SayPro M&E System Configuration Template: Data Sources and Types

This M&E System Configuration Template is designed to outline the key data sources and types that will be integrated into SayPro’s Monitoring and Evaluation (M&E) system. The goal is to ensure that all relevant data sources are captured accurately and efficiently for performance tracking, reporting, and decision-making.

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1. Data Source Overview

The M&E system integrates data from multiple sources, including marketing platforms, CRM systems, analytics tools, and manual inputs. The following template details the primary data sources, types of data collected, and how these data will be used to measure and evaluate marketing performance.

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2. Data Sources and Types

Data Source	Data Type	Description	Purpose in M&E System
Google Analytics	Website Traffic, Conversion Rates, Bounce Rate, Page Views	Data on website performance, user behavior, traffic sources, and conversion events.	To measure website engagement, user flow, and campaign effectiveness.
Salesforce CRM	Lead Data, Customer Interactions, Sales Metrics, Contact Info	Data on leads generated, customer interactions, and sales activities, including lead stages and deal pipeline.	To track lead progression, sales pipeline performance, and customer acquisition.
HubSpot Marketing Platform	Email Open Rate, Click-Through Rate, Landing Page Performance	Performance data on email marketing campaigns, landing page interactions, and conversion rates.	To evaluate the effectiveness of email campaigns, landing pages, and customer engagement.
Social Media Platforms	Engagement Metrics (Likes, Shares, Comments), Impressions, Reach	Data on social media performance across platforms like Facebook, Twitter, LinkedIn, Instagram.	To assess social media impact and engagement.
Facebook Ads Manager	Ad Impressions, Clicks, Conversion Rate, Cost Per Click (CPC)	Data related to paid Facebook ads, including performance metrics for each campaign (e.g., CTR, CPC, ROI).	To evaluate paid advertising campaign effectiveness and ROI.
Google Ads	Impressions, Clicks, CTR, Conversions, Spend, ROI	Performance data for Google Ads, including ad impressions, click-through rates, conversion rates, and costs.	To monitor and optimize PPC campaign performance and spend.
Email Marketing Platform	Open Rates, Click Rates, Unsubscribe Rates, Bounce Rates	Metrics from email campaigns, including user interaction with emails, subscription status, and deliverability.	To analyze the success of email campaigns and engagement rates.
Zapier (Automation Tools)	Data Sync, Campaign Trigger Data, Workflow Data	Automation platform to track actions and data flows between different marketing systems (e.g., form submissions).	To automate data capture from multiple sources and ensure data consistency.
CRM Data (HubSpot/Zoho)	Customer Behavior Data, Interaction History, Lead Conversion Rates	Data collected from CRM platforms on customer interactions, touchpoints, and sales pipeline status.	To track lead conversion, customer relationships, and sales metrics.
Survey Tools (e.g., SurveyMonkey)	Feedback Scores, Customer Satisfaction, Net Promoter Score (NPS)	Data from surveys assessing customer satisfaction, feedback, and market perception.	To gauge customer sentiment, improve product offerings, and refine marketing strategies.
Internal Data (Excel/CSV)	Sales Data, Event Participation, Marketing Spend, ROI Calculations	Manually tracked data from internal systems (spreadsheets, marketing campaign data) for detailed tracking.	To calculate ROI, track marketing spend, and evaluate event participation.
SurveyMonkey/Google Forms	Customer Feedback, Surveys, Polls	Data gathered from customer surveys, polls, and feedback forms.	To assess customer satisfaction, preferences, and product feedback.
Customer Support Systems	Support Ticket Data, Resolution Time, Customer Queries	Data from customer support interactions, including ticket volume, resolution times, and customer feedback.	To monitor customer service performance and customer satisfaction levels.

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3. Data Collection Frequency and Method

Data Source	Data Collection Frequency	Method of Data Collection	Responsible Team
Google Analytics	Daily	Automatic tracking of website data (page views, conversions, etc.).	Digital Marketing Team
Salesforce CRM	Real-Time	Automatic updates from the CRM system with customer and lead information.	Sales and Marketing Team
HubSpot	Daily	Automated data sync from email campaigns, landing pages, and forms.	Marketing Team
Social Media Platforms	Daily	Scheduled reports or API integrations to collect data on social media engagement.	Social Media Team
Facebook Ads Manager	Real-Time	Automated sync via API for ad performance metrics.	Paid Media Team
Google Ads	Real-Time	Integration with Google Ads API for tracking campaign performance.	Paid Media Team
Email Marketing Platform	Per Campaign	Integration with email platform to collect open, click, and unsubscribe data.	Marketing Automation Team
Zapier (Automation Tools)	On Trigger	Event-based data syncing based on user actions (e.g., form submission, workflow trigger).	IT and Marketing Automation Team
CRM Data	Real-Time	Automated CRM integration for real-time updates on leads and customer activities.	Sales Team
Survey Tools	Quarterly/On-Demand	Data collection through surveys, polls, and customer feedback forms.	Customer Experience Team
Internal Data	Monthly/Quarterly	Manual tracking and reporting by the marketing team using Excel or CSV files.	Marketing and Finance Teams
Customer Support Systems	Real-Time	Real-time tracking of customer support interactions and ticket updates.	Customer Service Team

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4. Data Storage and Management

• Data Storage Location: All marketing data is stored in a secure cloud environment, either within internal company storage systems (e.g., AWS, Google Cloud) or third-party platforms (e.g., HubSpot, Salesforce).
• Data Ownership: Marketing, sales, and customer support teams are the primary stakeholders responsible for managing the data collection, entry, and updates across systems.
• Data Privacy: Ensure compliance with data privacy regulations (e.g., GDPR, CCPA) by implementing data encryption, user access controls, and regular audits.
• Data Integration: Leverage API connectors and integration platforms (e.g., Zapier, Integromat) to ensure seamless data flow between various sources.

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5. Data Quality Assurance

Quality Check	Description	Frequency	Responsible Party
Data Validation	Verify accuracy and consistency of data, ensuring there are no duplicates or errors.	Monthly	Data Analysts/IT Team
Data Cleaning	Cleanse data for anomalies, missing values, and discrepancies.	Quarterly	Data Analysts
Automated Error Reports	Set up automated alerts for data discrepancies or system malfunctions.	Real-time	IT Team
System Audit	Perform routine audits to ensure all systems are collecting and reporting correctly.	Semi-Annual	System Administrator/IT Team

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6. Use of Data in the M&E System

• Performance Monitoring: Track campaign effectiveness using key metrics such as conversion rates, click-through rates, cost-per-click, and customer acquisition costs.
• Reporting: Generate monthly, quarterly, and annual performance reports based on the data gathered across all marketing activities.
• Optimization: Identify areas for improvement through insights gained from data sources. For example, analyze low-performing ads, adjust targeting, or optimize landing pages based on conversion data.
• Decision Making: Use the collected data to inform business strategies, optimize marketing efforts, and drive better ROI from campaigns.

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7. Conclusion

The configuration template above outlines the key data sources and types for SayPro’s M&E system. These sources will provide a comprehensive view of marketing performance, support strategic decision-making, and ensure that all marketing efforts are measurable, efficient, and aligned with business objectives. The ongoing integration and management of this data will enable SayPro to continuously optimize marketing activities and drive business growth.