Present information in report format – 110023: Formative and Summative Assessment

Question 1 (SO 1, AC 1; AC 2)

Identify any 5 regular reports that are used in an organisations

II.) Link the information needs of the organisation to the purpose of each identified report

Question 2 (SO 2, AC 1; AC 3)                                                            

Identify information sources that a report writer can use when writing a report.

Question 3 (SO 3, AC 4)

Explain the following methods of distributing reports to recipients;

• Email

• Postage

• Internal mail

• Courier           

Question 4 (SO 4, AC 3 )

 I.) Assume you are the manager and one of your subordinates wrote the above progress report to you. Suggest areas that your subordinate must improve in this report.

To my boss lady

Progress report

This is the report as per your request. The project is going on successfully since inception. We have done so much work at the sites and i am happy to report that everything is in order. There is a small problem at Site B in connection with the death of chicks due to an unknown disease. The death due to the unknown disease was discovered some months ago.  As i write this report the number of chicks has been reduced significantly and no solution has been found. In relation, to financial issues, I report that money is not enough. I almost forgot to inform you that training is underway and feeds have been delivered.

Thank you : Reggy Mayo (20/1/2013)

II.) Rewrite the report affecting the issues identified above.      

To my boss lady

Progress report

This is the report as per your request. The project is going on successfully since inception. We have done so much work at the sites and i am happy to report that everything is in order. There is a small problem at Site B in connection with the death of chicks due to an unknown disease. The death due to the unknown disease was discovered some months ago.  As i write this report the number of chicks has been reduced significantly and no solution has been found. In relation, to financial issues, I report that money is not enough. I almost forgot to inform you that training is underway and feeds have been delivered.

Thank you : Reggy Mayo (20/1/2013)

Question 5 (SO 4, AC 1)

List factors that a report recipient (reader) must evaluate when reading a report.        

SECTION B

Task 1 (SO 3, AC 1, AC 2)

You are the Director: Finance in an organisation. The organisation that you work for installs satellite dishes on behalf of DSTV. The past 3 months have been marred by an increase in the number of reported faults with recently installed satellite dishes. All technical components are tested before installations.

You have discovered that for the past 6 months technical employees have been complaining about many unexplained deductions, late and incorrect salary payments and rude officials in the Finance section. You feel the faults are being caused by demotivated technical staff. As a result, the Chief Executive Officer (CEO) of the organization has asked you to investigate the inefficiency of your Finance Directorate and submit a report with recommendations.

Write a short formal report on your investigation into this matter which you will submit to the office of the CEO by 30 November 2012.

Your report should include a title and the following subheadings:

• Terms of reference
• Procedures
• Findings
• Conclusions
• Recommendations

Distribution list                                               

Task 2 (SO 3, AC 1, AC 2)

You are an official who works for Riversand Municipality and in charge of electrification in Zone 11 which falls under this municipality. This area previously had no supply of electricity to households, to community and 52 business premises, and no street lighting. Although you have not been directly involved in implementation of the project, the Mayor has asked you to report on progress made at the next meeting of Council.

You may structure your report as follows, but are free to adapt the headings to your needs, or add subsections as required:

REPORT ON PROGRESS…

1. Background
2. Description of project

2.1 Objectives

2.2 Time frames

2.3 Resources: human; financial; materials and equipment

3. Work completed

3.1

3.2

3.3

4. Challenges
5. Next phase

6. Conclusions and recommendations

Instruction

1. Answer all questions in Section A and B
2. Attach all evidence in your POE

Click Yes to continue

SECTION A:

Question 1 (SO 1, AC 1, AC 4)

Progress report: Purpose and elements

Incident report: Purpose and elements

Recommendation or justification report: Purpose and elements

Meeting report: Purpose and elements

Field trip report: Purpose and elements

Question 2 (SO 4, AC 2)

List distribution methods that a report writer can use to distribute report evaluation forms to recipients. Assume these recipients are within and outside the organisation.

SECTION B: Task 1 (SO 1, AC 1; AC 2; AC 3; AC 4)

III. Identify any 5 regular reports that are used in your organisation.

IV.) Link the information needs of the organisation to the purpose of each identified report.

V.) Draw and attach a template in your specific company format of each report that you identified in (I above). Include mandatory headings.

 Task 2 (SO 2, AC 1; AC 2; AC 3; SO 3, AC 1; AC 2; AC 3, AC 4)

You are required to compile 3 reports of your choice, ensuring content and format is appropriate to information requirements of your organisation. These reports can be a progress report on a task, a report on a trip, an incident report etc. NOTE: the reports must be relevant to your organisation.

Create a table listing each report (that you selected) and information sources required as input to the report. The information sources must be linked to specific headings within the report. (Use table below as a guide  

1. Draw a table listing each information source (identified above), from whom it is obtainable, when it is available, and its level of confidentiality and to whom it should be returned. (Use table below as a guide)

1. Identify company procedures for obtaining each information source. (Use table below as a guide)

1. Write each of the 3 reports ensuring that;

• The report is compiled using information that is current and accurate.
• Organisational templates are used.
• Relevant information sources are consulted.

Ensure that there is evidence to show that information sources identified in (i) are used to write the report (consider attaching evidence of sources used)

V.) Identify the suitable method to distribute each of the reports that you wrote to the intended recipients. More so, justify the reasons why you shall use that method.           

Task 3 (SO 4, AC 1, AC 2; AC 3)

Using the 3 reports that you identified in Task 2, attempt the following;

Create a report evaluation template listing each of the relevant recipients of the reports, a space for comments and overall rating of the report in terms of whether it meets their information requirements and purpose.  

Distribute any one report that you prepared to at least 5 recipients in your organisation. One of the recipients must be your manager. Using the report evaluation form that you developed in (i) as recipients to evaluate the report. 

III.) Amend the report in line with suggestions from recipients.