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Quarterly Report

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The Quarterly Report (previously called the Member Progress Report) contains key statistics that are collected by each ward or branch at the end of each calendar quarter. The statistics are gathered only for the last month of the quarter and entered into the Quarterly Report in MLS, then transmitted by the 15th of the month after the end of the quarter. Although it is required only once per quarter, many wards find it useful to collect this information each month so that leaders can more promptly identify individual members in need of care. However, statistics collected for other months should not be entered in MLS.

The ward clerk has primary responsibility for generating the report, although he gathers data from many others, including auxiliary and priesthood leaders and secretaries.

Procedure

The bishop/branch president should check all the data collected for accuracy before it is signed and submitted to the stake president (by the 15th of the following month).

The report should be checked for reasonableness.

  • Does this data make sense?
  • How does it compare to last quarter?

The report can be helpful to track unit progress and set goals. Although only submitted quarterly, some units have found it helpful to gather this information and compile a Monthly Report for the use of the bishopric and auxiliary leaders. [Statistics collected for other months should not be entered in MLS. If the Quarterly Report data is actually changed in MLS, it will transmit as a "correction" of the earlier report for the quarter that was changed.]

Sources of data for the Quarterly Report

Line Description MLS Help Notes
Members
1. Total members A count of individuals whose membership records are assigned to your unit, including those:
  • Baptized and confirmed
  • Not baptized and confirmed, but are less than age 9 and have a membership record

Individuals who are 9 years of age or older and not baptized and confirmed are not included in any Quarterly Report categories.

from Church records / MLS
2. Average sacrament meeting attendance Record the average sacrament meeting attendance for the last month of the quarter. Include in your count all individuals who attended sacrament meeting, members and nonmembers alike. Headcount taken by clerk
Families
3. Total families The number of households with at least one member. from Church records / MLS
4. Total families visited by home teachers Record the number of families who were visted by home teachers during the last month of the quarter. from Melchizedek Priesthood Leaders (HPGL & EQP)
MLS can be used to keep this statistical record
Adults
5. Total Melchizedek Priesthood holders The number of male members with a Melchizedek Priesthood ordination recorded on their membership record. from Church records / MLS
6. Total Melchizedek Priesthood holders attending priesthood meetings Record the number of Melchizedek Priesthood holders with a membership record in your unit (indicated on line 5) who attended at least one priesthood meeting during the last month of the quarter. from Melchizedek Priesthood Leaders (HPGL & EQP) not just headcount
credit given for attending church[1]
7. Total prospective elders The number of male members who are:
  • 19 years of age or older and do not have a Melchizedek Priesthood ordination recorded on their membership record
  • Under 19 years of age and married
  • Not assigned to the Young Men organization
  • Assigned to the high priests group or elders quorum
from Church records / MLS
8. Total prospective elders attending priesthood meetings Record the number of prospective elders with a membership record in your unit (indicated on line 7) who attended at least one priesthood meeting during the last month of the quarter. from Melchizedek Priesthood Leaders (HPGL & EQP) not just headcount
credit given for attending church
9. Total women The number of female members who are:
  • 18 years of age or older
  • Under 18 years of age and married
  • Not assigned to the Young Women organization
  • Assigned to the Relief Society organization
from Church records / MLS
10. Total women attending Sunday Relief Society meetings Record the number of women with a membership record in your unit (indicated on line 9) who attended at least one Sunday Relief Society meeting during the last month of the quarter. from Relief Society Leaders not just headcount
credit given for attending church (inc. Primary/YW)[2]
11. Total women contacted by visiting teachers Record the number of women with a membership record in your unit (indicated on line 9) who were contacted by visiting teachers during the last month of the quarter. from Relief Society Leaders
MLS can be used to keep this statistical record
12. Total young single adults The number of young single adults. from Church records / MLS
13. Young single adults attending priesthood or Sunday Relief Society meetings Record the number of young single adults with a membership record in your unit (indicated on line 12) who attended at least one priesthood meeting or Sunday Relief Society meeting during the last month of the quarter. from Melchizedek Priesthood and Relief Society Leaders not just headcount
credit given for attending church
14. Total endowed adults The number of members with endowment information recorded on their membership record. from Church records / MLS
15. Total endowed adults with a temple recommend Record or update the number of adults with a membership record in your unit (indicated on line 3) who have a current temple recommend. from Church records / MLS
Youth
16. Total young men The number of male members, age 12 through 18 without the Melchizedek Priesthood who are:
  • Not married
  • Under 19 years of age and their assigned organization is not elders quorum or high priests group
  • Or 19 years of age or older and their assigned organization is Young Men
from Church records / MLS
17. Total young men attending priesthood meetings Record the number of young men with a membership record in your unit (indicated on line 16) who attended at least one priesthood meeting during the last month of the quarter. from Young Men Leaders not just headcount
credit given for attending church
18. Total young women The number of female members, age 12 through 17 who are:
  • Not married
  • Under 18 years of age and their assigned organization is not Relief Society
  • Or 18 years of age or older and their assigned organization is Young Women
from Church records / MLS
19. Total young women attending Sunday Young Women meetings Record the number of young women with a membership record in your unit (indicated on line 18) who attended at least one Sunday Young Women meeting during the last month of the quarter. from Young Women Leaders not just headcount
credit given for attending church
Children
20. Total children ages 3 (as of 1 January) through 11 years The number of children ages 3 through 11 who are:
  • Age 3 as of 1 January of the reporting year
  • And younger than age 12 as of the last day of the reporting quarter
from Church records / MLS
21. Total children on line 20 attending Sunday Primary meetings Record the number of children with a membership record in your unit (indicated on line 20) who attended at least one Sunday Primary meeting during the last month of the quarter. from Primary Leaders not just headcount
credit given for attending church
22. Total children ages 0 months through 2 (as of 1 January) years The number of children who are or were 2 years of age or under as of 1 January of the reporting year from Church records / MLS
Converts
23. Total converts age 8 and older baptized and confirmed in the last 12 months The number of converts baptized and confirmed during the past 12 months. The names of these converts are shown in the Convert Detail panel of the Quarterly Report and printed on the Quarterly Report. from Church records / MLS
24. Total converts on line 23 attending at least one sacrament meeting last month The number of converts with a membership record in your unit (indicated on line 23) who attended at least one sacrament meeting during the last month of the quarter. Calculated by the clerk who records the convert's sacrament meeting attendance in the Convert Detail panel of the Quarterly Report. from the Mission Leader
MLS can be used to keep this statistical record
25. Converts age 12 and older who have a Church responsibility or calling The number of converts with a membership record in your unit (indicated on line 23) who are 12 years of age or older and have a Church responsibility or calling. Calculated by the clerk who records the convert's calling in MLS under Organizations, or in the convert's "calling or responsibility" column in the Convert Detail panel of the Quarterly Report. from the Mission Leader
MLS can be used to keep this statistical record
26. Convert males age 12 and older, who hold the Aaronic Priesthood The number of male converts with a membership record in your unit (indicated on line 23) who are 12 years of age or older and have a priesthood ordination recorded on their membership record. from Church records / MLS

