CADAC Statistical Form – Transition Instructions

IMPORTANT: These instructions are intended for arts organizations that have statistical data in CADAC.

A new statistical form will be implemented in CADAC as of February 3, 2010. New lines have been added and some lines have been divided in order to provide a more refined breakdown of data being collected. As a result of these changes, all CADAC funders will be accepting the new form for the 2010 deadlines.

All organizations with statistical data in CADAC will use the new format in entering actual and projected data this year.You will not have to update statistical forms that are Locked.

To facilitate the transition to the new form (seethe .pdf format of the Statistical Forms available at this guide provides instructions on how to enter data for lines that have been divided to provide a more refined breakdown of data.

NOTE: For the purposes of this document, the term “current form” refers to the statistical form in CADAC from December 1, 2008 to February 3, 2010. The “new form” refers to the statistical form that will be implemented in CADAC on February 3, 2010.

  1. Date of implementing the form for grant applications

Each arts council that is a CADAC partner will choose its own date to begin using the statistical form to meet their 2010 deadlines. Please contact your program officer/ consultant at your fundersfor further details about the date of using the form for your grant application.

  1. Structure of the new statistical form

In view of CADAC’s role in developing a single form for all organizations that prepare operating grant applications, new subsections have been added to achieve this objective.

The form’s new structure follows the same list of section headings as the current structure but the line numbers have changed and each section includes new lines requesting more detailed information. The following is a listing of new line numbers and sub-headings:

  • Section 1000: PUBLIC ACTIVITY (Performances, Exhibitions, Community Arts Activities, etc.)
  • Subsection starting at line 1100: Public performances and literary readings
  • Subsection starting at line 1220: Exhibitions
  • Subsection starting at line 1355: Film / Video / Media Screenings
  • Subsection starting at line 1395: Community Arts Projects
  • Section 1500: PUBLIC ATTENDANCE AND PARTICIPATION
  • Subsection starting at line 1510: Attendance at Public Performances

and Literary Readings

  • Subsection starting at line 1570: Attendance at Exhibitions
  • Subsection starting at line 1605: Attendance at Film / Video / Media Screenings
  • Subsection starting at line 1640: Attendance at / Participants in Community Arts Projects
  • Section 1800: NEW WORKS
  • Section 1900: ARTS AND CULTURAL SERVICE ORGANIZATIONS
  • Section 2000: ARTS EDUCATION AND ARTS LEARNING ACTIVITIES / PROGRAMS
  • Section 2300: ARTISTS, STAFFING & VOLUNTEERS

Sections headings on the statistical form appear in blueand subsections headings in grey.

Please note that you are to complete only the sections that pertain to your organization’s activities.

  1. Compatibility of the form

The system will automatically transfer existing data, historical and projected, from the current statistical form to the new statistical form.

  1. New lines

New lines have been added in each section in order to provide more detail that can produce reports on activity at the municipal, provincial, federal and international level. This new level of detail will enable organizations to do better comparisons with other organizations in their disciplines at the local, provincial and national level. See below examples of new lines added in specific categories:

Existing line / 1110 / Number of public performances and literary readings produced by your organization and presented in your city/municipality/reserve
Addedline / 1115 / Number of public performances and literary readings produced by your organization and toured in your province/territory not included in line 1110
Addedline / 1120 / Number of public performances and literary readings produced by your organization and toured in other provinces and territories
Addedline / 1125 / Number of public performances and literary readings produced by your organization and toured internationally
Addedline (total) / 1130 / Number of public performances and literary readings produced by your organization and toured

and

Added line / 1295 / Number of artists exhibited who are from your city/municipality/reserve
Addedline / 1300 / Number of artists exhibited who are from your province/territory not included in line 1295
Addedline / 1305 / Number of Canadian artists exhibited who are from outside your province or territory
Addedline (total) / 1310 / Number of Canadian artists exhibited

When the new form is implemented, there will be no historical/previous data entered on the newlyadded lines; when you update the two (or more) years of projected statistical data that you entered in CADAC in the last year, you will need to breakdown the data according to the new lines.

