Author: Lindile Kheswa

SayPro Monthly January SCMR-13 SayPro Monthly Printing: Select appropriate paper stock and finish by SayPro Brand Material Office under SayPro Marketing Royalty SCMR

SayPro 8. Information and Targets for the Quarter
Cost Efficiency: Monitoring and Managing Printing Costs
As part of SayPro’s ongoing commitment to financial discipline and operational excellence, cost efficiency in printed materials remains a core performance indicator for the current quarter. This target is derived from the strategic direction outlined in SayPro Monthly January SCMR-13, under the initiative titled “SayPro Monthly Printing”.

Key Objectives:
Monitor Cost per Printed Item

All printed materials must be reviewed for their unit cost (cost per item), ensuring that they remain within or below the budgeted amount set during the quarterly planning phase.

Regular reporting mechanisms will be employed to compare actual costs against forecasted expenditures on a per-item basis.

Paper Stock and Finishing Standards

The selection of paper type and finish for all materials must align with the specifications approved by the SayPro Brand Material Office under the guidance of the SayPro Marketing Royalty SCMR unit.

Only pre-approved paper stock types and finishing techniques (e.g., matte, gloss, uncoated) are to be used to maintain brand consistency and control costs.

Vendor Compliance and Cost Control

Vendors involved in the printing process must adhere to SayPro’s cost benchmarks and quality standards.

Any deviations in material quality or cost overruns must be reported immediately to the Brand Material Office for corrective action.

Monthly Reporting & Analysis

The SayPro Supply Chain and Marketing Royalty (SCMR) team will generate a monthly printing cost analysis, beginning with SCMR-13 (January), highlighting:

Volume of items printed

Total and per-unit cost

Comparison to budget

Cost savings or overruns

These reports will inform future procurement and production decisions.

Quarter-End Evaluation Criteria

At the end of the quarter, performance will be measured by:

Percentage adherence to budgeted cost per item

Number of print runs completed within approved specifications

Any cost-saving innovations introduced (e.g., duplex printing, volume bundling)

Expected Outcome:
By following these controls and targets, SayPro aims to achieve enhanced cost efficiency in its printed communication materials, reinforcing both brand integrity and financial stewardship.

SayPro Monthly January SCMR-13 SayPro Monthly Printing: Select appropriate paper stock and finish by SayPro Brand Material Office under SayPro Marketing Royalty SCMR

SayPro – Information and Targets for the Quarter

Department: SayPro Marketing Royalty (SCMR)

Unit: SayPro Brand Material Office

Focus Area: Printing Quality, Material Standards, and Process Monitoring

Reference Documents:

• SCMR-13: SayPro Monthly January Report
• SCMR: SayPro Monthly Printing and Quality Management

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1. Printing Quality Reports

Objective:

To improve and standardize the quality of all printed materials used across SayPro’s marketing and branding campaigns.

Target Outcomes for the Quarter:

• Ensure 100% compliance with SayPro brand quality standards in all printed materials.
• Reduce quality issues by at least 30% compared to the previous quarter.
• Implement a structured tracking and resolution system for any reported printing issues.

Action Points:

a) Recording Quality Issues:

• All departments must log any identified print quality issues in the centralized quality tracking system.
• Each entry should include:
  • Description of the issue (e.g., color mismatch, blurred text, paper tears).
  • Affected material (e.g., brochures, training manuals, flyers).
  • Date of discovery.
  • Responsible supplier or internal unit.

b) Resolution & Follow-Up:

• Issues logged must be resolved within 5 business days.
• The SayPro Brand Material Office will investigate the root cause and assign responsibility.
• Corrective actions (e.g., reprinting, supplier change, paper upgrade) must be documented and verified.
• Monthly reporting on resolution statistics to be submitted in the SCMR Monthly Report.

c) Quarterly Review Metrics:

• Total number of issues reported
• Resolution turnaround time (average in days)
• Recurring issues and supplier performance
• Satisfaction score from internal SayPro stakeholders

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2. SayPro Monthly Printing Standards

Objective:

Ensure all printed materials uphold the prestige of the SayPro brand by maintaining consistency in material quality and finish.

