Analytics & Reports

Marcus Webb is the regional director who oversees Claymont and three other clubs. Once a month he opens the dashboard to see how the region is doing, and once a quarter he generates a report for the funder paying for Claymont's after-school seats. This page is what those screens actually give him.

Read this before anything else on this page

Every funder report PTRS has ever produced states an attendance of zero, printed under Impact Metrics in the document that leaves the organisation. The Compliance Score tile and its trend chart are also always zero, on every screen that shows them. And the Attendance Heatmap draws a full grid of zero cells over a table that genuinely has the check-ins to fill it, so it reads as an emphatic false negative rather than an honest empty state.

Every chain behind these three is traced in full in why analytics figures read zero.

What Analytics & Reports is for

A site director can see today at one club. Marcus needs the whole region on one page, and a funder will not accept "we think it went well". Three different readers want numbers out of the same underlying activity, on three different clocks: Boys & Girls Clubs of America wants the Monthly Statistical Report, a grant funder wants a periodic account of what its money supported, and the board wants the organisation's overall shape, its committed funding and its family balances in one place.

Built by hand, each of those is a week of spreadsheet work, assembled from a different person's export. This module exists to produce all three straight from what the rest of PTRS already records, and its central weakness follows directly from that: it creates almost nothing itself, so whatever another module failed to write becomes a number here instead of an obvious gap.

Who uses it

Who can do this

• Site director
• Regional director
• Organisation admin
• Super admin

Every screen except the two funder-record screens checks a wider screen-side setting that also lets through a read-only account, which no save or read behind it actually accepts.

A staff member is refused everywhere in this module. There is no analytics screen a front-line staff member can use at all. Managing a funder record is narrower still, open only to regional directors, organisation administrators and super admins.

The screen admits a role the server refuses, and the server admits a role that cannot see the same numbers elsewhere

A read-only account reaches every analytics screen, sees the full layout, and gets nothing: every request behind it fails, because none of them recognise that role.

A site director can read fifty children's financial details from the financial summary report, the same site director who is refused a single child's financial record on that child's own page. See who can see this.

A site director also sees every funder and every grant amount on the funder records screen and cannot change a single one: that screen's list comes from a wider setting than its save buttons do. See manage funders.

A day in the life

Marcus opens the dashboard first. Total members, active members, staff counts and open incidents all look right. Average Daily Attendance and Compliance Score both read zero, the way they always do, so he has learned to skip them. He glances at the Attendance Heatmap, sees a solid grid of pale, empty-looking cells, and almost concludes attendance has collapsed across the region, before remembering that this panel cannot be trusted either.

At quarter's end he opens the funder screen and generates a report for Claymont's grant. The document downloads at once, with a real grant amount and a real enrolment count on it. Under Impact Metrics it states a total attendance of zero for the whole quarter, because nothing in PTRS has ever written a row to the table this figure comes from. He sends the report anyway and attaches a real attendance count from the statistical report he ran separately, exactly as the document's own closing note asks him to.

What PTRS does for you

• Builds a thirteen-figure organisation summary with a table broken down by site, downloadable as a PDF or a spreadsheet
• Computes ten sections of the BGCA Monthly Statistical Report from real attendance, membership, meal and enrolment records, and exports it as a spreadsheet or a document
• Generates a funder report in one click, writes a permanent record of having done so, and produces a formatted document for it
• Consolidates committed funding, family balances and a projected CACFP reimbursement into one financial summary, and states its own assumptions in words a reader can check
• Offers ten operational reports across attendance, staff, incidents, meals, compliance, finance and demographics, each exportable as a spreadsheet
• Keeps a full funder directory: name, type, grant amount, reporting schedule and contact details, with every choice on its form matching what PTRS actually accepts, the first module in the portal where that is true of every dropdown

A quiet exception worth knowing about

One figure in this module, the enrolment trend chart, reads a table nothing writes and falls back cleanly to counting real enrolment records instead. It is the only place in this module where an empty table costs nothing, because a working fallback sits behind it.

