SayPro Conduct weekly technical and operational system checks on the SayPro website.

Weekly Technical and Operational System Checks on the SayPro Website

Department: SayPro Monitoring and Evaluation Monitoring Office
Oversight: SayPro Monitoring, Evaluation, and Learning Royalty (MELR)
Purpose: To ensure the continuous functionality, performance, and reliability of the SayPro website through structured weekly system checks.

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Objective

To maintain the operational excellence and technical stability of the SayPro website by institutionalizing weekly technical and operational checks that detect issues early, prevent service interruptions, and ensure an optimal user experience.

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Scope of Weekly System Checks

Area	Focus	Tools / Methods
Performance Monitoring	Page load speed, uptime, server response time	Google PageSpeed Insights, GTmetrix, Uptime Robot
Security Review	SSL validity, vulnerability scans, malware checks	SSL Labs, Wordfence (if WordPress), site scanning tools
Content Accuracy	Broken links, outdated info, UI consistency	Broken Link Checker, manual review
Functionality Testing	Contact forms, login processes, interactive elements	Manual test cases, automation tools
Backup Validation	Review of website backups and restore capability	Hosting panel backup log, test restores monthly
Analytics & Traffic Review	Bounce rates, referral traffic, user flow	Google Analytics, Hotjar
System Update Check	CMS updates, plugin versions, theme integrity	WordPress/Drupal backend, staging environment tests

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Weekly Process Flow

1. Schedule and Prepare
   • Checks are conducted every Friday between 08:00 and 11:00 SAST.
   • Assigned WebOps personnel receive a checklist and log form.
2. Execution of Technical Checks
   • Tools are run to evaluate speed, uptime, security, and data health.
   • Manual walkthroughs are performed on key user journeys.
3. Issue Identification and Logging
   • All anomalies, performance drops, or broken elements are documented.
   • Issues are categorized by urgency: Critical, Moderate, Minor.
4. Action & Reporting
   • Immediate fixes are made for critical issues.
   • A summary report is compiled and submitted to the Monitoring Office.
   • Recurring issues are flagged for deeper investigation or escalation.

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Outputs and Deliverables

• Weekly Website System Health Report
  • Includes uptime %, performance scores, issue logs, and resolutions
• Issue Tracker
  • Updated with newly discovered issues and their status
• Action Plan
  • Tasks assigned for unresolved or high-priority items

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Expected Benefits

• Reduced risk of downtime or critical failure
• Improved website speed and user satisfaction
• Increased data security and trust with users
• Early detection of problems before they escalate
• Reliable support for ongoing programs and communications

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Performance Indicators

KPI	Target
Website uptime	99.9% weekly
Issues resolved within 48 hours	100%
Weekly report submission rate	100%
System check compliance	100% weekly completion

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Conclusion

By conducting consistent weekly technical and operational system checks, SayPro ensures that its website remains functional, secure, and efficient—reinforcing SayPro’s commitment to digital excellence, stakeholder trust, and operational accountability.