pacdp reporting tools
DESCRIPTION
For participants in the Pennsylvania Cultural Data Project, there are now 38 new comparison reports and 77 financial reports available. These useful documents—including balance statements, income statements, and program trend reports—will be reviewed.TRANSCRIPT
www.pacdp.org
PACDP Reporting ToolsAlliance Day
June 12, 2007
Neville Vakharia, Project ManagerJessica Hupp, Project Associate
What is the PACDP? What is the PACDP?
The Pennsylvania Cultural Data Project (PACDP) offers a statewide standardized, on-line system for collecting financial and organizational data from arts and culture organizations.
Created to strengthen arts and culture in Pennsylvania by documenting and disseminating information on the sector.
Collaborative project:
Greater Pittsburgh Arts Council
Greater Philadelphia Cultural Alliance
Pennsylvania Council on the Arts
Pennsylvania Historical and Museum Commission
The Pew Charitable Trusts
William Penn Foundation
The Heinz Endowments
The Pittsburgh Foundation
Independence Foundation
Why PACDP? Why PACDP?
To streamline the application process for potential grantees as more funders join the project
To provide the arts community with reliable, longitudinal data to support organizational capacity building and benchmarking
To serve as a powerful tool for advocacy(i.e. data can be analyzed by legislative district, Zip Code, etc.)
To better tell the story of the impact of arts and culture in the region and the State
PACDP HistoryPACDP History
4 Years of Planning
Initial Launch September 2004
Administered by The Pew Charitable Trusts in 2005
Not just a data collection tool – also a reporting tool for organizations to better manage their institutions
Focus groups used to build project and e-surveys used to collect feedback
PACDP: Current StatePACDP: Current State
Since September 2004 Launch:
516 organizations have submitted 1,450 Data Profiles
Most organizations have submitted FY2006
Data Profiles
Organizations are creating new profiles once per year
Current State: Current State: Philadelphia RegionPhiladelphia Region
Five-County Philadelphia Region:
280 organizations have submitted 772 profiles
Most organizations have 3 or more years of data
States with interest in CDPStates with interest in CDP
Thank YouThank You
You worked hard to provide the data about your organization.
Now let that data work for you.Now let that data work for you.
The Annual, Trend and Comparison Reports can help you better understand your organization’s performance and activities.
PACDP User ReportsPACDP User Reports
PACDP’s Powerful Reporting Features:
Give data back to organizations
Designed to be a learning tool
Serves the needs of basic and advanced users
Utilizes best practices
More than 2,200 user reports generated
PACDP User ReportsPACDP User Reports
Report Types:
Annual Report
Standard Reports
– Trend Reports
• Detail Reports
– Comparison Reports
• Detail Reports
Access to PACDP User ReportsAccess to PACDP User Reports
Access to User Reports:
All PACDP organizations with at least 1 submitted PACDP data profile
Access is requested for activation
Executive Director notification
Executive Director can allow additional report users
Requesting Access to ReportsRequesting Access to Reports
Requesting Access to Reports: Requesting Access to Reports: Executive Director NotificationExecutive Director Notification
Adding Report UsersAdding Report Users
Adding Report UsersAdding Report Users
Adding Report UsersAdding Report Users
Link to ReportsLink to Reports
Reports HomepageReports Homepage
Annual ReportAnnual Report
Annual Report:
Financial, Program Activity, and Attendance overview
Compares data to prior year (if available)
Can be annotated and saved
Effective starting point for additional reports
Useful “high-level” report to share with board, staff, etc.