Counting attendance

Beginning with the third quarter of 2001, the quarterly report has been entered by the ward or branch into its computer, and transmitted to CHQ. Half the fields are pre-filled, based on the membership record data in place on the last day of the quarter. The rest of the fields, you fill in for the last month of that quarter. This means that you need to make sure you have an accurate count of sacrament meeting attendance, especially for the last month of the quarter (i.e., March, June, September, and December). You need to make sure that, especially for that last month, the various quorums and auxiliary organizations have class rolls. You should make sure that the temple recommends issued that quarter are posted in MLS. Home teaching and visiting teaching should be posted as well, as soon as possible after the end of that quarter (ideally, the quorum, class, and organization secretaries will work in tandem with you on this).

For each of these organizations, you will have to provide the number who attended at least one Sunday that month - to Relief Society, Priesthood, Young Women, or Primary, from among those counted in the total - or would have except they were serving in a capacity that prevented it.[3] If you aren't sure who exactly got picked up for the quarter, you'll be able to click on that line and see. Do not assume that because there are 27 children listed as enrolled in Primary, and at least 27 came at least once, that you can enter a 27. Rather, for each of those 27 children it should be determined how many of them attended at least one meeting in the last month of the reporting quarter.

One way to accurately collect this information is to ask each of the priesthood and auxiliary leaders for a list of those (ideally from the MLS attendance sheets) that did not attend at all during the month. This has the advantage of giving the bishop or branch president a list of the less active who may need their attention as well as allowing the number who attended at least once to be calculated (total number of members of the organization minus those that never attended).

