Welcome to Neoserra

Neoserra Hands-On Training Presentation Overview Neoserra Navigational Overview Verify Counselor/Center data How to create/process a new Client request  Entered via Neoserra  From eCenter Direct  How to create a new counseling session  How to enter economic impact  How to create a new capital funding session  How to create a professional development session 2

Neoserra Hands-On Training 3 Navigational Overview Neoserra does not support Microsoft Internet Explorer 8.0. –If you are using IE 8 (which is 5 years old), then you should consider upgrading to IE10 or 11 or change to a different browser. (See FAQ: p?id=n217) Neoserra offers the ability to option to add attachments to messages. This option is not available in IE8 or IE9 (all other features and functionalities are supported in IE9)

Neoserra Hands-On Training 4 Neoserra Interface Demonstration (Clockwise around the Home Page)

Neoserra Hands-On Training 5 General Navigation Tips and Tricks 1.Neoserra logo take you to the home page. 2.Search window searches the data base (see next slide) 3.Menus at the top provide access to all data 4.Calendar: –Calendar includes Neoserra scheduled appointments only. Private appointments are not managed on the Neoserra calendar but you can synchronize the Neoserra calendar with Outlook/Google Calendar (via Preferences) –Calendar appointments will remain on your home page/dashboard until you clear them.

Neoserra Hands-On Training 6 General Navigation Tips and Tricks Search is case insensitive and searches across multiple forms: Record TypeFields Searched Client Record Client ID Client Name Client Contact Record First Name Last Name Contact Pending Intake Request First Name Last Name Contact Pending Training Request First Name Last Name Contact Counselor Record First Name Last Name Counselor Training Event RecordEvent ID Event Name

Neoserra Hands-On Training 7 General Navigation Tips and Tricks Preferences –Time zone selection –Menu selection –Open Client selection –Calendar sharing (see next slide) – configuration (revisited later)

Neoserra Hands-On Training 8 General Navigation Tips and Tricks –You receive an each time an appointment is made – is sent to address in Personal Preferences –You can accept/decline appointments Subscription –All appointments are shown in read-only mode on default calendar –No is sent and everything is automatic –Adding Neoserra URL is discussed in FAQ: aq.jsp?id=n200.

Neoserra Hands-On Training 9 General Navigation Tips and Tricks How do I change centers?

Neoserra Hands-On Training 10 General Navigation Tips and Tricks Upper Right hand panel of home page: –Active Clients –My Active Clients –Long Term Clients (current center only) –Open Clients –Training Requests –Intake Requests

Neoserra Hands-On Training 11 General Navigation Tips and Tricks Date and/or CBA filter controls: –Activity Summary Charts –Data stream Expand all List view

Neoserra Hands-On Training 12 Terminology: Data Stream

Neoserra Hands-On Training 13 General Navigation Tips and Tricks Where is the Save button? –Save button is generally found at the bottom of the screen, but you don’t need it! Just press Enter to save you changes on all field types except Notes or drop down. Where is the Delete option? –No delete permissions have been granted at this time.

Neoserra Hands-On Training 14 General Navigation Tips and Tricks Where is the Duplicate check option? –Neoserra will automatically check for duplicates –Hover-over gives immediate info How does the address validation work? –It is automatic! County and district data is updated as soon as record is edited and saved. Address is mapped using Google maps on client record –Phone number formatting is applied upon save

Neoserra Hands-On Training 15 General Navigation Tips and Tricks View –Counselors –Centers It is important to verify the information in the counselor and center records. You can also upload a picture of each counselor in the counselor record or a logo in the center record.

Neoserra Hands-On Training 16 Verify Center/CBA Data Under the View menu you will have access to your center and CBA records. Please take a moment and find your CBA record and verify the information. Update the phone number, address and street address as appropriate. Each CBA can upload their own picture to be used on the data stream.

Neoserra Hands-On Training 17 How to create a new Client? There are two ways to enter clients into the database: –Entering a client using Neoserra (CBAs do the data entry) –Processing a client request from eCenter Direct (client does data entry)

Neoserra Hands-On Training 18 How to create a new Client? Select View/Clients Click New Counselor will default to counselor associated with your user account Enter company name (enter contact name if pre-venture) –Look for duplicates Pre-Client or Client?

