SayPro Data Collection Template: Data Entry Date

SayPro Data Collection Template: Data Entry Date

The Data Entry Date refers to the specific date on which the collected data is entered into the SayPro data management system or documented for reporting purposes. Accurate tracking of the data entry date is critical for ensuring timeliness, data integrity, and accountability throughout the program’s monitoring and evaluation process.

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1. Data Entry Date Information

Field	Description	Source	Frequency of Data Entry	Method of Data Entry	Responsible Team
Data Entry Date	The specific date when data collected during the reporting period is entered into the system.	Data Collection Forms, Program Logs	Monthly, or as data is collected	Manual entry into database or system	Data Entry Team, M&E Office
Data Entry Start Date	The date when data entry begins for the specific reporting period.	Program Activity Logs	Monthly	Automated or Manual Data Entry Start	Data Collection Team
Data Entry Completion Date	The date when data entry for the reporting period is completed.	Program Data Submission Log	Monthly	Manual entry, automated time stamps	Data Entry Team
Data Entry Accuracy Confirmation Date	The date when the data has been reviewed and confirmed for accuracy before submission.	Verification Records, Data Logs	Monthly	Data review and confirmation process	Data Verification Team

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2. Key Data Entry Process Steps

A. Date of Data Collection

• Description: The date when the data was initially collected from the field or system (e.g., surveys, interviews, program logs).
• Source: Program activity logs, field records.
• Frequency: Collected daily or weekly, based on program activities.
• Responsible Team: Field Staff, Program Team

B. Data Entry Date

• Description: The date when the collected data is entered into the designated data management system or program database.
• Frequency: Once data is collected and compiled, entered immediately to ensure timely reporting.
• Responsible Team: Data Entry Team

C. Date of Data Verification

• Description: The date when the data has been reviewed for consistency, completeness, and accuracy.
• Source: Verification logs, data quality control reports.
• Frequency: After data entry is completed for each report period (monthly).
• Responsible Team: Data Verification Team

D. Data Finalization Date

• Description: The date when all data for the reporting period has been finalized, validated, and ready for submission.
• Source: M&E validation logs, submission records.
• Frequency: At the end of the reporting period (e.g., after all data is reviewed).
• Responsible Team: M&E Office

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3. Importance of Accurate Data Entry Dates

• Timeliness: Tracking the Data Entry Date ensures that data is entered promptly, aligning with program timelines and ensuring that reports can be generated on time for stakeholders.
• Data Integrity: Knowing when data was entered allows the team to assess if it was collected and entered in a timely and organized manner. Delays in data entry can affect overall data accuracy.
• Accountability: Maintaining clear records of when data is entered and verified helps ensure accountability within the data collection and reporting process.
• Reporting Transparency: Data Entry Date records allow the M&E team and stakeholders to understand whether any delays or issues have affected the data collection or reporting cycle.
• Follow-up Actions: If discrepancies or errors are found in the data, the date of data entry can help trace the point at which the issue occurred, making it easier to address.

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4. Data Entry Date Documentation and Log Template

To help track the data entry process and ensure data quality, the following log template should be maintained:

Data Entry ID	Data Point	Date of Data Collection	Date Data Entered	Date of Data Verification	Completed By (Data Entry)	Verification By	Comments/Notes
001	Total Beneficiaries Served	2025-02-01	2025-02-02	2025-02-03	John Doe	Jane Smith	Entry verified and complete
002	Program Activities Completed	2025-02-03	2025-02-04	2025-02-05	Alice Brown	Mark Green	Activity data reviewed
003	Key Outcome Achievements	2025-02-04	2025-02-05	2025-02-06	Emily White	Lily Clark	Outcome data finalized

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5. Roles and Responsibilities for Data Entry Date

• Data Collection Team: Responsible for accurately recording the date of data collection and ensuring it is entered in the system promptly.
• Data Entry Team: Ensures that all collected data is entered into the database/system on the correct date, following all required formats and standards.
• M&E Team: Reviews the data entry date logs and verifies that data has been entered accurately and on time for reporting.
• Program Management Team: Oversees data entry practices, ensuring that any issues are addressed and ensuring that reporting timelines are met.

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6. Conclusion

The Data Entry Date is an essential component of the SayPro data management system. By tracking when data is entered and ensuring it is done promptly and accurately, the program can ensure that reporting is timely, transparent, and consistent. Adherence to these guidelines ensures the overall efficiency and success of the monitoring and evaluation process, ultimately leading to better program outcomes and stronger stakeholder engagement.