Stewardship Reports
Overview
A standard template has been designed which is fully automated through Mantle with the functionality to customise text, include and exclude standard section/appendices and add bespoke sections as appropriate.
The document will require sign off on Mantle before a final version can be downloaded for distribution. A full audit trail will be visible on Mantle.
Any errors or functionality issues should be addressed by raising the appropriate Freshservice ticket with the Support team.
The following process summarises the general steps to be taken to produce a report.
Prior to running any report all workflows, movements, approvals and postponed retirement comments (if applicable) should already be updated. Any changes will require the report to be re-run to avoid manually updating the report.
Additionally, before the first report is run on the scheme, the contact data in scheme set up should be added, if applicable.
Generate a Report
To create a report, click on Reports under Administration on the left-hand side and under Ongoing Reports click on Add Another
If this is the first report being run on the scheme, after selecting Administration Report and the relevant scheme from the drop-down box you will need to enter a start and end date for the period to report on.
If this is not the first report being run on the scheme you will follow the same steps as before however the start date will pre-populate as the day after the last report ended – you cannot edit this date. You can then populate the end date as appropriate.
This restriction is in place to ensure subsequent reports are linked to the previous period ensuring continuous and accurate reports.
Once populated click Add and allow the report to run - the status will show as ready once the process has completed. Click on the report to view the details.
Customising the Content
You will then be able to view the section below followed by each of the individual sections which will form the overall report.
Report Title – this can be edited but will pre-populate with the default wording.
Report Subtitle – will not display on the report but can be edited for internal use if appropriate.
Report Author – will default per scheme settings but can be edited.
Report Template Format – will default per scheme settings for the correct branding to be applied but can be edited.
Print Report – allows you to download a draft version of the report in PDF format to review.
Lock Report – must be completed to prevent further editing, and subsequently allow sign off on the report to access a download without the draft watermark, the same user can create and lock the report, but a different user will need to sign it off. This acts as the Mantle two step approval for audit purposes to reflect the peer review process.
Refresh Calculations – allows the report to be refreshed if an edit is made to automated results such as membership movements that need to be restored.
Add Custom Section – to populate a new bespoke section which is in addition to the standard sections.
To exclude or change the order of a standard section such as the casework age profile, scroll down to the section and to remove from the report simply click Exclude.
To move a section so it comes as section 2 rather than section 3 for example simply click Move Up – the remainder of the sections will automatically adjust based on this change and you should review to ensure the revised order is how you would like it.
You may want to keep a section but would prefer to have it as an appendix rather than in the main body of the report – simply click Move to Appendix to do this.
Reports will default to Portrait but can be changed to Landscape. We recommend retaining portrait settings as the headers and footers do not display well in PDF format (albeit are correct for printing). If you need to change to Landscape, make the full report in this setting.
Any changes made to settings etc will be retained on future reports but can be changed back at a later date.
Automated Sections
For pre-populated sections, all computations and wording will default, and we do not recommend making any changes unless this is necessary. For example, you may have a unique situation such as a member being admitted to a closed scheme. This will show in the movements as a new entrant and would generate a query as such you can pre-empt this and add wording to the movements summary or under the movements table to explain this.
Review the Content
If this is the first report being run on the scheme you will need to ensure the relevant sections are included. As a default all sections that can be computed will be included.
Membership Details
The table has condensed the various movement descriptions into groups and any retrospective adjustments are combined within the overall movements for the period rather than identified on a separate line.
The detailed listing of movements, forthcoming and postponed retirements are in the appendix by default.
For postponed retirements it is possible, if set up, for a field on each member record which can be populated before the report is generated for any member over NRA. This will feed into the table on the report.
This is intended to save admin time when producing reports as these should updated as the cases arise rather than having to look back when a report is produced.
Casework Details
As with membership movements, the casework tasks are grouped to streamline this table. Appendices have the choice of either including reporting on late cases only or providing a detailed breakdown of all casework. The default setting is to include late cases only.
Project Updates
This is a default section which requires the administrator to enter custom text to provide project updates within the report. This is intended for routine projects such as pension increases, annual benefit statements etc. It may also be appropriate to provide an update on a tracing exercise for example where a separate report is not being prepared. We do not expect this to cover any detailed updates or cover areas where separate reports are provided in line with project budgets. However this is at the discretion of the administration team.
When entering updates, it is important to ensure the formatting is correct.
As an example, to set a header title in bold you must enter ### before the subject line as per the screenshot below.
Once the content is reviewed/updated as required you will have to save the report in the top right. If you have not made any changes at all you do not need to save.
You should then lock the report to prevent further editing.
Update the workflow to reflect that the report is now ready to be peer reviewed and allocate to the appropriate person.
Peer review and Sign Off
Peer review by downloading the report and reviewing the content. You will then click Sign Report to sign this off and be able to download the final version without any watermark. This is then ready to be shared. The sign off process on Mantle acts an audit trail for the process. Additionally, the Mantle workflow should be closed at this stage as an audit trail of the process being completed within the appropriate timescale.
Additional Notes re Externals and Notes on Workflows
The administration team is responsible for maintaining any externals that need to be added to a workflow before it is closed. The stewardship report process should not be an opportunity to revisit closed workflows and add externals. Editing them at this stage should be the exception.
When a workflow is closed the person completing the final step is responsible for ensuring that:
- If an external is added that the reason is clear and formatted correctly and that the dates correctly reflect the period the workflow was pended for.
- If the SLA failed a note has been added and marked for inclusion in the report. This note will pull through into the detailed casework section and must be completed to reduce follow up queries after the report is distributed. Again, the wording must be clear and formatted correctly.