SayPro Data Collection Forms: Detailed forms used to collect relevant data for monitoring and evaluation purposes.

Data collection forms are essential tools for gathering accurate and consistent data during the monitoring and evaluation (M&E) of programs and projects. These forms help ensure that the collected data is reliable and can be analyzed for making informed decisions. Below is an outline of detailed forms that can be used for different data collection purposes in M&E:

1. Participant Information Form

Used to gather demographic and baseline data about participants in a program or intervention.

Key Elements:

• Participant ID
• Name
• Age
• Gender
• Education level
• Occupation
• Contact details
• Household size
• Location/Address
• Date of enrollment in the program
• Baseline knowledge or skill level (if applicable)

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2. Program Activity Tracking Form

Used to track activities conducted during the program, ensuring each step is implemented as planned.

Key Elements:

• Activity ID
• Activity description
• Date and time of the activity
• Location
• Responsible personnel
• Number of participants
• Resources used
• Outcomes achieved (immediate)
• Issues/challenges encountered

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3. Attendance Sheet

Tracks attendance during training sessions, workshops, or meetings, indicating participation rates.

Key Elements:

• Session ID
• Date of session
• Trainer/facilitator name
• Participant name (with ID)
• Attendance (Present/Absent)
• Signature (if needed for verification)
• Comments (if applicable)

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4. Survey/Questionnaire

Used for collecting data on knowledge, attitudes, practices (KAP), or satisfaction from participants or beneficiaries.

Key Elements:

• Respondent ID (to maintain anonymity)
• Age, gender, and other demographic details
• Series of questions (closed or open-ended)
• Likert scale (for measuring attitudes or satisfaction)
• Open-ended questions for qualitative insights
• Date of completion

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5. Focus Group Discussion (FGD) Guide

A form used for documenting insights during group discussions, especially qualitative feedback from participants.

Key Elements:

• FGD ID and title
• Date and time
• Location
• Moderator/facilitator name
• Participant names (anonymized)
• Key discussion points
• Notes on group dynamics and participation
• Summary of responses to specific questions
• Insights, challenges, and recommendations shared by the group

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6. Key Informant Interview (KII) Guide

Used for collecting in-depth qualitative data from knowledgeable individuals or stakeholders.

Key Elements:

• Interviewee ID or role
• Date and location of the interview
• Interviewer name
• Introduction and consent statement
• Interview questions (predefined)
• Responses and observations
• Themes emerging from responses
• Follow-up actions or recommendations
• Notes on the context or situation of the interview

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7. Observation Checklist

A form used by evaluators to record their observations during field visits, events, or program activities.

Key Elements:

• Observation ID
• Date and time of observation
• Location
• Observer name
• Observed activity or event description
• Criteria/indicators being observed (e.g., participation, quality, etc.)
• Observations (noting anything unusual or notable)
• Recommendations or suggested improvements
• Reflection/notes on the observed event or behavior

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8. Performance Indicator Tracking Form

Used to monitor the progress of specific program performance indicators over time.

Key Elements:

• Indicator ID and description
• Baseline value
• Target value
• Data collection frequency (weekly/monthly/quarterly)
• Actual value (quantitative data)
• Unit of measurement (e.g., percentage, number, etc.)
• Date of data collection
• Responsible person for data collection
• Data source (survey, administrative records, etc.)
• Notes on trends, challenges, or adjustments needed

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9. Case Study Form

Used to collect detailed information about individual beneficiaries or cases within the program, often for qualitative reporting.

Key Elements:

• Case ID
• Beneficiary or case description (name, age, background)
• Program activities the case participated in
• Changes observed as a result of program activities
• Success stories, challenges faced, and outcomes
• Testimonies from the beneficiary (if available)
• Recommendations for program improvement based on this case

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10. Exit Interview Form

Conducted at the end of a program or intervention to assess participant satisfaction, challenges, and overall feedback.

Key Elements:

• Participant ID
• Date of exit interview
• Facilitator name
• Overall satisfaction rating (Likert scale)
• Strengths and weaknesses of the program
• Impact of the program on the participant’s life
• Unmet needs or areas for improvement
• Suggestions for program improvement
• Would the participant recommend this program to others? (Yes/No)

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11. Financial Tracking Form

Used to track the financial expenditures of a program to ensure adherence to budgets.

Key Elements:

• Expense ID
• Date and time of expenditure
• Description of expenditure
• Budget category (e.g., personnel, materials, overhead)
• Amount spent
• Source of funds
• Approving authority/signature
• Supporting documentation (e.g., receipts)
• Notes or justifications for deviations (if any)

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12. Impact Assessment Form

Used to assess the long-term impact of the program on beneficiaries or the target population.

Key Elements:

• Participant ID
• Date of assessment
• Program activity or intervention(s) involved
• Long-term outcomes (e.g., income, health, education)
• Comparison of pre- and post-program indicators
• Qualitative data (e.g., personal stories, testimonials)
• Impact on the community (if applicable)
• Suggestions for future programs based on impacts observed

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13. Data Quality Assurance Form

Ensures that data collection methods and processes are followed correctly to maintain data reliability.

Key Elements:

• Data collection tool used (survey, interview, observation, etc.)
• Date and time of data collection
• Name of data collector
• Data source verification (was the source credible?)
• Completeness of data (no missing entries)
• Accuracy check (against source data)
• Notes on potential errors or discrepancies and resolutions

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14. Beneficiary Feedback Form

Used to collect ongoing feedback from beneficiaries about the quality and effectiveness of the program.

Key Elements:

• Beneficiary ID
• Program activity participated in
• Feedback on the activity (what went well, what didn’t)
• Suggestions for improvement
• Overall satisfaction with the program
• Likelihood of continued participation or recommending the program

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15. Program Outcome Assessment Form

Tracks the short-term, medium-term, and long-term outcomes of the program against its objectives.

Key Elements:

• Outcome ID
• Objective the outcome is linked to
• Expected outcome
• Actual outcome (quantitative or qualitative)
• Evidence supporting the outcome (data, case studies)
• Date of outcome measurement
• Remarks or interpretation of the outcome

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16. Follow-up Survey Form

Used for tracking participant progress or impact after program completion, often months later.

Key Elements:

• Participant ID
• Date of follow-up
• Key outcomes to track (e.g., employment, health, education)
• Changes since program completion
• Long-term satisfaction with the program
• Suggestions for future programs or follow-up activities

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These data collection forms are essential for effective M&E, enabling data-driven decision-making and continuous program improvement.