2017 Project Officer OnSite Monitoring Review Training February 1 2017 Office of Small Business Development Centers OSBDC Training Topics Why we Conduct OnSite Reviews Choosing ID: 767550
Download Presentation The PPT/PDF document "2017 Project Officer" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
2017 Project Officer On-Site Monitoring Review TrainingFebruary 1, 2017 Office of Small Business Development Centers (OSBDC)
Training TopicsWhy we Conduct On-Site ReviewsChoosing Sites, How Often to Review, Selection Criteria, Onsite Review Schedule & When DuePre-Onsite Review: Requesting Client Impact Reports on Client Impact & Activity (Counseling Hours), Selecting Counseling Files for Verification & ValidationOn-Site: Conducting the ReviewPost Onsite: Report Sequence FlowTimelines 2017 SBDC Project Officer On-Site Monitoring Review Training 2
Why conduct the On-site SBDC Reviews? Code of Federal Regulations (13 CRF, Sec 130.800 and Section 130.810)Project Officer Knowledge & Expertise “on the ground”Your Reviews assess whether the SBDCs are operating in compliance with the Regs, Program Announcement and other governing documents. Your Reviews assess whether SBDC services are sufficient in terms of quality & scope in your area. 2017 SBDC Project Officer On-Site Monitoring Review Training 3
Methodology for Client Counseling File Review Lead Centers – Review: 5 files. The prior year’s Top 5 Highest Capital Infusion (CI) cases from the entire network Service Centers - Review 10 files. Must include 5 from prior year of High Activity Clients. Balance – your choice. 4 2017 SBDC Project Officer On-Site Monitoring Review Training
Definition of High Activity Clients: Those clients which have High counseling time (contact + prep)High impact (jobs created/retained, a business start, increase in sales, capital infusion, new international market, etc.)5 2017 SBDC Project Officer On-Site Monitoring Review Training
Reviews: How often & How many? Lead Center – Reviewed once every fiscal yearService Centers – Reviewed every other year (once every two-years) With large networks (more than 20 service centers) no more than 10 each year. Work with your Program Manager to coordinate a plan to review all locations within a 3-year period . Are SBDC locations up-to-date? To find SBA/SBDC resources near you, visit SBA’s Online Local Assistance search engine: http://www.sba.gov/tools/local-assistance 2017 SBDC Project Officer On-Site Monitoring Review Training 6 SBDC National Network
Review Selection Criteria: Priorities & Considerations 2017 SBDC Project Officer On-Site Monitoring Review Training7
8Establish your Annual Review Schedule with OSBDCCoordinate with the SBDC Lead Center on approximate dates for the on-site reviews across the networkProvide OSBDC with the proposed schedule (see sample format on next slide) Once OSBDC concurs, conduct lead and service center reviews based on this review schedule. Use current year templates. Alert OSBDC on any changes during the year. 2017 SBDC Project Officer On-Site Monitoring Review Training
Sample Project Officer Review Schedule 2017 SBDC Project Officer On-Site Monitoring Review Training9
10 Pre-Onsite: Request Documentation from the Lead Center First, reach out to the SBDC Lead Center , and request the following documentation : Goal/performance data for the Service Centers for the most recently completed federal fiscal year (Oct 1 – Sep 30) regardless of performance period.Goal/performance data for the Service Centers’ current federal fiscal year-to-date.List of “Top 5” Client Capital Infusion Report for the entire network – a summary report that lists the top 5 clients for Capital I nfusion impact for the prior fiscal year. List of 5 High Capital Infusion (CI) Clients by service center. List of High Activity Clients by service center: (Those clients that generated the most counseling hours (contact + prep) and/or impact) 2017 SBDC Project Officer On-Site Monitoring Review Training
Bring these items with you to the On Site ReviewClient DefinitionsLead and/or service center Onsite Review TemplateList of Pre-chosen client counseling files to be reviewed (For Lead Center Review: “Top 5 CI”; For Service Center Reviews, 5 High CI/High Activity, 5 Other Clients, as appropriate)List of 10 counseling client phone numbers for telephone verification Proposal, NOA, recent reports. 2017 SBDC Project Officer On-Site Monitoring Review Training 11
