Quarterly Reporting

Tracking and Reporting State Performance

As State Chair, you're accountable for your state's DAP performance. Regular reporting demonstrates impact, identifies areas for improvement, and ensures your state receives appropriate recognition. Good data also helps you make the case for resources and support.

What to Track

Key metrics for state DAP performance:

Activity Metrics

• Number of school presentations delivered
• Number of students reached
• Community events held
• Red Ribbon Week activities
• Materials distributed

Participation Metrics

• Number of active Lodge Chairs
• Number of lodges with any DAP activity
• Volunteer hours contributed
• Contest entries submitted

Quality Indicators

• Teacher and school feedback
• Repeat invitations from schools
• Media coverage received
• Awards and recognition earned

Gathering Data

You can't report what you don't measure. Establish systems for data collection:

• CLMS: The primary system for activity tracking—ensure lodges are reporting
• District Chair reports: Regular updates from each district
• Direct lodge contact: Follow up with lodges that aren't reporting
• Post-event surveys: Capture data immediately after activities

Reporting Calendar

Establish a regular reporting rhythm:

• Monthly: Brief updates to state leadership
• Quarterly: Comprehensive reports with metrics and narrative
• Annually: Year-end summary for state convention
• As required: National DAP reporting deadlines

Creating Effective Reports

Good reports are:

• Concise: Highlight key numbers and trends, not exhaustive detail
• Visual: Use charts and graphs to show progress
• Comparative: Show performance vs. prior periods or goals
• Actionable: Identify what's working and what needs attention
• Honest: Acknowledge challenges, don't just celebrate successes

Using Data for Improvement

Reports aren't just for external audiences—use data to improve:

• Identify high-performing lodges and districts to learn from
• Spot underperformers early and offer support
• Track progress on specific initiatives
• Adjust strategies based on what's working
• Set realistic goals grounded in historical data

Reporting to National DAP

Meet national reporting requirements:

• Submit required reports by deadlines
• Use specified formats and systems
• Verify data accuracy before submission
• Follow up on any questions or discrepancies