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

Beyond “Business as Usual” All California Conference *WebCATS Training* March 1, 2007 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.

Beyond “Business as Usual” All California Conference *WebCATS Training* March 1, 2007 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.

Beyond “Business as Usual” All California Conference *WebCATS Training* March 1, 2007 Where Is It? Review the interface ; Back button Log out (to free up licenses) Navigation (Nav) menu Help menu and context sensitive Sorting by column header Review where client data is stored Client/company Counseling sessions Milestones Investments Contact Inquiries Trainings Review where client data is stored cont… Contacts cont… Trainings

Beyond “Business as Usual” All California Conference *WebCATS Training* March 1, 2007 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

Beyond “Business as Usual” All California Conference *WebCATS Training* March 1, 2007 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.)

Beyond “Business as Usual” All California Conference *WebCATS Training* March 1, 2007 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

Beyond “Business as Usual” All California Conference *WebCATS Training* March 1, 2007 Why We Love Expanding “Viewing Data”

Beyond “Business as Usual” All California Conference *WebCATS Training* March 1, 2007 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” !

Beyond “Business as Usual” All California Conference *WebCATS Training* March 1, 2007 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.

Beyond “Business as Usual” All California Conference *WebCATS Training* March 1, 2007 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.

Beyond “Business as Usual” All California Conference *WebCATS Training* March 1, 2007 Custom Reports

Beyond “Business as Usual” All California Conference *WebCATS Training* March 1, 2007 Wrap Up Questions Contact info: Softshare (805) choice #3 Bob Judevine PPT available at