SayPro GPT topic extraction (minimum of 3 prompts per report)

SayPro GPT Topic Extraction – Report Analysis Process

Objective:

To extract key recurring topics and themes from program reports using SayPro’s GPT integration. Each report should be analyzed with a minimum of three distinct prompts, ensuring comprehensive analysis.

Step 1: Preparation

Before applying GPT-based extraction, ensure the following:

• Report Format: The document should be in a readable format (e.g., Word, PDF, or Excel) and uploaded to the SayPro platform.
• Report Details: Ensure that the report includes necessary metadata:
  • Date of report
  • Activity/Program Name
  • Location/Region
  • Target Audience
  • Data Types (qualitative or quantitative)

Step 2: Define Extraction Prompts

For each report, you will use at least three prompts to extract relevant topics that aid in decision-making and strategic evaluation. Each prompt focuses on a different aspect of the report for a more comprehensive analysis.

Prompt 1: Extracting Key Themes for Program Improvement

• Example Prompt:
  “Identify key themes from this report that can help improve program delivery. Focus on common challenges, feedback from participants, and areas for improvement in service provision.”
• Purpose:
  This prompt focuses on identifying recurring challenges or gaps in program implementation, ensuring that insights are actionable for continuous improvement.

Prompt 2: Extracting Decision-Making Indicators

• Example Prompt:
  “List the decision-making indicators derived from the report’s data. Focus on performance metrics, participant engagement, and any early signs of program success or failure.”
• Purpose:
  This prompt extracts key performance indicators (KPIs) and other actionable metrics from the report, which can be used for performance tracking and future decision-making.

Prompt 3: Extracting Beneficiary Impact Themes

• Example Prompt:
  “What are the recurring themes related to the impact on beneficiaries in this report? Identify key benefits, challenges faced by participants, and any feedback related to program impact.”
• Purpose:
  This prompt focuses on the beneficiary perspective, extracting themes that indicate the effectiveness of the program and its impact on target populations.

Step 3: Use SayPro GPT Integration for Topic Extraction

1. Upload Report to SayPro Platform:
   Ensure that the report is uploaded to the SayPro platform under the Monitoring and Evaluation section.
2. Initiate GPT-Based Extraction:
   Using SayPro’s GPT integration, apply the three distinct prompts to the report. GPT will analyze the document and generate a list of recurring themes based on the specified criteria.
3. Review GPT Output:
   Review the topics generated by GPT to ensure they align with the report’s goals and provide meaningful insights. Topics may include:
   • Challenges in delivery (e.g., low attendance, supply chain delays)
   • Engagement insights (e.g., community interest, barriers to participation)
   • Key indicators (e.g., improved literacy, increased employment rates)

Step 4: Organize Extracted Topics

Once GPT has processed the prompts, organize the extracted themes into easily digestible categories:

• Frequency: Number of times a topic appears across different sections of the report.
• Relevance: Direct relevance to improving M&E goals and decision-making.

Step 5: Generate Final Report with Insights

Once the extracted topics are organized, use SayPro’s standard templates to create a summary report containing the key findings:

• Executive Summary: Provide a brief overview of the extracted themes and how they align with strategic goals.
• Topic Analysis: List the three prompt categories and corresponding extracted themes.
• Actionable Insights: Based on the themes, provide recommendations for program adjustments or areas for further monitoring.
• Next Steps: Identify any follow-up actions or areas requiring deeper investigation (e.g., additional surveys, focus groups).

Example of GPT-Extracted Topics from a Report

Prompt 1 – Program Improvement Themes

• Low attendance in evening sessions: Field teams suggest flexible scheduling.
• Lack of transportation for remote participants: Consider transport provisions or virtual options.
• Need for more interactive training materials: Beneficiaries request hands-on learning resources.

Prompt 2 – Decision-Making Indicators

• Attendance rate below 70%: Need to increase outreach efforts in target areas.
• High dropout rates among male participants: Suggest reviewing male-specific engagement strategies.
• Positive feedback on digital learning: Indicates readiness for further digital expansion.

Prompt 3 – Beneficiary Impact Themes

• Beneficiaries report improved digital literacy: 85% of participants demonstrate increased skills.
• Youth expressed interest in career services: Calls for enhanced career counseling modules.
• Women report better access to income-generating programs: Need to expand this model.

Step 6: Upload Topic Extraction Summary

• Submit the final topic extraction report to the SayPro Document Portal for record-keeping and integration with overall program monitoring.
• Share extracted insights with relevant stakeholders (e.g., program managers, field officers) to align program strategy and improve future activities.

Final Notes:

• Frequency of Topic Extraction: Minimum of three prompts per report ensures comprehensive analysis.
• Actionability: Make sure extracted topics lead to concrete actions, such as adjusting program strategies or improving delivery methods.
• Consistency: Regularly use GPT topic extraction to track program progress and ensure alignment with M&E goals.