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Your reporting to the Arts Council for 2018

This guide provides step-by-step instructions on how to fill out the Actual Arts Activity Report (AAAR) for reporting to the Arts Council. The AAAR helps create a consistent picture of investment outputs, understand overall impact, and make better national arts policy. It also helps funded organizations track performance and improve.

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Your reporting to the Arts Council for 2018

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  1. Your reporting to the Arts Council for 2018 How To Fill Out the Actual Arts Activity Report [AAAR]

  2. What’s The AAAR For? • Consistent picture of the outputs of our investments • Understand our overall impact better • To make a more detailed and better case for our work • To make better national arts policy • To help you to better understandyour context • To track performance of funded orgs • To help funded organisations improve

  3. The Overall Process Reporting on activities taking place in a funding year (January–December) End-to-end process takes 23 months Funding offer January of funding year Report on year’s activities July following funding year Application September before funding year

  4. The Overall Process Reports on activities taking place in a funding year (January–December) End-to-end process takes 23 months Agree revised plan March of funding year Report on year’s activities July following funding year Application September before funding year

  5. The Actual Arts Activity Report You: Submit Notify Share with you Arts Council: Review and improve process Share (Gov’t etc)

  6. The Actual Arts Activity Report • Audited Accounts • List of Activities e.g. Programme of work/Services • Figures for sales/attendance /workshop/training /etc Payroll/Contracts Submit Notify Share Share (Gov’t etc)

  7. The Actual Arts Activity Report • Guidance in this presentation • To fill out the report, log on to https://aar.artscouncil.ie using your ARN log-in and online services password Submit Notify Share Share (Gov’t etc)

  8. What the AAAR Includes NB: • Aligns with the FAAR and BAAR you’re already done. • Submitted through an online portal to make it easier. • Covers: • Finances • Artists/staff employed • Engagement figures

  9. What the AAAR includes Note: the following slides summarise the data included in the AAAR, to make it clear how it all fits together. They cover the money and engagements brought in, and the financial and staffing resources expended, across ‘core’ activity and individual activity lines. Staffing information is split into ‘artist’ and ‘non-artist’ categories, represented like this: Artist Non-artist It also shows where these are calculated as ‘Whole Time Equivalents’ [WTEs] or head count [1,2,3]. X

  10. What the AAAR includes Core Not linked to individual activities Costs incurred regardless of activity levels e.g. organisational salaries, office, heating, lighting Activities: 1 2 3 etc Specific to individual activities Costs (and income) vary by activity levels Max. 20 activities, as already defined in the BAAR (could be fewer) Includes reporting on artists employed, attendees, readers, opportunities to engage

  11. What the AAAR Includes Core Expenditure Other Core Income Core € € WTEs X Activities: 1 2 3 etc Activity Income Activity Expenditure € € Engagements 1 2 3 4 X

  12. To look at these in more detail…

  13. Other Core Income • Aka ‘Income Not Directly Related to Activity’ [INDRA] • E.g. Local authority funding, (whole-organisation) sponsorship/fundraising, café/bar sales and other unrestricted income. • Single total figure for the year. This helps to shows how high a % of income Arts Council strategic funding is and also contributes to the total income figure

  14. Core Expenditure • We just need a single figure per line • In many cases, the categories should align with your audited accounts • Exclude costs of delivery of arts activities. This shows the main core costs and allows us to see how much is spent on particular categories, esp. salaries, with two key roles separated out for better understanding.

  15. Core Staff/Artists • Reported as Whole Time Equivalents (WTEs): • 5 days/week = 1 WTE, 4 days = 0.8 WTE etc • Staff time should be allocated against ‘artistic’ and ‘other’ activity, inc. as proportions within a role • E.g. if a W/T Artistic Director role is 80% artistic, 20% other, it would contribute 0.8 WTEs to ‘artistic’ staff, 0.2 WTEs to ‘other’. This allows us to evidence the number of ‘core’ roles that are supported in organisations who receive strategic funding and to understand the core staffing capacity and make-up of organisations.

  16. Activity Income • Split out activity income under the headings used for the BAAR. • For funder income: • Separate local authority, other and Arts Council income • For Arts Council income, *exclude* funding through strategic/venue funding. This helps us see which activities have other income sources, and where from. It also gives a % of earned income by activity line, which is useful for understanding financial models.

  17. Engagement figures for activities • Report actual engagement numbers • Where available, refer to artform protocols (literature, film, theatre) • Keep activity lines consistent with the BAAR. This helps us understand the size of the ‘main’ categories of engagement for different types and art forms of activity (we can capture wider engagement, which we know is also important, other ways)

  18. Activity Expenditure • Total artist and other fees and wages are included • Production/publication/making and logistical costs’ should cover all other direct costs of making the arts activity (Inc. rights, materials etc) • Marketing/ PR and admin costs exclude staffing. This allows us to work out a total spend on artists and other staff across both core and activity strands.

  19. Activity Staff/Artists • NB: this is based on headcount only: it’s the number of individuals for each activity, not the total delivery time. • This should include all professionals who are paid as part of the activity (whether a fee, commission or on payroll). This allows us to see the spread of spending on staff and artists (total spend is included in the Activity Expenditure), since the varied details of individual contracts would be too complex to capture in this format.

  20. Timeline of FAAR/BAAR/AAR Reporting Year: AAAR Jul 19 FAAR Sept 17 BAAR Mar 18 2018 FAAR Sept 18 AAAR Jul 20 BAAR Mar 19 2019 FAAR Sept 19 AAAR Jul 21 BAAR Mar 20 2020 FAAR Sept 20 BAAR Mar 21 2021 2019 …2017 2018 2020 2021

  21. Future IT Development • Planned improvements include: • An integrated system (with no need to download and upload the FAAR at application stage) • Tailoring of terminology and questions to specific artforms/practice areas of activity • Accounting for multiple selections of artform. • BUT we’ll otherwise try to keep everything as consistent as possible.

  22. Any Questions? For questions about your AAAR: Please contact your arts team in the Arts Council Further information is also available from the Arts Council website: http://www.artscouncil.ie/Arts-in-Ireland/Strategic-development/Arts-activity-reporting

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