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, blippman@pewtrusts.org

Neville Vakharia, Project Manager215-575-4873, nvakharia@pewtrusts.org

Jessica Hupp, Associate215-575-4876, jhupp@pewtrusts.org

PACDP Help DeskToll Free: 1-866-21-PACDPEmail: help@pacdp.org