documentation & reporting 1. introduction documentation is required for 2 critical management...
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Documentation & Reporting
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IntroductionDocumentation is required for 2 critical
management functions:Tracking the epidemic ( i.e., to understand
the magnitude, trajectory and potential spread of HIV)
Tracking the performance of the program i.e.To measure achievementTo assess progressTo identify strengths and weaknessTo check effectiveness
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How the Data Flows
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Documentation at IDU TI Program
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Documentation at IDU TI Program
Name of the Staff
Type of the form Used Frequency of usage Number of formats required to be filled
PE Peer Educator Weekly Planning & Activity SheetFORM B_1) for IDUs
Daily 1
ORW HRG Registration Format(FORM A)
As an when a new HRG identified at the site level
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PE wise individual HRG complied Monthly Sheet ( FORM C)
Weekly
Outreach Weekly Report Weekly
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Documentation at IDU TI Program
Name of the Staff
Type of the form used Frequency of usage
Number of formats required to be filled
Doctor Network Clinic Register (FORM F) Daily 1
ANM/Counsellor
Clinic Daily Summary Sheet (FORM FF)
Daily 5
Medicine Stock Register (FORM G)
2-3 times per week
Referral Register /Slips (FORM H) Daily
Counselling Register (FORM I) Daily
Drop-in-Centre (FORM M) Daily
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contd…
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Documentation at IDU TI Program
Name of the Staff
Type of the form used Frequency of usage Number of formats required to be filled
MIS Officer/Accountant
HRG Master Register( FORM E)
Weekly 1
Project Manager
Advocacy Register (FORM J) 1-2 times in a month 6
Crisis Management Register ( FORM K)
1-2 times in a month
Training Register (FORM L) Once in a month
Stock Register (FORM N) Weekly
Movement Register (FROM O) Daily
Community Mobilization Activity Register ( FORM P)
Once in 2-3 months
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Role of PMBuild the capacity of the various levels of staff
for documentationMany PEs will find it difficult to read and write -
so the PM should ensure that ORWs responsible for individual PEs should help them with their daily documentation, preferably every day after the field work
PM should regularly check various registers to be filled up and also tally the records being fed into the MIS reports
PM should plan for preparing the monthly MIS reports together with the MIS officer
PM should ensure timely reporting to SACS 8
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For details please refer to:
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THANK YOU!
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