Material Selection Guidelines:

• Paper Stock:
  • Use premium-grade, eco-certified paper for all public-facing materials.
  • Minimum 170gsm for brochures, 250gsm for covers.
  • Internal materials may use 120gsm unless otherwise required.
• Finish:
  • Gloss finish for promotional material; matte for professional communications (e.g., reports, whitepapers).
  • Use UV spot finishes on logos and headings for high-impact branding.
• Consistency:
  • All materials to follow SayPro’s Brand Identity Manual.
  • Any deviations must be approved in writing by the SayPro Brand Material Office.

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3. Roles and Responsibilities

Team/Department	Responsibility
SayPro Brand Material Office	Define and approve paper types, finishes, and branding for all printed material
SCMR Quality Unit	Monitor, log, and follow up on print quality issues
External Print Vendors	Comply with SayPro print specifications; address errors and reprints if needed
All Internal Teams	Report any quality issues immediately and support investigations

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Conclusion and Next Steps

SayPro’s focus this quarter is on eliminating repeat print quality issues and ensuring that all printed branding reflects the professionalism and integrity of the organization. The structured reporting and material approval process will lead to:

• Better cost control through fewer reprints.
• Improved brand consistency.
• Higher satisfaction among stakeholders and partners.

The next SCMR Monthly Report (February) will include an updated table of reported issues, response actions, and compliance scores across departments.

SayPro Monthly January SCMR-13 SayPro Monthly Printing: Select appropriate paper stock and finish by SayPro Brand Material Office under SayPro Marketing Royalty SCMR

SayPro Templates to Use

To maintain consistent quality and brand identity across all printed materials, SayPro has developed a series of official templates and compliance tools. These templates are part of our standard operating procedure outlined in SayPro Monthly – January Edition (SCMR-13) and governed by the SayPro Brand Material Office under SayPro Marketing Royalty SCMR. Every department must use these resources when producing print materials.

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✅ 1. Brand Compliance Checklist

This checklist is a mandatory pre-production tool that ensures all marketing and communication materials strictly adhere to SayPro’s brand guidelines.

Purpose:
To confirm alignment with SayPro’s visual identity and message before approval for print or distribution.

Key Checklist Components:

• Logo Usage: Correct logo version, size, and placement
• Typography: Approved fonts and weights (as per SayPro Style Guide)
• Color Palette: Only SayPro primary and secondary colors used (with HEX and CMYK values)
• Margins and Spacing: Minimum clear space around brand elements maintained
• Imagery: High-resolution, royalty-cleared, and brand-aligned
• Tone of Voice: Copy reflects SayPro’s voice: confident, inclusive, and clear
• Contact Information: Up-to-date and in the standard format
• Legal Disclaimers: Included where required (e.g., funding, partnerships)
• Approvals: Signed off by the SayPro Brand Material Office

When to Use:
At the concept finalization stage before print preparation. No material should move to production without a completed and approved checklist.

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🖨️ 2. Printing Template & Paper Selection Guide (SCMR-13 Standard)

All departments must use the official printing template and follow the SCMR-13 guide for paper selection and finishing.

Components of the Printing Template:

• Document size and bleed settings (e.g., A4 with 3mm bleed)
• Standard layout zones for headings, body, and footnotes
• Placeholder for SayPro logo and signature brand elements
• Pre-inserted style sheets with approved fonts and color settings

Paper & Finish Guidelines (as per SCMR-13):

• Internal Use Documents:
  • 100gsm matte white paper
  • No lamination or special finish
• External Marketing Materials (e.g., brochures, posters):
  • 150–200gsm gloss or silk paper
  • Optional: Spot UV or matte lamination for premium feel
• Formal Publications (e.g., annual reports, white papers):
  • 250gsm silk cover, 120gsm uncoated inside pages
  • Perfect binding with matte finish

When to Use:
After brand compliance is confirmed, use the printing template and paper selection guide to prepare the file for submission to the printer.

