There are numerous programs on the market today that will provide varied types of needed information. Consult a knowledgeable computer person in the business where you plan to buy the software. They can help you get started. Lotus is basically good for simple statistics. Pie charts and bar graphs are always easier for the general public and political types to understand.
Maps are another means of documentation that is eye catching and effective.
After surveillance is completed and findings are documented, communicate with the people who will provide the monies or those who are supporting and encouraging you to find monies. It is important to show the cost effectiveness of a program. Show taxpayers what they will get for their monies. There must also be several alternative plans available if funding appropriation is lower than expected or needed. It is important that a mandate is established with goals and that these goals are circulated and understood by all involved in the program.