IRRS REFRESHER TRAINING Lecture 4 Report writing

Outline Schedule of drafting the Report Learning Objectives The Mission Report Purpose and objectives What is not needed? Evolution of the Report Standard Mission Report Template Purpose Structure Examples Schedule of drafting the Report Basic IRRS Training - Report writing

Learning objectives After finishing this lecture the trainee will: understand the purpose and objectives of the mission report have impressions on what should not be included into a report be acquainted with the Standard Report Template, and through this will be advised on the structure and expected content of the report chapters on using keywords in reviewing and reporting on preparing summaries of each chapter Basic IRRS Training - Report writing

The Mission Report (1) Purpose: To summarize the results of the IRRS review in a way that serves best the IRRS objectives. Quotation from Training Lecture 1: Basic IRRS Training - Report writing

The Mission Report (2) Thus the main objectives of the report are: to provide an objective evaluation of the regulatory infrastructure with respect to IAEA safety standards to provide recommendations and suggestions for improvement, and identifying good practices to promote the application of IAEA Safety Standards Therefore the report should not contain data, facts, information that are not needed for reaching the above objectives details that are not necessary for the satisfactory description of the subjects included Basic IRRS Training - Report writing

The Mission Report (3) Examples of unnecessary details or information: Description of documents, organizational details, facilities, activities or practices that are otherwise not reviewed for compliance with IAEA safety standards Long quotations of titles or contents of documents when references would be sufficient Long list of documents or activities, which are otherwise not reviewed Details of reviewed documents, activities or facilities that are not necessary for understanding the reviewer’s conclusions Description of the activity of the review team Basic IRRS Training - Report writing

A report without unnecessary details (Life in five bottles) Basic IRRS Training - Report writing

Evolution of the Report (1) Draft Report Collation of the contributions by the reviewers Edited by the IAEA C and the DTL Discussed by the entire team Submitted to the host for comments Discussed with the host Preliminary Report Result of discussion, cross-read and accepted by the team Handed over for further comments (only formal or factual) to the host and the team Returned within agreed time frame (e.g. 1 m) Basic IRRS Training - Report writing

Evolution of the Report (2) Final Report Corrected by the IAEA TC possibly with other team members Officially submitted to the host country (possibly within 2 m’s) Public, unless the host requests otherwise within 90 days Refresher IRRS Training - Title of Lecture

Standard Mission Report Template (1) Purpose: To define the standardized Table of Contents To define the topics to be covered by the various chapters and sections To indicate interrelations among chapters To define the approximate length of the chapters To provide guidance/instructions to the reviewers on writing the report Basic IRRS Training - Report writing

Standard Mission Report Template (2) – structure and contents Follows the structure of the IRRS Mission Report Refers to the full contents of the report Includes guidance on how to co-operate by the team in compiling the report how to write the chapters which IAEA Requirements and Guidance are to be taken into account in the interviews what should be the contents of the interviews and of the report sections More in Refresher Lecture 1! Refresher IRRS Training - Title of Lecture

Standard Mission Report Template (3) – general instructions for writing a chapter: Minimum generalities, no organizational details Compliance with standards only briefly described Good practices are explained in sufficient details Findings/issues to address need sufficient justification (but do not over-explain!) Refresher IRRS Training - Title of Lecture

Standard Mission Report Template (4) – suggested chapter sizes Size limit (example) Based on experiences of previous missions the suggested length of the chapter is 9 pages. The actual length may depend on the scope of the mission and on the specificities of the host country but in any case it should not exceed 13 pages Basic IRRS Training - Report writing

More in Refresher Lecture 5! Standard Mission Report Template (5) – relation to other Modules List of Modules having overlapping topics (to discuss among team members) Each Module needs to contribute to the Fukushima Module! More in Refresher Lecture 5! Refresher IRRS Training - Title of Lecture

Standard Mission Report Template (6) – additional instructions In every subchapter reminders on how to write it. Example: 1.3. ESTABLISHMENT OF A REGULATORY BODY AND ITS INDEPENDENCE Instructions for writing this subchapter: Describe the situation in the country related to GSR Part 1, Requirement 3 and 4, paragraphs 2.7 to 2.13 Particular attention should be given to: Legal authority Necessary resources Effective independence as provided by the legal basis Free from conflicting responsibilities Keywords to use in review and report writing Basic IRRS Training - Report writing

Standard Mission Report Template (7) – report conciseness The keywords define the necessary contents Report conciseness is evaluated based on the presence of this contents Past experience is not too favourable Refresher IRRS Training - Title of Lecture

Relevant messages with right emphasis Basic IRRS Training - Report writing

Standard Mission Report Template (7) – summary section 1.10. SUMMARY – at the end of each chapter Instructions for writing this subchapter: Summarize in a brief, condensed manner the main messages of the above subchapters by clearly indicating areas that are in line with the IAEA Safety Standards; reiterating the issues that led to the recommendations or suggestions; referring to the good practices noted. Basic IRRS Training - Report writing

Standard Mission Report Template (8) – format of observations A description of what the reviewer observed, that has lead to the present finding or good practice Quotation from the relevant IAEA Safety Standard that is to be / has been followed. (There may be more than one Bases) Recommendation / suggestion / good practice offered by the reviewer More in Refresher Lecture 3! Refresher IRRS Training - Title of Lecture

Colored text convention Black: report body – remains in the final text Blue: guidance and instructions – to remove Red: topics and questions to be addressed – to rem. Purple italics: IAEA requirements – to remove Green italics: IAEA guides – to remove Refresher IRRS Training - Title of Lecture

Schedule of drafting the Report First impressions (observations): 2 weeks prior to the mission and on the Initial Team Meeting Start writing report: first day of the mission Preliminary findings to submit: third day Continue writing report: every day until submission Draft report text to submit: fifth day, noon Finalization of draft report: eighth day More in Refresher Lecture 6 on scheduling the actual mission Basic IRRS Training - Report writing

Recommendation of Experienced Reviewers Give particular attention to: Harmonisation both within the mission report and with other mission reports should be an important goal of the team. The team should try and ensure that there are no misunderstandings and that the authors also understand the Host’s position The report should be concise, factual, and demonstrate independence of the review team Basic IRRS Training - Report writing

Summary The purpose of the Mission Report is to summarize the results of the IRRS review by Providing objective evaluation of the regulatory infrastructure Offering recommendations and suggestions, identifying good practices Promoting the application of IAEA safety standards The purpose of the Standard Mission Report Template is to give assistance to the reviewer in its review and writing Instructions and hints therein are advised to be followed Basic IRRS Training - Report writing

READ THE TEMPLATE AND YOUR MODULES THEREIN CAREFULLY!!! PLEASE READ THE TEMPLATE AND YOUR MODULES THEREIN CAREFULLY!!! Refresher IRRS Training - Title of Lecture

THANK YOU FOR YOUR ATTENTION This activity is conducted by the IAEA, with funding by the European Union. The views expressed in this presentation do not necessarily reflect the views of the European Commission Photo: V. Friedrich Refresher IRRS Training – Report writing