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👑 Governance and Quality Control: SayPro Marketing Royalty SCMR

All branded material is subject to final quality control by the SayPro Brand Material Office, reporting under SayPro Marketing Royalty SCMR. This office:

• Maintains template archives
• Conducts random audits of printed materials
• Approves final proofs before bulk printing

Important:
Unauthorized templates or deviations from the checklist and paper standards may lead to project delays or reprinting at departmental cost.

SayPro Monthly January SCMR-13 SayPro Monthly Printing: Select appropriate paper stock and finish by SayPro Brand Material Office under SayPro Marketing Royalty SCMR

SayPro 8. Information and Targets for the Quarter

Paper and Finish Selection Metrics

Objective:
To optimize material quality, brand consistency, and cost-efficiency by tracking and analyzing the types of paper stock and finishes used in SayPro’s monthly printing operations during the quarter. This initiative supports strategic decision-making by the SayPro Brand Material Office under the SayPro Marketing Royalty SCMR and is reported via SayPro Monthly January SCMR-13.

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1. Data Collection Source

• Report: SayPro Monthly January SCMR-13
• Unit: SayPro Monthly Printing
• Responsible Department: SayPro Brand Material Office
• Oversight: SayPro Marketing Royalty SCMR

This quarterly initiative gathers paper usage and finishing data from the official print production logs and monthly reports generated by the SayPro Monthly Printing division.

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2. Tracking Criteria

The following key metrics will be captured and reviewed:

a. Types of Paper Stock

• Standard Bond (e.g., 80gsm, 100gsm)
• Matte Coated (for reports, formal documentation)
• Gloss Coated (for brochures, marketing material)
• Textured or Premium Stock (used for certificates or executive communication)
• Recycled/Environmentally Friendly Paper

b. Types of Finishes Applied

• Matte Lamination
• Gloss Lamination
• UV Spot Coating
• Foil Stamping (Gold/Silver)
• Embossing/Debossing
• None (plain finish)

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3. Quarterly Targets

Metric	Target	Rationale
Number of distinct paper types used	≤ 5	Minimize variation to streamline procurement and control brand uniformity
Use of eco-friendly paper	≥ 30% of total usage	Support SayPro’s sustainability goals
High-finish marketing material	≥ 90% of external-facing collateral	Ensure premium presentation of SayPro branding to clients and stakeholders
Cost efficiency improvement	Reduce average paper cost by 10% QoQ	Optimize budget without compromising on quality
Monthly report submission accuracy	100% on-time submission	Ensure timely tracking and reporting

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4. Performance Indicators

• Paper Stock Diversity Index: Tracks how many unique types of paper were used and whether it aligns with the target range.
• Finish Utilization Ratio: Measures how many printed materials used each type of finish.
• Eco-Usage Metric: Calculates the percentage of materials produced on recycled or FSC-certified paper.
• Cost per Print Unit: Tracks quarterly changes in average print costs to ensure cost-efficiency efforts are effective.

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5. Review and Compliance

• The SayPro Brand Material Office will consolidate all paper and finish usage statistics at the end of each month.
• A full quarterly review will be submitted to the SayPro Marketing Royalty SCMR by the 5th working day of the following quarter.
• Departments exceeding paper or finish diversity thresholds may be subject to consultation or approval for special printing requests.

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6. Recommendations Moving Forward

• Encourage standardization in internal documentation paper type.
• Mandate finish selection guidelines in marketing material requests.
• Explore partnerships with certified eco-paper suppliers.
• Automate finish usage tracking in printing request software.

SayPro Monthly January SCMR-13 SayPro Monthly Printing: Select appropriate paper stock and finish by SayPro Brand Material Office under SayPro Marketing Royalty SCMR

SayPro Printing Budget Template Guide

📌 Template Name: SayPro Printing Budget Template

Purpose:
To track, manage, and compare actual printing costs against the allocated monthly printing budget as part of SayPro Monthly January SCMR-13 initiative. This template ensures consistent use of brand-approved materials and cost transparency in collaboration with SayPro Marketing Royalty SCMR and the SayPro Brand Material Office.