Identifying those that did not attend during the month also helps discover problems with records, such as when someone has moved from the ward but whose records are still on the system.

Due date

The report needs to be transmitted by the 15th of the month following the end of the quarter (January, April, July, or October). This timeframe is not adjusted for General Conference or Stake Conference.

Convert details

Beginning with the first quarter of 2008, additional information is requested for each recent convert including attendance, priesthood, and calling/responsibility. The ward mission leader could be utilized to assist in the gathering of this information, especially attendance.

Analysis

Some wards and stakes find it helpful to copy the data from the Quarterly Report into a spreadsheet. This allows you to create charts for each of the major statistics for more visual appeal and trend analysis.

Some examples of the kind of statistics that can be done from the raw data in the quarterly report, without collecting any other data:

  • Attendance percentages
    • Sacrament Meeting (line 2 divided by line 1)
    • Melchezidek Priesthood (line 6 divided by line 5)
    • Prospective Elders (line 8 divided by line 7)
    • Relief Society (line 10 divided by line 9)
    • Converts (line 22 divided by line 21)
    • Young Men (line 15 divided by line 14)
    • Young Women(line 17 divided by line 16)
    • Primary (line 19 divided by line 18)
  • Home and Visiting Teaching percentages
    • Families Visited (line 4 divided by line 3)
    • Women Contacted (line 11 divided by line 9)
    • Average Home Teacher Workload (line 3 divided by one-half of the sum of lines 6, 8 and 15)
    • Average Visits per Home Teaching Companionship (line 4 divided by one-half the sum of lines 6, 8 and 15)
    • Average Visiting Teacher Workload (line 9 divided by one-half of line 10)
    • Average Visits per Visiting Teaching Companionship (line 11 divided by one-half of line 10)
  • Temple Recommend percentages
    • Endowed Adults with Temple Recommends (line 13 divided by line 12)
    • Adults Endowed (line 12 divided by the sum of lines 5, 7 and 9)
    • Active Adults Endowed (line 12 divided by the sum of lines 6, 8 and 10)

Sample spreadsheets

Frequently asked questions

Q: How are numbers calculated for care centers or correctional facilities?
A: If a unit has been organized for the facility, and is an Active MLS unit (which can be verified by the Administrative office) the quarterly report should be calculated from records and submitted just like any other unit.

Q: How do we count members that have been homebound due to illness and/or doctor's orders?
A: Counting members that are homebound, but still partake of the sacrament, is left to the discretion of the local priesthood leader responsible for the members.
NOTE: The policy for counting attendance is different for Sacrament Meeting than it is for attendance in auxiliary meetings. For Sacrament Meeting Attendance, only count those physically present; members, non-members, etc...
See: The current policy for Quarterly Reports is found in MLS Help

Q: I've entered my quarterly report numbers. Why hasn't my stake and/or Church Headquarters received them?
A: A common cause of reports not sending is that the report is still incomplete. If the edit link is still showing on lines 22 & 23 it means that not all the information has entered. A yes or a no needs to be selected for every member in both the sacrament and calling fields.

Q: A membership record was updated. Why isn't it reflected on the quarterly report?
A: Quarterly report baseline numbers are generated the next send/receive done following the last day of the quarter. The updated information will not show if the membership record was edited after the baseline numbers were created.

Q: How is the budget calculated from the Quarterly Report figures?
A: The budget is calculated by using the membership records that are assigned to the unit, and the attendance figures reported on the report. The budget allowance article outlines the details.

Q: Can I submit the Quarterly Report once a month?
A: No. As the title indicates, the Quarterly Report (QR) is submitted once a quarter. In fact, MLS will not allow units to transmit QR data monthly to the stake. If you transmit each month, any changes made to the QR in MLS are transmitted to headquarters as corrections to the reporting quarter. The changes do not reach the stake.

References

  1. On each attendance roll printed from MLS is language similar to "Those who are unable to attend a Sunday meeting because of a Church assignment are to be recorded as attending (including full-time missionaries from the ward or branch)."
  2. On each attendance roll printed from MLS is language similar to "Those who are unable to attend a Sunday meeting because of a Church assignment are to be recorded as attending (including full-time missionaries from the ward or branch)."
  3. On each attendance roll printed from MLS is language similar to "Those who are unable to attend a Sunday meeting because of a Church assignment are to be recorded as attending (including full-time missionaries from the ward or branch)."
This page was last modified on 4 September 2016, at 16:07.

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