SayPro Raw data collection files (Excel, CSV, databases)

✅ 1. File Formats Used by SayPro

File Type	Purpose	Common Use
Excel (.xlsx)	Structured and user-friendly input for field teams	Surveys, registers, indicator tracking
CSV (.csv)	Lightweight, standardized for systems and databases	Data exports, imports to Power BI or Tableau
SQL Databases	For structured data storage and querying	High-volume data (e.g., youth registration logs)
Google Sheets	Cloud-based collaboration	Real-time data entry or shared M&E logs
ODK/KoBo JSON/CSV Exports	Mobile data collection outputs	Survey and assessment data

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📂 2. Examples of SayPro Raw Data Files

📁 A. Beneficiary Registration Data (beneficiary_register.csv)

ID	Name	Gender	DOB	Region	Program	Date Registered
001	Lindiwe M.	Female	2004-03-12	Gauteng	ICT Skills	2025-02-15

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📁 B. Youth Training Attendance Sheet (training_attendance.xlsx)

Session ID	Date	Location	Facilitator	Youth ID	Attended (Y/N)
TRG001	2025-04-01	Limpopo	Mr. Tshabalala	001	Y

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📁 C. Survey Response Raw Data (youth_feedback_survey.csv)

Response ID	Gender	Age	Satisfaction (1–5)	Comment	Region
2341	Male	19	4	Very helpful course	Western Cape

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📁 D. Indicator Tracking File (monthly_indicators.xlsx)

Indicator	Baseline	Target	March	April	May	Notes
Youth placed in jobs	25%	50%	32%	38%	41%	Progress improving

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📁 E. Infrastructure Assessment (facility_checklist.csv)

Facility ID	Province	Safe Water	Electricity	Wi-Fi	Accessibility
FAC104	KZN	Yes	Yes	No	Partial

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🔐 3. Data Collection Best Practices at SayPro

• Use of Unique IDs for tracking individuals across files.
• Standardized Data Collection Templates (updated per program cycle).
• Mobile Data Tools (ODK, KoBoToolbox) for structured survey inputs.
• Controlled Access and secure storage in encrypted folders/clouds.
• Regular Backups in both local and cloud environments.
• Version Control Logs to track file changes and cleaning history.

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📎 Additional Notes

• Data files are linked to monthly M&E cycles (e.g., June SCLMR-1).
• Raw files are usually cleaned and then moved to analysis folders.
• SayPro’s IT support ensures integration of these files with dashboards, reports, and websites.