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🧾 Template Sections and Description

1. Header Section

• Document Title: SayPro Monthly Printing Budget Tracker – January SCMR-13
• Department: SayPro Marketing Royalty SCMR
• Prepared By: [Name], SayPro Brand Material Office
• Date: [Auto-generated]
• Reporting Period: January 2025

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2. Budget Overview Table

Item Description	Budget Code	Allocated Budget (ZAR)	Actual Spend (ZAR)	Variance (ZAR)	Notes/Comments
Flyers (A5, Gloss Finish)	SCMR-13-01	R 5,000	R 4,500	+R 500	Under budget
Banners (Vinyl, 2m x 1m)	SCMR-13-02	R 8,000	R 9,200	-R 1,200	Extra urgent order
Office Letterheads	SCMR-13-03	R 2,500	R 2,500	R 0	On budget
Brochures (Tri-fold, Matte)	SCMR-13-04	R 6,000	R 6,100	-R 100	Minor overrun
Posters (A3, Silk Finish)	SCMR-13-05	R 3,000	R 2,800	+R 200	Used in 2 regions only

Auto-Highlighting: Positive variance in green, negative in red.

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3. Paper Stock & Finish Specifications Table

(Required by SayPro Brand Material Office)

Item Type	Paper Stock	Finish	Size	Quantity	Supplier	Approval By Brand Office
Flyers	170gsm Coated	Gloss	A5	2,000	PrintZone SA	✔ Approved
Banners	Vinyl 510gsm	Matte	2m x 1m	5	BannerKing Pty	✔ Approved
Letterheads	120gsm Bond	Uncoated	A4	1,000	Stationery World	✔ Approved
Brochures	150gsm Coated	Matte	A4 (Tri-fold)	1,500	SA Print Masters	✔ Approved
Posters	200gsm Silk	Silk Finish	A3	500	PosterPro	✔ Approved

All specifications are aligned with the SayPro Brand Material Standards, as verified by the Brand Material Office.

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4. Printing Cost Breakdown Table

Supplier	Item Supplied	Unit Cost (ZAR)	Total Units	Total Cost (ZAR)	Payment Status
PrintZone SA	Flyers	R 2.25	2,000	R 4,500	Paid
BannerKing Pty	Banners	R 1,840	5	R 9,200	Pending
Stationery World	Letterheads	R 2.50	1,000	R 2,500	Paid
SA Print Masters	Brochures	R 4.07	1,500	R 6,100	Paid
PosterPro	Posters	R 5.60	500	R 2,800	Paid

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5. Budget Summary

• Total Budget Allocated: R 24,500
• Total Actual Spend: R 25,100
• Overall Variance: -R 600
• Budget Compliance Status: ⚠ Slightly Over Budget

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✅ Instructions for Use

1. Monthly Entry: Update the template monthly using actual invoices and PO data.
2. Approval Route: Submit updated template to the SayPro Brand Material Office for verification.
3. Template Storage: Save finalized version under:
   SayPro Drive > Marketing > SCMR-13 > January > Printing Budget Template
4. Audit Trail: Retain digital copies of all printing invoices linked within the spreadsheet.
5. Version Control: Save new versions as:
   SayPro_PrintBudget_Jan2025_v1.xlsx, v2.xlsx, etc.

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🗂 Format Availability

• Excel Version (.xlsx): Fully formula-driven
• Google Sheets: Cloud-accessible and collaborative
• PDF Export: For submission to executive management

SayPro Monthly January SCMR-13 SayPro Monthly Printing: Select appropriate paper stock and finish by SayPro Brand Material Office under SayPro Marketing Royalty SCMR

SayPro Printing Budget Template Guide

📌 Template Name: SayPro Printing Budget Template

Purpose:
To track, manage, and compare actual printing costs against the allocated monthly printing budget as part of SayPro Monthly January SCMR-13 initiative. This template ensures consistent use of brand-approved materials and cost transparency in collaboration with SayPro Marketing Royalty SCMR and the SayPro Brand Material Office.

