SayPro Plan: Finalizing Future Training Schedule Based on Feedback & System Usage

Objective: Use feedback from recent training sessions and system usage data to design a relevant, targeted, and flexible future training schedule that meets staff needs and promotes system adoption.
Led by: SayPro Monitoring Office, Training & Development Team, IT Support

📊 1. Analyze Feedback and System Usage

1.1 Review Survey Feedback

• Key Focus Areas:
  • Topics where participants felt less confident (e.g., data entry, report generation).
  • Any requests for additional training on specific system features.
  • Comments on the pace, delivery, or format of the training.
  • Suggestions for improvement in training content or methods (e.g., more hands-on activities, more detailed guides).
  • Identified knowledge gaps or misunderstandings based on the feedback.

1.2 Review System Usage Data

• Metrics to Check:
  • Which M&E system features are being used most and least (based on log data or usage reports).
  • Percentage of staff consistently using the system after training.
  • Any recurring technical issues or support tickets related to system access or features.
  • Specific regions or departments where usage is low, indicating a need for additional training.

📅 2. Design Future Training Schedule

2.1 Frequency of Training

• Ongoing Basic Training:
  For new employees or those who need refresher sessions, schedule monthly or quarterly training sessions on system fundamentals (data entry, report generation, navigation).
• Advanced Features Training:
  If feedback suggests that some advanced features (e.g., data analysis tools, automated reports) are underused or misunderstood, plan quarterly sessions focusing on these advanced aspects.
• On-Demand Sessions:
  Offer on-demand webinars or recorded sessions for staff who missed live sessions or need a review. These could be accessible at any time.
• Follow-up Sessions:
  Plan post-training follow-ups every 3 months to ensure the training sticks, review feedback, and address any emerging issues with the system.

2.2 Customizing Training Topics Based on Feedback

• Core Training Topics to Continue:
  • Basic system functionalities (data input, report generation)
  • System login and navigation
  • Key roles in the M&E process and how the system supports them
• Areas to Emphasize More Based on Feedback:
  • Troubleshooting common issues (e.g., data entry errors, report formatting)
  • More in-depth hands-on practice sessions
  • Focus on advanced system features or integrations
  • Practical case studies showing the system’s value in monitoring and evaluating projects
• New Training Modules (if required):
  • System updates or new features that have been rolled out (add these sessions as needed).
  • Scenario-based training to help staff handle real-world challenges using the system.

2.3 Format of Training Sessions

• In-Person vs. Virtual:
  • Offer virtual sessions for remote teams and those unable to attend in person.
  • Continue in-person sessions where feasible to allow for direct interaction and hands-on practice.
• Blended Learning Approach:
  A combination of live training (via Zoom or in-person) and self-paced learning materials (videos, guides) could accommodate different learning preferences.

2.4 Set Training Milestones

• Pre-Training Milestone:
  • Send out training materials, reminders, and system access instructions 1 week before the training.
• Post-Training Milestone:
  • Ensure follow-up actions such as providing additional resources, conducting surveys, and setting up office hours for questions after the training.

📆 3. Create the Future Training Schedule

Based on the above insights, here’s how you could structure the next few months of training:

Example Training Schedule for SayPro M&E System

🚨 4. Adjust Based on Ongoing Feedback

• Monitor Progress: Regularly check system usage data and feedback after each session to ensure training effectiveness.
• Adjust Schedule: If feedback shows certain areas need more attention or if users face new challenges, adjust the next session’s content accordingly.
• Update Training Materials: Regularly update the training materials to reflect the latest system updates or common issues.

📈 5. Communicate the Training Schedule to All Staff

• Email Announcement:
  • Subject: SayPro M&E System Training Schedule for the Next Few Months
  • Email Body: Dear Team,Based on the recent feedback from the training sessions, we’ve finalized the schedule for upcoming M&E system training. These sessions will be crucial for ensuring all staff continue to use the system confidently and effectively.Find the full training calendar attached, and make sure to save the dates for your relevant sessions. More details will follow closer to the time of each session.Best regards,
    SayPro Monitoring & Evaluation Team
• Internal Portal Update:
  • Post the schedule on the internal portal or shared drive where all employees can easily access the information.

✅ Next Steps

• Confirm the availability of trainers and resources for the training schedule
• Update the internal calendar for each department to align with the training sessions.
• Send reminders ahead of each session, including preparation instructions or materials.