🔧 SayPro M&E–IT Collaboration Plan for Smooth System Operation

Prepared by: SayPro Monitoring Office | Monitoring, Evaluation, and Learning Royalty
In Collaboration With: SayPro IT Support Services

🎯 Objective

To ensure the M&E system operates reliably during and after rollout by establishing strong coordination between the Monitoring Office and the IT team for technical support, issue resolution, and user readiness.

🧩 1. Establish a Joint M&E–IT Task Team

Members:

• M&E System Administrator (Lead)
• SayPro IT Support Technician
• Training Coordinator
• M&E Officer (Regional Rep)

Responsibilities:

• Oversee technical readiness before trainings
• Coordinate rapid response during system issues
• Monitor system performance and user load
• Document and resolve bugs or user errors quickly

🛠️ 2. Conduct Pre-Training System Checks

1 Week Before Each Training:

• ✅ Test user logins for all registered trainees
• ✅ Ensure training environment is accessible (demo or sandbox version)
• ✅ Confirm all sample data is preloaded and functioning
• ✅ Test all links and dashboard displays
• ✅ Prepare backup offline materials in case of outages

Bonus: Run a 10-minute “tech rehearsal” the day before with trainers.

🚨 3. Provide Real-Time Tech Support During Training

IT On-Call Support Includes:

• Live chat support via Teams
• Hotline or WhatsApp group for immediate troubleshooting
• Quick password resets
• Browser or device compatibility fixes
• Network/stability checks for virtual sessions

📍 IT technician to be present (virtually or physically) for the first 2–3 training sessions.

🧰 4. Create a Shared Issue Tracker (Google Sheet or Helpdesk Ticketing System)

Fields:

• User Name
• Issue Description
• Training Session
• Severity Level
• Assigned To
• Status (Pending/In Progress/Resolved)
• Resolution Date

Purpose: Ensure no issue goes untracked and staff feel supported.

🔄 5. Schedule Post-Training Debriefs

• 20-minute meeting after each major session
• Discuss:
  • Issues encountered
  • Questions asked repeatedly
  • What worked well technically
  • What should be improved next time

📦 6. Develop a Tech Troubleshooting Resource Kit

Create with IT:

• Common issues and fixes guide (e.g., login problems, blank dashboards)
• Device/browser compatibility chart
• “What to do if the system crashes mid-session” cheat sheet
• Video walkthrough for resetting passwords or clearing cache

📊 7. Monitor System Stability and User Feedback After Rollout

• Use backend analytics to:
  • Track login rates
  • Identify error messages
  • Monitor user dropout points
• Use surveys to flag issues users are not reporting directly

Share a weekly IT–M&E sync report for the first 30 days after launch.

✅ Summary: SayPro–IT Coordination Table