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Reference Guide for F u n d i n g P ar t n er s CONTENTS Welcome

Cultural Data Project Overview

The Cultural Data Project (CDP) is a powerful, online

Project Mission, Core Values, History and Goals


Benefits of the CDP


How Funders Use CDP


management tool designed to

CDP for Grantmaking

strengthen arts and cultural

Getting Started


CDP in Your Application Process


Creating Your Funder Report


organizations. This unique system allows users to track their own financial and programmatic performance over time and to

CDP for Arts and Cultural Organizations

benchmark themselves against others in aggregate using a wide range of comparison criteria.

The CDP allows arts and cultural organizations to quickly and reliable reports for multiple grantmakers using the best data available. Nationwide, more than

community-based grantmakers with more than 150 funding reports from the CDP as part of their grant application processes.

Training and Support


Creating a Data Profile


Applying to Funders Using CDP


Reports for Arts and Culture Organizations


First Year Experiences


Applicant Tracking


Support After Your Deadline


Using CDP Data: Research & Advocacy

private, corporate, family and

programs are now accepting


Your First Year with CDP

easily generate consistent,

100 large and small public,

Broad Usage by Arts and Cultural Organizations

Current Uses


Data Accuracy and Integrity


Requesting Data for Research


Glossary of Terms




CDP Contact Information


Š Cultural Data Project Governing Group. All rights reserved.

History of the CDP In 2004, the CDP was launched in Pennsylvania as a statewide, web-based data collection system for nonprofit arts and cultural organizations. The Pew Charitable Trusts operates the CDP on behalf of the CDP’s Governing Group, which has provided oversight for the CDP since its inception. The CDP’s Governing Group consists of the Greater Philadelphia Cultural Alliance, Greater Pittsburgh Arts Council, The Heinz Endowments, Pennsylvania Council on the Arts, The Pew Charitable Trusts, The Pittsburgh Foundation and William Penn Foundation. Based on the project’s success in Pennsylvania, Maryland was the first additional state to adopt the project in 2007, followed by California in 2008. In 2009, the CDP was implemented in Illinois, Massachusetts, New York and Ohio, and in 2010, Michigan became the most recent state to join. Conversations about bringing the CDP to additional states are also taking place in Arizona, Connecticut, Georgia, Louisiana, Maine, Minnesota, Missouri, New Hampshire, New Jersey, New Mexico, Rhode Island, Texas, Vermont, Washington and Wisconsin.

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CUL T URAL DAT A PRO JECT OV ERVIEW Welcome to the Cultural Data Project! Cited as a best practice tool by Grantmakers for Effective Organizations, Project Streamline and others, the CDP is now the emerging national standard for data collection on the arts and cultural sector. The CDP is operating in 8 states and collecting data from more than 8,000 arts and cultural organizations, with over 150 participating grants programs and more joining every day. In this section, you’ll find an introduction to the CDP’s history, mission, goals and benefits, as well as information about how to participate.

Mission The CDP’s mission is to strengthen the national nonprofit arts and cultural sector by collecting and disseminating comprehensive, high-quality longitudinal data that supports fact-based decision-making in three ways:

 It helps arts and cultural organizations improve their financial management and services to their communities.

 It enables researchers, advocates and policy makers to better tell the story of the sector’s assets, contributions and needs.

 It helps funders more effectively plan for and evaluate their individual and collective grantmaking activities. The CDP is an emerging national model for data collection for the arts and cultural sector. Organizations, funders and researchers alike will have access to the best data available, as reported by the organizations themselves.

Core Values Broad access to and use of accurate and reliable data: The CDP will achieve its mission of strengthening the arts and cultural sector by ensuring that the data it collects is accurate and reliable; providing organizations the tools to understand and improve their organizational capacity; and promoting extensive use of the data for research, advocacy and cultural policy development, while also respecting and protecting the privacy of each organization’s data. Comprehensive data reflecting the full diversity of the sector: The CDP will be most useful if it represents a broad spectrum of the arts and cultural sector, including organizations that serve the widest range of communities: urban and rural, neighborhood-based and regional or national in scope; and if it captures the operational experiences of arts and cultural entities of all types and sizes, including museums, performing and visual arts organizations, community-based and grassroots cultural groups, and media, literature, history and heritage organizations. High-quality service and support: The CDP seeks to provide the highest possible level of service and support to all of our users and encourage broad access to the opportunities offered by the project. Our services include providing assistance, information, education and training to arts and cultural organizations in multiple formats, in recognition that people learn in different ways; as well as offering support to funders, advocates, policy makers and researchers in making the best use of the data on behalf of the well-being of the arts and cultural sector.

