Understanding the SBA Training Report


Important! EDMIS has replaced the SBA Training Report. You no longer need to submit the numbers generated by this report to SBA via the imsecure Web site. However, Softshare 'CATS still allows you to run this report for historical purposes. When reading this help file, it's important to note that many of the reporting definitions discussed here may no longer be relevant with the advent of EDMIS. However, it is these out-of-date definitions and procedures that Softshare 'CATS uses to generate this historical report so we have left the instructions and descriptions intact in this help file.

On a semi-annual basis, the SBA requires all SBDCs to submit a report called the SBA Training Report. The SBA Training Report tracks information regarding the conferences and seminars held by your center during the reporting period.

In order for a training event to be considered on the SBA Training Report, its conference record must:

  • Have the "SBA888?" check box selected
  • Have the Reportable? check box selected
  • Have a date in the Date Approved field that falls within the reporting period
  • Be categorized under the funding source (or one of the funding sources) specified in the report generation criteria
  • Be assigned to the center (or one of the centers) specified in the report generation criteria
  • Have an instructor designated in the Instructor field that matches the counselor specified in the report generation criteria (only applicable if the report's output is restricted to a single counselor)

The eight headings of the SBA Training Report provide a breakdown of training activities. The figures found under these headings are based on information stored in conference records. The following sections discuss how Softshare 'CATS calculates each line item on the SBA Training Report in accordance with SBA’s requirements.

Heading I: Training Activity

The first heading I, titled "Training Activity (No. of Units)," displays the number of conference records owned by the center(s) designated in the report generation criteria that also meet the criteria listed previously.

The second heading I, titled "Training Activity (No. of Attendees)," totals the number of attendees, as displayed in the Total Attendees fields of the conference records included in the previous heading.

The third heading I, titled "Training Activity (Training Hours)," totals the number of conference hours, as displayed in the Total Hours fields of the conference records included in the first heading.

The fourth heading I, titled "Training Activity (Training Outreach Hours)," multiplies the number of attendees by the number of conference hours, as displayed in the Total Attendees and Total Hours fields of a conference record, for all the conferences included in the first heading. For example, if your reporting period consisted of two conferences, one that was seven hours in duration and had 10 attendees and one that was four hours in duration and had 25 attendees, the figure displayed under this heading for the reporting period would be 170.

(7 x 10) + (4 x 25) = 170

Note: If you let Softshare 'CATS automatically total conference attendees for you based on linked attendee lists, consider refreshing the attendee information of any relevant conference records before running the SBA Training Report to ensure that the most up-to-date attendee status information is collected.

Heading II: Number of Attendees

The second heading classifies the attributes of your conference attendees into 16 categories. This breakdown comes directly from the Attendee Classification areas of the relevant conference records, as shown in the next graphic.

Note: If you let Softshare 'CATS automatically calculate conference attendee classifications for you based on linked attendee lists, consider refreshing the attendee information of any relevant conference records before running the SBA Training Report to ensure that the most up-to-date attendee status information is collected.

If you let Softshare 'CATS classify attendees for you based on linked attendee lists, here are the calculations it uses to populate the attendee classification fields found in a conference record:

