SayPro M&E Monthly Standard Reporting Format

Reporting Month: [e.g., May 2025]
Project/Programme Name: [Insert Project Name]
Region/Location: [Insert Location(s)]
Submitted By: [Full Name]
Position/Role: [Your Title]
Date of Submission: [Insert Date]

1. Executive Summary

Provide a brief overview of key achievements, challenges, and highlights from the reporting period. This should be concise but informative.

Example:
“In May 2025, the SayPro Youth Skills Programme reached 920 beneficiaries across Gauteng and Limpopo. Training sessions were held in four centers, and data collection improved significantly. Delays in materials delivery and internet outages in two sites slightly impacted monitoring efficiency.”

2. Indicator Performance Tracking Table (IPTT)

3. Narrative Report Sections

3.1 Programme Implementation Summary

Detail what activities were planned vs. what was executed. Note changes, delays, or accelerations in implementation.

• Planned Activities:
  • [e.g., Conduct 5 training sessions in three districts]
• Completed Activities:
  • [e.g., Conducted 4 trainings; 1 postponed due to trainer illness]

3.2 Data Collection and Monitoring

• Describe data collection methods used (surveys, site visits, phone interviews, etc.).
• Indicate if there were any changes to tools or procedures.
• Highlight any data quality control issues or improvements.

Example: “Data was collected via KoboToolbox in 6 sites, with 94% data completion. Quality improved due to refresher training conducted for field teams in week 2.”

3.3 Challenges and Risks

List major implementation or monitoring challenges and how they were managed or mitigated.

• [e.g., Power outages in rural data centers delayed dashboard updates.]
• [e.g., Language barriers affected some survey responses.]

3.4 Lessons Learned

Share key takeaways for future implementation or scaling.

• [e.g., Remote training sessions require local facilitators to assist with engagement.]
• [e.g., Weekly data checks reduced entry errors by 15%.]

3.5 Success Stories or Quotes (Optional)

Include any beneficiary feedback, quotes, or short case stories that illustrate impact.

Quote:
“This was the first time I used a tablet to answer a survey – it made me feel involved and respected.” – Beneficiary, Eastern Cape

4. Recommendations & Follow-Up Actions

5. Attachments / Annexes

Please attach supporting documents:

• Field data raw exports
• Attendance registers
• Photographs from field activities
• Completed KPI tracker
• Any internal data dashboards or visual summaries

6. Approval Section