SBA EDMIS FY14 Year-End Close Out

October 8, 2014

The October 2014 Export due to SBA due on the 30th closes out the FY14 EDMIS year.  All counseling and training event records exported to SBA for FY14 will be automatically marked as certified and locked in Center IC since they are also locked by SBA.  It is extremely important to conduct this final fiscal year end export with due diligence.  The following information highlights the current issues and details the close-out procedures you should consider for this October export process.

Current Issues

• While the October export reflects the SBA FY 4th quarter, it also includes all client and event records from October 1, 2013 through September 30, 2014 (FY14), therefore you should review the entire fiscal year. 
• In the October export process, all FY14 counseling sessions & training event records designated as exportable to SBA will self-certify in Center IC and they will become locked as soon as you create the export files.
  • This locking supersedes the configurable session and event date lockdown options available in the Admin Tool 
• SBA updates to the PIMS system could affect your ability to load records (e.g. if they inactivate locations with FY14 activity). See SBA PIMS Codes
• SBA will lock all FY14 counseling session and event records in their system after they complete their 35 day close out process and finalize their reports
  • It is very important that you complete the reconciliation process and match up your 'Center IC EDMIS Preview' to the 'EDMIS Management Impact Report' for all the key metrics before the end of October.
  • Center Dynamics technical support is available all month to achieve this - please do not wait for November, it may be too late
• For SBDC's receiving SBJA funding, SBA disaster grants, portability grants and veterans program grants that require EDMIS uploading, contact us to ensure that your state's codes are in place before you export to SBA.
  • Note: Even though SBJA ended on 12/31/2013 for many state - it is still in the active FY14 cycle and should be included in the final year-end export.     
• The Center IC EDMIS Preview will start displaying FY15 data on November 6th with a rolling period of 10/1/2014 to date, updated daily.
• Remember to log-in to the Admin Tool by right clicking on the launch icon and using the 'Run as Administrator' option to be able to save the files to your PC. 

Steps in the Export Process

The following delineates an overview of the basic steps in the export process

1. Verify Training events - make sure that all un-verified events are either verified or marked as canceled
   1. Only verified training events are considered for export and put to the "test" in the test export process
   2. Events with multiple sessions cannot span over two fiscal years - take action to either split the event into two or change the start/end date(s) as needed
      1. EDMIS focuses on the event start date 
2. Wait for the nightly 'test export' process that runs automatically or use the Admin Tool to run 'test exports' as needed
   1. The 'test export' process updates the Center IC EDMIS Scorecard and the Export Issues lists simultaneously
3. Work with your staff to review the Export Issues list and eliminate all issues and understand all warnings, re-run the 'test export' as needed
   1. New: [Warning] EDMIS Sync Issue, session was exported previously, but is not in this export. This may be due to a program or date change or unresolved error before export.
      1. These new warnings are critical to resolve - do not leave these warnings unattended
4. After all export issues are eliminated, use the Center IC EDMIS Preview to drill down into unusually out-of-range numbers, especially for employees and annual sales and annual profit
   1. It's an excellent tool for mining data entry mistakes
   2. Important Note: The Prep-Only clients column identifies clients that will not be counted in EDMIS reports because they have zero contact time for the FY. 
      Center IC EDMIS Preview: Clients - Prep Only = SBA EDMIS Client Count
   3. SBDC's - make sure all clients and events have a valid congressional district code before the export process, this way the ASBDC Tee Rowe report will be accurate after the export files are created.
5. With the Admin Tool, create the real export files, allow as much time as needed for the process to conclude (10 to 15 minutes)
   1. The export files will have the current date as part of their name (be careful not to load last quarters files)
   2. If there are two 641 files and one with a DEL in the file name (meaning deleted records) load that DEL file first before the regular 641 file.
6. With the Admin tool, copy the export files down to your local PC.
   1. Also copy the report spreadsheet to your PC as it contains a snapshot of your export including logs and the Preview values as of the export
7. Log into the SBA EDMIS web site and upload your client (641) and event (888) files into EDMIS
   1. You can verify that they loaded and are waiting for processing before you log out under Upload Status (use current date in date range.) 
8. Important** The next day, log back into SBA EDMIS and review the Management Impact report
   1. Compare the report to the Center IC EDMIS Preview values posted yesterday (note - you can use the spreadsheet too)
   2. If you do not match number of clients, hours, events, etc., check the Upload Status of the 641 file or the 888 file as needed
   3. If SBA rejected specific records, then you need to identify the cause of the rejection
   4. At this point, you may want to contact us for technical support
   5. If your scorecard matches the SBA report, congratulations, you can go on to the next task on your daily list
9. SBDC's need to run the ASBDC Tee Rowe Congressional District report and forward to ASBDC.
   1. Set the report to filter on 'certified' records
   2. Run the report immediately after you create your export file
10. If you have any questions, we're here to assist you