What stays your job

• Produce a funder's real attendance figure yourself, from the statistical report, and attach it to any funder document you send. PTRS's own funder report always states zero
• Track whether a funder's report is actually due yourself. PTRS stores a status and a due date and never checks one against the other
• Read the Attendance Heatmap and the Compliance Score as not informative either way. A grid of zero cells or a zero score tells you nothing about what really happened
• Reconcile a grant recorded in this module's funder directory against one recorded in the Programs module yourself. PTRS keeps the two entirely separate and never adds them together
• Keep your own copy of a funder's contact details and grant dates before you open that funder's edit screen, since saving it can erase them. See manage funders
• Note which figure in a document actually means what: a receivables figure that looks like a debt, an enrolment count that is not a headcount, and a projected reimbursement that disagrees with CACFP's own screen

What has been built

Screen	What it is	What it can do today
Dashboard	Eight panels: a KPI strip, four charts, a heatmap and an AI incident panel	Four of six KPI tiles and four of eight panels are real. Two tiles and two panels are structurally zero, and one panel prints zero cells over real data
Funder reports	Generate and download a report per funder	Completes end to end. Its attendance figure is always zero and its period ignores the funder's own schedule
Funder records	Add, edit and remove funders	Adding and removing work. Editing silently erases five stored fields
BGCA statistical report	Ten sections of a federal statistical return	The only report in the module that reads live data throughout. Carries six qualifications worth reading before filing, listed on its own how-to page
Operational reports	Ten report types across the product	Five return real data. Three read a table nothing writes, and two read tables that cannot hold a genuine answer
Financial summary	Committed funding, family balances and a projected CACFP figure	The best-evidenced report in the module: it states its own assumptions and its totals are correct before any row limit is applied
Executive dashboard	A thirteen-figure organisation summary	Real, and reachable only as a direct download. No screen in the product shows it on its own page

What happens on its own

Nothing. This module runs no check, no scheduled job and no reminder of any kind. Every figure it shows exists only because a person opened a screen and asked for it.

Nothing warns anyone that a funder report is due

Every funder carries a due date and a status of current, due soon or overdue, and nothing in PTRS ever compares the two. The status is only ever whatever a person last typed into the form, and generating a report does not move the due date forward either. A funder whose report has been overdue for months still reads current until somebody edits the record by hand.

Four report templates that cannot change what is produced

A list of four named regulatory return templates exists and is shown on no screen. Even if it were, generating a funder report accepts nothing that would let a template change its content, so the four names describe returns PTRS does not actually generate through this path.

A funder created in PTRS never gets a report package

One field on a funder's record doubles as a structured description used to render funder-specific detail on the reporting screen, and it is also the plain notes box shown on the edit form. A funder added through PTRS itself never has one. Opening a funder that does have one and saving over the box destroys it permanently, replacing it with plain text.

What it connects to

Connects to	How
Attendance	The statistical report and the heatmap read live check-in records. Everything else attendance-shaped in this module reads a daily summary table that nothing writes. See why analytics figures read zero
Compliance	Every compliance figure here reads the same two tables that Compliance itself cannot write to
CACFP	The financial summary projects a reimbursement directly from meal records and reaches a different answer from CACFP's own figure
Members	The financial summary reads a family's balance and fee under a wider setting than that child's own record allows
Programs	This module's funders and Programs' own grants are two entirely separate records with no link between them. A grant recorded in Programs contributes nothing to any total in this module

Where to go next

Do a task:

• Read the analytics dashboard, which of the eight panels can be believed
• Produce the BGCA Monthly Statistical Report, and the six things to check before filing it
• Build and send a funder report
• Read the financial summary, the best-built report in the module
• Run an operational report
• Manage funders, including the edit that silently clears five fields

Look something up:

• What each figure is computed from
• Who can do what with analytics and reports

Understand why:

• Why analytics figures read zero

When something goes wrong: Analytics troubleshooting.