SayPro Discrepancy Log Template

Department: (Department name)
Report Title: (Title of the report being reviewed)
Review Period: (Date range of the report)
Log Date: (Date the discrepancy is logged)
Logged By: (Name of the person logging the discrepancy)

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Discrepancy Details

Discrepancy ID	Date Identified	Description of Discrepancy	Data Affected	Impact on Report	Root Cause	Corrective Action Taken	Person Responsible	Resolution Date
D001	(Date)	(Brief description of the issue, e.g., “Revenue reported was $5000 less than actual sales figures.”)	(e.g., Revenue, Expenses)	(e.g., Financial summary impacted)	(e.g., Incorrect data entry in system)	(e.g., Re-entered correct data from source system)	(Person who resolved the issue)	(Date when issue was resolved)
D002	(Date)	(Brief description of the issue)	(e.g., Operational efficiency data was inconsistent)	(e.g., Affected performance metrics)	(e.g., Data misinterpretation in calculations)	(e.g., Recalculated performance metrics)	(Person responsible)	(Date of resolution)
D003	(Date)	(Brief description of the issue)	(e.g., HR headcount mismatch)	(e.g., Employee count incorrect)	(e.g., Missing employees in the report)	(e.g., Added missing employees from HR database)	(Person responsible)	(Date of resolution)

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Additional Notes & Comments:

• Note 1: (If there are any additional notes regarding the discrepancy, include them here, such as patterns of recurring issues or departmental feedback.)
• Note 2: (Any long-term corrective actions to prevent similar issues in the future.)

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Follow-Up Actions

• Follow-Up Date: (The date when a follow-up check should be made to ensure the corrective action has been fully implemented.)
• Follow-Up Status: (Ongoing/Completed/Pending)
• Comments: (Notes about any ongoing actions or further issues discovered after initial resolution.)

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Sign-Off Section

• Reviewed By:
  (Name of the person reviewing and verifying the resolution of the discrepancy)
  (Date of review)
• Approved By:
  (Name of the person or manager approving the final resolution)
  (Date of approval)

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Template Notes:

1. Discrepancy ID: A unique identifier for each discrepancy, making it easier to track over time.
2. Description of Discrepancy: A brief but clear description of the issue (e.g., missing data, incorrect calculation, data mismatch).
3. Data Affected: Specify which data elements were affected by the discrepancy (e.g., revenue, employee count, production metrics).
4. Impact on Report: A brief explanation of how the discrepancy affects the overall report (e.g., affects financial accuracy, performance metrics, etc.).
5. Root Cause: Document the underlying reason for the discrepancy (e.g., human error, system issue, outdated data).
6. Corrective Action Taken: Details about how the issue was resolved and what steps were taken to correct the error (e.g., data correction, recalculation).
7. Person Responsible: Name of the individual or team who took responsibility for resolving the issue.
8. Resolution Date: Date when the discrepancy was resolved.
9. Follow-Up Actions: This section ensures that any issues are revisited and resolved for good in future reports.

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This SayPro Discrepancy Log Template helps track, document, and resolve errors systematically, ensuring transparency and accountability in the reporting process. It also helps identify recurring issues so that preventive measures can be implemented for future reports.

Feel free to adjust or expand upon the template as needed for your organization’s specific needs!