Goals The CDP seeks to impact the cultural community in the following ways:

 Individual arts and cultural organizations improve their financial and operational capacity to serve their constituents better.

 Fact-based information advances learning and exchange among the cultural sector, policymakers and civic leaders.

 Funders plan for and evaluate their individual and collective grantmaking activities more effectively.

In order to achieve these goals, the CDP plans to operate in as many as 22 states by the end of 2014, engaging up to 70 percent of the potential user-base of cultural organizations throughout the country. Through this expansion plan, all geographic regions—including states with a large number of users and areas with diverse populations—and organizations of varying disciplines and sizes will be represented.

Benefits of the CDP CDP benefits funders by:  Providing consistent, reliable information from applicants/grantees  Serving as a stand-alone, centralized repository of historic financial, operational and programmatic data; offering reports compatible with online and paper-based grant applications/grant reporting  Providing customized reports for each funding program  Providing data that can be used for analysis of applicants/grantees CDP benefits arts and cultural organizations by providing:  A streamlined grant application process to funders using the CDP  Reporting tools to track trends and benchmark data against other organizations  Toll-free help desk assistance and free access to a team of financial consultants  Statewide on-location and online training CDP benefits research and advocacy agencies by enabling them to:  Better tell the story of the sector’s impact, assets and needs  Focus on the use of reliable data, rather than data collection  Identify opportunities and challenges for organizations and the field  Increase cultural policy expertise

National Expansion

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How Funders Use CDP Participation as a funder can come in several forms. The most common type of participation is to include CDP in your grant application and/or reporting process. This would include requiring (or accepting) applicants/grantees to submit a customized Funder Report that they will generate using CDP. The Funder Report will be submitted in place of or in addition to other required grant application materials. Funders also can contribute to the sustainability of CDP through financial support and request CDP data for research purposes (See Requesting Data for Research, Page 12).

“ The Cultural Data

CDP staff can help to determine the best form of participation for your organization.

Project will transform the

Scope of CDP Partners

way that mid-sized

 Private funders

organizations look at their

 Public funders  Community foundations

numbers. This investment

 Corporate funders

by our state and local

 National funders

foundation community will

 Research and advocacy partners  National arts service organizations

pay dividends for small and mid-sized organizations for years to come.

- Deborah Bedwell, Executive Director of Baltimore Clayworks

Cost A collaboration of public and private funders in each state support the ongoing operating costs and ensure the sustainability of the CDP. Working to build lasting partnerships with funders in each state, the CDP is able to secure a diverse network of financial support. This model ensures broad use of the project by many funders, adding to the sustainability of the project and enabling the CDP to streamline the grant application process for cultural organizations throughout the state. The initial founders of CDP provided more than $2 million to create the technology and infrastructure required for the project. The founding group considered this an investment in the sector allowing the CDP to be a cost-effective turn-key solution for strengthening the arts and cultural sector. In each participating state, ongoing financial support is necessary in order to provide continuous training and support to participating funders and organizations. CDP trainings are designed to help arts and cultural organizations increase understanding of their financial and organizational data and encourage extensive use of the reporting tools available through the CDP. For more information about supporting the CDP, please speak with one of our Associates (Page 15).

