1. IRRS REFRESHER TRAINING Lecture 4
Report writing

2. 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

3. 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

4. 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

5. 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

6. 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

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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. Standard Mission Report Template (6) – additional instructions
In every subchapter reminders on how to write it.
Example: 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

16. 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

17. Relevant messages with right emphasis
Basic IRRS Training - Report writing

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

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

25. 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