  1. Updating existing statisticaldata

To keep your statistical data intact and facilitate the transfer of the existing data to the new lines added to the form, 15 lines from the current form have been retained to provide you with information you will require to provide a more refined breakdown of the data.These transitionlines are highlighted in yellow.

yellow

See the complete list of transition lines in the table below.

Current form line # / Transition lines / New form line #
7040 / Number of touring performances and run-outs (including readings) / 1135
7060 / Number of touring performances (including readings) included in line 7040 outside Canada / 1137
7100 / Number of Canadian works performed / 1195
7080 / Number of works performed / 1207
7240 / Number of exhibitions originating from your organization toured/circulated / 1255
7200 / Number of Canadian artists exhibited / 1315
7180 / Number of artists exhibited / 1330
7280 / Number of film/video/media screenings / 1385
7300 / Number of community arts projects / 1425
7420 / Attendance at touring performances (including readings) / 1540
7460 / Attendance at circulating/touring exhibitions / 1595
7500 / Attendance at touring film/video/media screenings / 1630
7540 / Number of participants in touring community arts projects / 1665
8820 / Number of artists included in line 8800 who are Canadian / 2330
8800 / Number of artists (not on staff) to whom your organization paid artists’ fees – including fees for exhibition, distribution, performance, etc. / 2342

The new form does not capture the data already recorded previously on theOther lines.For these lines you have to divide your recorded data on the appropriate lines of the new categories.

A pop-up message will remind you that you must update your data for all of the new lines before submitting the updated form.

green

TheOther lines are highlighted in green.

See the complete list of Other lines in the table below.

Current form
line # / LinesOther / New formline #
7320 / Other public activity / 1432
7560 / Number of participants in other public activity / 1667
7940 / Other / 1932
8600 and
8640 / Other
(sum of these two lines) / 2147
8620 and 8660 / Number of participants in activities included in lines 8600 and 8640 / 2149

For all statistical forms with a status: Submitted, Revise or Draft, where there is previously entered data on a “transition” line, when you update the data, you will use the added breakdown lines to enter the data.You will not enter anything on the “transition” lines. The “transition” lines are there to provide information only for the transfer of data.

You do not have to update data for any year that is Locked. Like the Financial Form, once the form is locked, you can only view it and you are not able to make any changes.

For more details regarding the presentation of your statistical data for the locked year, please see the Appendix 1.

Table 1illustrates how previously entered data will be displayed on the new statistical form when it is first downloaded or displayed on screen.

Table 1 – Previously entered data as it will appear in the new form

Line # / Current Year Projected
Jan/10/2009 Jan/09/2010
Submitted
1110 / Number of public performances and literary readings produced by your organization and presented in your city/municipality/reserve /
10 / See note 1
1115 / Number of public performances and literary readings produced by your organization and toured in your province/territory not included in line 1110 / 0 / See note 2
1120 / Number of public performances and literary readings produced by your organization and toured in other provinces and territories / 0 / See note 2
1125 / Number of public performances and literary readings produced by your organization and toured internationally / 0 / See note 2
1130 / Number of public performances and literary readings produced by your organization and toured /
20 / Seenote 3
1135 / Number of touring performances and run-outs (including readings) (line 7040 from the previous Statistical Form) / 20 / See notes 2
and 3
1137 / Number of touring performances (including readings) included in line 7040 outside Canada (line 7060 from the previous Statistical Form) / 10 / See notes 2
and 3
1140 / Total Number of Public Performances and Literary Readings produced by your organization /
30 / See note 3

Note 1: Line 1110 –the number of performances from line 7020 of the current form will be transferred automatically to line 1110 when the new form is implemented.

Note 2: Lines 1115, 1120 and 1125 will have no data entered when the form is initially downloaded because they are new added lines.

“Transition” lines 1135 and 1137 will provide data from lines 7040 and 7060 of the current form. This datamust be divided between the three new lines - 1115, 1120 and 1125 (see Table 2 and Appendix 1).

