SayPro Data Collection Template (Excel format)

SayPro Data Collection Template – Excel Format

🗂️ Sheet 1: Instructions

Purpose: To guide field staff and M&E officers on how to fill in the template.

Column	Description
A	Field descriptions and purpose
B	Accepted input format (e.g., text, dropdown, number, date)
C	Validation rules (e.g., mandatory, numeric range, list values)

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📄 Sheet 2: Data Entry Form

Column Header	Description	Data Type	Example
Record ID	Unique identifier (auto-generated or manual)	Text/Number	2025-LP-001
Project Name	Name of the SayPro project	Text (Dropdown)	Youth Skills Training
Region/Province	Location of the activity	Text (Dropdown)	Limpopo
District	District where data was collected	Text	Vhembe
Date of Activity	When the activity was conducted	Date	2025-06-15
Participant Name	Full name of youth participant	Text	Jane Doe
Participant ID	Unique beneficiary code	Text/Number	YP123456
Age	Participant’s age	Number	19
Gender	Gender identity	Dropdown (Male, Female, Other)	Female
Activity Type	What type of activity was conducted	Dropdown (Training, Workshop, Outreach, Mentoring)	Workshop
Module Completed	Name or number of completed module	Text	Module 2
Attendance Status	Attended or absent	Dropdown (Present, Absent)	Present
Feedback Rating (1–5)	Satisfaction with activity	Number (1–5)	4
Notes/Comments	Additional remarks or observations	Text	Participant suggested longer sessions.
Data Collector Name	Staff collecting the data	Text	John Mahlangu

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✅ Sheet 3: Dropdown Lists (Validation)

Used for data validation via named ranges.

Field	Valid Values
Gender	Male, Female, Other
Region	Gauteng, Limpopo, Eastern Cape, Free State, etc.
Project Name	Youth Skills, Digital Literacy, Employment Support
Attendance Status	Present, Absent
Activity Type	Training, Workshop, Mentoring, Outreach

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✔️ Key Features

• Data validation rules to ensure clean, consistent data (e.g., age must be a number between 15–35).
• Conditional formatting to flag missing values or errors.
• Dropdown menus for uniform data input.
• Locked cells for protected fields like formulas or auto-generated IDs.
• Can be easily imported into Power BI, Tableau, or SayPro’s central dashboard.