Status Reports to Managers

DOE-STD-1051-93

undesirable trends, including problem areas, needed improvements, and actions

taken to cause improvement, enhances the usefulness of the reports.

Responsibilities should be assigned for collection and analysis of data for

each indicator. A coordinator should be assigned overall responsibility for

development, production, and distribution of the report.

Reports tailored to the needs and desires of responsible company

management, including the plant manager, and appropriate division managers,

should be distributed.

Guidelines should be developed for determining what quantitative indicators

are provided to each level of management. For example, the plant manager's

report could provide overall performance indicators and other selected indicators

along with an executive summary section noting unusual results and significant

trends. A brief explanation of the cause of negative trends and corrective

actions to be taken should be provided. Reports to other division managers

should provide all the information in the plant manager's report and other

selected indicators applicable to their areas of responsibility.

S tatus Reports to Managers

Managers should receive periodic reports on the status of various programs

and on the status of action items. An integrated management information

sy stem is often used to provide this information. When independent reporting

or action tracking sy stems are used, care should be taken to minimize redundant

reports. Items that are nearing the completion date should be monitored to

verify that due dates will be met. When items become overdue, they should be

reviewed, appropriate actions should be taken, and the item should be

rescheduled. Closeout methods should be streamlined to prevent an excessive

number of completed items from being carried forward.

Follow -up

Follow-up on the effectiveness of corrective actions for deficient

conditions should be scheduled as part of the management monitoring

program. Follow-up monitoring should determine if the immediate

condition has been corrected and the root cause(s) eliminated. In some

cases, this will require monitoring of the immediate corrective actions and

subsequent monitoring to determine whether recurrence of the condition is

minimized. For the latter, sufficient time will need to be allowed to permit