1 Record Maintenance and Reporting Session 10

Learning objective 2 Record maintenance Data flow Registers maintained by counsellor Monthly reports

Importance of Record Maintenance 3 Achievement – What has been achieved? How do we know that the project or event or an activity has caused the result? Assessing progress – Are the objectives being met? Identifying strengths and weaknesses – Where does the project need improvement and how can it be done or rectified? Are the original objectives still appropriate? Checking effectiveness – What difference has the project made? Can the impact be improved? Sharing experiences – Can the information help to prevent loopholes, mistakes or to encourage positive approaches

Records Maintained - ANM/Counsellor 4 FORM I: Counseling Register FORM F: NETWORK CLINIC REGISTER (STI-RTI) FORM F_1: ABSCESS MANAGEMENT REGISTER (FOR IDU INTERVENTION only) FORM FF: Clinic Daily Summary Sheet FORM FF: Patient Wise STI/RTI drug distribution FORM G: STI MEDICINE STOCK REGISTER FORM H: REFERRAL REGISTER FORM GG: Indent register of essential STI/RTI drug

Quality and Timely reporting 5 Flow of Data and checks at the TI level Quality review meetings Quality Reporting

Data reporting 6 Monthly staff meeting on last working day at NGO level NGOs report to SACS by 5th of every month SACS to compile by 10th of every month Review meeting at SACS/TSU between 11-13th of every month

Quality assurance 7 Monthly performance review at the TI level Meeting on last working day in the month Clinical staff, ORW and other program staff present Review monthly work plan completion status Assess the PE/ORW capacity Assess the need for skill building plan Discuss the status on the linkages with the district level stakeholders for improving program Assess the performance Proceedings to be documented

Monthly/quarterly meetings 8 The key staff responsible to share information during these meetings Project Director, for overall project performance, Admn and financial issues Project Manager – programmatic issues, achievement, field challenges, program gaps etc. Accountant -financial status, and SOEs MIS officer – timely data received, analyzed, reporting ORW – field level performance, PE performance and concerns, site level challenges, Nurse/counselor: Clinic load, referrals, STI treatment, counseling status

Summary 9 Quality data will help understanding what has been achieved, has the project or event or an activity has caused the result Assessing progress – Are the objectives being met Identifying strengths and weaknesses – Where does the project need improvement and how can it be done or rectified? Are the original objectives still appropriate? Checking effectiveness – What difference has the project made? Can the impact be improved? Sharing experiences – Can the information help to prevent loopholes, mistakes or to encourage positive approaches