SOP for Monthly Reports to the Project Manager - Catering and Camp Management

R

rocks

#1
Hi,
I am in the process of drafting an SOP for the reporting to the Management as I find it lacking in our management system.

We are a Catering and Camp management organisation. We have 4 departments with smaller sections in each of the departments ie. Catering dept, Food warehouse dept, camp services dept and the facilities management where we manage facilities and businesses for other groups.

All these operations are under the management of the Site Project manager who then reports on monthy basis to the General Manager.

Can anyone assist in giving me idea on how to come up with at least an SOP/ standard format on how the supervisors or managers for each of these department can provide their monthly report to the Project Manager. This will also include the HR department.

At the moment, we have nothing of such in place..
:confused:

Appreciate your help.

Thanks,

Rocks
 
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harry

Super Moderator
#2
Re: SOP for Reporting system

Do you really need an SOP for reporting?

It's your system and your choice. A word of caution is not to paint yourself into a corner. You can have reporting formats in the form of 'forms' - the use of which is often self-explanatory.
 

Jen Kirley

Quality and Auditing Expert
Staff member
Admin
#3
It's worthwhile to want a format to follow. An explanation of its details can be the SOP.

What format are other groups using? Any? If there is one other groups use, I would start with a similar layout so you don't "lose" the general manager by reinventing the wheel. That said, if other format(s) are severely lacking you might offer an improved one that perhaps others would adopt.

What are the performance metrics of the groups? Do they exist? What do other departments use? If none exist, maybe you can develop performance metrics based on what management wants, what the organization's goals are and how the departments contribute to those goals.

What projects are running for capital or process improvements, and what is their progress? What is left to be done, by whom and when? If I was a GM I would want to know this.

What is the upcoming expected challenge to be met? Such as, an audit or visit by an outside body.

Does the accounting department keep running performance figures and ratios that you can draw on for your report? Maybe the GM would want to have that information - though many of these sorts of things are done yearly.

I hope this helps!
 
R

rocks

#4
Thanks Jennifer for these very helpful information.. Will now look at
performance metrix based on what the management wants.
All these relating to the organisation's goal.

Agains, thanks... you got me on track!!
:agree1:

Rocks
 
B

brahmaiah

#5
Hi,
I am in the process of drafting an SOP for the reporting to the Management as I find it lacking in our management system.

We are a Catering and Camp management organisation. We have 4 departments with smaller sections in each of the departments ie. Catering dept, Food warehouse dept, camp services dept and the facilities management where we manage facilities and businesses for other groups.

All these operations are under the management of the Site Project manager who then reports on monthy basis to the General Manager.

Can anyone assist in giving me idea on how to come up with at least an SOP/ standard format on how the supervisors or managers for each of these department can provide their monthly report to the Project Manager. This will also include the HR department.

At the moment, we have nothing of such in place..
:confused:

Appreciate your help.

Thanks,

Rocks
One way to submit a monthly report is:
a)List out key performance indicators(measurabls objectives) for each of the depts.
b)Specify the metod of calculating the results of KPI
c)Calculate KPI results at the end of month.
d)Design a format to list the combined report of all depts

Prepare your monthly report as above and submit to top management.
V.J.Brahmaiah
 
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