Note 3: Lines 1130 and 1140 calculate automatically. Until data is entered on the three new lines, the calculations retain the totals from the current form. When data is entered on the three new lines, the form will automatically do the calculation for line 1130 and this will be reflected in the Total Number on line 1140 which is the total of lines 1110 and 1130 (see Table 2 and Appendix 1).

Table 2illustrates a scenario where the projected data previously entered and carried forward on the “transition” line needs to be updated. In this case, you will enter new data on the added lines and the sum of the added lines will not equal the number on the “transition” line.

Table 2 – Form and data updated

If previously entered data needs to be updated, enter new data on the new added lines.

Line # / Current Year Projected
Jan/10/2009 Jan/09/2010
Submitted
1110 / Number of public performances and literary readings produced by your organization and presented in your city/municipality/reserve /
10
1115 / Number of public performances and literary readings produced by your organization and toured in your province/territory not included in line 1110 /
15 / See note
1120 / Number of public performances and literary readings produced by your organization and toured in other provinces and territories /
2 / Seenote
1125 / Number of public performances and literary readings produced by your organization and toured internationally / 10 / See note
1130 / Number of public performances and literary readings produced by your organization and toured /
27
1135 / Number of touring performances and run-outs (including readings) (line 7040 from the previous Statistical Form) / 20
1137 / Number of touring performances (including readings) included in line 7040 outside Canada (line 7060 from the previous Statistical Form) / 10
1140 / Total Number of Public Performances and Literary Readings produced by your organization /
37

Note:If the previously entered data needs to be updated, enter new data on the three new lines - 1115, 1120, 1125 - as appropriate.

The totals shown on lines 1130 and 1140 will reflect the new data entered.

In order to finalize the process to breakdown the data according to the new lines, you have to save and submit the new version.

  1. Download, Upload, Edit, Save and Submit

Upon submitting the draft for a specific year, a pop-up message will remind you that you must update your data for all of the new lines before submitting the form.

All other system functionalities related to Download, Upload, Edit, Save and Submit will remain the same.For more information, please consult the CADAC Help menu.

  1. Questions or Assistance

If you have any questions about the statistical form, please contact either the CADAC team or your program officer/ consultant at your funders. We will be very happy to help you update your statistical form.

The CADAC team

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Telephone:
866-249-0296
613-566-4328

Email:

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Appendix 1
Applicant organization name
Abc (CADAC ID: Abc123)
Line # / Prior Year Actuals / Last Year Actuals / % change / Current Year Projected / % change / Request Year / % change
Jan/10/2007 Jan/09/2008 / Jan/10/2008 Jan/09/2009 / Jan/10/2009 Jan/09/2010 / Jan/10/2010 Jan/09/2011
Lock / Submit / Submit / Submit
1000 / PUBLIC ACTIVITY (Performances, Exhibitions, Community Arts Activities, etc.)
1100 / PUBLIC PERFORMANCES AND LITERARY READINGS
1105 / Number of Public Performances and Literary Readings Produced by Your Organization
1110 / Number of public performances and literary readings produced by your organization and presented in your city/municipality/reserve / 10 / 10 / 10 / 10
1115 / Number of public performances and literary readings produced by your organization and toured in your province/territory not included in line 1110 / 0 / 0 /
15 /
6
1120 / Number of public performances and literary readings produced by your organization and toured in other provinces and territories / 0 / 0 /
2 /
6
1125 / Number of public performances and literary readings produced by your organization and toured internationally / 0 / 0 /
10 / 8
1130 / Number of public performances and literary readings produced by your organization and toured / .
20 /
20 /
27 /
20
1135 / Number of touring performances and run-outs (including readings) (line 7040 from the previous Statistical Form) / 20 / 20 / 20 / 20
1137 / Number of touring performances (including readings) included in line 7040 outside Canada (line 7060 from the previous Statistical Form) / 10 / 10 / 10 / 10
1140 / Total Number of Public Performances and Literary Readings produced by your organization / 30 / 30 / 37 / 30
You do not have to update data for any year that is Locked. / How previously entered data will be displayed on the new statistical form when it is first downloaded. / When you update the data, you will use the added breakdown lines to enter the data. / The projected data previously entered and carried forward on the“transition” line is still the same.

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