SayPro Complete weekly monitoring and evaluation check-ins via SayPro platform.

SayPro Weekly Monitoring and Evaluation Check-ins Procedure

🎯 Purpose:

To ensure consistent tracking of program activities, outputs, and outcomes across all departments by using the SayPro digital platform.

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🖥️ Platform Access & Tools

• Platform: https://saypro.online or internal SayPro M&E portal.
• User Roles: Project Leads, Department Heads, Monitoring Officers.
• Tools Used: Weekly Check-in Form, Activity Log, KPI Dashboards, Feedback Portal.

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📋 Weekly M&E Check-In Components

Section	Description
1. Activity Log	List activities completed in the current week (campaigns run, training held, outreach events, etc.).
2. KPI Tracking	Update key performance indicators (KPIs) aligned to specific program goals.
3. Output Reporting	Number of participants reached, materials distributed, posts published, etc.
4. Outcome Feedback	Early signals of change (youth engagement, feedback from community, improved awareness).
5. Challenges/Blockers	Operational, outreach, or engagement issues encountered.
6. Next Week’s Plan	Activities planned, resources needed, and responsible staff.
7. Supporting Evidence	Upload screenshots, photos, forms, or social media links as proof.

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🕒 Timeline

• Submission Day: Every Friday
• Cutoff Time: 3:00 PM (SAST)
• Submitted to: SayPro Monitoring Portal
• Follow-up Meeting: Mondays (optional or based on flags)

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🔄 Review Process

• Monitoring Officers review submissions.
• Red flags (missed KPIs, quality issues) are flagged.
• Feedback is returned to departments within 48 hours.

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📌 Expected Outcomes

• Real-time tracking of SayPro program effectiveness.
• Identification of gaps or underperformance.
• Strong evidence base for monthly and quarterly evaluations.