The Three Types of Review (“C-P-T”) File Selection for Service Center Reviews“Ten-Ten-Ten” Rule(DO NOT SHARE your pre-chosen lists before the on-site) 2017 SBDC Project Officer On-Site Monitoring Review Training12
Pre-Onsite: File Selection: CounselingFor Lead Center Review: “Top 5” Cap InfusionFor Service Center Reviews: Ten files composed of combo of 5 High Activity (which may include High CI)Balance of 5 files according to your judgment 2017 SBDC Project Officer On-Site Monitoring Review Training13
Client IDCapital Infusion Total HoursFile Complete (Y/N) Client ID #1$6.4 million 63.29 Y Client ID #2 Client ID #3 Client ID #4 Client ID #5 2017 SBDC Project Officer On-Site Monitoring Review Training 14 On Site: Lead Center Review the network’s highest capital infusion client cases from the prior year. Check each file using the SBDC’s MIS system to ensure that reported data is accurate and sufficient. Complete the table below from your Onsite Review Template. Chart on Lead Center Review
On Site: Service Center: Review your files according to your pre-established selection criteria.For your High Client Activity selection. Is the loan documentation/awarded contract/equity infusion, etc. on file?Has this led to impact? 2017 SBDC Project Officer On-Site Monitoring Review Training15
16 2017 SBDC Project Officer On-Site Monitoring Review Training Example: “Top 5:” Capital Infusion Report Total Network
17 2017 SBDC Project Officer On-Site Monitoring Review Training Example: Capital Infusion Report by Service Center
18 2017 SBDC Project Officer On-Site Monitoring Review Training Example: HIGH ACTIVITY CLIENTS (HIGH ACTIVITY (Contact and Prep Hours Summation)
On Site: Counseling File Must Contain Form 641: If not in file must be made available to youGood counseling notes with follow-on. Could another counselor pick up and carry on with this client? Is the documentation thorough?Are copies of personal financial statements, business plans, marketing plans, loan documentation, etc. in the file? 2017 SBDC Project Officer On-Site Monitoring Review Training19
2016 SBDC Project Officer On-Site Monitoring Review Training 20
On Site: Verification Phone CallsWork with your list of ten selected clients Follow your service center review template script to conduct your calls to the identified clients. 2017 SBDC Project Officer On-Site Monitoring Review Training21
On Site – Training FilesChoose 10 training files: Each file must contain: A completed SBA Form 888 for each training or equivalent (SBA Form 20)Marketing materials for the training having appropriate SBA logo & acknowledgment of SBDC’s affiliation with SBA Attendee lists Program Income receiptsClient training evaluations 2017 SBDC Project Officer On-Site Monitoring Review Training 22
On Site – Completing the ReportGo through your template with the center director, asking questions, and taking thorough notes.This part of the review should provide insight into this particular center, its market, its challenges, its strategy. It is also an opportunity to establish rapport and get to know the SBDC better. 2017 SBDC Project Officer On-Site Monitoring Review Training23
Other Considerations: Do SBDC Services Meet Local Needs? 24 2017 SBDC Project Officer On-Site Monitoring Review TrainingSBDCs provide specialized information and guidance to individuals and small businessesYour Reviews assess SBDC services in terms of quality & scope in your area!
2017 SBDC Project Officer On-Site Monitoring Review Training 25
2017 SBDC Project Officer On-Site Monitoring Review Training Post – On-Site: Timelines By February 15 , 2017 : List of this year’s onsite review schedule centers to your Program Manager. Must include last year’s scheduled reviews Within 10 days of site visit – reviews submitted to Program Managers All scheduled Service Center Compliance Reviews must be submitted to the Program Manager at OSBDC by August 18 th .
2017 Project Officer On-Site Monitoring Review TrainingThe End 2017 SBDC Project Officer On-Site Monitoring Review Training27