PACDP Reporting Tools


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For participants in the <a href="" target="_blank">Pennsylvania Cultural Data Project</a>, 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.

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  • Bobbie introduces project. Note that while the project is housed at Pew, it is a collaborative project.
  • PACDP Reporting Tools

    1. 1. PACDP Reporting Tools Alliance Day June 12, 2007 Neville Vakharia, Project Manager Jessica Hupp, Project Associate
    2. 2. What is the PACDP? <ul><li>The Pennsylvania Cultural Data Project (PACDP) offers a statewide standardized, on-line system for collecting financial and organizational data from arts and culture organizations. </li></ul><ul><li>Created to strengthen arts and culture in Pennsylvania by documenting and disseminating information on the sector. </li></ul><ul><li>Collaborative project: </li></ul><ul><ul><li>Greater Pittsburgh Arts Council </li></ul></ul><ul><ul><li>Greater Philadelphia Cultural Alliance </li></ul></ul><ul><ul><li>Pennsylvania Council on the Arts </li></ul></ul><ul><ul><li>Pennsylvania Historical and Museum Commission </li></ul></ul><ul><ul><li>The Pew Charitable Trusts </li></ul></ul><ul><ul><li>William Penn Foundation </li></ul></ul><ul><ul><li>The Heinz Endowments </li></ul></ul><ul><ul><li>The Pittsburgh Foundation </li></ul></ul><ul><ul><li>Independence Foundation </li></ul></ul>
    3. 3. Why PACDP? <ul><li>To streamline the application process for potential grantees as more funders join the project </li></ul><ul><li>To provide the arts community with reliable, longitudinal data to support organizational capacity building and benchmarking </li></ul><ul><li>To serve as a powerful tool for advocacy (i.e. data can be analyzed by legislative district, Zip Code, etc.) </li></ul><ul><li>To better tell the story of the impact of arts and culture in the region and the State </li></ul>
    4. 4. PACDP History <ul><li>4 Years of Planning </li></ul><ul><li>Initial Launch September 2004 </li></ul><ul><li>Administered by The Pew Charitable Trusts in 2005 </li></ul><ul><li>Not just a data collection tool – also a reporting tool for organizations to better manage their institutions </li></ul><ul><li>Focus groups used to build project and e-surveys used to collect feedback </li></ul>
    5. 5. PACDP: Current State <ul><li>Since September 2004 Launch: </li></ul><ul><li>516 organizations have submitted 1,450 Data Profiles </li></ul><ul><li>Most organizations have submitted FY2006 </li></ul><ul><li>Data Profiles </li></ul><ul><li>Organizations are creating new profiles once per year </li></ul>
    6. 6. Current State: Philadelphia Region <ul><li>Five-County Philadelphia Region: </li></ul><ul><li>280 organizations have submitted 772 profiles </li></ul><ul><li>Most organizations have 3 or more years of data </li></ul>
    7. 7. States with interest in CDP
    8. 8. Thank You <ul><li>You worked hard to provide the data about your organization. </li></ul><ul><li>Now let that data work for you. </li></ul><ul><li>The Annual, Trend and Comparison Reports can help you better understand your organization’s performance and activities. </li></ul>
    9. 9. PACDP User Reports <ul><li>PACDP’s Powerful Reporting Features: </li></ul><ul><li>Give data back to organizations </li></ul><ul><li>Designed to be a learning tool </li></ul><ul><li>Serves the needs of basic and advanced users </li></ul><ul><li>Utilizes best practices </li></ul><ul><li>More than 2,200 user reports generated </li></ul>
    10. 10. PACDP User Reports <ul><li>Report Types: </li></ul><ul><li>Annual Report </li></ul><ul><li>Standard Reports </li></ul><ul><ul><li>Trend Reports </li></ul></ul><ul><ul><ul><li>Detail Reports </li></ul></ul></ul><ul><ul><li>Comparison Reports </li></ul></ul><ul><ul><ul><li>Detail Reports </li></ul></ul></ul>
    11. 11. Access to PACDP User Reports <ul><li>Access to User Reports: </li></ul><ul><li>All PACDP organizations with at least 1 submitted PACDP data profile </li></ul><ul><li>Access is requested for activation </li></ul><ul><li>Executive Director notification </li></ul><ul><li>Executive Director can allow additional report users </li></ul>
    12. 12. Requesting Access to Reports
    13. 13. Requesting Access to Reports: Executive Director Notification
    14. 14. Adding Report Users
    15. 15. Adding Report Users
    16. 16. Adding Report Users
    17. 17. Link to Reports
    18. 18. Reports Homepage
    19. 19. Annual Report <ul><li>Annual Report: </li></ul><ul><li>Financial, Program Activity, and Attendance overview </li></ul><ul><li>Compares data to prior year (if available) </li></ul><ul><li>Can be annotated and saved </li></ul><ul><li>Effective starting point for additional reports </li></ul><ul><li>Useful “high-level” report to share with board, staff, etc. </li></ul>
    20. 20. Annual Report (Generates instantly in 3 Clicks)
    21. 21. Annual Report (Financial Activity Section)
    22. 22. Annual Report (Attendance and Program Activity Sections)
    23. 23. On-Screen Information and Guidance
    24. 24. On-Screen Information and Guidance
    25. 25. User Annotations Stored in Report
    26. 26. Saving Report within Web Site (for Private or Public Use)
    27. 27. Standard Reports <ul><li>Six Standard Reports: </li></ul><ul><li>Standard Reports cover all key aspects of your data </li></ul><ul><li>Run as “Trend” or “Comparison” report </li></ul><ul><li>Detail Reports for “drill-down” items </li></ul><ul><li>76 standard reports available </li></ul>
