SayPro set of KPIs

SayPro Tasks to Be Done for the Period

Compiled by SayPro Community Needs Assessments Research Office | Under SayPro Research Royalty
Reporting Period: April 2025

To ensure effective monitoring, evaluation, and ongoing improvement of SayPro’s community programs during the April cycle, the following tasks are to be completed by the assigned program teams and M&E staff:

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Task 1: Define Key Performance Indicators (KPIs)

Objective: Establish clear, measurable indicators that align with program goals and allow for the tracking of success throughout the month.

Description:
Each program team is required to develop or refine a set of KPIs tailored to their specific intervention focus (e.g., health, youth empowerment, education, livelihoods). These indicators will serve as benchmarks for measuring outputs, outcomes, and overall program effectiveness during the reporting period.

Activities Involved:

• Review the program’s objectives and expected outcomes
• Collaborate with the M&E team to ensure indicators are SMART (Specific, Measurable, Achievable, Relevant, Time-bound)
• Align KPIs with SayPro’s broader impact framework and reporting standards
• Differentiate between output-level indicators (e.g., number of beneficiaries trained) and outcome-level indicators (e.g., percentage of beneficiaries who apply the training)
• Submit finalized KPI list to the SayPro Research Office for approval and integration into monitoring plans

Example KPIs by Program Type:

Program	Sample KPI
Youth Skills Development	% of youth completing training with job placement within 30 days
Health & Wellness	# of households reached with maternal health awareness workshops
Livelihood & Entrepreneurship	% increase in income among supported small business owners
Education Support	School attendance rate among enrolled beneficiaries

Timeline:

• Draft KPIs: by April 2025
• Final Submission: by April 2025

Responsible Parties:

• Program Managers
• M&E Officers
• SayPro Research Office Liaisons

Task 2: Develop Monthly Monitoring Schedule

Objective: Outline when, where, and how program monitoring activities will take place across all sites.

Activities:

• Map out field visits, data collection dates, and check-ins
• Assign responsible team members for each task
• Coordinate with community partners to ensure availability
• Submit schedule to the SayPro M&E Coordinator

Deadline: April 2025

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Task 3: Conduct Baseline or Follow-Up Data Collection

Objective: Collect relevant quantitative and qualitative data for tracking progress and evaluating impact.

Activities:

• Use SayPro-approved surveys, checklists, and interview guides
• Ensure informed consent is collected from all participants
• Collect demographic and program-specific information
• Use digital tools or paper forms as per team capacity

Deadline: Ongoing throughout April, with interim data to be submitted by April 2025

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Task 4: Organize Stakeholder Engagement Sessions

Objective: Ensure community feedback is collected and incorporated into evaluation and planning.

Activities:

• Plan focus group discussions or one-on-one interviews
• Include representatives from community groups, local authorities, and partner organizations
• Facilitate safe, inclusive, and respectful dialogue spaces
• Document all feedback using the Stakeholder Feedback Report template

Deadline: Engagements must be completed by April 2025

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Task 5: Submit Mid-Month M&E Update

Objective: Provide SayPro HQ and regional coordinators with a status update on monitoring activities and emerging findings.

Activities:

• Summarize progress on data collection and stakeholder engagement
• Note any early trends, challenges, or changes needed
• Submit via internal reporting form or dashboard portal

Deadline: April 2025

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Task 6: Complete Stakeholder Feedback Report

Objective: Compile, analyze, and summarize feedback from community engagements into an official document.

Activities:

• Review all notes and recordings from engagement sessions
• Group feedback by themes or key topics
• Include direct quotes or case examples where relevant
• Use SayPro’s official Stakeholder Feedback Report template

Deadline: April 2025

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Task 7: Prepare Monthly Evaluation Report

Objective: Provide a detailed summary of program monitoring results, progress toward KPIs, and lessons learned.

Activities:

• Analyze all collected data (quantitative and qualitative)
• Measure performance against set KPIs
• Identify trends, gaps, and recommendations
• Format using the SayPro Evaluation Report Template

Deadline: April 2025

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Task 8: Conduct Mini Impact Assessment (if applicable)

Objective: Evaluate short-term impact for select programs with high visibility or nearing completion.

Activities:

• Conduct rapid outcome assessments or beneficiary interviews
• Compare current findings to baseline conditions
• Document in the SayPro Impact Assessment Report format

Deadline: April 2025
(Only for selected programs as assigned by the M&E Coordination Team)

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Final Notes

All team members must:

• Use only approved SayPro templates and tools
• Upload reports to the official M&E shared drive by designated deadlines
• Coordinate with the SayPro Research Office for troubleshooting or support