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🧾 Template Sections and Description

1. Header Section

• Document Title: SayPro Monthly Printing Budget Tracker – January SCMR-13
• Department: SayPro Marketing Royalty SCMR
• Prepared By: [Name], SayPro Brand Material Office
• Date: [Auto-generated]
• Reporting Period: January 2025

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2. Budget Overview Table

Item Description	Budget Code	Allocated Budget (ZAR)	Actual Spend (ZAR)	Variance (ZAR)	Notes/Comments
Flyers (A5, Gloss Finish)	SCMR-13-01	R 5,000	R 4,500	+R 500	Under budget
Banners (Vinyl, 2m x 1m)	SCMR-13-02	R 8,000	R 9,200	-R 1,200	Extra urgent order
Office Letterheads	SCMR-13-03	R 2,500	R 2,500	R 0	On budget
Brochures (Tri-fold, Matte)	SCMR-13-04	R 6,000	R 6,100	-R 100	Minor overrun
Posters (A3, Silk Finish)	SCMR-13-05	R 3,000	R 2,800	+R 200	Used in 2 regions only

Auto-Highlighting: Positive variance in green, negative in red.

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3. Paper Stock & Finish Specifications Table

(Required by SayPro Brand Material Office)

Item Type	Paper Stock	Finish	Size	Quantity	Supplier	Approval By Brand Office
Flyers	170gsm Coated	Gloss	A5	2,000	PrintZone SA	✔ Approved
Banners	Vinyl 510gsm	Matte	2m x 1m	5	BannerKing Pty	✔ Approved
Letterheads	120gsm Bond	Uncoated	A4	1,000	Stationery World	✔ Approved
Brochures	150gsm Coated	Matte	A4 (Tri-fold)	1,500	SA Print Masters	✔ Approved
Posters	200gsm Silk	Silk Finish	A3	500	PosterPro	✔ Approved

All specifications are aligned with the SayPro Brand Material Standards, as verified by the Brand Material Office.

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4. Printing Cost Breakdown Table

Supplier	Item Supplied	Unit Cost (ZAR)	Total Units	Total Cost (ZAR)	Payment Status
PrintZone SA	Flyers	R 2.25	2,000	R 4,500	Paid
BannerKing Pty	Banners	R 1,840	5	R 9,200	Pending
Stationery World	Letterheads	R 2.50	1,000	R 2,500	Paid
SA Print Masters	Brochures	R 4.07	1,500	R 6,100	Paid
PosterPro	Posters	R 5.60	500	R 2,800	Paid

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5. Budget Summary

• Total Budget Allocated: R 24,500
• Total Actual Spend: R 25,100
• Overall Variance: -R 600
• Budget Compliance Status: ⚠ Slightly Over Budget

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✅ Instructions for Use

1. Monthly Entry: Update the template monthly using actual invoices and PO data.
2. Approval Route: Submit updated template to the SayPro Brand Material Office for verification.
3. Template Storage: Save finalized version under:
   SayPro Drive > Marketing > SCMR-13 > January > Printing Budget Template
4. Audit Trail: Retain digital copies of all printing invoices linked within the spreadsheet.
5. Version Control: Save new versions as:
   SayPro_PrintBudget_Jan2025_v1.xlsx, v2.xlsx, etc.

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🗂 Format Availability

• Excel Version (.xlsx): Fully formula-driven
• Google Sheets: Cloud-accessible and collaborative
• PDF Export: For submission to executive management

SayPro Monthly January SCMR-13 SayPro Monthly Printing: Select appropriate paper stock and finish by SayPro Brand Material Office under SayPro Marketing Royalty SCMR

SayPro Paper Stock and Finish Selection Template: Quality Control Checklist

Document Reference: SCMR-13 / January Issue
Department: SayPro Brand Material Office
Reviewed by: SayPro Marketing Royalty SCMR
Issued by: SayPro Monthly Printing Division
Version: 1.0
Effective Date: January 1, 2025

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🔹 1. GENERAL INFORMATION

Item	Description
Project Name	[Insert name of print campaign or material]
Document Type	Flyer / Brochure / Report / Training Manual / Poster / Other
Requestor	[Name of department or individual requesting the print]
Date of Review	[DD/MM/YYYY]
Reviewed by	[Name & Signature]

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🔹 2. PAPER STOCK SELECTION CHECKLIST

Please tick (✔) the appropriate boxes or fill in where applicable.

