Statement Requirements by Law

Requirement to submit Form 641 and Form 888 data through EDMIS; excerpted from the SBDC and WBC program announcements.

A. U.S. Small Business Administration Office of Small Business Development Centers OSBDC Program Announcement Program Announcement No. OSBDC-2015-01 and Program Announcement No. OSBDC-2015-02

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6.3 Reporting

6.3.1 Required Data Collection System - EDMIS

All SBDC’s are required to report program data through SBA’s data collection system (currently EDMIS). EDMIS serves as a centralized data collection system. While SBDCs may, if they feel the system meets all of their MIS needs, use EDMIS as their primary MIS, they may also choose to maintain existing or complementary systems should they individually require more extensive data collection needs than that of the SBA.

All SBDCs must be fully capable of either manually entering data or uploading batch files to SBA’s data collection system (EDMIS). SBDCs are required to upload all data they have collected via the SBA approved data collection tools (Form 641 and Form 888) except as precluded by statute.

PIMS Maintenance:

SBA requires Lead Center SBDCs to maintain their Lead Center and Service Center information in SBA’s Partner Identification Management System (PIMS), which interfaces with EDMIS. OSBDC will use PIMS to generate the network listing. The Lead Center SBDC will designate one employee to inform SBA to update PIMS and provide their name, email address and phone number within the proposal. Updates will not be processed unless they are received from the designated employee’s email account. The employee will use the email account set up for PIMS at [email protected] and include “PIMS” in the subject line. The designated employee may be contacted by SBA web support for more information if it is needed.

SBDCs must notify SBA using [email protected] within 15 days of changes in contact information such as individuals, telephone numbers, fax numbers, e-mail and website addresses for Lead and Service Centers. However, [email protected] should not be used if your network has centers to be added, closed or assigned a location code. Instead, the designee must contact the appropriate OSBDC Program Manager within 15 days for centers to be added, closed or assigned a location code. Only OSBDC can open, close or update location codes.

In the event of a change in the PIMS designee, the SBDC must alert their SBA District Office and their OSBDC Program Manager within 15 days.

6.3.2 Required SBA Reports

All SBDC recipients must provide the required reports to SBA by the established deadlines. Failure to file timely reports may result in withholding of reimbursements.

The required reports are:

1. SBDC Quarterly Counseling and Training Reports (EDMIS submission)

2. Financial Reports, including SF-425 with required attachments

3. Semi-annual Performance Report

4. Annual Performance Report

5. Economic Impact Data Report

6. Program Income Report (SBA Form 2113) Note: To be submitted with final 424A report.

U.S. Small Business Administration Office of Small Business Development Centers OSBDC Program Announcement Program Announcement No. OSBDC-2015-01 and Program Announcement No. OSBDC-2015-02

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6.3.2.1 SBDC Quarterly Counseling and Training Reports (EDMIS Submission)

Due: No later than one month plus 5 working days after the close of each quarter.

All data collected from the Form 641 (except as precluded by statute) are to be reported through EDMIS as part of this quarterly reporting requirement. All SBDCs are required to either manually enter data or upload batch files to the EDMIS system. These files must contain complete information for all fields. The EDMIS system stores this client specific information and is capable of generating reports on the data. The data collection tools consist of Form 641 and Form 888 as well as an on-line collection of annual impact data. The 641 is designed to collect client specific data. As such, it is recommended that all fields be as complete as possible. Non-mandatory fields must be completed when data is available, including but not limited to, capital infusion data, job creation and retention data and other economic impact data. Economic Impact data that is collected on the 641 should also be included in the Economic Impact Report in EDMIS. The most current version of approved client definitions is available on www.sba.gov/edmis . Other documentation regarding EDMIS is also available at this site.

B. U.S. Small Business Administration Office of Women’s Business Ownership Women’s Business Center Initial Grant Program Announcement No. OWBO-2014-0

6.3.3 EDMIS Reports (Entrepreneurial Development’s Management Information System)

WBCs are required to either manually enter performance data or upload data files to the EDMIS system, the Office of Entrepreneurial Development’s (OED) centralized data collection system

6.4 Recordkeeping Requirements

A. Activity Records

WBCs are required to maintain complete and accurate records and supporting documentation. Client counseling, training, and other activities must be fully documented on the SBA Form 641 and SBA Form 888.

In addition to the performance and program reports already mentioned in the Reporting Requirements, the WBC must maintain the following records:

1. Counseling Activity Reports

WBCs are required to collect all counseling activities on SBA Form 641 Counseling Information Form (or an equivalent form). Data gathered by this form must meet the minimum requirement as stipulated by OED’s EDMIS database. Signed copies of these forms must be retained by the WBC either electronically or in hard copy and be made available for SBA review upon request.

2. Training Activity Reports

WBCs utilize SBA Form 888 Management Training Report (or an equivalent form) to report small business management training activities (see definitions section for training). WBCs may use a computerized version of this form. Hard copies of these forms must be retained by the WBC and be made available for SBA review upon request.

3. WBC Client Evaluation Forms

Evaluations of WBC services or client satisfaction surveys must be collected from clients who receive continuous counseling or attend a WBC training event. Copies of these evaluations must be retained by the WBC and be made available for SBA review upon request.

4. Protection of Client Contact Information

A WBC may not disclose the name, address, or telephone number of any individual or small business concern to which it provides assistance without the consent of that individual or concern, except as authorized by the SBA.