proposal for Report Writing

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A Team Project Proposal Independent Administrative Reform & Civil Service Commission Post Conflict Reconstruction Afghanistan Fellowship 2007

Team VI Members:
Dr. Mohammod Nader Nadim (Coach) Feroz Khan Hematyar (Fellow) Shah Maqsood Amiri (Fellow) Mary Akrami (Fellow) Murtaza Delliry (Fellow) Habib Ahmadzai (Fellow)


Table of Contents

1- Project Information Sheet 2- Summary of Project 3- Project Justification/Current Situation 4- Training Need Assessment 5- Goal of the Project 6- Target Group 7- Activities 8- Expected Outcomes 9- Challenges 10- Location of the Training 11- Monitoring and Evaluation 12- Budget 13- Annexes

03 04 04 05 06 06 07 07 07 07 08 08 08


Project Information Sheet:

Project Title: Duration: Starting Date: Closing Date: Implementer:

Report Writing Three days 1st Jan 2008 3rd Jan 2008 Independent Administrative Reform & Civil Service Commission (IARCSC), Ministry of Foreign Affairs (MoFA), Ministry of Communication & IT (MCIT), Ministry of Public Health (MoPH), Afghan Women Skills Development Center (AWSDC) Feroz Khan Hematyar Shah Mahmood Ghazi Watt, Prime Minister’s Compound Civil Service Commission Mobile: +93(0)700 212 444 Email:

Contact Person:

Estimated Budget: $1, 423.00


Brief Summary: This capacity building programme in report writing aims at availing a human resource capacity development training toolkit and a process of equipping individuals with the understanding, skills and knowledge and training abilities that enable them to report their activity more effectively and concisely and in an easily understandable manner. It is a two stepscapacity building programme, where trainees would pass on their new knowledge and skills to other employees through the style and quality of reports they produce and the example they set. Thus, the project will develop and implement report writing training program for senior and mid level managers, supervisors and assistants/officers. This training programme will enable the staff to follow the appropriate procedure of reporting and communicating to donors, implementing agencies, ministries, municipalities and independent sectors of the government as well as internally within the organizations. It is intended to increase the capacity of relevant staff to report and communicate activities of their departments in a clear and concise way. Project Justification/Current Situation: While financial or any other informative data is frequently a key part of such reports, it is usually the narrative element (its structure and clear logical content) that causes difficulty for the writer - and sadly, confusion for the reader. Since written reports are often the starting points for action, such trouble and confusion can only cause unwarranted delays in the related actions. Reports communicate information which has been compiled as a result of work activities or research and analysis of data and of issues. A report is normally prepared because some work has been done and somebody else needs to know the outcome, either because they have asked for it or because the writer wants to inform or persuade. In order to ensure the outcomes and achievements of the department or organization are well communicated it is important to present a concrete and concise written document. In Afghanistan, there is a strong need for all government and non-government entities to communicate their activities and achievements in a more professional manner. Organizations will get acknowledgment and issues will be better understood when corresponding reports present such issues, activities, and achievements in a proper manner. Unfortunately in most cases, the activities and achievements by these entities go unreported and issues unnoticed or poorly covered. Recently a H.E Deputy Minister of Finance acknowledged this problem and expressed disappointment over lack of a proper and timely work report from some ministries. The official went on to add up that due to this problem, some donor agencies have decreased their funding for some ministries and government organizations. The reason is often lack of proper capacity and education in formal document writing. This problem is a fact that is faced by all government and non-government organizations. Obtaining good skills of report writing will significantly contribute to the effort of the interagency coordination and cooperation. It will also help to improve efficiency and quality of the decision making process

Considering the challenge described, our proposal is to conduct a capacity building programme in report writing where we would try to build the capacity of trainees to achieve the required level of knowledge and experience such that they can write formal documents in a more professional manner and to effectively publicise the achievements of the organization. Training Needs Assessment: Each of the group members developed an individual training needs assessment document. The needs assessments show that effective reporting can bring positive change in workplaces. This change is either following of succesful organizational change or it is the consequence of changes in the local circumstances at the offices in center or sub-national level of government offices. Thus, Group VI members tried to respond to this trend. In this new era of post-conflict reconstruction, the classic reporitng structure is not delivering the actual outcomes to the senior officers, stakeholders or other international partners of the project or organization. So there is a visible conflict between the context and the existing system. The system can be improved only if the people who are working in the system are trained. As one of the team member Feroz K. Hematyar mentioned in a group discussion that "The replacement of new administrative system on reporting issues based on personnel competency and effective reporting over the old bureaucratic system is mandatory." While another member of the group stated, " Directors’ capacity building on leadership, management, English language and computer programs [must be improved]" for presenting a concrete and effective report to the partners of the organization. In real terms, the member is indirectly trying to say that the new directors need to know the overal system of the organization in terms of reporting. The need for report writing is well reflected in another member's recommendations that an effective report can not only bring success to the organization but also avails plenty of opportunities of funding resources for the organizaiton's upcoming projects or easily we can say, " the partners or stakeholders of the organization will relay on its achievements and provide more opportunities (projects)''. Consequently to be inline with these continued changes we have to get new knowledge and new trainings. The fellows’ proposed training reflects the principle of causing external change by proving internal change. Sometimes a good leader or manager can assess the workplace and revise the structure as she/he deems necessary to provide training for the expected changes. If this internal change succeeds then it could be replicated and will be able to bring external change. All of fellows wish to bring back to back to their respected offices proposed certain training solution: one of the group member from IARCSC, Mr. Feroz K. Hematyar writes: " Public Administration in Afghanistan is still based on the old system of beurocracy and poor report writing." through his personal involvement in the capacity building programme in IARCSC and suggested that effective and concise reporting skills can change the scope of activiteis and as a result it would improve the efficiency and performance so that the partners or stakeholders of the organization trust into it.


