📘 SayPro M&E System User Training Guide

Title: Getting Started with SayPro’s Monitoring & Evaluation System
Prepared by: SayPro Monitoring Office | Monitoring, Evaluation, and Learning Royalty

🛠️ PART 1: SYSTEM SETUP

✅ Step 1: Log Into the M&E System

1. Open your browser and go to: [me.saypro.org]
2. Enter your SayPro username and password.
3. Click “Login.”

💡 If you are a new user, check your email for temporary credentials or contact the M&E Office for setup.

✅ Step 2: Set Up Your User Profile

• Go to your name (top right) → “Profile Settings”
• Add or confirm:
  • Department / Role
  • Projects assigned
  • Preferred language
• Click “Save.”

📊 PART 2: ENTERING DATA

✅ Step 1: Select Your Project

• From the Dashboard, click on “Projects”
• Use the search bar or filter to find your assigned project
• Click “View Project” to open

✅ Step 2: Enter Monitoring Data

• Click on the “Indicators” tab
• Choose the indicator (e.g. “Number of youth trained”)
• Click “Add Data Entry”

Fill in the following:

• Date of activity
• Location
• Value (e.g. number reached, amount delivered)
• Upload evidence (images, reports, attendance)
• Add comments (optional)
• Click “Submit”

📈 PART 3: TRACKING & MONITORING PROGRESS

✅ Step 1: Use the Project Dashboard

• Return to the main dashboard or select a project
• Review key metrics:
  • Progress bars by indicator
  • Red/Yellow/Green status alerts
  • Last update timestamp

🔍 Hover over any metric to view recent entries or click to open detailed history.

✅ Step 2: Filter & View Activity Logs

• Go to “Activity Log”
• Filter by:
  • Date range
  • Indicator
  • Region / Field office
  • Submitted by
• Export logs to Excel or PDF as needed

📉 PART 4: ANALYZING DATA & GENERATING REPORTS

✅ Step 1: Generate a Report

• Go to the “Reports” section
• Select:
  • Project or program
  • Date range (e.g. Q1 2025)
  • Format: Table, Graph, PDF, or Dashboard
• Click “Generate”

Your report will include:

• Aggregated indicator performance
• Progress toward targets
• Visual graphs
• Notes/comments added by staff

✅ Step 2: Use Data for Reflection

• Open “Learning & Recommendations” tab
• Add comments:
  • What worked?
  • What challenges occurred?
  • What should be improved?

This feeds into SayPro’s learning loop and informs planning meetings and donor reports.

🧠 BONUS: TIPS FOR SUCCESSFUL DATA MANAGEMENT

✔️ Always submit data within 3 days of activity
✔️ Upload clear and complete supporting documents
✔️ Double-check values for accuracy before submission
✔️ Use the comments section to explain unusual numbers
✔️ Attend monthly data review sessions with your team

🆘 NEED HELP?

• 📧 Email: monitoring@saypro.org
• 🖥️ M&E Helpdesk on Teams: “SayPro M&E Support Group”
• 📞 Weekly support calls: Thursdays, 10:00–11:30 AM