Presenter:

1. Using WebCATS Reports to Manage Individual Clients and Your Whole Clientele Presenter: Bob Judevine Associate Director, Programs Northern California SBDC Network

2. Agenda • Overview the WebCATS (CATS) interface. • Discuss where data is kept. • Review a variety of useful reports. • Create reports requested by the group. • Answer questions.

3. The Big View • Counselors and directors have numerous stake holders; • Clients. • Economic development partners. • Counselors, consultants & directors. • SBA. • COCC. • Lead center. Efficiently and accurately tracking counseling and training activity allows center directors to better manage their centers and tell a full and compelling story.

4. Worksheets • There are 2 DLA reports. These are for defense logistic agency . mostly PTACS use • “SBA Case Report” (quarterly and annual versions). Case info including good demographic breakdowns. (See attached) • “SBA Training Report”. (See attached) training info including good demographic info. • “Information Transfers/Inquiries Report”. • SBA Economic Impact (submitted and approved) The best EI information • “Expanded Economic Impact Report” (current and initial status versions). Includes existing and new business EI

5. Worksheets • “Unofficial Center Overview”. This report is useful if you want quick and dirty training and counseling numbers. Remember to uncheck “DLA” as a funding source. (See handout for example) • Worksheet notes • Case totals for current and cumulative totals if set for different periods reflect SBA definition that each client is counted as a case once a year. • You can back arrow (backspace key) from a report back to the worksheet interface. • Doing reports for reverse info can trap errors (Example: search for all sessions in the year funded by everyone but the SBA to find records that will not be reported.)

6. A Word About Subsets….. • You can create and memorize a subset in all items under “View” on the nav menu. • You can use any of the data gathered on the 641, or in customized fields. This is where you can really tailor a report for your stakeholders. • Memorize the good ones. • Manage those babies. • Boolean operands (help/webresources/bidmatch resources/boolean logic explained)… a real “geeky thing” that can be helpful. • “Check Criteria” in “Manage Subsets” • Delete unused

7. Why We Love Expanding “Viewing Data”

8. Why We Love Expanding “Viewing Data” • You can filter by date. • You can often filter by counselor. • Depending on the type there are other filter criteria, and totals at the bottom of the page. These pages are best printed with a right click and just print this window instead of the whole screen. • “Save as default” most used or smallest amount of data. • “Requery” !

9. The Mysteries Of The Report Window Revealed… • Make sure the criteria is correct. ( esp *Last Client View) • You can expand the centers you are searching if you have permission . • “Report by’s” vary with each view. • Summary reports tend to be one page, shorter. • If you choose to enable record links, you can drill into the data. • Prepend Center ID is useful if you are looking at multiple centers. • Notes?, Comments? • Rename the report if you would like. • Many reports can be cut and pasted into Excel. • You can also export to a CSV txt file and import into Excel.

10. Counseling Reports • Most of the choices on the nav menu under “View” can be reported on by counselor. • You can get a list of all a counselor’s activity by choosing “View:Counselor:Counselor Name”. Then expand the viewing data. • You can get a list of all active clients sorted by counselor in View:Client. Useful for polling for milestones/investments.

11. Custom Reports

12. Wrap Up Questions Contact info: Softshare (805) 882-2588 choice #3 Bob Judevine 707-826-3916 judevine@humboldt.edu PPT available at www.norcalsbdc.org/cats