SayPro Collaborate with SayPro IT to integrate digital forms and dashboards for real-time monitoring.

Project Title:

Integration of Digital Monitoring Tools for Real-Time Marketing Performance Tracking

🏢 Departments Involved:

• SayPro Monitoring and Evaluation Office (Lead)
• SayPro IT Department (Technical Support & Systems Integration)
• Marketing & Communications Team (Data Input & Use)

🎯 Objectives of Collaboration

• To digitize and standardize SayPro’s marketing data collection.
• To ensure real-time tracking and visibility of audience engagement.
• To integrate marketing tools with the SayPro platform, CRM, and analytics systems.
• To enhance data-driven decision-making and improve campaign responsiveness.

🔧 Key Integration Components

1. Digital Forms Integration

• Tools: Google Forms, Typeform, Microsoft Forms, or SayPro custom form builder.
• Action by IT:
  • Develop embeddable forms for:
    • Campaign tracking
    • Feedback collection
    • Event attendance
  • Enable mobile-friendly access through SayPro’s website and app.
  • Set up auto-sync with Google Sheets or SayPro Database.

2. Real-Time Dashboard Development

• Tools: Google Data Studio, Power BI, or custom SayPro dashboard.
• Action by IT:
  • Connect forms and CRM to a centralized dashboard.
  • Configure live data feeds from:
    • Website analytics (GA4)
    • Social media (via APIs)
    • CRM lead data
  • Create user-friendly interfaces with:
    • Monthly trends
    • KPI visualizations (CTR, engagement, leads)
    • Regional performance filters

3. Data Integration & Storage

• Platform: SayPro Cloud Database or integrated cloud storage.
• Action by IT:
  • Design secure data flow from forms to storage and reporting tools.
  • Implement access control for different user levels (e.g., MEL, Marketing, Executives).
  • Enable automatic data backups.

4. Automation & Notifications

• Action by IT:
  • Set up automated email/SMS alerts for low-performing campaigns or data entry delays.
  • Implement monthly digests sent to team leads.
  • Sync reminders for team members to submit data on time.

5. Testing and Training

• Joint Activity (M&E + IT):
  • Pilot test digital forms and dashboard in one marketing region.
  • Conduct user testing with Marketing Officers.
  • Revise based on usability feedback.
  • Deliver onboarding and training sessions.

📅 Proposed Timeline

✅ Expected Outcomes

• Seamless, digital-first marketing data tracking system.
• Faster reporting cycles and real-time insight into campaign performance.
• Reduction in manual reporting errors and time.
• Better alignment between marketing actions and SayPro’s strategic goals.