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Pennsylvania Ballet. Photo: Paul Kolnik

CDP F O R GRANT MAKING For grantmakers, participating in the CDP is a strategic investment in the arts and cultural sector. In addition to supporting the creation of a national database for use in research and advocacy, grantmakers support the capacity building of their applicants and receive consistent, reliable reports customized to meet the needs of each funding program. This section provides a detailed outline of what you can expect as a participating funder when you incorporate the CDP into your grantmaking process. Getting Started Participation begins with a discussion of your institution’s overall grantmaking in order to determine the most effective way to use CDP. CDP staff will work closely with your staff to determine the nature of your grant cycles; the number of applicants you are expecting; and your eligibility requirements and application guidelines. These factors will help us work with you to shape the content of your Funder Report and the implementation that fits your grantmaking best. CDP staff can provide communication materials for you to share with your applicants and include in your guidelines; we can also provide training for all of your grantmaking staff. The basic process surrounding your first year of using CDP is described below.

Process of Implementation:

Review of grant application guidelines, forms and communications CDP staff will review your grant guidelines, identify information that is collected in the CDP and make suggestions for incorporating the CDP into your grant application processes.

Add CDP guidelines and instructions to your applicant/grantee communications CDP staff will provide you with basic descriptions and instructions to help inform your applicants/grantees about incorporating the CDP into your application/reporting process.

Development of a customized Funder Report CDP staff will work with you to create a customized Funder Report and ensure a seamless implementation into your existing grant application process.

Ongoing training and support CDP staff will provide on-location and web-based training for your applicants and staff prior to your deadline. Our help desk staff and financial consultants will serve as continuous and valuable resources.

Reporting about your applicants’ progress CDP staff will provide regular reports to assist you in monitoring the progress of your applicants as they complete CDP.

Support after your deadline CDP staff will follow-up after your deadline to discuss your first usage of CDP—what was most successful, what further needs you may have, and any anticipated changes for the next deadline. CDP staff will deliver data from your applicants in Excel format.

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CDP in Your Application Process

“ There's no question data from the project helped to make the argument [for setting aside a portion of a hotel tax to create a fund to support local cultural groups]. Suddenly, I had

The CDP is designed to fit seamlessly into your grant application process. Applicants will complete a Data Profile for their two most recently completed fiscal years, using boardapproved financial statements. After entering each year of data, organizations will complete a ―Chec k and Submit‖ process, in which the CDP system conducts a rigorous automated error check of the organization’s data. Once this is complete, applicants will generate your Funder Report. This report generates as a PDF that can be printed and submitted along with other paper-based application materials or saved on the applicant’s computer and uploaded to an electronic application system. Throughout this process, our dedicated help desk staff will be available to answer questions and guide your applicants through the CDP. Going forward, your applicants will only complete the Data Profile once each fiscal year and can use that data to generate multiple Funder Reports for any participating funders to whom they apply – thereby streamlining the application process, while ensuring you receive consistent, high-quality data.

Creating Your Funder Report CDP staff will work with you to create a customized Funder Report and provide a detailed implementation timeline to ensure a seamless integration into your grant application process.

all this data about jobs …always better than a mere philosophical argument.

Funder Report Timeline 3-4 months before your deadline Review sample Funder Reports and work with a CDP Associate to develop a customized version.

- Bruce Katsiff, Director and CEO, James A. Michener Art Museum

2-3 months before your deadline Approve Funder Report draft to be submitted to CDP developer.

1-2 months before your deadline Funder Report is available for testing and final corrections.

1 month before your deadline Final Funder Report is posted LIVE on the CDP Website.

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CDP F O R A R T S A N D CU L T U R A L O R G A N IZ A T I O N S Through CDP, arts and cultural organizations have free access to a user-friendly online management tool designed to strengthen their organizations, lessen the burden of preparing grant application materials and simplify the creation of reports that can help to make an effective case for support to donors and policymakers. In this section, you’ll find information on the resources that will be available to your applicants and grantees when they participate in the CDP.

Broad Usage by Arts and Cultural Organizations In participating states, arts and cultural organizations of all types and sizes use the CDP. They represent virtually every facet of the arts and cultural sector, including dance, music, history, traditional and folk art, historic sites, libraries, literature, museums, zoos and much more. Although most are 501(c)3 nonprofit organizations, the CDP is also used by arts programs housed in larger, non-arts organizations (e.g., Theatre Department of a university or arts program within a branch of local government) and non-incorporated arts organizations that function like small organizations (e.g., festivals or collectives).

CDP Users Reflect the Cultural Sector: Budget Size $1-$99,999 $100,000-$249,999 $250,000-$499,999 $500,000-$999,999 $1,000,000-$4,999,999 $5,000,000-$9,999,999 Over $10,000,000 TOTAL

% of Users 33% 23% 16% 11% 12% 3% 2% ___ 100%

Training and Support The CDP was designed to provide support and guidance to our users every step of the way. We achieve this by offering:

   

In-person and web-based training sessions for all users Web-based help tools and online training Advanced training to help users maximize their use of CDP reports Free access to the CDP Help Desk and a team of on-call financial consultants

Jérôme Bel's The show must go on. Photo: Jacques-Jean Tiziou

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Philadelphia Museum of Art. Photo: Graydon Wood

Creating a Data Profile The types of data collected in the Data Profile include basic organizational information, revenues, expenses, marketing activities, balance sheet items, investments, loans and a wide range of non-financial information (including contributor and attendance numbers, facilities, pricing, capital and endowment campaigns, program activity and staffing). Organizations of all sizes can complete the online form, using only the line items applicable to them. This standardized form, used by thousands of organizations in all the participating states, allows for accurate comparisons across regions.

Data Profile: A Data Profile is the 11-section online form that participating arts and cultural organizations complete at the end of each fiscal year. In the first year of CDP participation, it is suggested that every organization complete a Data Profile for each of their two most recently completed fiscal years. Data Profiles contain historical financial and programmatic information based on audits, reviews or year-end, board-approved financial statements. The CDP does not collect current year or projected year information.

The information collected by the CDP is based on historical data and categorizations used by auditors in accordance with generally accepted accounting principles and the Financial Accounting Standards Board (FASB) rules. This sets CDP data apart from the IRS Form 990, which is used by the Internal Revenue Service as an indicator that nonprofit organizations are meeting the minimum requirements for tax exempt status. As a result, the CDP captures more extensive financial and programmatic information that can more accurately tell the story of each organization as part of a grant application, report to a board or research publication.

Applying to Funders Using CDP Once each year, participating organizations will complete a Data Profile by entering their financial, programmatic and operational information into the online tool. Once organizations have completed their Data Profile, they will be able to quickly and easily generate powerful annual, trend and comparison reports for their own use as well as Funder Reports to be used in grant applications. The chart on the following page describes the process your applicants will follow to complete their CDP Data Profile and apply to participating funders.

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CDP for Applicants / Grantees Attend a CDP New User Training Sessions are offered live, via webinar and online as a self-guided tutorial.

Register Organization Applicants create an organizational log-in and password on the CDP website.

Complete the 11-Section Data Profile(s) One Data Profile is created for each fiscal year. Applicants start by entering data for their two most recently completed fiscal years.

Submit Data Profile(s) A rigorous automated error check is completed before the data is submitted into the CDP database.

Generate & Submit Funder Report Applicants generate the report for the appropriate grant program. Funder Reports are generated as PDF documents. Funder Reports can be submitted by applicants via mail, or as a PDF via email or an online uploading process.

“Building information for the sector will help shed light on the opportunities and challenges for arts organizations, which should lead to improved grantmaking and policy development.

Reports for Arts and Cultural Organizations CDP’s online reporting interface is a powerful tool designed to help your applicants understand important information about their organizations. Using the Data Profiles organizations have already submitted, the CDP website enables users to produce 77 unique reports that will help them better understand their finances and operations, view trends in performance and benchmark their organization against others. The 77 different reports available to CDP users are organized into three primary types:

Annual Report

Participating organizations can instantly see an Annual Report that includes tables and graphs summarizing their financial activity, program activity and attendance. Users can also add information and descriptions about their activities to this powerful report. Organizations can use this report to communicate their organization’s successes, progress and needs to board members and constituents.

- John McGuirk, Performing Arts Program Director, The William and Flora Hewlett Foundation

Trend Reports

Users can view reports that display multiple years of data to help understand important trends in their organization's performance and activities over time. These reports can be incredibly useful in increasing an organization’s financial literacy, planning for the future and budgeting.

Comparison Reports

Users can also view reports that compare their organization to other cultural organizations (in aggregate) as a means to benchmark their performance using a wide range of comparison criteria. This feature is activated in each state once a critical mass of users has entered their data.

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YO U R FI R S T Y E A R W I T H CD P While adopting the CDP will mean some changes for you and your applicants, we have experience working with more than 150 grantmaking programs already participating with CDP. You will benefit from that experience through access to our staff who will be there every step of the way. In this section, we’ll share some of what we’ve learned about what you can expect in year one and how to make the most of the CDP’s new resources.

First Year Experiences In your first year of participation with the CDP, you can expect to see an immediate improvement in the consistency and quality of your applicants’ data through their submission of your Funder Report. Applicant data will have already undergone a rigorous automatic error checking process that helps to ensure reliable revenue, expense and balance sheet totals. Your Funder Report will also provide a consistent presentation of applicant data, which can be extremely beneficial to a board, program staff or panel review process. As your applicants begin using CDP, there can be a learning curve that may affect some of the data entered and the way in which it is submitted to you. We particularly see this occur on the following items:

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Full-Time Equivalent (FTE) calculations in Staff and Non-Staff Statistics This may be the first time organizations are asked to calculate FTEs. While we offer built-in assistance and Help Desk support, this is often a number that becomes more accurate over time as organizations track this more carefully throughout the year.

Expenses across functional categories Some organizations struggle to organize their expenses by functional category (i.e. Program, Fundraising and General & Administrative expense). In subsequent years we have seen this improve.

Submission of Data Profile instead of Funder Report Applicants may mistakenly submit their full Data Profile instead of their Funder Report as part of their grant application. Clear application instructions can often minimize this error. CDP staff will provide detailed instructions to help inform your applicants about generating and submitting your Funder Report.

“Draft” Funder Reports Applicants who print their Funder Report before going through the error check process may submit a Funder Report with a ―Dr aft‖ watermark. To remove the watermark, applicants must complete the error check process, submit their profile and regenerate the Funder Report for submission as part their grant application.

Questions from Applicants? Ask them to contact the CDP Help Desk. The Help Desk will assist your applicants/grantees through the CDP portion of your application and reporting processes. We understand the importance of providing clear and consistent information to your applicants/grantees. When appropriate, applicants/grantees will be directed to your website to answer basic questions about grant guidelines and eligibility requirements. We will refer applicants directly to you should we receive questions like: Can I get an extension on the deadline? Why does the Funder Report show my [specific information] this way? My arts organization operates in multiple states; do I have to separate out the information for [x state]?

“ The Cultural Data

Project is a real gift to the arts community in Illinois.

Applicant Tracking

In addition to being a

CDP staff will track your applicants’ progress in completing their Data Profiles and can provide you with reports showing which organizations have submitted data and which are still in progress. These reports will serve as a valuable tool should you wish to initiate targeted communications with your applicants in the months leading up to an application or reporting deadline. The reports you receive will not include any of your applicants’ data—they will only show the progress of each applicants’ Data Profiles.

powerful business tool for arts managers and cultural institutions, CDP provides advocates with comprehensive data to

Support After Your Deadline

make the case about the

Shortly after your application/reporting deadline, CDP staff will conduct a post-deadline discussion. At this time you will have the opportunity to discuss what worked well during your application process and what (if any) challenges arose. You will have the opportunity to make adjustments to your Funder Report if needed and request access to a dataset of your applicants’/grantees’ data. Your dataset will be provided to you in the form of an Excel spreadsheet, which you can use to conduct your own internal analysis and reporting on your applicant/grantee pool.

impact, assets and needs of the creative sector.

- Ra Joy,

Dataset: A collection of raw data provided (upon request, after a deadline) to funders for analysis of their applicants/grantees. Datasets will be provided in Excel format.

Pennsylvania Ballet. Photo: Erin Baiano for Paul

Executive Director, Arts Alliance Illinois

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USING CDP D AT A: R ESEA RCH & ADVO C ACY Through carefully crafted projects, researchers and advocates can use CDP data to tell a detailed fact-based story about the sector’s impact, assets and needs. Strong research can help identify opportunities and challenges for organizations and the field, and ultimately increase cultural policy expertise. Because CDP data is based on board-approved audits or year-end financial statements and undergoes rigorous error-checking, the CDP provides a steady source of accurate, reliable data for research and advocacy.

