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SayPro M&E Indicator Tracking Template
SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
SayPro Integration Mapping Sheet
This sheet helps you answer:
🔹 What data goes where?
🔹 Which tools need to be connected?
🔹 What indicators or workflows are affected?
🔹 Who owns what?
📘 Section 1: Data Element & Indicator Overview
| # | Data Element / Indicator | Type | Source System | Target System | Indicator ID | Frequency |
|---|---|---|---|---|---|---|
| 1 | % of youth completing training | Outcome | CRM (HubSpot) | M&E Dashboard | EDU-001 | Quarterly |
| 2 | Email open rate (training invitations) | Output | Mailchimp | Power BI Dashboard | MKT-005 | Weekly |
| 3 | Registered beneficiaries by district | Output | SayPro Website Form | Salesforce CRM | REG-101 | Real-time |
📘 Section 2: Workflow or Use Case
| Business Workflow | Trigger Point | Integration Need | Expected Output |
|---|---|---|---|
| Beneficiary registration | User submits form on SayPro site | Push contact info to CRM and auto-tag for program follow-up | New contact record with region and program tags |
| Digital campaign performance | Campaign launch in Mailchimp | Pull open and click data into M&E dashboard for reporting | Weekly engagement stats in visual dashboards |
| Training session attendance | Training logged in KoboToolbox | Sync with program M&E sheet and update completion indicators | Real-time completion stats by location |
📘 Section 3: Platform & Tool Mapping
| Platform / Tool | Role | Data In | Data Out | Connected To |
|---|---|---|---|---|
| Salesforce CRM | Contact management, segmentation | Website forms, email clicks | M&E dashboard, Power BI | Website, Email platform, KoboToolbox |
| KoboToolbox | Data collection (field, surveys) | Manual entry, API feeds | M&E dashboard, CRM | Training teams, Program leads |
| Mailchimp / HubSpot | Email marketing automation | Contact lists, campaign design | Email engagement, click data | CRM, Power BI |
| Power BI / Tableau | Analytics and visualization | CRM, Mailchimp, Kobo data | Dashboards, reports | Executive team, program managers |
| SayPro Website (CMS) | User interface, registrations | Visitor actions, forms | Leads, registration details | CRM, Kobo, analytics systems |
📘 Section 4: Responsibilities & Owners
| System/Module | Team Owner | Technical Lead | Data Accuracy Lead |
|---|---|---|---|
| CRM (Salesforce) | CRM Team | IT/CRM Manager | M&E Data Officer |
| Website Forms | Web Development | Web Lead | Program Coordinator |
| Email Campaigns | Marketing Team | Digital Marketing Manager | M&E Officer |
| M&E Dashboard | M&E Monitoring Office | Data Analyst | MEL Manager |
📘 Section 5: Sync Frequency & Method
| Data Flow | Sync Method | Schedule | Notes |
|---|---|---|---|
| Mailchimp → CRM | API | Daily (overnight) | Includes opens, clicks, unsubscribes |
| KoboToolbox → M&E Dashboard | API | Real-time | Auto-sync for post-training surveys |
| Website Form → Salesforce → Power BI | API + ETL | Real-time | Power BI refresh every 1 hour |
| CRM → Impact Dashboard | Power BI Connector | Daily | Cross-check against monthly KPIs |
📌 Optional Add-ons for the Sheet
- ✅ Excel & Google Sheets versions
- ✅ Color-coded automation vs manual processes
- ✅ Readiness column for integration status
- ✅ Link to SOPs or API documentation per row
📦 Deliverables You Can Request:
- 🧾 Excel or Google Sheet version of this Integration Mapping Sheet
- 📈 Template for integration readiness assessment
- 🔁 Flow diagram of integrations for a visual map
- 🧰 Automation script samples (Zapier, Power Automate, Python)
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