SayPro Types of reports

Receipt and inspection documentationInspections may be interim or final and receipt may be in full or partial.organizations usually use standard forms/reports to acknowledge that the inspection has been performed and to record whether products/services have been accepted or rejected. UN organizations now increasingly use the organization’s ERP procurement software to record delivery and related aspects of contract completion electronically.Progress meetingsProgress meetings can simply be oral progress reports. They provide some advantages and disadvantages over written reports. An advantage is that the listeners can ask questions about the information, analyses, and conclusions reported and can have discussions with the reporter. A disadvantage is that the listeners may not have time during the meeting to consider the information and make their own analyses before the meeting ends.Written reportsWritten reports rarely provide “real time” information. They do not tell the reader how things are now; they provide the reader only a picture of some point of time in the past. How old the information is depends on the nature and frequency of the report and on the reporter’s capabilities. A cost/schedule performance report that is submitted on 1 June, and that depends on accounting information, may actually describe cost/schedule status as of 30 April or earlier, depending on the capabilities of the seller’s accounting system.Report conclusions about project status are valid only if the information on which they are based is accurate and the analyst is competent, realistic, and honest.In deciding to rely wholly or in part on reports (including meetings), the responsible UN staff member also needs to decide what information each report must contain. Some of the issues that should be considered according to the contract reporting guidelines of the organization are:

• What aspect(s) of performance should the report address?
• What information should the report include: conclusions about performance, analyses, raw information, or some combination of these?
• How frequently must the report be submitted, and at what points in time?
• What is the cut-off point (“as of” date) for information to be included in the report?
• In what format should the report be submitted?
• To whom should the report be submitted, and to whom should copies be sent?

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