BAPS Swaminarayan Sanstha

Forest Road, Nairobi P.O.Box: 40570-00100 Tel: (254) 020 - 8015999, (254) 737 590 999 Email : bkpco@africa.baps.org

Reporting Guidelines

In order to maintain a proper flow of information and avoid any miscommunications there are certain guidelines that
needs to be followed for reporting. Reporting is very important tool in order to progress. It is very important that
everyone must follow below guidelines.

Reporting Structure:

Mandal
Sanchalak

P. BK Sant
IC
BK RC BK NC

BK NOC P. BK Sant

BKPCO
Types of Reports IC needs to send:
1. Weekly Sabha Report
a. To: Mandal Sanchalak
i. CC: P. BK Sant, BK RC, BK NOC
b. How: Email:
i. Subject: Mandal Type { Bal(ika) / Kishore(i) } Mandal Name (Nairobi) Date Sabha
Report
ii. Body: Sabha Attendance 30 (Balaks/Kishore)
Sabha Quality Good
c. When: Within 48 hours of Sabha
2. Monthly Sabha Report
a. To: BK NOC
b. How: Email
c. What: The entire Excel File (Make sure the filename is according to guideline)
d. When: 2nd of every month
3. Project Reports (i.e. Yog Yagna Niyams, Samaiyas, Children Diwali, Satsang Exam, etc.)
a. To: Mandal Sanchalak
i. CC: P. BK Sant, BK RC, BK NOC
b. How: Email
c. What: Excel or Word (Templates will be given to you from BKPCO for specific reports)
d. When: Date will be given via email when the template is sent to you.

1|P a g e
How to write a reporting email?
Email Subject should always have
o Type of Mandal { Bal(ika) / Kishore(i) }
o Name of Mandal
o Name of the Report
Email Body Should contain
o Brief description of what is in the file

How to name a file?

Excel Reporting Template:
o Mandal Type_Center Name. Example: Bal Mandal_Nairobi.xlsm
Word or Excel file for other projects (template given by BKPCO)
o Mandal Type_Cener Name_Project Name. Example: Bal_Nairobi_Yog Yagna.xls

Note: IC will never send any reports directly to BKPCO as mentioned in the structure, unless specified based on project.
All your reports must go to BK NOC of any projects. If you have created some kind of report on your own for a particular
mandal project, you must send to BK NOC.

Types of Reports BK NOC needs to send:

1. Monthly Sabha Report

a. To: BKPCO and P. BK Sant
b. How: Email
c. What: The entire Excel File all mandal
i. Make one zip file of all the reporting excel file
ii. Name the file accordingly: Nation Name_Month_BK Reports.zip
Example: KE_January 2016_BK Reports.zip
th
d. When: 6 of every month

2. Monthly Mandal Analysis Report Entire Nation

a. To: BKPCO, P. BK Sant, BK NC
b. How: Email
c. What: The Excel File
i. Name the file accordingly: Mandal Type_Centre Name_Month.xlsm
Example: Bal_Nairobi_January 2016.xlsm
d. When: 6th of every month

3. Monthly Mandal Analysis Report Region Wise

a. To: BK RC
b. How: Email
c. What: Regional data from the excel file
d. When: 7th of every month

4. Project Reports (i.e. Yog Yagna Niyams, Samaiyas, Children Diwali, Satsang Exam, etc.)
a. To: BKPCO, P. BK Sant, BK NC
b. How: Email
c. What: Excel or Word (Templates will be given to you from BKPCO for specific reports)
d. When: Date will be given via email when the template is sent to you.

2|P a g e