Checkpoint	Selection Criteria	Check (✔)	Notes
Paper Type	☐ Coated (Gloss/Matt) ☐ Uncoated ☐ Recycled ☐ Textured
Paper Weight (GSM)	☐ 80gsm ☐ 100gsm ☐ 120gsm ☐ 160gsm ☐ 200gsm+
Colour Consistency	☐ Uniform across all sheets ☐ Matches brand guideline
Print Absorption	☐ Ink does not smudge ☐ Sharp text/image output
Thickness Uniformity	☐ Feels consistent in hand ☐ No curling or warping
Grain Direction	☐ Parallel to fold (for folded material)
Environmental Certification	☐ FSC Certified ☐ Recycled Content (___%)
Brand Standard Alignment	☐ Paper stock approved in SayPro Brand Guidelines

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🔹 3. FINISHING OPTIONS REVIEW

Checkpoint	Selection Criteria	Check (✔)	Notes
Lamination	☐ Gloss ☐ Matte ☐ None
Coating	☐ Aqueous Coating ☐ UV Coating ☐ Spot UV ☐ None
Binding (if applicable)	☐ Saddle Stitch ☐ Perfect Bind ☐ Spiral Bind ☐ Stapled
Cutting/Trimming Accuracy	☐ Edges clean and even ☐ Within 2mm tolerance
Folding (if applicable)	☐ No cracking at fold ☐ Precise alignment
Embossing/Debossing	☐ Visible & Tactile ☐ Alignment with artwork
Die-Cut Elements	☐ Accurate shapes ☐ Smooth edges
Quality of Finish	☐ No bubbles, scratches, or damage

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🔹 4. PRINT QUALITY VERIFICATION

Checkpoint	Requirement	Check (✔)	Notes
Colour Accuracy	☐ Matches approved digital proof ☐ CMYK/Spot Colors verified
Image Clarity	☐ No pixelation ☐ High-resolution output
Registration	☐ Proper alignment of color plates ☐ No misregistration visible
Ink Density	☐ Consistent ink coverage ☐ No streaks or smudges
Typography	☐ Fonts render clearly ☐ No substitution or corruption
Brand Integrity	☐ Logos crisp and intact ☐ Branding compliant
Sample Sign-off	☐ Physical proof approved by SayPro Brand Material Office

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🔹 5. FINAL APPROVAL

Role	Name	Signature	Date
SayPro Brand Material Office
SayPro Marketing Royalty SCMR
Quality Control Lead

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📎 Attachments:

• Digital proof file (PDF)
• Printed sample copy
• Paper supplier specification sheet
• Finish process documentation (if special)

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🔁 Version History

Version	Date	Change Summary	Approved by
1.0	01/01/2025	Initial Release	SayPro Marketing Royalty

SayPro Monthly January SCMR-13 SayPro Monthly Printing: Select appropriate paper stock and finish by SayPro Brand Material Office under SayPro Marketing Royalty SCMR

SayPro Paper Stock and Finish Selection Template

For Internal Use Only | SayPro Brand Material Office
Template Reference: SCMR-PAPER-STK-FNSH-01
Project Name: SayPro Monthly January SCMR-13
Department: SayPro Marketing Royalty SCMR
Submitted By: [Insert Name]
Date: [Insert Date]

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1. Project Overview

• Publication Name: SayPro Monthly
• Edition: January
• Project Code: SCMR-13
• Intended Use: [ ] Internal Communication [ ] Client-Facing [ ] Promotional [x] Public Distribution
• Target Audience: [Insert target demographics or stakeholder group]

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2. Paper Stock Selection

Please select or specify the chosen paper characteristics.

• Paper Type:
  ☐ Gloss Coated ☐ Matte Coated ☐ Uncoated ☐ Recycled ☐ Satin ☐ Textured
  ✅ Selected: [e.g., Gloss Coated for vibrant imagery]
• Paper Weight (GSM / lb):
  ☐ 80 GSM ☐ 100 GSM ☐ 120 GSM ☐ 150 GSM
  ✅ Selected: [e.g., 150 GSM – Ideal for premium magazine pages]
• Paper Source:
  ☐ SayPro Approved Vendor A ☐ Vendor B ☐ FSC Certified Source ☐ Local Print Partner
  ✅ Selected: [Insert vendor name]

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3. Paper Finish Selection

Choose the finish that aligns with SayPro branding and tactile quality.

