websites: www. sba. gov/women (8 a & lander match, WOSB contraction, NWBC) www. sam. gov https: //ussba. github. io/brand/external-partners/resource-partnersgrantees/ (Branding for SBA Resource Partners) HHS Payment Management System: https: //pms. psc. gov https: //eweb. sba. gov/gls (EDMIS) e. CFR ecfr. federalregister. gov Forms & Instructions www. sba. gov/wbc, www. grants. gov Reporting emails and help: wbcreports@sba. gov wbcapprovals@sba. gov EDMIShelp@sba. gov 6

Introduction to Program Management

Introduction to WBC Program Management Grant Management – Yours and Ours Three Key Parts Programmatic: Managing implementation and progress to goals, monitoring changes in scope of work and program refinements Fiscal: Budgets and budget revisions, accounting and fiscal oversight Administrative: Management, documentation and tracking of administrative aspects such as personnel, timesheets, timely and accurate grant reporting etc. 8

Introduction to WBC Program Management A few important details § Review your Notice of Award § Your OWBO Program Manager is your primary contact – Program Managers: § Monitor program implementation § Facilitate and support your administration of the grant § Review and approve programmatic changes § Provide support for program development (e. g. , strategic consultation, referral to resources or technical assistance) 9

WBC Programmatic Authority § 13 CFR 131: Women’s Business Center Program § 2 CFR 200: Uniform Guidance § SBA General Terms and Conditions § WBC Special Terms and Conditions 10

SBA Responsibilities in Nutshell SBA’s Responsibility to the Grantee: § Provide funds, direction and oversight § Monitor the Grant to Ensure Compliance § Promote and collaborate with the WBC in local events, conferences, workshops, etc. 11

SBA Responsibilities in Nutshell SBA’s PM - Monitors the program implementation: § Facilitate training for the WBC Director & DOTR § Reviews Reports and Payment requests § Recommend Key personnel changes and Budget modifications § Reviews the WBC’s policies and procedures, records, surveys and interview clients § Assist with compliance, provide direction SBA’s GMO § Countersigns the NOA § Award payments § Review Budgets and other financial revisions necessary § Approves amendments and modifications 12

WBC Responsibilities in a Nutshell Implement an Advisory Board § § Have 100% dedicated WBC Director § Maintain facilities and administrative infrastructure that supports the WBC § Include WBC in the title of their center § WBC must have adequate staff (WBC and at least 1 additional FTE) § Operate for 40 hours per week § Provide clients with access to capital 13

Operating Requirements & Services

Introduction to WBC Program Management WBC Director’s Responsibilities: § Must be a full-time employee of the recipient organization and not a contractor, consultant, or company. § The WBC Program Director will direct and monitor all program activities and all financial affairs of the WBC to ensure effective delivery of services. § The WBC Program Director may not manage any other programs under the recipient organization. § The WBC Program Director will serve as the SBA's principal contact for all matters involving the WBC. 15

Operating Requirements The requirements for operating a WBC come from the terms and conditions and the WBC Rule 13 CFR 131. § The WBC must establish an advisory board that is representative of the community § Full time employees of the WBC, must only engage in WBC activities § The WBC must have facilities and administrative infrastructure sufficient for its operations,

Operating Requirements WBC Nomenclature § After January 24, 2020, new/renewal WBCs must include as part of its official name “Women's Business Center. ” and include the following language prominently on its website and promotional documents: “The Women's Business Center is funded in part by the U. S. Small Business Administration. ” § The WBC must maintain adequate staff to operate the WBC, including the WBC Program Director and at least one other person, preferably a business counselor.

Operating Requirements • The WBC must use an enforceable conflict-of-interest policy that is consistent with the requirements of 2 CFR 2701. 112. • The WBC must be open to the public a minimum of 40 hours a week (which must include evening and weekend hours) and meet other requirements as specified in the program announcement. Emergency closures must be reported to the district office and Office of Women's Business Ownership Program Analyst as soon as is feasible. • The WBC project must not be listed in the organizational structure under any other Federal grant.

Operating Requirements WBCs are open to all BUT MUST Target Women • The WBC must comply with 13 CFR parts 112, 113, 117, and 136 requiring that no person be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity conducted by the WBC. However, all WBC marketing programs and services must target women.

WBC Services The WBC must provide prospective entrepreneurs and existing small businesses with locally designed need-based training, counseling, and specialized services. Services should address: § the formation, § financing, § management, and operation of small business enterprises.

WBC Services Counseling § Substantive in nature § Support formation, management, financing, and/or operation of a small business enterprise § Specific to the needs of the business or individual; and § Should be documented using a signed SBA Form 641 or equivalent Types § Face-to-face counseling. § Long-term counseling § Telephone § On-line Learning

WBC Services Training An activity or event presented or cosponsored by a resource partner, district office or other SBA office which delivers a structured program of knowledge, information or experience on an entrepreneurial or business-related subject. Training is designed to facilitate the participant’s acquisition of knowledge, skills, and competencies that relates to specific useful skills. Types § Co-hosted training (collaborative) § Online training

WBC Services Access to Capital § WBCs must provide training and counseling services that enhance access capital by providing clients with assistance: § Developing business plans, § Preparing/analyzing financial statements, and § preparation/analysis cash flow. WBCs may provide loan packaging to WBC clients. Any fees will constitute program income. WBCs should prepare their clients to represent themselves to lending institutions.

WBC Services Restrictions § WBCs must not intervene in loan decisions, service loans, make credit recommendations, or otherwise influence decisions regarding the award of any loans or lines of credit on behalf of the WBC's clients. Exception: When WBC operates as an SBA Microloan Intermediary or awards an individual or small business an SBA microloan. § Neither WBC staff nor their agents may take a direct or indirect role in representing clients in any loan negotiations.

Support for Special Initiatives § WBCs must collaborate with state, local, and Federal government agencies to identify other resources that may be available to its clients. § SBA/OED Special Initiatives: § HBCU § Opportunity Zones

Programmatic Reporting

Women’s Business Center Program Performance Narrative Reports - Due Semi-annually Reporting Period Report Due Date September 30 – March 31 April 30 April 1 – September 29 October 30 Performance Reports Requirements – submitted by the WBC Director To: wbcreports@sba. gov and copy your PM The Performance Narrative Report is found here: www. sba. gov/wbc § Summary of Grant Activities § Summary of Performance § Key Issues and Technical Assistance Needs § Best Practices, Success Stories 27

Women’s Business Center Program EDMIS Reports - Due Quarterly Reporting Period Report Due Date September 30 – December 31 January 30 January 1– March 31 April 30 April 1– June 30 July 1 – September 29 October 30 Go to: www. sba. gov/edmis and follow the Instructions to access EDMIS or PIMS For reporting, use the: SBA Form 641: Counseling Information Form SBA Form 888: Management Training Report 28

EDMIS Resources Links • https: //eweb. sba. gov/gls - Login page for General Login System (EDMIS & PIMS) • https: //www. sba. gov/sites/default/files/resources_articles/ Access_to_EDMIS_and_PIMS. pdf- Instructions for setting up a EDMIS Account • http: //www. sba. gov/edmis - site for additional information and documentation for EDMIS including copies of the SBA forms 641 and 888. • EDMIShelp@sba. gov – This is mailbox set up for all EDMIS inquiries 29

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