    28. 28. Standard Reports <ul><li>Six Standard Reports: </li></ul><ul><li>Program Activity </li></ul><ul><li>Personnel </li></ul><ul><ul><li>With 2 Detail Reports </li></ul></ul><ul><li>Unrestricted Activity </li></ul><ul><ul><li>With 12 Detail Reports </li></ul></ul><ul><li>Program Revenue & Marketing Expense </li></ul><ul><ul><li>With 2 Detail Reports </li></ul></ul><ul><li>Contributed Revenue & Fundraising Expense </li></ul><ul><ul><li>With 4 Detail Reports </li></ul></ul><ul><li>Balance Sheet </li></ul><ul><ul><li>With 13 Detail Reports </li></ul></ul>
    29. 29. Standard Reports: Trend <ul><li>Trend Reports Show: </li></ul><ul><li>Multiple years of your data (any 3 years) </li></ul><ul><li>Changes from year to year </li></ul><ul><li>Graphical representations of important calculations and measurements </li></ul><ul><li>Links to your Data Profile—which links to your audit </li></ul><ul><li>Trend Reports Help: </li></ul><ul><li>Understand historical trends </li></ul><ul><li>Benchmark and plan for the future </li></ul><ul><li>Make the case in grant applications </li></ul><ul><li>Identify changes in the way you report on your operations </li></ul><ul><li>Without changing your audit, spot changes and wrap your context around it </li></ul>
    30. 30. Select Comparison or Trend
    31. 31. Select up to 3 years
    32. 32. Trend Report: Program Revenue & Marketing Expense “ Drill-Down” Detail Reports
    33. 33. Program Activity Trend
    34. 34. Program Activity Trend- cont’d
    35. 35. Balance Sheet Trend
    36. 36. Balance Sheet- Calculations of Financial Position
    37. 37. Standard Reports: Comparison <ul><li>Comparison Reports Show: </li></ul><ul><li>Your data compared to a selected comparison group </li></ul><ul><li>Potential strengths or challenges compared to peers </li></ul><ul><li>Discipline-wide activities/issues </li></ul><ul><li>Comparison Reports Help: </li></ul><ul><li>Benchmark your data against peers </li></ul><ul><li>Initiate conversation with your peers and others in your organization </li></ul><ul><li>Make the case in grant applications </li></ul>
    38. 38. Comparison Criteria <ul><li>Selecting a Comparison Group: 3 Main Criteria </li></ul><ul><li>Discipline </li></ul><ul><ul><li>Artistic Discipline as selected in PACDP profile </li></ul></ul><ul><li>Geographic Region </li></ul><ul><ul><li>State, County, City, Zip Code </li></ul></ul><ul><li>Budget Size </li></ul><ul><ul><li>Based on total expenses </li></ul></ul><ul><ul><li>6 additional advanced criteria also available </li></ul></ul>
    39. 39. Comparison Reports: Selection Criteria
    40. 40. Selection Criteria: Selection by County
    41. 41. Comparison Report: Personnel “ Drill-Down” Detail Reports
    42. 42. Comparison Reports <ul><li>Average and Median Values : </li></ul><ul><li>Average: The sum of all values divided by the number of values </li></ul><ul><ul><li>Average of: 1, 2, 5, 8, 12 = (1+2+5+8+12) ÷ 5 = 5.6 </li></ul></ul><ul><li>Median: The midpoint in a series of numbers, where half the numbers are above the median and half are below </li></ul><ul><ul><li>Median of: 1, 2, 5, 8, 12 = 5.0 </li></ul></ul>
    43. 43. Average and Median defined
    44. 44. Comparison Reports <ul><li>Average and Median Values in the Reports </li></ul><ul><li>Large differences between average and median values signify the data contains significant high or low values </li></ul><ul><ul><li>Example: </li></ul></ul><ul><ul><li>Average Total Attendance: 35,198 </li></ul></ul><ul><ul><li>Median Total Attendance: 19,998 </li></ul></ul><ul><ul><li>Signifies one or more organizations have high attendance values, increasing the average value above the median </li></ul></ul>
    45. 45. Comparison Reports <ul><li>Median Values : Percents and Totals </li></ul><ul><li>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 </li></ul>
    46. 46. Comparison Reports <ul><li>Helpful Hints : </li></ul><ul><li>Start with broad comparison groups and then refine </li></ul><ul><li>Use broad geographic criteria </li></ul><ul><li>Identify issues in your organization and monitor them using the various comparison criteria </li></ul>
    47. 47. Comparison Reports <ul><li>Helpful Hint : The results will change </li></ul><ul><li>Cast a broad net when using discipline—not all organizations classify themselves the same way </li></ul><ul><li>Only organizations that have had their profiles reviewed by PACDP staff are included </li></ul><ul><li>Save reports and run them on multiple occasions—the number of organizations in the comparison group will increase over time </li></ul>
    48. 48. PACDP Reports <ul><li>General PACDP Helpful Hints : </li></ul><ul><li>Create report user accounts for staff, board and others </li></ul><ul><li>Use and share the reports </li></ul><ul><li>Enter PACDP data as soon as your audit is approved </li></ul><ul><li>Ensure consistency in your data profiles from year to year </li></ul><ul><li>Use the PACDP Help Desk and financial consultant </li></ul><ul><li>Contact PACDP if you need to make revisions to past data </li></ul>
    49. 49. Questions? PACDP Contacts : Bobbie Lippman, Project Director 215-575-4872, Neville Vakharia, Project Manager 215-575-4873, Jessica Hupp, Associate 215-575-4876, PACDP Help Desk Toll Free: 1-866-21-PACDP Email: