Overview

The Operating Results Reports provide detailed analysis across 12 key operational areas. These reports are designed for department heads, financial managers, and operational leaders who need granular performance data to support both strategic planning and day-to-day decision-making.

How to Use These Reports

Department Leaders

Track detailed performance metrics in your area
Identify operational trends and patterns
Support budget planning with historical data
Measure impact of operational changes

Financial Managers

Analyze cost structures
Track revenue patterns
Monitor operational efficiency
Support forecasting and planning

Understanding the 12 Reports

1. Operations and Total Revenue

Purpose: Provides comprehensive view of operational performance and revenue generation

Key Analysis Areas:

Revenue trends by source
Operational efficiency metrics
Year-over-year comparisons
Seasonal patterns

Application:

Budget planning
Revenue forecasting
Operational strategy development

2. Expense Distribution

Purpose: Breaks down expenses by category and function

Key Analysis Areas:

Cost structure analysis
Expense trends
Budget variance
Resource allocation

Application:

Cost management
Budget planning
Resource optimization

3. Occupancy Cost

Purpose: Analyzes facility-related expenses

Key Analysis Areas:

Maintenance costs
Utility expenses
Security costs
Insurance expenses

Application:

Facility management
Cost control
Capital planning

4. Earned Revenue

Purpose: Details revenue from operations

Key Analysis Areas:

Ticket sales
Rental income
Ancillary revenue
Program fees

Application:

Pricing strategy
Revenue optimization
Market analysis

5. Contributed Revenue

Purpose: Tracks donations, grants, tax revenue and other contributed sources

Key Analysis Areas:

Individual giving
Corporate support
Foundation grants
Government funding

Application:

Development strategy
Contributed revenue mix
Grant planning

6. Retail Net Revenue

Purpose: Analyzes retail operations performance

Key Analysis Areas:

Concessions
Merchandise
Food and beverage
Other retail operations

Application:

Retail strategy
Pricing optimization
Annualized ‘per-caps’

7. Theater Utilization

Purpose: Examines space usage efficiency

Key Analysis Areas:

Performance days
Dark days
Rental usage
Technical/rehearsal time

Application:

Schedule optimization
Rental strategy
Capacity planning

8. Ticket Sales Channel Distribution

Purpose: Analyzes sales patterns by channel

Key Analysis Areas:

Online sales
Box office sales
Phone sales
Group sales

Application:

Sales strategy
Resource allocation
Marketing planning

9. Audience by Genre

Purpose: Examines attendance patterns by program type

Key Analysis Areas:

Genre preferences
Attendance trends
Programming mix
Market demand

Application:

Programming strategy
Marketing focus
Audience development

10. Endowment

Purpose: Tracks endowment performance

Key Analysis Areas:

Fund balance
Investment returns
Draw rates
Restrictions

Application:

Financial planning
Impact
Budget support

11. Personnel Cost

Purpose: Analyzes staffing expenses

Key Analysis Areas:

Salary and wages
Benefits
Contract labor
Personnel efficiency

Application:

Staffing strategy
Budget planning
Resource allocation

12. Staffing Headcount

Purpose: Tracks staffing levels and composition

Key Analysis Areas:

Department size
Full-time vs part-time
Seasonal variations
Volunteer engagement

Application:

Workforce planning
Resource allocation
Organizational design

Making the Most of These Reports

Best Practices for Department Leaders

Regular Review Cycle
- Monitor relevant reports monthly
- Track trends annually; if your systems support it, you can track your own org quarterly
- Conduct detailed annual analysis--using data from Performance Analytics as well as your own sources
Cross-Department Collaboration
- Share insights across departments--does every department head have access to the platform?
- Identify inter-departmental impacts
- Coordinate improvement initiatives
Data-Driven Decision Making
- Use trends to support strategic decisions, or at minimum, include the data in written backup for large-scale decisions
- Monitor impact of changes
- Adjust strategies based on results