Annual Report (Generates instantly in 3 Clicks)Annual Report (Generates instantly in 3 Clicks)
Annual Report (Financial Activity Section)Annual Report (Financial Activity Section)
Annual Report (Attendance and Program Activity Sections)Annual Report (Attendance and Program Activity Sections)
On-Screen Information and GuidanceOn-Screen Information and Guidance
On-Screen Information and GuidanceOn-Screen Information and Guidance
User Annotations Stored in ReportUser Annotations Stored in Report
Saving Report within Web Site (for Private or Public Use)Saving Report within Web Site (for Private or Public Use)
Standard ReportsStandard Reports
Six Standard Reports:
Standard Reports cover all key aspects of your data
Run as “Trend” or “Comparison” report
Detail Reports for “drill-down” items
76 standard reports available
Standard ReportsStandard Reports
Six Standard Reports:Program Activity
Personnel– With 2 Detail Reports
Unrestricted Activity– With 12 Detail Reports
Program Revenue & Marketing Expense– With 2 Detail Reports
Contributed Revenue & Fundraising Expense– With 4 Detail Reports
Balance Sheet– With 13 Detail Reports
Standard Reports: TrendStandard Reports: TrendTrend Reports Show:
Multiple years of your data (any 3 years)
Changes from year to year
Graphical representations of important calculations and measurements
Links to your Data Profile—which links to your audit
Trend Reports Help:Understand historical trends
Benchmark and plan for the future
Make the case in grant applications
Identify changes in the way you report on your operations
Without changing your audit, spot changes and wrap your context around it
Select Comparison or TrendSelect Comparison or Trend
Select up to 3 yearsSelect up to 3 years
Trend Report: Program Revenue & Marketing ExpenseTrend Report: Program Revenue & Marketing Expense
“Drill-Down”Detail Reports
Program Activity TrendProgram Activity Trend
Program Activity Trend- cont’dProgram Activity Trend- cont’d
Balance Sheet TrendBalance Sheet Trend
Balance Sheet- Calculations of Financial PositionBalance Sheet- Calculations of Financial Position
Standard Reports: ComparisonStandard Reports: Comparison
Comparison Reports Show:Your data compared to a selected comparison group
Potential strengths or challenges compared to peers
Discipline-wide activities/issues
Comparison Reports Help:Benchmark your data against peers
Initiate conversation with your peers and others in your organization
Make the case in grant applications
Comparison CriteriaComparison Criteria
Selecting a Comparison Group: 3 Main Criteria
Discipline– Artistic Discipline as selected in PACDP profile
Geographic Region– State, County, City, Zip Code
Budget Size – Based on total expenses
6 additional advanced criteria also available
Comparison Reports: Selection CriteriaComparison Reports: Selection Criteria
Selection Criteria: Selection by CountySelection Criteria: Selection by County
Comparison Report: PersonnelComparison Report: Personnel
“Drill-Down”Detail Reports
Comparison ReportsComparison Reports
Average and Median Values:
Average: The sum of all values divided by the number of values
– Average of: 1, 2, 5, 8, 12 = (1+2+5+8+12) ÷ 5 = 5.6
Median: The midpoint in a series of numbers, where half the numbers are above the median and half are below
– Median of: 1, 2, 5, 8, 12 = 5.0
Average and Median definedAverage and Median defined
Comparison ReportsComparison Reports
Average and Median Values in the Reports
Large differences between average and median values signifythe data contains significant high or low values
Example:
– Average Total Attendance: 35,198
– Median Total Attendance: 19,998
Signifies one or more organizations have high attendance values, increasing the average value above the median
Comparison ReportsComparison Reports
Median Values: Percents and Totals
Individual median values and percentages may not add up to the totals displayed, because each total has a distinct median that is not the sum of the individual medians
Comparison ReportsComparison Reports
Helpful Hints:
Start with broad comparison groups and then refine
Use broad geographic criteria
Identify issues in your organization and monitor them using the various comparison criteria
Comparison ReportsComparison Reports
Helpful Hint: The results will change
Cast a broad net when using discipline—not all organizations classify themselves the same way
Only organizations that have had their profiles reviewed by PACDP staff are included
Save reports and run them on multiple occasions—the number of organizations in the comparison group will increase over time
PACDP ReportsPACDP Reports
General PACDP Helpful Hints:
Create report user accounts for staff, board and others
Use and share the reports
Enter PACDP data as soon as your audit is approved
Ensure consistency in your data profiles from year to year
Use the PACDP Help Desk and financial consultant
Contact PACDP if you need to make revisions to past data
Questions?Questions?
PACDP Contacts:
Bobbie Lippman, Project Director215-575-4872, [email protected]
Neville Vakharia, Project Manager215-575-4873, [email protected]
Jessica Hupp, Associate215-575-4876, [email protected]
PACDP Help DeskToll Free: 1-866-21-PACDPEmail: [email protected]