SayPro Initial M&E System Overview Webinar Plan

Objective: Provide a comprehensive introduction to SayPro’s new Monitoring & Evaluation (M&E) system to all relevant staff and partners.
Led by: SayPro Monitoring Office, facilitated by M&E experts and IT support.

📅 Webinar Details

• Title: Introduction to SayPro’s New M&E System
• Date: [Insert Date]
• Time: [Insert Time]
• Duration: 1.5 to 2 hours
• Platform: [Zoom/Webex/Teams]
• Target Audience: All relevant SayPro staff and partners (Managers, Data Collectors, and M&E leads)
• Facilitators/Trainers: SayPro M&E Team, IT Support
• Language Options: English (with translations available as needed)

📝 Webinar Agenda

1. Welcome & Introduction (10 minutes)

• Opening remarks – by SayPro M&E Lead
• Overview of M&E at SayPro – importance, purpose, and how the system supports program objectives
• Introductions – facilitator and team, overview of the training sessions

2. Overview of SayPro’s New M&E System (25 minutes)

• What is the M&E system?
  • The system’s role in tracking, reporting, and assessing project performance
  • Benefits for data management, real-time reporting, and decision-making
• System Architecture and Functionality
  • Key features (dashboards, data entry, reporting)
  • User roles and access levels
  • Workflow integration within projects
• Security and Data Privacy
  • Ensuring compliance with data protection policies

3. Live System Demonstration (30 minutes)

• Navigating the system: Logging in, accessing the dashboard, and understanding key modules
• Data entry: How to enter, track, and manage project data
• Running reports: Generating and interpreting project progress reports
• Uploading supporting documents
• Common tasks & troubleshooting: Answering FAQs live
  • Real-time questions and answers during the demo (allow participants to submit questions)

4. Breakout Sessions (Optional, 20 minutes)

• Q&A by Role
  • Break participants into role-specific groups (e.g., Managers, Data Collectors, M&E Focal Points)
  • Facilitators answer specific questions based on the group’s needs
  • Discuss any challenges or key takeaways for each group

5. Wrap-Up & Next Steps (10 minutes)

• Summary of key points covered
• Overview of upcoming training sessions (hands-on, follow-up webinars, etc.)
• Access to resources: Share links to recordings, guides, and handouts
• Feedback & Evaluation: Invite attendees to fill out the feedback form to improve future sessions
• Contact Details: For further inquiries, support, or follow-up questions

🛠️ Preparation Tasks

1. Pre-Webinar Communication

• Email Invitation:
  Send an invitation to all relevant staff, including training objectives, webinar link, and any preparatory material. Subject: Join Us: SayPro M&E System Overview Webinar – [Date]
  Body: Dear Team,We’re excited to invite you to our upcoming webinar on SayPro’s new Monitoring & Evaluation system. This session will introduce you to the system’s core functions, how it enhances your work, and what to expect from future training sessions.📅 Webinar Date: [Date]
  ⏰ Time: [Time]
  🔗 Join the webinar here: [Insert Link]Best regards,
  [SayPro Monitoring Office Team]

2. Create Webinar Materials

• PowerPoint slides: Prepare slides that are clear, visual, and concise (covering the M&E system overview, demo steps, and Q&A).
• Demo Environment: Ensure the demo environment is set up and tested before the session.
• Backup Facilitators: Have backup facilitators or IT staff available in case of technical difficulties.

3. Send Reminders

• One day before the webinar: Send a reminder with the session link, along with the agenda and any last-minute notes.
• 30 minutes before the webinar: Send another reminder with the link to join.

📊 Post-Webinar Actions

1. Follow-Up Email

• Thank You Note: Appreciate the attendees’ participation and provide the following:
  • Recording link (for review)
  • Relevant resources (presentation slides, user guides, FAQs)
  • Information on future training sessions
  • Feedback Form Link to gather insights and improve future webinars.

2. Survey & Evaluation

• Share a short post-webinar survey to assess the effectiveness of the session. Include questions like:
  • Did you find the webinar useful? (Rate 1–5)
  • What topics would you like more training on?
  • Were the instructions clear? (Yes/No)

3. Review Feedback & Plan Next Steps

• Analyze feedback to fine-tune future webinars or training sessions.
• Share the feedback with the facilitators and M&E team to continuously improve content.

💡 Additional Suggestions

• Recording: Ensure the webinar is recorded for those who cannot attend live.
• Interactive Elements: Use polls or live Q&A tools to encourage participant engagement.
• Accessible Materials: Ensure materials are available in multiple formats and languages if needed.