U S Small Business Administration Office of Entrepreneurial

U. S. Small Business Administration Office of Entrepreneurial Development Using the SBA Entrepreneurial Development Management Information System (EDMIS)

What is EDMIS? EDMIS is SBA’s Entrepreneurial Development Management Information System. EDMIS is used to collect client activity data for counseling and training. It also collects economic impact data for Small Business Development Centers and Women’s Business Centers.

Why Collect Data? Resource Partners SBA Management Report on program performance Assess Program needs Congress and OMB EDMIS data is used by: EDMIS data is used to: Determine laws, regulations, and budgets for grant programs Therefore: data accuracy and integrity is extremely important

Access to EDMIS Accessed through SBA’s General Login System: https: //eweb. sba. gov/gls PIMS (Partner Information Management System) is also accessed through the General Login System For detailed instructions, see “Instructions to Access EDMIS or PIMS”. https: //www. sba. gov/sites/default/files/resources_articles/Access_to_EDMIS_and_PIMS. pdf

Requesting Access To request access, click on Create a GLS account. Then enter your information and click “submit”.

Client Definitions Client Definition Document: https: //www. sba. gov/sites/default/files/Client_Definitions_and_Reporting_Instructions. d oc Establish standard definitions across SBA’s Entrepreneurial Development programs Three types of clients: in business, nascent, and startup Three types of counseling: face to face, telephone, online

Counseling Overview SBA defines counseling as providing services to an individual and/or business that are: 1) Substantive in nature and require assistance from a resource partner or district office personnel in the formation, management, financing, and/or operation of a small business enterprise; AND 2) Specific to the needs of the business or individual AND 3) Require a signed SBA Form 641 or equivalent form that supports SBA’s management information database Types 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 641 • Used for each individual counseling session • Parts 1, 2, and 3 are required for an initial session; part 3 for subsequent sessions Part 1 Part 2 • Use the same client ID for each year Part 3

Training Overview SBA defines training as 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 for the participant’s acquisition of knowledge, skills, and competencies that relate to specific useful skills. The training must last for a minimum of one hour and include two or more clients in attendance.

SBA Form 888 • Used to collect data for each training event • Data is aggregated for all attendees, not for individual clients

The EDMIS Home Screen

Getting 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 • If you have your own database for client management, you would have to enter data in both systems 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/EDMIS • Your software may contain other features that are useful in operating your center. This option also eliminates dual entry.

Important Dates • 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 Quarter 1 Enter Data Jan 30 Enter Data April 30 Enter Data July 30 Enter Data Oct 30 Quarter 2 Quarter 3 Quarter 4 Quarter 1 Correct Data Feb 5 Correct Data May 5 Correct Data Aug 5 Correct Data Nov 5 Data Locked Enter Impact Data Oct 30

Economic Impact The SBDC and WBC programs have slightly different Economic Impact screens SBDC WBC

Operational Reports • The 641 operational reports show client-level data • Can be used to verify data uploaded to EDMIS • Cannot be used to verify calculated fields (Jobs Created, New Business Starts, etc)

Management Reports • Quarterly and Daily Snapshots • Contains summarized data for Performance Metrics • Are the Official Record of 641 and 888 Data • Can be used to compare against your internal MIS reports for validation

Management Reports (cont. ) The Management Impact Report has important metrics including: • • • New Business Starts Capital Infusion Number of Clients Counseled Number of Clients Trained and more!

Links https: //eweb. sba. gov/gls – Login page for General Login System (EDMIS & PIMS) http: //www. sba. gov/edmis - site for additional information and documentation for EDMIS

Key Contacts Your Program Manager – This is your primary contact within SBA EDMIShelp@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