Current Uses Data from the CDP has been used in several major reports, including Arts and Economic Prosperity III, a report by Americans for the Arts, and Portfolio, a report by the Greater Philadelphia Cultural Alliance. In a report launched in June of 2009, The Los Angeles County Municipal Arts Funders analyzed the California CDP data from their 278 grantees and created an overview of the economic impact of the arts and cultural organizations in the greater Los Angeles area. Included in the report are charts and graphs regarding revenue diversification, expense distribution and other key findings. See a full version of this report, and others using CDP data, at Most recently, in September 2009, the long overdue Pennsylvania state budget had included a projected $100-$120 million to be generated by imposing a new sales tax on arts and cultural organizations’ ticket sales and memberships. Advocates were able to use the CDP’s reliable data to illustrate that a tax on tickets to arts events would not generate close to the projected amount and successfully defeated the arts tax initiative. Having proven once more that CDP’s annual data collection can be used effectively to influence policy, arts and cultural organizations are encouraged to utilize CDP tools for more than just grant applications.

Other Research Reports Include:

  

Arts and Culture: A Competitive and Creative Edge for San Diego Getting Beyond Breakeven: A Review of Capitalizations Needs and Challenges of Philadelphia-Area Arts and Culture Organizations Philadelphia 2009 State of the City Report

Data Accuracy and Integrity Ensuring the accuracy and integrity of our data is accomplished through a multi-layered approach beginning with comprehensive training sessions for all users. Our help desk and on-call financial consultants offer continued learning and guidance to ensure users enter their data in the best way possible. For organizations that are audited/reviewed, their audit/review serves as the main source of data, providing an additional layer of reliability. The CDP website includes a built-in tool requiring that all Data Profiles undergo a rigorous automated error checking process. This process checks the math of each Data Profile and ensures that it was completed as accurately as possible.

Morris Arboretum. Photo: Paul W Meyer

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In addition, after a Data Profile is submitted, the CDP Help Desk conducts an offline data review looking for any potential erroneous data. Users are contacted with any suggested revisions. This process takes place in the weeks after a Data Profile is submitted to the CDP database and, as an on-going process, will not typically be complete prior to your application/reporting deadline.

Data Profile Status Descriptions The following list illustrates what your applicants will see through the various stages of their Data Profile submission and review process.

“ The Cultural Data Project is a great example of what happens when funding partners rally around a systemic problem. It will elevate the level of management, service, and funding in the nonprofit arts Requesting Data for Research Internal Research

Participating arts and cultural organizations have access to their own data, as well as the aggregate data of other organizations for comparison. Participating funders will have access to the data through customized reports that organizations provide with their other application materials. After each deadline, funders may also request a dataset of their applicants’ data in the form of an Excel spreadsheet. This allows each funder to conduct internal analysis and create detailed reports on their applicant/grantee pool.


- Robert L. Lynch, president and CEO of Americans for the Arts

External Research

Researchers and advocates may submit requests to access data for specific research projects and reports. If approved by the funders and advocacy agencies providing the leadership in the state in which CDP is operating, the researcher or advocate will be given access to CDP data in the form of a dataset. In accordance with the CDP’s stated privacy policy no individual organization’s data will be publicly disclosed in any report.

For more information on the use of data for research, please visit the CDP’s national website at:

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GLO SSA R Y O F TER M S Data Profile: A Data Profile is the 11-section online form that participating arts and cultural organizations complete at the end of each fiscal year. In the first year of CDP participation, it is suggested that every organization complete a Data Profile for each of their two most recently completed fiscal years. Data Profiles contain historical financial and programmatic information based on audits, reviews or year-end, board-approved financial statements. The CDP does not collect current year or projected year information. Dataset: A collection of raw data provided (upon request, after a deadline) to funders for analysis of their applicants/grantees. Datasets will be provided in Excel format.

