# Reports & Tracking

## Module Overview

PMS includes two main reporting areas for end users:

1. **M&E Reports** — field monitoring reports (RMR and related types) with a full submit-review-publish workflow.
2. **Insight Reports** — analytics dashboards for visits, assessments, regions, sectors, and officers.

Planning & Development staff may use Insight Reports less frequently than M&E officers, but both are available from the sidebar based on your permissions.

---

## Navigation

### M&E Reports

**Sidebar → M&E Reports:**

| Menu Item | Purpose |
|-----------|---------|
| **Create Report** | Start new report (scheme selection) |
| **Draft Reports** | Saved drafts |
| **In Process Reports** | Submitted, moving through workflow |
| **Review & Approval** | Pending your review action |
| **Published Reports** | Final published reports |
| **Compliance Replies** | Post-publication compliance follow-up |

### Insight Reports

**Sidebar → Insights (Reports) → Insight Reports**

Opens `/custom-reports` with filter panel and tabbed analytics.

---

## M&E Reports

### Module Purpose

M&E officers create **Monitoring Reports** after field visits. Reports document scheme progress, satisfactory/unsatisfactory findings, compliance issues, and recommendations. Published reports appear on the M&E Dashboard and Insight analytics.

### Report List Screen

#### Filters

| Filter | Purpose |
|--------|---------|
| **Report Type** | RMR and other configured types |
| **Initiator** | Who created the report |
| **UID / ADP / Scheme Name** | Find specific scheme |
| **Location / Department / Region** | Geographic and org filters |
| **Report Status** | SAT, UNSAT, etc. |
| **Status** | Draft, in process, review, published |

Apply filters to narrow the list; reset to clear.

#### List Columns

Typical columns include scheme identifiers, visit date, report type, status, initiator, and action buttons (View, Edit, Forward, Approve, etc.) depending on status and role.

---

### Creating an M&E Report — Step by Step

#### Step 1: Scheme Selection

1. Open **M&E Reports → Create Report**.
2. Search and select the **scheme** visited (similar filters to Schemes module).
3. Confirm UID, ADP, and scheme name.
4. Proceed to report details.

#### Step 2: Report Details Wizard

The report form is organized in **Parts** (A through G depending on report type):

| Part | Typical Contents |
|------|------------------|
| **Part A** | Visit metadata—date, officers, weather |
| **Part B** | Scheme progress—financial and physical |
| **Part C** | Observations and findings |
| **Part D** | Compliance checklist |
| **Part E–G** | Additional assessments, photos, ERP document links |

Complete each part; **Save as Draft** between sessions.

#### Step 3: Attachments

- Upload field photographs.
- Attach **ERP document** if required by report type.
- PDF annexures where indicated.

#### Step 4: Submit

1. Complete required parts.
2. Click **Submit**.
3. Status → **In Process**; forward to SDM/DG or reviewer per workflow.

---

### M&E Report Workflow by Role

| Role | Actions |
|------|---------|
| **Initiator (M&E officer)** | Create, draft, submit, resubmit after decline |
| **SDM / DG / Reviewer** | Forward, approve, decline with remarks |
| **Publisher** | Publish with official letter and QR code |

#### Forward

Reviewer forwards report to next level with optional remarks.

#### Approve

Approves content; may move to publish queue.

#### Decline

Returns to initiator with required remarks—similar to PC **Defer**.

#### Publish

Published reports:

- Appear under **Published Reports**
- Generate **Publish Letter** PDF with **QR code** for verification
- Update Dashboard SAT/UNSAT counts

---

### Draft, In Process, Review, Published

| Status | Meaning |
|--------|---------|
| **Draft** | Initiator still editing |
| **In Process** | Submitted, in review chain |
| **Review** | Awaiting specific reviewer action |
| **Published** | Final public/internal record |

---

### Compliance Replies

After publication, schemes may require **compliance replies** or **revisit** assignments:

1. Open **Compliance Replies** from M&E Reports menu.
2. Find schemes flagged for follow-up.
3. Submit compliance response or record revisit outcome.

