1. Definition
Reporting is the structured process by which the Jigsaw Team communicates the status of its SAM risk management system to the governing entity (e.g., Board, Trustees, Executive Leadership).
In Jigsaw, reporting is not simply informational. It is a control in itself — a mechanism to ensure transparency, accountability, defensibility, and continuous learning. Reports provide assurance that monitoring and reviews are happening, that incidents and breaches are handled, and that the system remains fit-for-purpose.
2. Purpose of Reporting Controls
- Accountability: Demonstrates to governance bodies that SAM risks are actively managed.
- Transparency: Builds trust with stakeholders that nothing is hidden or minimized.
- Learning: Surfaces issues, incidents, and opportunities for improvement.
- Defensibility: Provides documented evidence that the organization acted conscientiously.
- Integration: Ensures SAM risk management is embedded in overall governance and strategic decision-making.
3. What Makes Reporting Fit-for-Purpose
| Lens | Criteria |
|---|---|
| Strategic Fit | • Reports link SAM risk management directly to mission, values, and organizational Swans. • Governing entities use reports to inform strategy, not just compliance. |
| Operational Fit | • Regular schedule (e.g., quarterly, annual, or as triggered by incidents). • Standardized templates and content (who presented, what was shared, responses, action items, follow-up). • Complete, accurate, and contemporaneous records maintained in the Jigsaw system. • Capacity exists to prepare and present reports consistently. |
| Lived Experience Fit | • Staff and board members perceive reports as meaningful, not just administrative. • Reports give stakeholders confidence that safety is prioritized. • Information shared is clear, accessible, and consistent. • Responses and actions from governance bodies are visible and tracked. |
4. Typical Reporting Elements
Based on the Jigsaw Board Reporting Form, reports usually include:
- Date of meeting and who presented.
- Information shared with the governing entity (system status, incidents, changes, learnings).
- The governing entity’s response.
- Action items assigned, tracked, and confirmed completed.
- Supporting materials uploaded (policies, records, incident summaries, training metrics, audit reports).
- Confirmation that records are updated and consistent with decisions made.
- Review frequency (monthly, quarterly, annually, etc.) is set and tracked.
5. Common Strengths and Gaps
Strengths
- Regular reports create rhythm and visibility.
- Standardized forms/templates reduce omissions.
- Documentation supports defensibility and learning.
Gaps
- Reports may become perfunctory if not linked to action.
- Information may be over-technical or sanitized, reducing usefulness.
- Responses from governing entities may not be documented or followed up.
- Lack of integration with broader organizational reporting cycles.
6. Signals of a Strong Reporting Control
- Reports are submitted on time, to schedule.
- Information shared is candid and comprehensive, including both positives and negatives.
- Governing body responses and action items are documented and tracked to closure.
- Supporting materials are attached and stored centrally.
- Governing entities reference reports in their own decision-making and communications.
7. Opportunities for Improvement
- Align SAM reporting with other governance cycles (finance, audit, HR) for efficiency.
- Include positive safety impacts (not just incidents/deficiencies).
- Introduce summary metrics to complement the narrative.
- Establish feedback loops: show staff how board discussions led to action.
- Use reports to track safety priority conflicts: how trade-offs were considered and resolved.
Bottom Line
Reporting is more than telling the board what happened. In Jigsaw, reporting is a control mechanism that integrates safety management into governance, creates defensibility, and builds trust. Fit-for-purpose reporting is regular, candid, actionable, and aligned with organizational values and ERM principles. Without it, the system risks drifting; with it, SAM risk management stays visible, credible, and continuously improving.