Short Guide to using the Report Template (Version 3)

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1 INTRODUCTION 1. This short guide explains how staff should use the Report Template (Version 3) when preparing reports for consideration at the Mersey Care s Board of Directors or any of its committees, sub-committees or groups. Please note, do not use this template for reports to Mersey Care s Council of Governors a different template is used for those reports. 2. The major changes to Version 3 include: a) the new Foundation Trust (FT) logo is used; b) the Trust Board should now be called the Board of Directors; c) on page 2, you are asked to comment as to whether this report will impact on the trust s NHS Provider Licence; d) on page 2 the risk section has been updated to only reference the Baord Assurance Framework and Trust Risk Register. WHY DO I NEED TO USE THIS TEMPLATE? 3. Mersey Care is asked to provide evidence to our Board of Directors, regulators and third parties about the work that we do and how we go about doing things. Not only is it important that we are able to keep track of this evidence but we also have to present this information in a consistent manner. a) reflect the Strategic Framework for 2016; b) be clearer on what the intended use is, especially when being presented to a meeting; c) ensure documentation looks consistent; d) make our documents more easily cross-referenced (i.e. introducing paragraph numbering); e) updating the section on equality and human rights. TRAINING AND ADVICE 4. Training and advice on the completion of the Report Template (Version 3) is available from the Corporate Governance Team. 5. This template have been developed for use with Ms-Word. Should you need further MS-Word skills, you will need to approach your line manager about obtaining further training, funded by your team. COMPLIANCE WITH THESE TEMPLATES 6. Although the effectiveness and usability of these templates will be kept under review with comments always welcome compliance with them will also be monitored and reported as part of the annual reports of committees, sub-committees and other meetings. SHORTER, MORE FOCUSSED REPORTS 7. Part of the feedback from the Board of Directors, which has in part influenced the design of this template, is the desire that they receive shorter yet more focussed reports which concentrate on the issues the Board of Directors needs to address in its meetings. Version 3 (16 May 2016) Page 1

2 8. Ideally reports should be no longer than 7 pages and will be split into 3 sections: a) Front Cover the first two pages of any report, the front cover, contains a number a pre-defined boxes to be completed. It must not exceed two pages; b) Main Body ideally no more than 5 pages in length, this is where the report will be provided; c) Appendices given that the front cover and main body should be no more than 7 pages, it may be necessary to provide appendices containing a copy of the policy to be approved or supporting information. Please ensure appendices support the main body of the report and are not a dumping ground for information you think the meeting may like to see. 9. Although all reports should not usually exceed 7 pages, it is accepted that in some circumstances this may be necessary. However, author(s) may be subject to challenge if a report exceeds 7 pages, so should consider explaining why in the main body of the report. 10. Further details about each of these 3 sections can be found below. USING PLAIN ENGLISH 11. When writing reports every effort should be made to use plain English and not NHS speak particularly avoiding acronyms, abbreviations and NHS terminology, or if they have to be used explaining them. The principle needs to be, if in doubt... explain! Even reports intended for internal use should abide by these principles as: a) you shouldn t assume all NHS colleagues will understand the meaning of this terminology; b) under freedom of information, the majority of our reports could be regarded / sent out as public documents. SOME BASIC RULES 12. Please use these rules when preparing reports: a) in a sentence, only use one space after a full stop; b) only use one space after a comma, except when writing out numbers, e.g., 12,500; For a full range please refer to to the Brand Guidelines. 13. The basic layout for the Report Template is as follows: Report Margins Main Report Heading Section Headings Sub Paragraph Headings Text in the body 2.54 cm all around Font: Arial 14pt, bold, centre-justified Font: Arial 12pt, bold, left-justified, upper case Section headings aren t numbered Font: Arial 11pt, bold, left-justified, lower case These sub-headings aren t numbered Font: Arial 11pt, left-justified Each paragraph sequentially numbered Version 3 (16 May 2016) Page 2

3 FRONT COVER PAGE The front cover (two pages in total) is intended to provide information as to the purpose / contents / impact of the report in a standard format. Author(s) need to ensure they: a) complete all the sections; b) don t add too much text keep it one page length only. 15. One of the sections to be completed is the Report Provided section. You can select more than one option as follows: a) To Note to allow a meeting to be briefed on an issue; b) For Assurance to inform a meeting they are being provided with assurance as to the delivery of a trust, commissioner, regulator target or requirement; c) For Decision when asking a meeting to take an action, this should be spelt out in the Recommendation section; d) For Consent when a meeting is to receive a report that has been discussed and actioned elsewhere within delegated authority (i.e., at another meeting). If ticked, please also ensure you provide details in the Report Previously Considered section at the top of Front Cover Page In respect of the Purpose of the Report, Summary of Key Issues and Next Steps sections of the report the intention is that author(s) simply provide a few bullet points here and NOT include every aspect covered in the main body of the report. 17. Author(s) may include references to the main body of the report to highlight where the reader may find further details (using the paragraph numbers in the main body of the report). Version 3 (16 May 2016) Page 3

4 FRONT COVER PAGE Again, author(s) will need to complete all sections of page 2 in line with the instructions shown below. Please don t add so much text that it goes onto another page. FRONT COVER PAGE 2 EQUALITY DELIVERY SYSTEM 19. One of the revisions to the Report Template (Version 2) is the extension of the section on Equality and Human Rights Analysis to allow a reference to be made to where a paper provides assurance against the four Equality Delivery System goals and outcomes which Mersey Care is currently monitoring (these goals / outcomes also support the NHS Constitution). Goal Better Health Outcomes Imrpoved Patient Access & Experience Outcome EDS Individual people s health needs are assessed and met in appropriate ways EDS 1.4 When people use NHS services their safety is prioritised and they are free from mistakes, mistreatment and abuse EDS 2.2 People are informed and supported to be as involved as they wish to be in decisions about their care EDS 2.3 People report positive experiences of the NHS 20. For support about the Equality Delivery System please contact Meryl Cuzak ( mery.cuzak@merseycare.nhs.uk, Tel ). Version 3 (16 May 2016) Page 4