• Finish Type:
  ☐ High Gloss UV ☐ Matte Laminate ☐ Aqueous Coating ☐ Spot UV ☐ Soft Touch
  ✅ Selected: [e.g., Matte Laminate – consistent with January brand tone]
• Rationale for Finish Choice:
  e.g., The matte laminate provides a smooth, sophisticated texture that reduces glare and enhances readability, in line with the January issue’s introspective theme.

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4. Binding and Format Notes (If applicable)

• Binding Style: ☐ Saddle Stitch ☐ Perfect Bound ☐ Spiral ☐ Case Bound
  ✅ Selected: [e.g., Perfect Bound for professional finish and durability]
• Final Trim Size: [Insert Dimensions, e.g., A4 / 8.5 x 11 in]
• Cover Stock:
  • Type: [e.g., 250 GSM Gloss Cover]
  • Finish: [e.g., Spot UV on logo]

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5. Approval Routing

• SayPro Brand Material Officer Review
• SayPro Marketing Royalty SCMR Creative Lead Approval
• Final Print Production Sign-off

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6. Attachments (Upload/Include as Needed)

• Print Proof
• Vendor Quote
• Sample Swatches
• Branding Compliance Checklist

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Notes:

• All selections must align with the SayPro Visual Identity Standards (see SCMR-VIS-ID-GUIDE).
• Maintain consistent paper stock across recurring publications unless otherwise approved.
• For sustainability, prioritize FSC-certified or recycled paper options where possible.

SayPro Monthly January SCMR-13 SayPro Monthly Printing: Select appropriate paper stock and finish by SayPro Brand Material Office under SayPro Marketing Royalty SCMR

SayPro Templates to Use: Vendor Evaluation Template (SCMR-13)

Purpose

The Vendor Evaluation Template is a structured document used by SayPro’s Brand Material Office under SayPro Marketing Royalty (SCMR) to evaluate and monitor the performance, quality, reliability, and service standards of external printing vendors. It ensures alignment with SayPro’s brand quality, consistency, and monthly operational schedules.

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Template Name:

SayPro Vendor Evaluation Template – SCMR-13

Used For:

• Monthly printing performance reviews
• Procurement decision-making
• Risk management and vendor improvement
• Ensuring compliance with SayPro brand and print standards

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Sections of the Template

1. Vendor Information

• Vendor Name
• Contact Person
• Address & Contact Details
• Service/Product Provided
• Contract Start Date

2. Monthly Order Summary (January Example)

• Job ID / Reference Number
• Quantity Ordered
• Date of Delivery
• Type of Paper Stock & Finish Used
• Product or Material Output

3. Evaluation Criteria

Criteria	Description	Rating Scale (1-5)	Comments
Quality of Print	Clarity, color accuracy, material match	1-5	—
Paper Stock Selection	Use of approved SayPro paper types	1-5	—
Finishing Quality	Laminating, binding, matte/gloss level	1-5	—
Delivery Timeliness	Adherence to deadlines	1-5	—
Responsiveness	Communication and support	1-5	—
Brand Consistency	Alignment with SayPro visual identity	1-5	—
Packaging & Labeling	Correct labeling, no damage	1-5	—
Cost-Effectiveness	Pricing compared to value	1-5	—

4. Paper Stock & Finish Selection

Based on the SayPro Monthly January SCMR-13 Print Guidelines, evaluate if the vendor:

• Used Silk Coated 170gsm for flyers and Uncoated 350gsm for business cards
• Applied Soft-touch Matte Laminate on covers
• Used only SayPro-approved Pantone Colors and embossing for logos

5. Non-Conformance Record (If any)

• Issue Description
• Date Identified
• Resolution Action Taken
• Impact on SayPro Operations

6. Recommendations

• Continue/Discontinue Vendor Use
• Areas for Improvement
• Need for Re-training or Rebriefing

