SayPro Data Collection Template: Data Points Collected

SayPro Data Collection Template: Data Points Collected

The SayPro Data Collection Template outlines the key data points that must be captured for each reporting period to ensure effective monitoring, evaluation, and learning. These data points are critical for maintaining accuracy, ensuring accountability, and meeting stakeholder expectations. The following data points need to be collected for the SayPro Monthly Report (e.g., February SCLMR-1):

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1. Report Period Information

• Data Point Name: Report Period
  • Description: The specific reporting month (e.g., February 2025).
  • Source: Program Calendar
  • Frequency: Monthly
  • Method: Automated report generation or manual entry from the program calendar.
  • Responsible Team: M&E Office

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2. Indicator Performance

• Data Point Name: SCLMR-1 Indicator Number
  • Description: The specific code or identifier for the indicator being reported (e.g., SCLMR-1.1, SCLMR-1.2).
  • Source: Program Documentation/Monitoring Plan
  • Frequency: Monthly
  • Method: Extract from the system, or program records.
  • Responsible Team: Monitoring & Evaluation (M&E) Team
• Data Point Name: Indicator Description
  • Description: Detailed explanation of the indicator being tracked (e.g., “Number of beneficiaries served by the program”).
  • Source: Monitoring and Evaluation Manual/Program Reports
  • Frequency: Monthly
  • Method: Refer to documentation for indicator descriptions.
  • Responsible Team: Program Team

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3. Target Group Data

• Data Point Name: Total Beneficiaries Served
  • Description: Total number of beneficiaries engaged with the program during the reporting period (both direct and indirect).
  • Source: Beneficiary Registration Records, Attendance Sheets, Direct Program Interactions
  • Frequency: Monthly
  • Method: Manual entry from registration logs, survey data, or field reporting.
  • Responsible Team: Program Management Team
• Data Point Name: Beneficiary Demographics
  • Description: Demographic breakdown of beneficiaries (e.g., age, gender, location).
  • Source: Beneficiary Surveys, Registration Forms
  • Frequency: Monthly
  • Method: Collected through surveys or registration forms.
  • Responsible Team: Field Staff

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4. Program Activities

• Data Point Name: Activity Name and Description
  • Description: A summary of the key activities conducted during the reporting period (e.g., training sessions, workshops, outreach programs).
  • Source: Activity Logs, Program Documentation
  • Frequency: Monthly
  • Method: Data entry from activity reports.
  • Responsible Team: Program Staff
• Data Point Name: Number of Activities Completed
  • Description: The total count of activities successfully completed within the reporting period.
  • Source: Program Activity Logs
  • Frequency: Monthly
  • Method: Manual counting of completed activities.
  • Responsible Team: Program Staff

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5. Outcome Data

• Data Point Name: Key Outcome Achievements
  • Description: Summary of the major outcomes achieved during the reporting period (e.g., improvement in skills, knowledge transfer, increased service uptake).
  • Source: Activity Reports, Outcome Tracking Sheets
  • Frequency: Monthly
  • Method: Reported based on outcome evaluations and surveys.
  • Responsible Team: Outcome Evaluation Team
• Data Point Name: Outcome Indicators
  • Description: Specific outcome indicators (e.g., “percentage increase in the target skill or knowledge among beneficiaries”).
  • Source: Monitoring Plan, Program Results Framework
  • Frequency: Monthly
  • Method: Extracted from evaluation reports or surveys.
  • Responsible Team: Monitoring and Evaluation Office

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6. Data Quality Control

• Data Point Name: Data Verification Status
  • Description: A check on whether the data has been reviewed and verified for accuracy and completeness.
  • Source: Data Validation Records
  • Frequency: Monthly
  • Method: Internal review and verification process by the M&E office.
  • Responsible Team: Data Verification Team
• Data Point Name: Missing Data Action Plan
  • Description: If any data is missing or incomplete, a plan of action to address the gaps.
  • Source: Program Data Collection Reports
  • Frequency: As necessary
  • Method: Documented plan of action from field teams or M&E staff.
  • Responsible Team: Data Collection Team

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7. Challenges and Issues

• Data Point Name: Program Challenges
  • Description: Any obstacles or issues encountered during the reporting period (e.g., logistical challenges, data collection difficulties).
  • Source: Field Reports, Program Team Logs
  • Frequency: Monthly
  • Method: Documentation by field staff and program management.
  • Responsible Team: Field Team
• Data Point Name: Data Collection Challenges
  • Description: Specific challenges related to data collection (e.g., access to beneficiaries, incomplete data).
  • Source: Field Reports, Surveys
  • Frequency: As necessary
  • Method: Field notes and feedback forms.
  • Responsible Team: Data Collection Team

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8. Stakeholder Feedback

• Data Point Name: Stakeholder Feedback
  • Description: Any relevant feedback received from stakeholders during the reporting period regarding the program’s performance.
  • Source: Stakeholder Meetings, Surveys, Interviews
  • Frequency: As necessary
  • Method: Collection through stakeholder consultations, interviews, or surveys.
  • Responsible Team: Stakeholder Engagement Team

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9. Timeliness of Data Submission

• Data Point Name: Data Submission Timeliness
  • Description: Indicates whether the data was submitted on time for reporting.
  • Source: Submission Logs, Date Stamps
  • Frequency: Monthly
  • Method: Review of submission timestamps.
  • Responsible Team: M&E Office

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10. Completeness of Data

• Data Point Name: Data Completeness Status
  • Description: Verifies if the data submitted is complete (i.e., no missing values, correct format).
  • Source: Data Submission Forms, Review Logs
  • Frequency: Monthly
  • Method: Data quality checks and validation.
  • Responsible Team: Data Quality Team

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11. Recommendations and Actions

• Data Point Name: Action Items and Recommendations
  • Description: Suggestions for program improvement based on the data analysis, including corrective actions for data quality issues.
  • Source: M&E Reports, Team Meetings
  • Frequency: Monthly
  • Method: Discussions and documentation after data review sessions.
  • Responsible Team: M&E Office/Program Team

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Conclusion:

The data points outlined in this SayPro Data Collection Template are essential for ensuring that data is systematically and accurately captured. By collecting the appropriate data, the program can maintain transparency, measure progress effectively, and respond to emerging challenges quickly. Each data point serves a specific function in the broader monitoring, evaluation, and learning process, contributing to the overall success of the program.