SayPro Ensure 90% timely submission of all marketing reports via SayPro portal.

✅ SayPro Strategy: Achieve 90% Timely Submission of Marketing Reports

🗂️ 1. Standardize Reporting Schedule & Templates

• Create a Reporting Calendar:
  • Weekly Reports: Due every Friday by 4 PM
  • Monthly Reports: Due on the 28th of each month
• Use Official Templates:
  • Template 1: Weekly Activity Log
  • Template 2: Monthly Evaluation Report
  • Template 5: Campaign Performance Scorecard

Action: Publish the calendar and templates in a central shared drive and on the SayPro portal.

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⏰ 2. Automate Email & Portal Notifications

• Send Scheduled Reminders:
  • 3 days before deadline
  • 1 day before deadline
  • Final reminder on deadline day

Action: Use the SayPro portal’s built-in reminder system or link to tools like Google Calendar or Monday.com.

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👥 3. Assign Clear Reporting Responsibilities

• Each team/region must have a designated reporting officer accountable for timely submissions.
• Maintain a submission log with the name, date submitted, and status.

Action: Create a centralized reporting responsibility matrix and share with the Monitoring & Evaluation team.

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📊 4. Track Submission Compliance

• Maintain a Marketing Reporting Compliance Dashboard showing:
  • % Submitted On Time
  • Late Submissions
  • Missing Reports
  • Trends over time

Month	Total Reports Expected	On Time	% On Time	Late	Not Submitted
April	20	18	90%	2	0
May	22	21	95%	1	0

Action: M&E team to review dashboard weekly and follow up with non-compliant units.

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📈 5. Provide Feedback and Follow-Up

• Share monthly submission performance with all teams.
• Highlight high-performing teams and flag consistent late submitters.
• Require explanations for repeated delays and implement support or corrective actions.

Action: Host monthly 15-minute review meetings with teams to address submission trends and bottlenecks.

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🎖️ 6. Incentivize Compliance

• Recognition: Feature teams with 100% on-time submission in SayPro newsletters or internal announcements.
• Accountability: Link timely reporting to staff KPIs or quarterly reviews.

Action: Create a “Compliance Champion” monthly award for consistent, timely reporting.

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📌 Summary: Key Tools & Actions

Action Item	Tool / Format	Owner
Weekly reminders	SayPro portal / Email	Admin Officer
Submission log + compliance dashboard	Google Sheets / SayPro DB	M&E Office
Templates distribution	Google Drive / Portal	Marketing Lead
Monthly compliance review	Scorecard Report	M&E Department