presentation on reporting and reporting.pptx

notes

1. Presentation on recording and reporting Presented by Ranju tiwari Bachelor in Public Health (BPH) 6 th semester Koshi Health & Science Campus, Biratnagar

2. Outline Introduction Definition Importance Reporting system in health sector in nepal . Techniques of report writing ,format and content.

3. Introduction The system of documentation of the information regarding the programme activities including the progress and problems is recorded . The information is kept in a register, form, report cards, computer etc. Reporting is the written or oral information communicated to the higher level offices about the programme activities, progress, problems and suggestions for improvement . Ranju tiwari

4. Definition i In simple terms reporting is the process of communicating the recorded information to the higher or any other level. Reporting and recording are interdependent activities . Reporting should be carried out at various intervals. Reporting is one of the most important managerial functions and thus should be carried out promptly and accurately . A report is simply a statement or description of things that have already occurred and recorded. It is clear, concise communication of the important findings of the process or management function. Ranju tiwari

5. Cont….. A report is a written statement and/or document prepared after a detail investigation of causes, effects, and possible solutions of a given problem . The main purpose of the preparation a report is to communicate its information or findings to the concerned authority or targeted group of audience . Reporting is carried out to keep the data, to make analysis and conclusions with recommendations in an organized form. Ranju tiwari

6. Report help to summarize information in short form. It is helpful to upgrade the knowledge and experience. Report may be road map for planner to make plan and implement the program. Report shows the detail description of the study. Report is useful tools to information for conducting new research. Ranju tiwari Importance

7. Reporting system in health sector in Nepal Report forwarding facilities Deadline for reporting Report receiving facilities VHW/MCHW 1 st of next month SHP/HP/PHCC Sub Health Post 3 rd of next month HP/PHCC HP/PHCC 7 th of next month DHO/DPHO DHO/DPHO 12 th of next month DOHS/RHD Ranju tiwari

8. Techniques of Report Writing Format and Content: A good must incorporates of following parts as its content. Part 1: Preliminary Pages Title Page: It includes title of the study, full name of the candidate, name of the institution to which the report is submitted, name of the place and date when the reporting is done etc. The title should convey, as briefly as possible the subject and contents of the report. Ranju tiwari

9. Cont..party 1 Acknowledgement Table of contents Acronyms/abbreviation Abstract: The purpose of an abstract is to enable busy people to get the gist of the report without having to read it all. Ranju tiwari

10. Part 2: Main Body of the Report Chapter One: Introduction and Methodology Introduction: 1. State the present situation or problem in the direction that you are going to give your reporting. Try to limit to one and a half pages in on one and half line space. If it happens to be more than one and half pages, attach the lengthy but informative part in the appendix section. Ranju tiwari

11. Cont..part 2 2. Background: State briefly the reasons that motivated you to prepare the report. It could be a meeting, a telephone call, a letter from authority or personal observation or a talk with the authority. Ranju tiwari

12. Cont..part 2.. 3. Purpose and Objectives of the Study: Set objectives in relation to the problems stated earlier. Objectives must be clear, unambiguous and must be in tune with the needs and/or terms of reference (TOR) given. Generally, objectives are set directly as per the specification of TOR where as in some cases specific objectives may be set right after setting the general objectives. Ranju tiwari

13. CONT..PART 2.. 4. Rationale/Justification: Regarding the type, nature and command area of your report, it is advisable to mention a few words about the rationale/justification for achieving certain level of progress in the report. On the other hand, it is also advisable to outline the envisaged outcomes stating how progress could be accomplished against efforts put to use. Ranju tiwari

14. CONT..PART 2.. 5. Methodology: Explain clearly and specifically how you plan to achieve the objectives set above. If different methods are envisaged to be employed in order to achieve each specific objective, state them in separate paragraph under separate subheading and also outline their expected outputs. For example; Methodology to be used for achieving objective a or 1: Conduction of seminar/training: (whom, where and when??) Outputs: in goods/services (quality and or quantity ??) Ranju tiwari

15. CONT..PART 2.. 6. Body of Report: The body of the report gives the facts and finding. There could be number of subheading depending on the subject matter and type of investigation. A better arrangement is to provide the general headings and an accompanying checklist from which the writer can devise his own subheadings according to the requirements of the report. Ranju tiwari

16. Part 3: Conclusions: The purpose of the conclusion of a report is to gather up the threads of the argument and to present a considered judgment upon them. Nothing new should be introduced at this stage. Ranju tiwari

17. CONT..PART 3 Summing up should be; Consistent with what has gone before Reasonable Clear Concise and itemized where possible Ranju tiwari

18. Part 4: Recommendations/Suggestions: Sound recommendations are hallmark of a good investigator. Sound Well defined Concise Itemized Discrete, especially towards the feelings of persons likely to be affected Fully considered, including their consequences, which should be stated and costed, where appropriate? Ranju tiwari

19. Part 5: Appendices: True appendix material is that which the reader does not need to study in order to understand the report, but which he may turn to if wishes to examine in detail the supporting evidence. It includes; Ranju tiwari

20. CONT..PART 5 It includes; Statistical tables Detailed result of experiments, series of graphs Summaries of results obtained elsewhere Correspondence Lengthy quotations from outside authority Maps, charts and diagrams Ranju tiwari

21. Part 6: Bibliography: A bibliography is a list of works consulted by the author of the report. It has two purposes: To show the extent to which the author ‘cast his net’ in gathering information. To help the reader, and particularly the student, to find suitable background reading matter on the subject of the report. Ranju tiwari

22. CONT..PART 6 References: References may be dealt with in three ways; At the foot of the page on which they appear At the end of the chapter At the end of the report Ranju tiwari

23. Techniques of report writing Keep the report short and specified. Keep sentences short and try to avoid complex sentences. Do not forget to cut a word out where it is possible. Write to express the facts, finding, and logical interpretation to justify the objectives of your report. But do not to try to impress your audience in a roundabout way without any supporting proof. Avoid jargons as well as metaphoric words. Use familiar words e.g. call a dog “dog” not a “home guard”. Ranju tiwari

24. Cont….. Consider your readers, their outlook, profession, and experience. This gives a general hint to use the words, language, and symbols in your report. Make it easily understandable by the readers. Give visual impression to look the report attractive (get-up, layout, size and shape, font size etc.). Ranju tiwari

25. Thank you