Classification of Business Report
Reports are typically classified according to their purposes or functions in the organization.Routine reports and task reports are the main reports written by the employees.
1.1 Routine Report
Routine reports help an organization monitor and regulate its processes and procedures.Routine reports may be informational only or interpretive.Because some information is required on a regular basis,many reports in an organization are routine.Any report required a regular basis is usually considered a routine report. Because of the periodic nature with which they are prepared,routine reports are often called periodic reports.They are also called maintenance reports because they help an organization maintain its ongoing activities.
Routine reporting means being able to:
·identify appropriate forms or documents to be used.
·accurately record data from manual inspections and/or electronic systems.
·write clear observations as required.
Written reports are usually a summary of readings from the routine performance of the reticulation system.These reports might be summaries of:pump hours,levels in storages,flow rates and water quality parameters.
The appropriate workplace form should be completed on a timely basis as required by your water authority.These forms then become a permanent record of the performance of the water distribution system.
1.2 Sample of Routine Report
The District Manager in Morlanda Company is writing a quarterly report to General Manager at the end of September to inform him the performance of company's manufacturing factories in Dongguan and Shenzhen during the third quarter of 2013.
To:Mr.John Smith,General Manager
From:Li Jiangjun,District Manager
Subject:Quarter report from July to September 2013
Date:September 28，2013
Introduction
This report aims to inform the General Manager about the performance of the Dadi Factory in Dongguan and Dashan Factory in Shenzhen during the third quarter of this year.
Findings
Generally speaking,there are two major problems in the company's performance during these three months.
Production Problems
The strikes of Dadi Factory in Dongguan during last month have resulted in production falling 20%below target.On the other hand,there have been no strikes in Dashan Factory in Shenzhen.In fact,the factory has overcapacity since they were 10%above target.
Personnel Problems
It is also difficult to recruit new people.That is why USD 9，000 was allocated for job advertisement.Low salary rates are largely to blame.For example, maintenance and electrical engineers are only paid USD150 per month basis.
Conclusions
The problems can be summarized as:
The differences between Dadi Factory in Dongguan and Dashan Factory in Shenzhen were not considered when setting production targets.
The recruitment problems will continue as long as the company offers lower salaries compared with other local companies.
Recommendations
I recommend the following actions:
Short term:
1.Production targets in Dadi Factory in Dongguan should be reduced.
2.Production targets in Dashan Factory in Shenzhen should be increased.
Long term:
1.Working conditions in Dadi Factory in Dongguan should be improved.
2.An increase in salaries for technical personnel might be considered.
3.Employees'benefits should be improved.
1.3 Task Reports
Task reports are special assignments designed to help solve a specific problem. Task reports may be strictly informational,interpretive,or analytical.
Task reports are typically prepared on a one-time basis to help solve a particular problem.They may supply information only,but they are often interpretive or analytical.Virtually any information report could become an analytical report if someone higher in the organization desired interpretation and analysis of information presented in a routine report.
Task reports are typically more difficult to prepare than routine reports because there are fewer guidelines.Organizations usually establish guidelines for reports required on a regular basis.An architectural firm,for example,would have specific guidelines for reports presenting construction site considerations to ensure the buildings were properly situated to take full advantage of the site.
1.4 Sample of a Task Report
Harmonization of Good Business Practice of Non staff Contracts
Background and purpose
The SSA harmonization HR Working Group was constituted aiming at,to conduct in depth study and critical review of various temporary contracts i.e.SSA contracts modalities in vogue and suggested measures of bringing in line to UN Reforms and their adoption as good business practice from one platform.
Scope of work
The HR Working Group restricts its scope of work to the SSA contracts and other similar contracts in all the agencies.The deliverable is in the form of this report which will be presented to the UN Country Team with a set of recommendations for harmonization of the SSA contracts.The main tasks which have been undertaken by the group included:
Study of current SSA modalities in all agencies.
Comparison and contrast of SSA modalities.
Analysis of each modality.
Amalgamation of the modalities into a new structure that is acceptable to all members.
Presenting the new structure to UNCT（United Nations Country Team)in the form of report.
Team composition/membership
Membership of the group included representatives from:Special UN agencies, Fund agencies and UN programs.
Chair and Secretariat
The co-chairs of the group of UNHCR and UNSP.
Reporting
The SSA harmonization HR Working Group kept a direct line of contact with OMT.Financial decisions will rest with UNCT.
Methodology
The group met as and when necessary to study the existing SSA contract modalities and to draw comparison and identify diversified contractual practices followed in all the member agencies and then present a consolidated,harmonized business practices by insuring uniformity through standardization and continuity of secured jobs.Modalities in a way that is acceptable to all UN agencies.
Through several meetings held at different UN agencies,the HR Working Group discussed in length,the existing SSA contract modalities in all the member agencies and with the help of reference documents and data received from the individual agency,data sheet at annex A.After long sessions of brain storming and deliberations,the group prepared a report which will be presented to the OMT and then to the country team.
Main findings
Following is the major findings by the HR Working Group:
It is observed that different agencies are using different type of contracts with different names,entitlements,and pay scales for their short term staffs.
SSA contract used in one agency is different from the other agencies i.e.terms, conditions and entitlements.
It was also observed that SSA contracts were given for staff functions.Whereas, according to SSA guidelines or definitions,SSA should only be used for non-staff function.
There are no set rules/scales for salary structure in many agencies for SSA's contract holders.
The duration of SSA contracts is ongoing which warrants a post establishment or conversion into fixed term contract.
Recommendations
As different titles for the same contracts create confusion,they should be standardized e.g.the APW（Agreement for performance of Work)contracts used in WHO similar to SSA are used in UNDP,UNICF,and WFP etc.,while the modalities of SSA used by WHO are similar to SC contracts used in UNDP,UNICF etc.
Uniform salary scale should be used by all agencies for the SSA national contracts.
All holders should not be performing staff functions of any kind and hence should be used for the“output based”.
All the consultants/contract holders for staff functions should be given appropriate contracts issued to all the staff members by all the agencies,performing staff functions.
Using SSA for staff functions over long periods of time is an exploitation of human resource;therefore,it should be avoided.