REPORTING

ARUN SHANKAR FARESH CHRISTY MERRIN ESHANEE SARANYA

INTRODUCTION

Reports form an integral part of an organisation.Each employee maintains a report of the tasks that have been conducted during the course of the day or week. This helps discern the productivity of an employee of a department and the organisation as a whole.

DEFINITION

According to G.R.Terry report is a written statement based on a collection of facts, events and opinion values and usually a summarized and interpretive value of this information. It may deal with past accomplishments, present conditions or probable future developments.

Characteristics of a good report

1.Capable to compare 2.Relevant and focused 3. Predefined goals and objectives 4.Reason for the report 5. Errors must be detected 6. Questionnaire 7. Result of the interview 8. Prediction of future 9. Accurate information

10. Simplicity 11. Promptness 12.Good form and content

MANAGEMENT REPORTING
According to Anthony and Reece, Reports

on what has happened in a business , are useful for two general purposes which may be called information and control. Reports are prepared by the management accountant and sent to the top level management.

 Management reporting has evolved along with

technology. Typically, Excel and PowerPoint are the primary tools used to provide management reporting to a company's leadership.

 Reports are systematic attempts to answer

questions and solve problems.

Reports may be presented orally in front of Other may be primarily numerical data, for

group or electronically on the computer screen.

example; tax report, profit and loss statements.

OBJECTS OF REPORTS
Means of communication

Basis for measuring performance

Serve as record Useful information to managers Controlling purposes Accountability

Legal requirements

METHOD OF REPORTING
1.Written Reporting (a) Financial statements (b) Tabulated information (c) Accounting ratios

2.Graphic Reporting - Diagrams - Charts - Pictures Helps to quick grasp of trends of information 3.Oral Reporting - Group meetings - Conversation with individual

Why report is needed in an organisation?

Today in an organisation there are different

strategies and policies adopted to achieve the results. This exposes managers to new challenges such as the need to provide consistent top quality reports designed for external users as well as detailed operating reports.

 The managers at 3 levels sends reports to one

another and these reports may be monthly,quarterly,half yearly. These reports are helpful in giving a constant review of the working of the business. Report is a base for future decision making.

Reporting role in management levels

Top management Product/market Value chain Strategic products

 Middle Level

Operational Level

Management

Management

Sales channel Function Customers

Customer orders Stock, materials

Kinds of Reports
A report is mainly classified on the basis of 1.Object and purpose 2.Nature 3.Period 4. Specific circumstances

According to object and purpose

o External reports

The organization should provide reports that is intended for outside circulation i.e. to the stockholders and to the public. o Internal report It is a finance report that produced for internal member within the company such as director, shareholders, manager, etc.

According to Nature
Enterprise Report

This provides business intelligence to the masses by delivering the detailed information that impacts decision-makers throughout the enterprise. Investigative Report is topic that is not easily obtained. It is meant to present the reader with a wealth of easily understood information and usually contains an interview or two on the subject.

According to time
Routine Reports: These are prepared periodically

and according to an established procedure.They provide a regular means of communication. e.g. Annual report on staff members sales reports on outstanding bill Commissioned Reports : Reports in respect of non routine or unusual matters are called commissioned reports.A person or persons appointed to a committee may be required of this kind. e.g. reports on finanacial viability of a particular project

Reports necessitated by specific circumstances

In some cases the management may specifically lay down the circumstances when a report should be presented to them by a certain individual or group of individuals.Such reports may relate to accidents in the factory, machinery breakdown etc.

Formal report

DEFINITION:
or nearly all, of the parts that directly describe the objectives of the report.
By formal report we mean a report with all,

Informal report

Definition:
reports only within an organization, it is short and describe specific subject in brief. No cover, no transmittal letter, no title page.

Informal report designed for circulation of the

Defining The Project

Begin the report by definition. Definition should include a statement of purpose. Question come on our mind, such as Am I writing this

report to inform, to analyze, to solve a problem or to persuade your purpose?

The answers should be very clear and accurate.

contd

Defining the project

In informal reports the statement of purpose may be

only one sentence; that sentence usually becomes part of the introduction. Analyze who will read your report. immediate supervisor Other readers

Process of report writing

Deciding the nature and purpose of the report

Structure of report

1. heading 2. Address 3. Contents 4. terms of reference or introduction 5. body of report

6.Recommendations 7. Reference and appendices 8. Signature

Drafting of a report

1.Collection of data and its analysis 2.Format of a report 3.Writing of report 4.Presentation of report

Gathering data
Factual information for informal report:
1. 2. 3. 4. 5.

Company record Observation Survey, questionnaires. Interviews Research

Company records
Reports begin with analysis of company records

and files.

We can observe past performance and method

used to solve previous problems.

Observation
A logical source of data for many methods lies in

your personal observation and experiences. e.g. for buying new equipmentsyou have to give record for its previous use and effectiveness.

Survey& questionnaires
By doing so, we can collect data about the

popularity of the equipment.

Interviews
Allows one-on-one communication. It is direct way to produce excellent first hand

information.

Progress reports
Continuing projects often require progress

reports to describe their status. Thus reports may be external (advising customers regarding the headway of their projects) or internal (inform management of the status of activities.

Feasibility Reports
DEFINITION:

Feasibility reports analyze weather the proposal or plan will work or not.

EXPLANATION:

Feasibility reports examine practicality and advisability of a course of action. Feasibility reports are typically are internal reports written to advise on matters offering wellness program of employees These reports may also be written by consultants called to investigate a program.

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