CRM Software for Economic Development Organizations

OutreachSystems

How do I satisfy the Chrisman Survey Requirements?

OutreachSystems has programmed the distribution and reporting requirements for the Chrisman Survey right into WebCATS! All you need to do is follow a few easy steps, outlined next:

  1. Distribute the Survey
  2. Log the Survey Respondents
  3. Redistribute Survey to Non-Respondents
  4. Log the Survey Respondents
  5. Generate Numbers for Demographic Data Forms #1, #2, and #3

Distribute the Survey

There are two ways to distribute the survey: via e-mail or postal mail. Depending upon your distribution method, the steps are very different.

Distributing the Survey Via E-mail

To distribute the survey via e-mail, what you are ultimately doing is taking an easy shortcut to creating two client subsets—one for in-business clients and one for pre-venture clients that have five or more hours of prep and counseling time within the specified calendar year. Once the subsets are generated, you can e-mail the members of each subset with the request to respond to the appropriate survey. Here's how:

  1. Select View|Chrisman Reports from WebCATS' left-hand menu.
  2. From the Report selection field, select "Demographic Data Form," as shown next.

  3. From the Clients field, confirm that "All Clients" is selected.
  4. Expand the Funding Source(s) field to indicate the funding source a counseling session must be funded under in order for its prep and counseling time to be counted towards the five or more hours requirement. Most likely, the funding source selected here should be "SBA."
  5. The Calendar Year picklist defaults to two years prior to the current year. This is as it should be. A counseling session must be dated in this year in order for its prep and counseling time to be counted towards the five or more hours requirement.
  6. Leave the Output field set to "Normal."
  7. And very importantly, leave the Enable Record Links? option selected.
  8. Click the Generate Report button.
  9. As shown in the next graphic, WebCATS generates "Demographic Data Form #1." Click on the total number of clients highlighted under the "PRE-VENTURE" column.

  10. Clicking the line item total highlighted in the above graphic opens a summarized view of all the pre-venture client records that contributed to this total. In other words, it opens a client subset! With the subset displayed, click the E-mail button to send a mass e-mail requesting completion of the survey. For more information on sending a mass e-mail to a grouping of client records, see the FAQ titled How do I e-mail many clients or contacts at once?.

    11. Note: At this point, you could also run a report against this client subset or view activity records belonging to just those clients in your subset

  11. Repeat steps 9 and 10 for the total number of clients highlighted under the "IN BUSINESS" column.

Distributing the Survey Via Postal Mail

To distribute the survey via postal mail, you'll generate two sets of mailing labels—one for in-business clients and one for pre-venture clients that have five or more hours of prep and counseling time within the specified calendar year. Here's how:

  1. Select View|Chrisman Reports from WebCATS' left-hand menu.
  2. From the Report selection field, select "Pre-venture Mailing Labels."
  3. From the Clients field, confirm that "All Clients" is selected.
  4. Expand the Selected Center(s) field to indicate which centers must have provided the counseling in order for a counseling session's prep and counseling time to be counted towards the five or more hours requirement. Most likely, you will want to select all applicable centers. The reason for this is that, in the case of cross-center counseling, a client may have received a total of five hours of counseling between two or more centers. Therefore, running the report on just the client's home center would mean that client would potentially not be included in the Chrisman Survey.
  5. Expand the Funding Source(s) field to indicate the funding source a counseling session must be funded under in order for its prep and counseling time to be counted towards the five or more hours requirement. Most likely, the funding source selected here should be "SBA."
  6. The Calendar Year picklist defaults to two years prior to the current year. This is as it should be. A counseling session must be dated in this year in order for its prep and counseling time to be counted towards the five or more hours requirement.
  7. Leave the Output field set to "Normal."
  8. Disable the Enable Record Links? option.
  9. Click the Generate Report button.
  10. WebCATS generates a mailing label report for all applicable pre-venture clients. You can print this report directly onto your Avery 5160 mailing labels.
  11. Next, run the "In-Business Mailing Labels" report, leaving all other criteria the same.

Log the Survey Respondents

When the ASBDC returns the survey results to you, you must create a "Responded to Chrisman Survey (Calendar Year <yyyy>)" milestone record for each client that responded, where the "yyyy" is the calendar year that you ran the report for.

Redistribute Survey to Non-Respondents

Once you have created milestone records for all of the survey respondents from your first distribution effort, go back into WebCATS' Chrisman Survey Reports module and perform the same steps you performed when distributing the survey the first time, with one major exception: change the selection in the Clients field's drop-down menu from "All Clients" to "Survey Non-Respondents Only."

Log the Survey Respondents

When the ASBDC returns the second round of survey results to you, go into WebCATS once again to create "Responded to Chrisman Survey (Calendar Year <yyyy> )" milestone records for each client that responded, where the "yyyy" is the calendar year that you ran the report for.

Generate Numbers for Demographic Data Forms #1, #2, and #3

There are three Demographic Data Forms that you must provide data for. The following three sections carry instructions for generating the appropriate data from WebCATS for each of these forms.

Demographic Data Form #1

To generate data for the Demographic Data Form #1, open WebCATS' Chrisman Survey Reports module and run the "Demographic Data Form" report for "All Clients" using the same funding source and calendar year you used when originally distributing the survey.

Demographic Data Form #2

To generate data for the Demographic Data Form #2, open WebCATS' Chrisman Survey Reports module and run the "Demographic Data Form" report for "Survey Respondents Only" using the same funding source and calendar year you used when originally distributing the survey.

Important: Do not generate the data for this form until after you have logged milestone records for all survey respondents, including those from the second round of survey results.

Demographic Data Form #3

To generate data for Demographic Data Form #3, you'll need to gather numbers from two different sources:

  • The "Demographic Data Form: report in the Chrisman Survey Reports module. Run the "Demographic Data Form" report for "All Clients" using the same funding source and calendar year you used when originally distributing the survey. Use the total counseling hours under both the "PRE-VENTURE" and "IN BUSINESS" columns to complete line 1b of the Demographic Data Form #3.
  • The "Economic Impact/Capital Infusion" scorecard. Run the "Economic Impact/Capital Infusion" scorecard with the cumulative and current start dates set to January 1st of the reporting calendar year and the end date set to December 31st of the same year. Use the total provided in line 14a to complete line 1a of the Demographic Data Form #3.


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