SayPro Launch Plan: M&E System Training Registration

Objective: Ensure all relevant staff and partners are registered and scheduled for upcoming M&E system training sessions.
Led by: SayPro Monitoring Office & HR, with IT support

✅ Step 1: Finalize Registration Platform

Choose one of the following:

• Google Form / Microsoft Form (recommended for ease of access)
• Internal HR platform (if available)
• Email-based PDF form submission (for areas with low connectivity)

Include mandatory fields: Name, Employee ID, Department, Location, Role, Training Preferences, Accessibility Needs.

✅ Step 2: Create & Launch Registration Form

Form Title:
🔗 SayPro M&E System Training Registration Form – May/June 2025

Key Fields:

• Full Name
• Employee ID
• Job Title & Department
• Supervisor Name
• Location/Region
• Preferred Training Date (list available options)
• Laptop needed? (Yes/No)
• Language preference
• Prior experience with M&E systems (Yes/No)
• Accessibility or special requirements

📎 Attach: Info sheet on the training program

✅ Step 3: Draft & Send Registration Invitation

Subject:
📢 Register Now: SayPro M&E System Training – Secure Your Spot!

Email Body (Template):

Dear Team,

SayPro is rolling out our new Monitoring & Evaluation (M&E) systems, and you’re invited to register for a mandatory training session. These sessions will equip you with essential skills to collect, track, and report data effectively using our new tools.

🔗 Please complete your registration by [Deadline Date]:
[Insert Form Link]

📅 Training Dates: [List of date options]
💬 Languages Available: English, isiZulu, Xhosa
🖥️ Sessions available virtually and in-person

For any questions, email us at training@saypro.org

Kind regards,
SayPro Monitoring Office
monitoring@saypro.org

✅ Step 4: Track Registrations

Create a real-time registration dashboard (Google Sheets, Excel, or internal tool) with:

• Total sign-ups by date/region
• Role-specific attendance (Field, Managerial, etc.)
• Gaps by department or location

✅ Step 5: Send Confirmation & Reminders

• Confirmation Email after registration: Include training time, location, materials to bring
• Reminder Email 2–3 days before the training

✅ Step 6: Close Registration & Prepare Attendance List

• Export attendance lists by session
• Assign trainers/facilitators to each cohort
• Share lists with IT (for user access setup), HR, and regional leads

📦 Optional Resources to Include:

• Training Agenda PDF
• FAQ Sheet
• Pre-Training Assessment Survey Link
• Contact details for helpdesk

Would you like me to:

• Build a Google Form registration template?
• Draft the confirmation/reminder email copy?
• Help set up a tracking sheet for registered participants?