# Presentation: 520730

## THECARE REPORT

**CARE**

## Report 

- Title Page
- Preface
- Executive Summary-General description and summary of significant findings
- Specific Findings, Suggestions, and Assistance—Functional Areas
- Summary Assurance Statement-Signed by Team Leader, CARE Coordinator, and the Deputy Administrator

- CARE

## Responsibilities

- Team members must draft their functional portion of the report
- Team Leaders review and consolidate report sections, prepares executive summary, and submits to CARE coordinator within four weeks after completing review

## Responsibilities

- Care Coordinator reviews report and submits report to the DAAFM
- DAAFM approves and signs report
- Final report is then distributed within 6-7 weeks after the completion of the review

## Time

- Time is of the essence in writing CARE reports
- Drafts need to be submitted to the team leader on time.  Team Leader will set the schedule for your team.

## Time

- Team members must submit significant findings to the Team Leader no later than Thursday afternoon
- The Leader must present them at the Friday morning exit conference

## Language

- There must be a documented finding for every functional question.
- Example
- ---Government Quarters Rentals---
- 	WRONG---N/A
- 	RIGHT---The Location does not have Government quarters

## Language

- Each documented finding should include descriptive verbage
- Example
- Verify that current P&P’s are readily available--
- WRONG:  P&P’s are current and available
- RIGHT:   P&P’s are kept current using an electronic update system and are made available to all employees by storing them in the library.

## Tone

- The tone of the report should be helpful but thorough
- WRONG---The contracting records are a mess and the team had to give...
- RIGHT---Contract records are not filed in accordance with the ARS file guide.  The team assisted the Location by providing...

## Tone

- The report should not be condescending
- WRONG---If the time keeper had a lick of sense they would....
- RIGHT---The CARE team suggests that the time keeper....

## Tone

- Personal opinions are not expressed in reports.  You are representing the Agency.
- WRONG---I think it would be better if the procurement clerk...
- RIGHT---According to ARS P&P XYZ the procurement clerk should...

## Tips

- Do not use employee names, instead use position titles
- WRONG---Mary Joe Ellen does not know what she is doing....
- RIGHT----The purchasing clerk has not received proper training...

## Tips

- Try to be as specific as you can
- WRONG---The BPA’s lacked proper signatures.....
- RIGHT----The 18 BPA’s from FY 2004 through FY 2005 examined during this review lacked proper signatures.....

## Tips

- Avoid absolutes
- WRONG---All of the BPA’s lacked proper signatures...
- RIGHT---Three BPA’s from FY 2003 lacked proper signatures...

## Tips

- Do not use exclamation marks, italics or underlining for emphasis
- WRONG---The Occupant Emergency Plan was _*extremely out of date*_ !!!
- RIGHT---The Occupant Emergency Plan is dated 1/20/54 and is required to be updated annually.

- x

## Tips

- Always capitalize the words Area, Location, and Headquarters when used as a proper noun
- WRONG---The location has....
- RIGHT---The Location has.....
- RIGHT---The location of the contract files

## Tips

- The wording of “Assistance”, “Commendation”, “Suggests”, “Assurance with Exception” and “No Assurance” can not be changed
- WRONG:  The CARE team would like to present a great idea that...
- RIGHT:  The CARE team suggests...

## Tips

- The word “Recommends” can only be used when reporting a No Assurance or Assurance With Exception
- When reporting a No Assurance or Assurance with Exception the appropriate regulation or policy must be cited.

***Recommends = NA or AWE***

***NA or AWE = Policy Citation***

## Tips

- When reporting a No Assurance, Assurance with Exception, or Commendation, you must **bold** the:
-  sentence(s) describing the problem or     commendation
-  recommendation statement
-  commendation statement
- Do not bold suggestions or assistance provided statements

## Questions?

- When writing the report always check with your Team leaders for guidance and assistance

*CARE*
*REPORT*