SayPro upload final reports and presentations on SayPro website for access by all stakeholders.

SayPro Guidelines: Uploading Final Reports and Presentations for Stakeholder Access

1. Purpose

To ensure transparent and timely sharing of monitoring and evaluation findings, strategy updates, and project progress with all SayPro stakeholders via the official website platform.

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2. Roles and Responsibilities

Role	Responsibility
Monitoring & Evaluation Officers	Prepare finalized reports and presentations for upload.
Reporting Officers	Review and approve final versions.
SayPro IT Support	Manage website access, troubleshoot upload issues, and ensure data security.
Regional Coordinators	Notify stakeholders about newly uploaded materials.

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3. Preparation of Final Documents

• Confirm all reports and presentations are thoroughly reviewed, edited, and approved.
• Ensure files are in accessible formats (e.g., PDF for reports, PPT or PDF for presentations).
• Include metadata: title, author(s), date, project/period covered, and a brief summary or abstract.

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4. Uploading Procedure

1. Access the SayPro Website Admin Portal:
   Log in using secure credentials with upload permissions.
2. Navigate to the Document Repository:
   Locate the relevant project or reporting section.
3. Upload Files:
   • Use clear, consistent file naming conventions (e.g., SayPro_MonthlyReport_June2025.pdf).
   • Upload final versions ensuring no draft files are mistakenly posted.
4. Add Descriptions and Tags:
   Include summaries, keywords, and project identifiers to facilitate search and retrieval.
5. Set Access Permissions:
   Ensure documents are accessible to all intended stakeholders (public or restricted groups).
6. Verify Upload Success:
   Confirm files display correctly and links are functional.

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5. Notification and Communication

• Send email alerts or newsletters to stakeholders announcing new uploads.
• Highlight key findings or strategic updates in communications.
• Provide guidance on accessing and navigating the website repository.

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6. Maintenance and Updates

• Regularly review uploaded documents to ensure currency.
• Archive outdated files with clear labeling.
• Address any stakeholder feedback regarding accessibility or content.

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7. Security and Confidentiality

• Ensure sensitive data is redacted or appropriately restricted.
• Follow SayPro data protection policies during uploads and sharing.