Neoserra Hands-On Training 19 How to create a new Client? New contact or existing contact? –Look for duplicates at the bottom of the screen Enter address –Address validation happens upon saving record Validation against USPS database 9-digit zip is added County information added Congressional district information added –As provided by KnowWho –Congressional information updated monthly

Neoserra Hands-On Training 20 How to create a new Client? Upon save, the full client record can be updated. Defaults will be applied Critical fields to note: –Initial company status (measures business starts) –Full-time/Part-time employee count (measures job growth) –Annual sales

Neoserra Hands-On Training 21 How to create a new Client? Upon completing company information, verify contact information Click Save to view contact record linked to client record Right hand panel: –Local information (optionally) –Add additional contacts –View activity information –Add file attachments –Administrator can view audit information

Neoserra Hands-On Training 22 Demonstration

Neoserra Hands-On Training 23 How to process a new Client Request? On home page, all pending intake requests are listed Click on numeric link to see pending requests Click on date to process new incoming request Duplicates will appear at the top of the screen –Hover over to determine if actual duplicate Accept: –As Pre-Client if additional information is necessary –As Client to assign to CBA (CBA will be automatically notified via Message Center) Reject/delete if not candidate for services

Neoserra Hands-On Training 24 Demonstration

Neoserra Hands-On Training 25 How to create a new counseling session? From client record click New/Counseling Session Enter multiple clients, if appropriate Select multiple CBAs for co-counseling, if appropriate –Prep and Travel time per CBA –Contact time for the client Select session type: –Admin (non-reportable) –Initial/Follow-up (defaults as appropriate) –Close-out (non-reportable) Select Areas of Counseling Funding source should be SBA Reportable? checkbox is always set to NO for pre-clients

Neoserra Hands-On Training 26 Demonstration

Neoserra Hands-On Training How to create a new counseling session (from )? Two ways to from Neoserra and have your captured as a counseling session: –Neoserra’s interface Primarily used for bulk s and discussed this afternoon as part of the filter discussion. –Your default mail application 27

Neoserra Hands-On Training 28 How to create a new counseling session (from )? Sending from your default application (such as Outlook/Google Mail/Mac Mail/etc.) Configuration Preferences: –Settings are default for all s sent to postbox. –Postbox address is tied to counselor/center associated with user account. –Postbox should be used in Bcc field. If the address becomes compromised a new Postbox address can be generated and old Postbox address will no longer work.

Neoserra Hands-On Training 29 Using Your Default Application Attachments: –Attachments sent from external application will be stored and recorded in data stream Message Center: –Every message ed into Neoserra will need to be acknowledged in the Message Center

Neoserra Hands-On Training 30 Demonstration

Neoserra Hands-On Training 31 Creating Economic Impact Milestone Use milestones to capture economic impact From client record click New/Milestone Enter multiple milestones at once –Client record updated upon saving milestone record Choose to create counseling session to document impact Impact can alternatively be recorded by changing values on client record

Neoserra Hands-On Training 32 Demonstration

Neoserra Hands-On Training 33 Create Capital Funding From client record click New/Capital Funding Enter date of application Enter reporting date Completion status: –In progress –Approved –Denied –Withdrawn Enter approval date if approved Select capital funding type

Neoserra Hands-On Training 34 Demonstration

Neoserra Hands-On Training 35 Create Professional Development Neoserra has a built-in Professional Development module The module is intended to be customized with the types of professional development commonly tracked by your program. Possible additions to consider: –ASBDC/Other Conference attendance –Create/Send Press Releases –Staff Meetings/Conference calls –Vacation/Sick time

Neoserra Hands-On Training Presentation Overview How to create a Training Event How to use the Neoserra Filters –Send from Neoserra How to create System/Custom Report Final Review and Q&A 36

Neoserra Hands-On Training 37 How to create a Training Event? Select View/Training Events and click New –Alternatively, you can copy a previously entered event Four dates: –Start/End –Registration deadline –Approval date Events are no reportable unless approved Automatically calculate fee and attendance values? –Turn ON when using Neoserra attendee list exclusively –Turn OFF when using multiple registration lists Publish on eCenter?

