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How to Create an Effective Accountability Report

Laporan Pertanggungjawaban, Begini Cara Membuatnya! In any organizational or company operation, accountability reports play a crucial role. If you were ever actively involved in an organization during your university days, you're probably familiar with this...

laporan pertanggungjawaban Laporan Pertanggungjawaban, Begini Cara Membuatnya!

In any organizational or company operation, accountability reports play a crucial role. If you were ever actively involved in an organization during your university days, you're probably familiar with this type of report.

An accountability report (LPJ) is a written document that reports the implementation of an activity. It is prepared by a unit or group within an organization and submitted to another higher-level organization or at least an equivalent level.

The main purpose of an accountability report is to evaluate the entire process of the executed activities. The evaluation results will then be used as a basis for improvement or enhancing the quality of future activities.

The report includes information about the implementation of the activities as well as the use of funds. The implementation section provides details on the background, objectives, benefits, and a detailed timeline of the activities. On the other hand, the fund utilization section outlines the allocation of funds used throughout the activities.

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The Purpose of Creating an Accountability Report

The objectives of creating an accountability report are as follows:

  1. Provide a detailed account of the entire process of activity implementation, including preparations, execution, and post-activity procedures.
  2. Describe the challenges faced by the organizing committee during the activities.
  3. Serve as a learning resource for future activities.
  4. Measure the performance of the activity's executing team in accounting for their respective responsibilities.

Principles of Creating an Accountability Report

To ensure the effectiveness of the accountability report and gain the trust of all interested parties, it is essential to adhere to the following principles:

  1. Systematic and Integrated: The report should follow a logical sequence, with no omitted or disjointed sections.
  2. Detailed Information on Activity Implementation and Fund Utilization: Every data point must be recorded accurately and comprehensively, with no missing or unattached information.
  3. Transparency: The report should present the facts as they are, without exaggeration or omission, particularly concerning the use of funds. Valid evidence, such as receipts or expenditure receipts, may be attached to support claims.
  4. Comprehensive: The report should provide all the necessary information about an event or activity and answer the 5W and 1H questions: What, Who, Why, When, Where, and How.

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Format and Structure of an Accountability Report

To create a good and accurate accountability report, it is necessary to use a suitable format and structure that are easy to read and understand. The commonly used format for creating an accountability report is as follows:

  • Use F4-sized paper.
  • Set margins to 3cm at the top, 4cm on the left and right, and 3cm at the bottom.
  • Use Times New Roman font type.
  • Use font size 12.
  • Use single spacing.
  • Set paragraph spacing to 1.5.
  • Align text to justify.

The sequence of creating an accountability report (LPJ) is as follows:

Chapter I: Introduction

This chapter provides the reasons behind organizing an event. It consists of three sub-chapters: background, activity name, and purpose and objectives of the activity.

Chapter II: Activity Implementation Plan

This chapter includes explanations about the plan for implementing the activity. It covers details such as timeframes, target participants, and facilities. This chapter is divided into three sub-chapters: activity mechanism plan, budget plan, and committee composition.

Chapter III: Activity Implementation

This chapter explains the execution of the activity as planned in Chapter II. It shows whether the planned actions were carried out effectively in the field.

Chapter IV: Evaluation and Results of Implementation

This chapter includes the results of the activity's execution, highlighting both the factors that contributed to its success and those that hindered it. It also presents general conclusions and recommendations for future improvements.

Chapter V: Conclusion

The concluding chapter generally consists of expressing gratitude to all parties involved in supporting the activities and acknowledging any shortcomings in the event's organization.

Appendices

The appendix is the final section, consisting of essential documents for the recipient of the accountability report (LPJ). The appendices usually include:

  • Publicity Media (Pamphlet, Leaflet, and Brochure): These documents showcase the promotional materials used during the activities.
  • Documentation: Photos of the activities serve as visual evidence that the event was successfully held.
  • Papers or Similar Documents: Reliable sources used to enhance the background section or justification.
  • Letters: Important letters, such as borrowing equipment and permission to use premises, can be included here.
  • Detailed Fund Usage: Detailed breakdown of the fund utilization. This report should closely resemble the proposed budget in the activity proposal. The closer it is to the original proposal, the more efficient the fund utilization.

The accountability report is a detailed documentation that needs to be done accurately as it covers financial aspects, including income and expenditure during the activities. The more detailed it is, the more convincing it will be to stakeholders.

Laporan Pertanggungjawaban, Begini Cara Membuatnya!

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That's all about accountability reports and how to create them. These reports should be prepared meticulously as they involve financial aspects, including income and expenditure during the activities. The more detailed the report, the more it will instill confidence in all stakeholders.

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