5 MAIN BODY 21. As author(s) can see, this part of the template contains a series of section headers and paragraph numbers to which you can add your text. 22. Section headers can be amended to suit the contents of your report, and some can be deleted if you don t have to add the further information (i.e., where prompted by the Front Cover Page 2). 23. In respect of the Background section, author(s) are reminded that as someone who regulalrly deals with a subject / issue discussed in the paper they should not automatically assume that their audience has / has retained the same background knowlege as to why we are doing something / why the report is being provided. Author(s) need to make sure they place the subject matter into context, e.g., the Committee is receiving assurance on this matter because the Board of Directors has agreed this issue is one of our strategic priorities or this report provides assurance on the implementation of the actions in support of the independent inquiry / clinical audit etc. SECTION HEADERS AND SUB HEADERS Section Headers 24. As is shown in this part of the short guide, both section headers and sub headers shouldn t be numbered. Section headers should be: a) Arial 12 pt font; b) in CAPITALS; and c) in bold. Sub Headers 25. Although not shown in the Report Template (Version 2) overleaf, sub headers can be used in reports. Sub headers shouldn t be numbered, but should be: Version 3 (16 May 2016) Page 5

6 a) Arial 11 pt font (i.e., the same size as in the rest of the text in the main body); b) in lowercase; and c) in bold. COLOURS USED 30. The colours used for the Report Template are standard colours from the colour palette within Ms-Word: PARAGRAPH NUMBERING 26. In order to improve navigation around the report for readers every paragraph of the report needs to be numbered. Additionally by numbering each paragraph the trust will more easily be able to cross-reference reports when using them to provide evidence for governance / compliance / assurance purposes. 27. As section headers and sub headers are not numbered, the numbering will go from 1 to (number when completed) throughout the Report Template. PAPER NUMBERS (see Front Page Page 1) 31. Each report will need a Paper No, but this is different from the Agenda Item No. 28. As with this short guide, but not shown on the template overleaf, the template is set up so that author(s) will be able to insert 2 levels of sub numbering, simply by hitting the [tab] key as follows: a) inserts a sub-paragraph with a letter, i.e., a), b), c) etc; inserts a sub-paragraph with a bullet. 29. Simply hit [Ctrl] + [tab] to bring you back to the main paragraph number. 32. In the Agenda Template, for each meeting each item will have an Agenda Item Number. However if an agenda item is supported by a report, this will have its own Paper No. The purpose is to allow reports to be cross-referenced when providing evidence for a range of governance / compliance / assurance purposes. Version 3 (16 May 2016) Page 6

7 33. The format of the Paper No is based upon a reference number for each meeting, the financial year, then a sequencial number, e.g., for the Board of Directors = TB/2015/16/ A list of reference numbers for each meeting is shown below: INSERTING TABLES 36. When inserting tables, like the ones above, once you have inserted the table select [Table Properties], then [Options] the set up the margins as follows: Ref No TB TBX AUD EC MC PCW PIC QAC REM CGB LSGB SGB LDGB Name of Meeting Board of Directors (Public Meeting) Board of Directors (Private Meeting) Audit Committee Executive Committee Members Council Perfect Care and Wellbeing Advisory Panel Performance and Investment Committee Quality and Assurance Committee Remuneration and Terms of Service Committee Corporate Division Governance Board Local Services Division Governance Board Secure Division Governance Board Specialist Learning Disability Services Goverernance Board 37. Then using [Table Properties] again, select [Borders and Shading] to change the line colours to dark green (see paragraph 32 above): 35. All other meetings not listed above should develop a reference number based upon which meeting they report to. For example, the Health and Safety Sub-Committee reports to the Executive Committee, so the reference number would be EC/H&S/2015/16/001. Version 3 (16 May 2016) Page 7

8 APPENDICES 38. Although a report should usually be no more than 7 pages, it is recognised that it may be necessary to provide appendices containing a copy of the policy to be approved or supporting information. Please ensure appendices support the main body of the report and are not a dumping ground for information you think the meeting may like to see. 39. Please see the notes below as to how appendices should be numbered and completed. a) you add the Agenda Item Number and Report Number; b) you complete the Front Cover Pages 1 and 2; c) all paragraph are numbered; d) you complete / remove (as appropriate) all text highlighted in yellow. SUPPORT AND CONTACTS 41. For advice and support please contact: General Advice and Support Sarah Jennings, Deputy Trust Secretary sarah.jennings@merseycare.nhs.uk Tel Andy Meadows, Trust Secretary andy.meadows@merseycare.nhs.uk Tel Equality Delivery System Advice and Support Meryl Cuzak, Equality & Human Rights Lead mery.cuzak@merseycare.nhs.uk Tel AUTHOR FINAL CHECKS 40. As the Accountable Director(s) and the author(s) you are ultimately accountable for the content of your report, including compliance with the Report Template. Please make sure that: 42. The author of ths Short Guide and the Report Template (Version 3) is the Trust Secretary. ANDY MEADOWS TRUST SECRETARY Version 3 (16 May 2016) Page 8

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