INSTRUCTIONS FOR DAILY, WEEKLY & MONTHLY
REPORTING
We have updated the Weekly & Monthly report formats
considering your previous reports. Many of you have used the previous versions
of formats and altered them according to Supervisor’s feedback.
Below are a few instructions on how to prepare your reports
as some of you are still struggling to identify Theme, Project, Program
& Infrastructure.
Note: Please use the given template/format when you do your
reporting. Do not try to alter the format. Do
not try to create your own versions.
We have provided two application formats to do your Monthly
& Weekly report. These are in Word & Excel formats. You can use
either WORD format for this purpose.
You can find these formats in the Online Collaborative Work (OCW)
Trello board. Please find the link below
OCW: https://trello.com/c/BUJKvsSE/122-reporting-instructions-and-forms-template
Instructions - Daily Reporting
For the daily reporting example
given below
UNDERTAKING
TASKS & OUTPUTS
EXAMPLE
- TPPI
- Use the given link for the TPPI.
- Category - Fill in the category relating to the TPPI. Example. If the TPPI is IT, and you are working on developing this is explained in the weekly report
- Task
- The tasks that you are working on. Tasks should be
SMART.
- Outputs
- The output should be a description, a link, or a final
version of the worked document
- Collaborators
- Team members who you worked with. Provide his/her
initials.
- ID OSF Project / Blog post - Provide
the link worked on
- ID
TB/FC Card - Mention on what board or card your task is
represented (link)
TIME
Please mark the work started time, Break started, Break Ended &
work ended time as examples given
EXAMPLE
|
4/05/2021 – Wednesday (Date + Day) |
||||
|
IN |
OUT |
IN |
OUT |
Hrs. |
|
8.00 |
1.30 |
2.00 |
4.45 |
8.15 |
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Instructions - Weekly Reporting
As in the new format, under TPPI,
you can use the below table categorized under Themes, Projects, Programs &
Infrastructure. The below table is given as a reference.
Weekly Reporting
Format
In the
weekly report, you’ll find two tables. One is to record and report your work.
And the second table is the calculation of the total hours you have spent each week.
PLANNED TASKS FOR NEXT
WEEK
- Tasks: Provide the list of tasks going to be undertake
- Short-codes (TB/OSF/Blog): Provide the task represented TB/OSF/Blog link
- Collaborators: Team members who you worked with. Provide his/her initials.
- Ranking of priority Ranking of priority:
Mark as High, Medium, Low, OR rank
from 1-5
WEEKLY
REPORT
- Date: Week period should be mentioned. Exe. 6th Sep. – 12th Sep. 2021.
- TPPI: Use the given table above in Table 1 to fit your requirement.
- Category: Fill the category relating to the TPPI. Exe. If the TPPI is IT, and you are working on developing the websites, then the category can be a website. (Need to show the total hours spent under the category in brackets. EXAMPLE - fect.lk (23 Hours)
- Tasks: The tasks that you are working on. Tasks should be SMART.
- Output: The output should be a description, a link, or a final version of the worked document
- Collaborators: Team members who you worked with. Provide his/her initials.
- Short Codes for TB, OSF, Blog: Fill the table as given short-codes
- Time took: Total hours are taken to complete the tasks.
- Follow-ups: If the task is not completed what are the next steps, What is the progress of started tasks
TB
INTERACTION
- TB
consulted: What TB you had consulted and
whether you had reviewed the Tasks / Cards Allocated to you, mention the short
/ codes briefly
- Enclose a list of TB
tasks for you by Filtering your TB: TB Filtering of all the cards across all
the Boards can be done by simply going to your profile and the top right-hand corner
and asking for such a listing. As a supervisor or colleague, you can also
search for the cards assigned to anyone by going to the search and searching by
the code assigned to each person
REPORTING
STATISTICS
· Fill the statistic report table as this will help you to quickly work on your monthly report.
- Mark the leaves provided column as given here.
- SL -Short Leave, HD - Half Day, SL - Sick Leave or Medical Leave
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Instructions - Monthly Reporting
Monthly Reporting
Format
In the
Monthly report, you’ll find three tables. One is to record previous months'
work plan carry forward to this month, second table, Monthly Report table to
report your work. And the third table is the calculation of the total hours you
have spent in each week.
PLANNED
TASKS FROM LAST MONTH
Instruction example for
the Planned Tasks from Last month's reporting table.
- TPPI & Category: Use the given table above in Table 1 to fit your requirement for the TPPI. Fill the category relating to the TPPI. Example: If the TPPI is IT, and you are working on developing. This is explained in the weekly report
- Progress: Mark as on progress, Not completed, Completed
- Priority : Mark
as High, Medium, Low, OR rank from 1-5
- Target Date: Tasks completed date
- Specific Task to Be Carried Over
to Next: If tasks are carried out for next month,
mention what are the next steps of those tasks.
OUTPUTS
Instruction example for the Output
reporting table.
- TPPI & Category: Use the given table above Table 1 to fit your requirement for the TPPI. Fill the category relating to the TPPI. Example: If the TPPI is IT, and you are working on developing. This is explained in the weekly report. (Need to show the total hours spent under the category in brackets).
- Tasks: The tasks that you are working on. Tasks should be SMART.
- Output: The output should be a description, a link, or
final version of the worked document
- Collaborators: Team members who you worked with. Provide
his/her initials.
- Total Hours Spent: Break down the hours of each task
taken separately.
- ID OSF Project / Blog post: Provide the task output link that you have worked
on.
- ID TB/FC Card: Mention on what board or card your task is
represented.
- Short Codes for TB, OSF, Blog: Fill the table as given short-codes
- Follow ups: If the task is not completed what are next steps, What is progress of started tasks
REPORTING
STATISTICS
Instruction example for the
Reporting Statistics table.
- Week Start: Week period should be mentioned. Example: 6th Sep. – 12th Sep. 2021. This will go up to 4 or 5 weeks.
- Days Worked: No
of day you have worked for the week periods.
- Hours Worked: No
of hours you have worked for the week periods.
- Absent Days: No
of the absent days you have taken for the week period.
- No of Daily Reports submitted: No
of the daily reports you have submitted for the week periods
- No of Weekly Reports submitted: No
of the Weekly reports you have submitted.
- Supervisor Response: If
the supervisor has given feedback, you must mark it as YES. If not NO.
- Report Revised: If the report is revised and sent back to the supervisor, you must mark it as YES. If not NO.