Classification Calculations used
Currently in Business All attendees that are associated with client records that have a selection of "Start-up" or "In Business" in their Company Status fields.
Not Yet in Business All attendees that are either (1) associated with client records that have a selection of "Pre-venture/Nascent" or "(Undefined)" in their Company Status fields or (2) not associated with any client records in the database.
Business Owners All attendees that are owners of businesses are tallied under this classification. Business ownership is designated by the Owner? check box in a contact record. In addition to having the Owner? check box selected, the attendee's contact record's associated client record must have "Start-up" or "In-Business" selected for the Company Status field.
Business Start-ups  All attendees that are owners of start-up businesses are tallied under this classification. Business ownership is designated by the Owner? check box in a contact record. In addition to having the Owner? check box selected, the attendee's contact record's associated company record must have "Start-up" selected for the Company Status field.  
People with Disabilities All attendees with a selection of "Yes" in the Disabled? field (found in the Contact Classification area of a contact record) are tallied under this classification.
Women  All attendees listed as "Female" in the Gender field (found in the Contact Classification area of a contact record) are tallied under this classification.
Total Veterans  All attendees listed as anything but "Non-Veteran," "Undefined," or "Choose not to respond" in the Veteran Status field (found in the Contact Classification area of a contact record) are tallied under this classification.
Service-Disabled Vets  All attendees listed as "Service-Disabled Veteran" in the Veteran Status field (found in the Contact Classification area of a contact record) are tallied under this classification.
Reservist/Nat'l Guard All attendees listed as anything but "None," "Undefined," or "Choose not to respond" in the Reservist Status field (found in the Contact Classification area of a contact record) are tallied under this classification.
White/Caucasians All attendees that are listed as "White/Caucasian" in the Race field (found in the Contact Classification area of a contact record) are tallied under this classification.
Total Minorities  All attendees listed as anything but "White," "Undefined," or "Choose not to respond" in the Race field (found in the Contact Classification area of a contact record) are tallied under this classification. In addition, all attendees listed as "Hispanic" in the nearby Hispanic Origin field are also tallied here.
Asian/Asian Americans All attendees listed as "Asian" in the Race field (found in the Contact Classification area of a contact record) are tallied under this classification.
Black/African Americans All attendees listed as "Black or African American" in the Race field (found in the Contact Classification area of a contact record) are tallied under this classification.
Hispanic/Latinos All attendees with the selection of "Hispanic" in the Hispanic Origin field (found in the Contact Classification area of a contact record) are tallied under this classification.
Native Americans All attendees listed as "Native American or Alaskan Native" in the Ethnicity field (found in the SBA Data area of a contact record) are tallied under this classification.
Hawaiian/Pac. Islanders All attendees listed as "Native Hawaiian or Pacific Islander" in the Ethnicity field (found in the SBA Data area of a contact record) are tallied under this classification.

Note: Because an attendee can be tallied under more than one classification—or no classification at all, it is unlikely that the classification total will equal the total number of attendees for the reporting period.

Heading III: Training Topics

Heading III reports on the type of training provided during the reporting period. This information is pulled directly from the SBA Training Topic fields of the relevant conference records, as shown in the next graphic.

Note: When you total this heading's various training topic subheadings, you will see that there is a one-to-one correlation between this total and the total number of training units for the reporting period.

Heading IV: Resources Participating

Heading IV reports on the resources that participated in the organization of the conferences held during the reporting period. This information is pulled directly from the Participating Resources areas of the relevant conference records, as shown in the next graphic.

Note: Because there can be multiple participating resources per conference—or none, it is unlikely that the resources total will equal the total number of training units for the reporting period.

Heading V: Program Format

Heading V reports on the training format of the conferences held during the reporting period. This information is pulled directly from the Program Format fields of the relevant conference records, as shown in the following graphic.

Note: When you total this heading's various program format subheadings, you will see that there is a one-to-one correlation between this total and the total number of training units for the reporting period.

Heading VI: Unit History

Heading VI defines the conferences held during the reporting period as new or ongoing. This information is pulled directly from the Unit History fields of the relevant conference records, as shown in the following graphic.

Note: When you total the new and ongoing subheadings, you will see that there is a one-to-one correlation between this total and the total number of training units for the reporting period.

Heading VII: Total Gross Fee Income

Heading VII reports on the number and dollar amount of fees collected for the conferences in the reporting period. Fee data under this heading is broken out into three main categories: 

Note: If you let Softshare 'CATS automatically calculate conference attendee and no-show fees for you based on linked attendee lists, consider refreshing the attendee information of any relevant conference records before running the SBA Training Report to ensure that the most up-to-date attendee fee information is collected.

Fees Paid by Conference Attendees

Subheadings 7a through 7e report on the number and dollar amount of fees paid by conference attendees. These subheadings break out conference attendee fee data by full fees, discounted fees, and no fees. This information is calculated using the fee structure and number of payers information found in contributing conference records, as shown in the next graphic.

Fees Paid by Conference No-Shows

Subheadings 7f and 7g report on the number and dollar amount of fees collected from people who paid for a conference, but never attended it. This information is pulled directly from the Total "no shows" and Total "No Show" Fee Income fields found in contributing conference records.

Other Conference Income

Subheading 7h reports on the dollar amount of other conference income collected for the relevant conferences. This information is pulled directly from the Other Income fields found in contributing conference records. 

Heading VIII: Fee Disposition

The final heading reports on the dollar allotments of the total fees collected for the conferences in the reporting period. This information is pulled directly from the Distribution of Income areas of the relevant conference records, as shown in the next graphic.

Note: Assuming that the Force fee distribution to reconcile? global configuration setting is activated for your Softshare 'CATS installation, the fee disposition subheadings, when totaled, will equal the total gross fee income provided for heading VII. Even if this setting is not activated, these totals should be equal. If they're not, you may want to review your contributing conference records to find the disparity.