Module E: Report
Gathering data for report
Where do you get the data for reporting Inputs, Services/Activities?
You may already have procedures in place that will show how you spent Money, Staff and Time.
Money: Have you created separate accounts for tracking program expenses? A simple spreadsheet may be all you need to record program-specific spending.
Staff: How do you normally track the work of staff and volunteers? Can you separate out the work for this program?
Time: Have you created a timeline for the program? Can it be turned into a checklist for work accomplished? Is there a reporting structure (Weekly? Monthly meetings? Quarterly reports?) from team leaders (as a record of what’s been done).
Gathering data to report on participants
Data about participants can provide useful information about your program's target audience, but be careful to focus on characteristics of the participnats that are relevant to your outcomes.
The kinds of characteristics often recorded are: Age, gender, income, education, referred by or how did you hear about us?, number in household, living situation, marital status, address, health, employment.
Let’s see how to choose participant characteristics that provide data relevant to your program.
Museum example
Library example
Museum example: characteristics of participants
The MoNA program will provide a 5-day, 3 credit summer institute on NW art history; visual art concepts, visual thinking strategies, critical thinking, an in-depth study of 2 exhibitions, 3 docent-guided Museum visits for the teacher’s classes with support from staff.
Which of the following characteristics of the program’s participants (members of the target audience) do you think are important to track for?
A. Age and gender of teachers
B. Income level of student’s parents
C. Number of students attending MoNA in school visits
D. Educational level achieved of docents
E. Educational level of students
Answers: C - school visits to MoNA are part of services and should be documented by number of students attending; E - the children should be in elementary school, according to the purpose statement.
Library example: characteristics of participants
The Riverton (Kentucky) Memoirs program will serve participants to improve their writing and demonstrate they feel themselves to be a part of a community of writers.
Which of the following characteristics of the program’s participants (members of the target audience) do you think are important to track for reporting?
A. Marital status and number of children of participants
B. Age of participants
C. Residence
D. Number of books sold by each participant
E. Number and % of participants who attend most of the meetings
Answers: B - the program was designed for adults and was scheduled so that all adults could attend, whether they were working or retired; C - since funding is provided by Kentucky but Riverton borders on Indiana, the number and percent of non-Kentuckians taking the course is relevant; E - this data shows whether participants find the group interesting and helpful.