SayPro 4. Documents Required from Employee:Stakeholder Feedback: Any feedback or reports from key stakeholders involved in the project during the quarter.

SayPro – 4. Documents Required from Employee: Stakeholder Feedback

Objective:
The purpose of collecting Stakeholder Feedback is to ensure that SayPro integrates the voices, experiences, and insights of those who interact with or are impacted by its projects and programs. Feedback from stakeholders—including beneficiaries, partners, funders, government officials, and community leaders—is a core input into SayPro’s Monitoring, Evaluation, and Learning (MEL) framework and the development of its quarterly reports.

Definition of Stakeholder Feedback:

SayPro Stakeholder Feedback refers to any written, verbal, or recorded response received from individuals or organizations involved in or affected by SayPro activities during the reporting period. It can include both positive and critical input and is essential for:

• Continuous improvement,
• Measuring stakeholder satisfaction,
• Adjusting strategies in real-time,
• Demonstrating accountability and responsiveness.

Types of Stakeholder Feedback Accepted:

Employees must submit any of the following types of stakeholder feedback received during the quarter:

1. Formal Letters or Emails
   • From government partners, donors, NGOs, or institutions.
   • Expressing satisfaction, concerns, recommendations, or collaboration outcomes.
2. Feedback Forms/Surveys
   • Structured data from post-event or post-intervention questionnaires completed by participants.
3. Meeting Minutes
   • Notes from stakeholder consultation meetings, roundtables, or public dialogues.
4. Verbal Feedback Transcriptions
   • Summarized or transcribed notes from informal discussions or interviews with stakeholders.
5. Social Media Mentions or Comments
   • Screenshots or links showing relevant project-related stakeholder feedback posted on SayPro platforms.
6. Testimonial Videos or Audio Clips
   • Recorded statements from beneficiaries or partners (must include date, name, and consent where applicable).
7. Reports from Monitoring Visits
   • Feedback gathered during external monitoring or site visits conducted by donors, evaluators, or partners.

Required Information in Submitted Feedback Documents:

To standardize and streamline the submission of stakeholder feedback, employees must ensure that each document includes or is accompanied by:

• Date of Feedback
• Stakeholder Name and Affiliation
• Project or Activity Linked to Feedback
• Summary of the Feedback
• Response or Action Taken by SayPro (if applicable)
• Supporting Documentation (e.g., scanned form, email screenshot, signed letter)

Submission Process:

• Deadline:
  Stakeholder feedback must be compiled and submitted by the 15th of the month following the end of the quarter (e.g., April 15, 2025, for Q1: Jan–Mar 2025).
• Format:
  • Use the SayPro Stakeholder Feedback Submission Form to accompany each feedback item.
  • Submit files as PDF, JPEG (for handwritten notes or forms), MP4 (for videos), or Word documents.
• Submission Portal:
  Upload to the SayPro Internal Reporting Portal → “Quarterly Documents” → “Stakeholder Feedback.”

Why Stakeholder Feedback Matters to SayPro:

• Transparency and Responsiveness:
  It demonstrates that SayPro listens and adapts based on what stakeholders say.
• Improved Program Design:
  Helps refine project activities to better meet stakeholder needs.
• Increased Trust and Collaboration:
  Builds stronger relationships with community members, funders, and partners.
• Informs Quarterly and Annual Reports:
  Adds credibility and depth to SayPro’s narrative reporting, showing real-world outcomes and impact.
• Required for Donor Reporting and Compliance:
  Many funders request evidence of stakeholder engagement and responsiveness.

Examples of Stakeholders SayPro Employees Should Collect Feedback From:

• Beneficiaries (individual or group level)
• Community leaders and local authorities
• Donor representatives or partner organizations
• Government officials or departments
• Trainers, facilitators, or consultants
• Institutional or corporate partners
• Youth leaders or advisory committees

Support Tools Provided by SayPro:

• Stakeholder Feedback Submission Form (template)
• Post-Event Feedback Survey Forms
• Stakeholder Interview Guide
• Consent Form for Recording Testimonials
• Video/Audio Upload Instructions Manual
• SayPro MEL Feedback Tracker (shared online database)

Compliance and Quality Control:

• All feedback must be documented truthfully and submitted without alteration.
• Anonymous feedback must be clearly marked as such.
• Incomplete or unverified feedback will be flagged for resubmission.
• Feedback that includes sensitive or critical issues must be flagged for urgent review by the SayPro MEL Royalty Team.

Conclusion:

Stakeholder Feedback is a vital component of SayPro’s reporting ecosystem. It empowers SayPro to evaluate its relevance, responsiveness, and effectiveness directly from the people it serves and collaborates with. Employees are expected to prioritize feedback collection, ensure ethical handling, and submit this data accurately and promptly every quarter.

Would you like me to provide the SayPro Stakeholder Feedback Submission Form or a feedback tracker template for immediate use?