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…

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

For details please refer to:

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THANK YOU!

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