Error Check: Once an organization has completed a Data Profile, they click on a Check & Submit button. This initiates a rigorous automated error check of the data. Users will be required to address the errors before the Data Profile is submitted into the CDP database. Organizations with submitted Data Profiles are then able to generate Funder Reports and Annual, Trend and Comparison Reports (see definitions below).

Financial Consultants: To support users, the Help Desk has access to a team of on-call financial consultants who specialize in accounting for nonprofits. Consultants will be patched in to any call when their expertise is required to help users properly fill out their Data Profile. This free service is available during regular Help Desk hours (Monday through Friday, 9:00 a.m. to 5:00 p.m. local time).

Funder Report: Report that CDP users generate from the CDP website and provide to the participating funder,

either in hard-copy or electronically, as one part of the application process (or reporting requirement) to that funder. The report presents financial and programmatic information from the users’ Data Profile(s) and is designed by CDP in partnership with the participating funder.

Help Desk: User support is provided through a toll-free help desk based in our Philadelphia office; available Monday through Friday, 9:00 a.m. to 5:00 p.m. local time. Help desk staff are members of the cultural community themselves and are highly trained in the functionality of the CDP. To further assist users, the help desk may utilize our team of on-call financial consultants. (See Financial Consultants) Offline Review Process: Data Profiles submitted to the CDP database undergo a review by our help desk staff, after which the organization will be contacted to address potential revisions. This process is designed to prevent any anomalous data from being used in comparison reporting, research and advocacy. Profile Status Reports: CDP staff will generate regular reports for funders who would like to track the status

of their expected applicants/grantees. The report will summarize where each applicant/grantee is in the process of using CDP: whether the organization has created an account, started creating Data Profiles or has submitted their data into the CDP database. No detailed applicant data will be available until the applicant submits a Funder Report to that specific funder.

Reports - Annual, Trend and Comparison: Three categories of reports that are part of CDP’s powerful reporting interface allowing arts and cultural organizations to analyze and interpret their data. There are three primary categories of reports: Annual Reports provide a high-level overview of an organization’s financial and programmatic data, Trend Reports allow users to analyze trends over multiple years, and Comparison Reports enable users to benchmark themselves against other CDP users in aggregate (Note: the Comparison Report feature is only activated in states that meet the minimum threshold of users required to consistently generate average and median data for common search criteria).

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“ Not only will [the CDP] ultimately make our

workload easier in terms of applying for and reporting on grants, but it will give us access to information about the field for benchmarking and other purposes.


- Development Director, California CDP user

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CDP CO NT A C T I NF O R M A T IO N For any questions, please contact your state’s Help Desk or one of the CDP Associates listed below. Contacts: Neville Vakharia, Director

Jessica Cahail, Senior Associate

Ashley Berendt, Associate

Flo Gardner, Associate

Lauren Hooten, Associate

Michael Keeler, Associate

Arin Sullivan, Associate

Esther Wieman, Associate, New Business

Mailing Address:


The Pew Charitable Trusts 2005 Market Street Suite 1700 Philadelphia, PA 19103-7077 1-877-707-DATA 1-877-707-3282

Websites: California CDP: Illinois CDP: Maryland CDP: Michigan CDP:

Massachusetts CDP: New York State CDP: Ohio CDP: Pennsylvania CDP:

Help Desk Toll-free Numbers:

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California CDP:

1-866-9-CAL-CDP 1-866-922-5237

Michigan CDP:

1-877-MICDP-01 1-877-642-3701

Illinois CDP:

1-866-99-ILCDP 1-866-994-5237

New York State CDP:

1-888-NYSCDP-1 1-888-697-2371

Maryland CDP:

1-866-9-MD-DATA 1-866-963-3282

Ohio CDP:

1-888-60-OHCDP 1-888-606-4237

Massachusetts CDP:

1-877-MASSCDP 1-877-627-7237

Pennsylvania CDP:

1-866-21-PACDP 1-866-217-2237

Hours of Operation:

Monday – Friday 9:00 a.m. – 5:00 p.m. local time

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Funder Reference Guide (Test)  

Funder Reference Guide (Test)