Produce the BGCA Monthly Statistical Report
The MSR is a twelve-month statistical return for Boys & Girls Clubs of America. PTRS builds ten of its sections from live data and exports them as a spreadsheet or a document.
The flow completes end to end, and the figures it produces carry six specific qualifications, all listed below. Read them before the numbers leave the building.
Generate the report
- Open Reports, then Monthly Statistical Report.
- Pick a Year. See the caution below on where this list comes from.
- Pick a Level: Site needs one location chosen; County needs a Delaware county, built from the counties your own sites sit in; State needs no further choice and covers every active location in the organisation.
- Select Generate Report.
The list of years offered is built from the years your organisation has an attendance summary or an incident on file, plus the current year. The attendance summary table has nothing writing to it, so in practice the years offered are the years your organisation recorded an incident, plus this one.
A club with three years of real check-ins and a clean incident record can only select the current year here, even though the report itself reads a different, populated table and would produce last year's figures perfectly well. If you need an earlier year, it can be requested directly rather than through this list.
Export it
Three buttons download the report directly as a spreadsheet, a workbook, or a document.
Choosing an export format before pressing Generate Report in this session produces no file, no error and no message. Generate the report first.
The document version leaves out two sections that both spreadsheet formats include as rows of zeroes: Section 3, Other Youth Served, and Section 6, Teen ADA.
If your funder expects those sections, the document is an incomplete return and the spreadsheet is a return of zeroes. Neither stands in for the other.
The six things to check before filing
Every item below is a property of how the report is worked out, not a data-entry mistake. None of them is stated anywhere on the screen or in an export.
1. Two sections are stubs, and a third is derived from one of them
Two sections are fixed at zero every month: Section 3, Other Youth Served, and Section 6, Teen ADA. Nothing in PTRS records a non-member youth or a teen's average daily attendance separately from everything else.
A third section is derived from the stub: Section 4, Total Youth Served, is defined as Section 2 plus Section 3. Since Section 3 never moves, Section 4 can never differ from Section 2. A club serving drop-in youth who are not registered members reports none of them, in any of the three sections.
2. "Average" means the average of the months with a number in them
The average on every grid divides by the count of months with a non-zero value, not by twelve. A club running only a ten-week summer program reports its summer average in a column a reader will take as a full-year figure. This affects Section 1B, Average Daily Attendance, the headline statistic the return exists to report.
3. Ages are a mid-year approximation
A child's age here is the report year minus the birth year, one year earlier if they were born after June. The day of birth is never used and the report's own date is never used, so a child born on the 30th of June and one born on the 1st of July are placed in different bands.
This is not the age calculation the rest of PTRS uses elsewhere. The Demographics chart and the Demographic Summary report both work out an exact age against today's date and use different band edges. The two will disagree about the same children, and neither says which method it applied.
4. Days Open counts days with a check-in
Days Accessible and Days Open both count the distinct dates on which at least one check-in exists. A day the club opened and nobody arrived counts as closed. At the county or state level, one site being open on a given day marks that day open for the whole group. Section 1B divides by this figure, so it moves average daily attendance too.
5. Total Hours is invented
Section 10's Total Hours row is worked out as ten hours a day in June, July and August, and five hours a day for every other month, fixed figures with no setting behind them. PTRS holds each site's actual operating hours on its own profile, and this report does not read them.
6. Section 2 is rewritten every time you run it
Registered Members counts members who are active today and whose enrolment date falls on or before the end of each month. A child who left in March is missing from January's figure as well as March's.
The practical consequence: running last year's report again next month will give different numbers, and a filed report cannot be reproduced from PTRS itself. Keep the exported file. Section 5, New Memberships, and Section 9, Members by Age and Gender, draw on the same population and carry the same limitation.
Two smaller things
Section 13, Program Participation, has no monthly breakdown at all: each program type's distinct member count is written into the January column of the twelve-month grid, a display choice rather than a January figure. Section 9's "Other" column also absorbs three separate gender values, because the federal row shape has three columns and PTRS records five.
Switching sites can give you the previous site's report
Generating the report remembers its result for five minutes, keyed only on the year and the level you chose, not the site or county. Generate for one site, switch the Location choice, and press Generate Report again within five minutes: you get the first site's report back, with the first site's name in the title bar. There is no error and nothing tells you the second request was ignored.
Wait five minutes between sites, or reload the page before each one. Always check the site name in the title bar against the one you meant to run before exporting anything.
What the report reads
Unlike most of this module, the statistical report reads live tables throughout.
| Section | Reads |
|---|---|
| 1A, 1B, 10 | Real check-in records, written on every check-in |
| 2, 5, 9, 11 | Member records |
| 12 | Meal records, all five meal types |
| 13 | Enrolment records joined to programs |
None of them is one of the tables described in why analytics figures read zero. Every qualification on this report is about its arithmetic, not about a missing table.
Related
Checked against PTRS on 7 September 2026.