Appendix 5: Reporting Templates
As agreed with Ministry-sector working group, there are three different templates for six-monthly reporting to the Ministry on the PHU core public health services contract, namely:
 Appendix 5A: Summary Progress Report
 Appendix 5B: Whole-of-year Report
 Appendix 5C: ‘Vital few’ RBA Reporting (please refer to separate spreadsheet).
Appendix 5A: Summary Progress Report due by 31 January – please include your financial report
The Summary Progress Report, due by 31 January, is a brief report that will inform the Ministry whether activities in your PHU Annual Plan are on track or not, and if not on track, the reasons and what you will be
doing to get on track. We also ask that you report on highlights and issues/challenges/risks, as appropriate. A template for the Summary Progress Report is provided below. We have outlined the Ministry’s
expectation under each of the columns in the template. Only bullet points are required.
The Summary Progress Report may be sent to the Ministry at any time between 7 December 2016 and 31 January 2017. Reports sent to the Ministry prior to 25 December should cover the period 1 July to 4
December. The period 7 to 31 December can be covered later in the Whole-of-year Report (due 31 July).
Financial reporting for the first six months is required with the Summary Progress Report.
Template for Summary Progress Report (two options are provided below):
Option 1
Reference
number
(optional)
Option 2
Reference
number
(optional)
Core function
Service/issue
grouping
Status of service delivery
Reasons not on track and
actions taken to ensure on track
Highlights
Issues/challenges/risks and
actions taken
Other comments
Eg, Health
Assessment and
Surveillance
XYZ
Expectation:
State on track or not on track.
Expectation:
State why not on track and what is
being done to ensure service delivery
will be on track by the next reporting
period. Otherwise, state “Not
applicable”.
Expectation:
Profile achievements that have
been realised as a result of your
service delivery.
Expectation:
State the significant
issues/challenges/risks to
service/community/Ministry.
Expectation:
Give any other
relevant comments or
suggestions to the
Ministry.
State the actions that have
been/are being taken to address
these issues/challenges/risks.
Service/issue
grouping
Core function
Status of service delivery
Reasons not on track and
actions taken to ensure on track
Highlights
Issues/challenges/risks and
actions taken
Other comments
XYZ
Eg, Health
Assessment and
Surveillance
Expectation:
State on track or not on track.
Expectation:
State why not on track and what is
being done to ensure service delivery
will be on track by the next reporting
period. Otherwise, state “Not
applicable”.
Expectation:
Profile achievements that have
been realised as a result of your
service delivery.
Expectation:
State the significant
issues/challenges/risks to
service/community/Ministry.
Expectation:
Give any other
relevant comments or
suggestions to the
Ministry.
2016/17 Annual Plan Guidance for PHUs: Appendix 5 (version October 2015)
State the actions that have
been/are being taken to address
these issues/challenges/risks.
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Appendix 5B: Whole-of-year Report due 31 July – please include your financial report
The Whole-of-year Report, due by 31 July, will inform the Ministry whether Performance Measures in your PHU Annual Plan for the entire financial year have been achieved. We also ask that you report on
highlights, issues/challenges/risks, and ideas on the changes you would make to improve service delivery for the coming year. A template for the Whole-of-year Report is provided below to support you to tell your
whole performance story. We have outlined the Ministry’s expectation under each of the columns/rows in the template. You may opt to report in narrative or bullet points, whichever is more convenient. You may
wish to configure the table differently as long as all the headings are covered (eg, you may remove the ‘Core function’ column if you have ‘Core function’ as the table heading, and list ‘Highlights’ and
‘Issues/challenges/risks and actions taken’ in separate rows at the bottom of the table (rather than as additional columns).
Financial reporting for the entire financial year is required with the Whole-of-year Report.
Template for Whole-of-year Report (two options are provided below):
Option 1
Reference number
(optional)
Core function
Copied from PHU Annual
Plan
Copied from PHU
Annual Plan
Highlights
Expectation:
Profile achievements that have been realised as a result of your service delivery.
Service/issue
grouping
Activities
Copied from PHU
Annual Plan
Copied from PHU Annual Plan
Performance Measures
How well = %
(quality of effort)
How well = %
(quality of effort)
Is anyone better off = #/%
(quantity and quality of effect)
Expectation:
Give actual data and the
story behind the data, as
appropriate. Use summary
narrative as required.
Expectation:
Give actual data and the story
behind the data, as appropriate.
Use summary narrative as
required.
Expectation:
Give actual data and the story
behind the data, as appropriate. Use
summary narrative as required.
Issues/challenges/risks Expectation:
State the significant issues/challenges/risks to the service/community/Ministry.
and actions taken
How might services be
improved in the
coming year
Other comments
State the actions that have been/are being taken to address these issues/challenges/risks.
Expectation:
Provide findings and recommendations of audits/reviews/evaluation, if applicable, and ideas on the changes you would make to improve service delivery for the coming year.
Expectation:
Give any other relevant comments or suggestions to the Ministry.
Option 2
Reference number
(optional)
Service/issue
grouping
Core function
Copied from PHU Annual
Plan
Copied from PHU
Annual Plan
Copied from PHU
Annual Plan
Highlights
Expectation:
Profile achievements that have been realised as a result of your service delivery.
Activities
Copied from PHU Annual Plan
Performance Measures
How many = #
(quantity of effort)
How well = %
(quality of effort)
Is anyone better off = #/%
(quantity and quality of effect)
Expectation:
Give actual data and the
story behind the data, as
appropriate. Use summary
narrative as required.
Expectation:
Give actual data and the story
behind the data, as appropriate.
Use summary narrative as
required.
Expectation:
Give actual data and the story
behind the data, as appropriate. Use
summary narrative as required.
Issues/challenges/risks Expectation:
State the significant issues/challenges/risks to the service/community/Ministry.
and actions taken
How might services be
improved in the
coming year
Other comments
State the actions that have been/are being taken to address these issues/challenges/risks.
Expectation:
Provide findings and recommendations of audits/reviews/evaluation, if applicable, and ideas on the changes you would make to improve service delivery for the coming year.
Expectation:
Give any other relevant comments or suggestions to the Ministry.
2016/17 Annual Plan Guidance for PHUs: Appendix 5 (version October 2015)
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