SayPro – 100 Monthly Tasks for System Performance Reviews

💻 1. System Health & Functionality Checks

1. Run full-system diagnostic tests
2. Review system uptime reports
3. Test all core platform modules (CRM, LMS, reporting tools)
4. Verify login and authentication processes
5. Assess system response and load times
6. Review data backup logs
7. Monitor system alerts and error messages
8. Review API functionality and integrations
9. Test search and filter functions
10. Verify mobile app responsiveness

📊 2. Data Quality & Integrity

11. Validate database consistency
12. Run data duplication checks
13. Perform manual data spot-checks
14. Check for broken links and missing references
15. Clean obsolete or inactive user records
16. Audit input fields for accuracy and formatting
17. Review auto-sync functions from mobile forms
18. Reconcile data between dashboards and raw entries
19. Validate uploaded documents and file attachments
20. Perform cross-department data comparison

🧑‍🤝‍🧑 3. User Access & Permissions

21. Review user access control lists (ACLs)
22. Revoke access for inactive users
23. Approve/deny pending user requests
24. Test role-based access configurations
25. Check audit logs for unauthorized access attempts
26. Verify account creation logs
27. Conduct password strength analysis
28. Confirm 2FA (two-factor authentication) setup
29. Review super admin permissions
30. Update organizational chart-linked access

🛠 4. System Configuration & Maintenance

31. Review system configuration settings
32. Apply available updates and patches
33. Test post-update functionality
34. Perform software version control checks
35. Test auto-notification workflows
36. Monitor scheduled scripts and automations
37. Clear system cache and temporary files
38. Review user interface for UI/UX consistency
39. Verify cron jobs and triggers
40. Clean unused forms, fields, or pages

📈 5. Performance Metrics & Reporting

41. Review monthly usage statistics
42. Analyze system heatmaps (user clicks/navigation)
43. Track monthly report generation frequency
44. Monitor API request volumes
45. Measure load times during peak usage
46. Analyze data submission error rates
47. Check monthly form completion rates
48. Track LMS course engagement
49. Review CRM activity logs
50. Generate executive summary of system KPIs

🔐 6. Security and Compliance

51. Conduct malware and vulnerability scans
52. Monitor login attempts and IP logs
53. Review SSL certificate validity
54. Validate data encryption protocols
55. Verify compliance with POPIA/GDPR
56. Review activity logs for suspicious behavior
57. Ensure secure file storage protocols
58. Perform endpoint security checks
59. Test data recovery procedures
60. Review user privacy consent logs

📩 7. Feedback & Support

61. Collect user feedback through monthly surveys
62. Review helpdesk ticket resolution times
63. Analyze recurring user issues
64. Update FAQs and knowledgebase
65. Conduct system feedback sessions with departments
66. Rate internal support satisfaction
67. Test chatbot/helpdesk performance
68. Log support escalations
69. Review support scripts and templates
70. Share user feedback insights with tech teams

👥 8. Interdepartmental Collaboration

71. Meet with departments for system needs review
72. Update system based on training feedback
73. Share usage statistics with program teams
74. Coordinate with M&E on data outputs
75. Document cross-department system dependencies
76. Assign system performance liaisons per department
77. Report updates to leadership
78. Collect improvement suggestions from field staff
79. Identify internal champions for system promotion
80. Map stakeholder expectations for upcoming upgrades

📅 9. Planning, Updates & Development

81. Review backlog of feature requests
82. Update system roadmap
83. Plan upcoming patches or releases
84. Log new enhancement ideas
85. Prioritize critical vs non-critical issues
86. Review third-party vendor updates
87. Identify outdated plugins/add-ons
88. Conduct risk analysis of pending updates
89. Update system documentation
90. Schedule developer sprint reviews

✅ 10. Documentation & Audit Trails

91. Archive obsolete data and reports
92. Document system updates applied
93. Maintain changelog of monthly activities
94. Backup audit logs to external storage
95. Verify compliance documentation
96. Update internal SOPs
97. Log monthly performance summary
98. Save helpdesk case studies for training
99. File system compliance reports to M&E
100. Prepare summary report for executive briefing

📁 Optional Deliverables:

• Monthly System Performance Report Template
• Automated checklist in Excel or Airtable
• Dashboard view of completed vs pending system tasks
• User feedback collection form (Google Forms / SayPro platform)