7. Approval & Signature

• Evaluator Name
• Designation (e.g., SayPro Brand Materials Manager)
• Date of Evaluation
• Signature

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Instructions for Use (Monthly Routine)

1. Pre-Evaluation:
   Collect all monthly print samples and delivery logs.
2. Assessment:
   The Brand Material Office evaluates the vendor using the above criteria after each monthly delivery (e.g., January under SCMR-13).
3. Documentation:
   Fill out the Vendor Evaluation Template by the 3rd working day of the following month.
4. Archiving:
   Save digitally in the “SayPro SCMR Vendor Performance Logs” on the shared drive or Notion workspace.
5. Action:
   If vendors fall below a 3.5 average score, flag for follow-up or replacement consideration.

SayPro Monthly January SCMR-13 SayPro Monthly Printing: Select appropriate paper stock and finish by SayPro Brand Material Office under SayPro Marketing Royalty SCMR

Tasks to be Done for the Period:

1. Delivery and Distribution

Objective: Ensure that all SayPro Monthly January SCMR-13 printed materials are delivered accurately, on time, and ready for immediate distribution.

Key Responsibilities:

• 1.1 Confirm Printing Completion Timeline
  • Coordinate with the SayPro Brand Material Office under the SayPro Marketing Royalty SCMR team.
  • Confirm the exact date and time when printing will be completed.
  • Ensure all copies of the January SCMR-13 edition are quality-checked and approved.
• 1.2 Finalize Delivery Schedule
  • Develop a detailed delivery schedule, ensuring all recipient branches or distribution hubs receive materials ahead of the start of the distribution window.
  • Allocate responsible delivery personnel or logistics partners.
  • Communicate schedules with all stakeholders.
• 1.3 Verify Delivery Addresses & Contacts
  • Cross-check the list of recipients, physical addresses, and contact persons.
  • Ensure updated information is available to avoid failed deliveries or delays.
  • Include contingency contact numbers for each location.
• 1.4 Track Delivery Progress
  • Implement a tracking system (e.g., delivery confirmation slips, app-based updates, or spreadsheets).
  • Assign a point person to oversee logistics and address any real-time issues during delivery.
• 1.5 Confirm Receipt & Acknowledge Delivery
  • Obtain signed delivery receipts or electronic confirmations from recipients.
  • Ensure all locations confirm that packages are complete, undamaged, and received on time.
  • Report delivery status to SayPro Marketing Royalty SCMR.

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2. SayPro Monthly Printing

Objective: Ensure that the January SCMR-13 edition is printed using the correct specifications aligned with SayPro’s brand standards.

Key Responsibilities:

• 2.1 Paper Stock Selection
  • Choose high-quality paper stock that reflects SayPro’s premium image.
  • Consult with the SayPro Brand Material Office for brand-aligned options (e.g., matte/gloss finish, thickness, eco-friendly materials).
  • Confirm paper stock availability with the printer and place orders in advance.
• 2.2 Print Finish Specification
  • Decide on finishing options: matte or glossy, lamination, UV spot, embossing, etc.
  • Ensure the finish enhances readability and visual appeal, while maintaining durability for handling during distribution.
  • Review test prints or samples before full production.
• 2.3 Quality Control Before Final Print Run
  • Conduct a thorough quality check of layout, colors, brand alignment, and text accuracy.
  • Ensure all images and content meet the SayPro branding guidelines.
  • Approve final design and print specifications jointly with the Brand Material Office.
• 2.4 Print Supervision & Verification
  • Assign a SayPro representative to oversee the print run.
  • Ensure timelines are adhered to and printers maintain quality throughout the process.
  • Monitor quantities and ensure no shortfalls or overprints unless previously agreed.

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Responsible Units:

• SayPro Brand Material Office
• SayPro Marketing Royalty SCMR
• Logistics & Distribution Team
• External Print Vendor (if applicable)

Reporting and Communication:

• All updates on printing, delivery, and distribution should be documented and shared in weekly reports.
• Issues must be escalated immediately to SayPro Marketing Royalty SCMR for resolution.