Dashboard may show **Departmental Enquiry** for pending compliance items.

---

### Export Options (M&E Reports)

| Export | Where | Format |
|--------|-------|--------|
| **PDF preview** | Report view screen | PDF |
| **Publish letter** | Published report | PDF with QR |
| **Excel templates** | Part B scheme progress | Excel import/export for capital/revenue data |

Use export for offline sharing with departments not on PMS.

---

## Insight Reports

### Module Purpose

**Insight Reports** provide analytics across visits, published M&E reports, SAT/UNSAT ratings, regions, sectors, and monitoring officers. Managers use this for performance review—not for submitting individual visit reports.

### Screen Overview

#### Header Actions

| Button | Purpose |
|--------|---------|
| **Print Preview** | Printer-friendly view of current tab |
| **Export CSV** | Download filtered data as spreadsheet |

#### Filter Panel — Report Filters

| Filter | Options |
|--------|---------|
| **From Date / To Date** | Date range |
| **Region** | All regions or specific |
| **Monitoring Officer** | All officers or specific |
| **Report Type** | RMR, etc. |
| **Visit Plan Type** | Regular, compliance, special |
| **Sector / Sub-Sector** | Sector filters |
| **Scheme search** | Text search |

Click **Apply Filters** to refresh data; **Reset** clears all.

An **active filter summary badge** appears when filters are applied.

#### Analytics Tabs

| Tab | Data Shown |
|-----|------------|
| **Dashboard** | Summary KPIs for filtered period |
| **Visits** | Visit counts and breakdown |
| **Reports** | Report volume and status mix |
| **SAT/UNSAT** | Satisfactory vs unsatisfactory ratio |
| **Regions** | Regional comparison charts |
| **Sector/Sub-Sector** | Sector performance |
| **Officers** | Officer-level activity rankings |

Each tab loads charts and tables based on active filters.

---

### Report Interpretation Tips

| Metric | How to Read It |
|--------|----------------|
| **SAT rate** | Higher is better—schemes meeting standards on visits |
| **UNSAT count** | Schemes needing intervention—cross-reference with Schemes module |
| **Visit coverage** | Compare visits vs assigned schemes in region |
| **Published reports** | Completed documentation after field work |
| **Officer rankings** | Activity volume—not quality alone; read alongside SAT rates |

---

## Tracking PC Forms (Cross-Module)

While not a separate "Reports" menu item for P&D, you track PC progress via:

| Location | Tracking Use |
|----------|--------------|
| **Schemes stat cards** | Pending vs approved PCs |
| **PC Forms list** | Status, dates, working papers |
| **Dashboard** | PC forms submitted count |
| **Notifications** | Action items in your queue |

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## Business Scenarios

### Scenario: M&E Officer Publishes Visit Report

1. Field visit completed Tuesday.
2. Officer creates RMR Wednesday; saves draft with photos.
3. Submits Thursday → SDM forwards → DG approves Friday.
4. Publisher publishes with QR letter.
5. Dashboard **Published Reports** count increases; scheme shows **Satisfactory** if rated SAT.

### Scenario: Manager Reviews Regional Performance

1. Opens **Insight Reports**.
2. Sets date range to current quarter; filters **Region: Hyderabad**.
3. Opens **SAT/UNSAT** tab—identifies two UNSAT schemes.
4. Exports CSV for management meeting.
5. Cross-checks scheme UIDs on **Schemes** page.

### Scenario: Compliance Follow-Up

1. Published report flagged compliance issue.
2. Department submits reply under **Compliance Replies**.
3. M&E officer assigns revisit; new RMR created after field check.

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## Tips for Trainers

- Separate **M&E Reports** (transactional submit/publish) from **Insight Reports** (analytics)—trainees confuse them often.
- Demonstrate **Publish Letter** QR verification if your deployment uses public verification.
- Show how **UNSAT** on Insight Reports links to scheme priority on M&E Dashboard watchlist.

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*Previous: [Chairman Approval Process](13-Chairman-Approval-Process.md) | Next: [Notifications & Status Monitoring](15-Notifications-Status-Monitoring.md)*