Neoserra Hands-On Training 38 How to create a Training Event? Upon saving training event record add the following in the right hand panel: –Add instructor(s) –Add documents such as agenda, power point, bios, etc. Documents can, optionally, be made available on eCenter

Neoserra Hands-On Training 39 Demonstration

Neoserra Hands-On Training 40 Creating Training Event Managing attendee list: –New –Import –Batch – –Survey

Neoserra Hands-On Training 41 Demonstration

Neoserra Hands-On Training 42 How to use the Neoserra Filters? A Filter is a user-defined grouping of records in the Neoserra database that share one or more common criteria. Filters can be created for almost every record type. Filters are accessed from the “blue ribbon” or magnifying glass Filters are persistent

Neoserra Hands-On Training How to use the Neoserra Filters? Sample Client Filters might be: –Finding all construction companies located in a particular congressional district –Finding all clients that have in excess of $500,000 in annual sales –Finding all veteran-owned companies with 5 or more employees There is no limit to the number of criteria you can string together… 43

Neoserra Hands-On Training How to use the Neoserra Filters? Golden Rule: Have a very clear idea of exactly what you want to accomplish with your Filter For example, what does “find all active clients” mean to you? –Is it: Any client in the database that hasn’t been inactivated? –Or is it: Any client that has received counseling recently? If so, how recently? And what type of counseling? –Or is it: Any client that has received counseling or attended an event or is subscribing to Bid Match? All of the above are possible. You just need to identify your exact needs before getting started! 44

Neoserra Hands-On Training How to use the Neoserra Filters? 45 You can save a filter that you use frequently. Saved filters can be updated assuming it has not been edited under Manage|Saved Filters Saved filters under one record type, can be used under another record type.

Neoserra Hands-On Training How to use the Neoserra Filters? 46 Under Manage|Saved Filters, you can perform several actions upon Filters YOU have previously saved: Share with other users Delete the Filter – clean up unused filters! Edit the Filter –Underlying SQL (be careful!) –Which centers records are pulled from (make sure this is compatible with who you’ve shared Filter with) NOTE: Neoserra administrators have access to all saved Filters

Neoserra Hands-On Training How to use the Neoserra Filters? Demonstration Find all clients that are: –Active –Veteran-owned –Located in a particular Congressional District 47

Neoserra Hands-On Training How to use the Neoserra Filters? Demonstration Find all clients that are: –Active –Located in a particular city 48

Neoserra Hands-On Training How to use the Neoserra Filters? Demonstration Sending a Mass to Filter Members 49

Neoserra Hands-On Training 50 Send from Neoserra Benefits: –Unlimited recipient list allowed – s are sent individually with each recipient’s name in the To field (privacy is ensured, but spam filters are avoided). –Substitution variables supported –Attachments supported (5MB max per attachment) Up to 250 clients max – contents will be saved as counseling session for each client/contact ed –Counseling session parameters set on interface Disadvantages: –Message not saved in your sent mail folder

Neoserra Hands-On Training 51 ing from Neoserra Substitution Variables: –CONTACT_FIRST (Contact first name) –CONTACT_LAST (Contact last name) –CONTACT_NAME_FML(Contact name (First MI. Last)) –CONTACT_NAME_LFM(Contact name (Last, First MI.))

Neoserra Hands-On Training 52 ing from Neoserra To field: –Each client/contact will receive a separate message with ONLY their address in the To field. If 16 recipients are included, then 16 separate messages will be sent. Cc/Bcc fields: –You can Cc/Bcc yourself and you will receive one copy Send a copy of each delivery to myself field: –Checking this option means you will receive a copy of every message sent.

Neoserra Hands-On Training 53 ing from Neoserra Attachments field: –Individual attachments of up to 5MB may be included –If more than 100 recipient addresses then no attachments allowed –When saving message as counseling session, attachments are NOT included in counseling session

Neoserra Hands-On Training 54 ing from Neoserra Save message as a counseling session field: –You can configure session type; time, area of assistance and funding course. –Sessions, by default will be marked as non-reportable, admin sessions –When recording time, keep in mind that each recipient corresponds to a counseling session, i.e. 16 recipients = 16 s = 16 counseling sessions each with time as entered.

Neoserra Hands-On Training 55 Demonstration

Neoserra Hands-On Training How to create System/Custom Report Reports can be generate on all record types or on a group of records based upon a filter All reports are specific to the record type. Client reports can be generated from the client records, counseling session reports can be generated from the counseling session records, etc. There are 6 report output formats (default is PDF) 56

Neoserra Hands-On Training 57 Questions? (For help also remember to check the FAQs)