Documentation & Reporting 1

Introduction Documentation 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 achievement To assess progress To identify strengths and weakness To check effectiveness 2

How the Data Flows 3

Documentation at IDU TI Program 4

Name of the Staff Type of the form UsedFrequency of usageNumber of formats required to be filled PEPeer Educator Weekly Planning & Activity Sheet FORM B_1) for IDUs Daily1 ORWHRG Registration Format (FORM A) As an when a new HRG identified at the site level 3 PE wise individual HRG complied Monthly Sheet ( FORM C) Weekly Outreach Weekly ReportWeekly 5 Contd…

Documentation at IDU TI Program Name of the Staff Type of the form usedFrequency of usage Number of formats required to be filled DoctorNetwork Clinic Register (FORM F)Daily1 ANM/ Counsellor Clinic Daily Summary Sheet (FORM FF) Daily5 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 6 contd…

Documentation at IDU TI Program Name of the Staff Type of the form usedFrequency of usageNumber of formats required to be filled MIS Officer/ Accountant HRG Master Register ( FORM E) Weekly1 Project Manager Advocacy Register (FORM J)1-2 times in a month6 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 7

Role of PM Build the capacity of the various levels of staff for documentation Many 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

For details please refer to: 9

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THANK YOU! 20