As mentioned above, the project will focus on developing a concrete, effective and prospective reporting system within the group members’ organizations. Goal of the project:  To increase the capacity of relevant staffs in reporting and communicating activities of their relevant departments in a useful and practical way.  To ensure the external environment of organization of its achievements and outcomes. Target Group: Having studied and analyzed the activities of various organizations that are to be part of this capacity building program, the proposed target audience for this program from each organization is summarised below with an overall plan to provide training for a total of 35 to 40 trainees. We aim to design a report writing training program that is well structured, shows in-depth understanding of challenges in the country and provides for appropriate management and professional style in document writing.

a. Senior and mid-level managers who supervise other managers and have direct responsibilities for the work plan and output of the departments. b. Supervisors and assistants with direct responsibilities to report to senior and mid-level managers and who supervise operational staff.
2. Ministry of Public Health

a. Senior and mid-level managers with direct responsibilities in the department are output and who report to Director of their department or directorate.
3. Ministry of Communications and IT

a. General Managers and managers whose reporting line is the Director General of their respective directorate. These individuals are responsible for pilot projects as well as long term projects and they are the contact persons of their respective departments to other ministries as well as donor agencies. b. Officers who are employees of different departments and they report to manager and in some cases to General Manager. 4. Ministry of Foreign Affairs a. Managers and General Managers to be covered under this training program, due to their vital responsibilities and in creation of linkages with embassies, UN agencies, government sectors, donor communities and civil servants.
5. AWSDC (Afghan Woman Skill Development Centre)

a. Senior and mid-level managers who have direct contact not only with the steering committee of the organization but also with stakeholders, International agencies, ministries, social society and civil servants of the country. b. Managers who have to report to all the partners including communities, organizations, ministries and donors.


Activities: Please see annex I and III for details. Expected Outputs: The project "Report Writing" is a human resource capacity development training toolkit and the process of equipping individuals with the understanding, skills and knowledge and training abilities to report their activity in a better way. It is also an ongoing capacity building program, where trainees will pass the knowledge and skills to other employees. In real term we can say, it is a two steps training program, teach and learn process. This capacity building program will deliver the following expected outputs:  Equip individuals with enhanced knowledge and skills to be able to communicate formally in more effective and efficient way their results within and outside of their respective organisations.  An improved efficiency and quality of decision making process and overall performance at the individuals and organisational level.  Individuals can initiate changes by presenting a clear and concise report or proposal to senior managers, stakeholders, International agencies or counterparts.  Individuals and the organizations will get more recognition and attention when activities and results are reported in a proper and professional manner. Challenges: Security: There are security threats accross the country in Afghanistan.. Its affect on the project is extreme. Trainees: The other affect would be on participation of trainees based on the following aspects:  Irregularity in transportation (pick-up and drop-off) services which would cause disruptions to work flow Location of the Training Program: IARCSC is a fully equipted organization in terms of training resources. Thus, this training program will be conducted in Kabul using the IARCSC Facilities. Monitoring and Evaluation of the training results: Quality control and monitoring mechanisms will need to be established to justify the cost of the course. These must include the setting of a number of specific report writing assignments by the trainees supervisor following the training course and the checking of the quality of these completed assignments by the trainer. This will enable direct feedback to be available to the trainee on their return to the workplace leading to an improvement in the quality standard of reports which can be tracked over time.


Suggestion: It is suggested that in this session group member facilitate the trainees to fill the evaluation form propoerly. It will enable them to assess the quality of both the training contents as well as the methodology as we do not have any plan for follow up of the training at the moment. We expect from the trainees to do self assessment as well as of the trainers. Proposed Budget: The financial and technical support of the IARCSC is needed to facilitate the timely delivery of this programme. It will require the provision of appropriate premises by using the IARCSC facilicites and resources and related technical equipment and dedicated professional trainers in order to deliver the training. Duration, number of lectures/hours, and the manual of the training is attached with this proposal Budget and Approximate Cost:

Estimated project Budget
2 3 Flap Chart White Board Markers


40 24

30 x 50 cm Dollar markers

$1.00 $1.00 In-kind contribution by IARCSC $2.00

$72.00 $24.00

4 4

White Board Folder

1 36 5 Ram 4 ? ?

120 x 180


5 8 9 10 11

Paper Mineral water Lunch Transportation Miscellaneous costs

$ 5.00 $ 10.00 $5.00 $250.00 $ 400.00 Grand Total

$25.00 $40.00 $300.00 $500.00 $ 400.00 $ 1433.00

Annex 1 methodology for writing a report Annex 2 Outline for report writing Annex 3 curriculum for report writing Annex 4 concept paper for a team project


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