SayPro staff to collect and upload project data onto SayPro website platform by set deadlines.

SayPro Staff Guidelines: Data Collection and Upload Process

1. Purpose

To ensure timely, accurate, and consistent data reporting for effective Monitoring & Evaluation and program management through the SayPro website platform.

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2. Roles and Responsibilities

Role	Responsibility
SayPro Monitoring & Evaluation Officers	Collect, clean, and validate project data from field activities.
SayPro Data Entry Staff	Upload verified data onto the SayPro website platform.
Regional Coordinators	Oversee data quality and adherence to submission timelines in their areas.
SayPro IT Support	Maintain platform functionality and assist with technical issues.

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3. Data Collection

• Use standardized data collection tools approved by SayPro (e.g., Excel templates, KoBoToolbox forms).
• Collect data according to defined indicators and project protocols.
• Perform initial data cleaning (check for completeness, accuracy, and consistency) before submission.

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4. Uploading Data to SayPro Website Platform

• Log in to the SayPro website data portal using your secure credentials.
• Navigate to the relevant project and reporting cycle.
• Upload data files (Excel, CSV, or direct form submissions) as per the template requirements.
• Verify upload success by reviewing system-generated confirmation messages.
• Report any upload errors immediately to SayPro IT Support.

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5. Deadlines

Reporting Period	Data Submission Deadline	Notes
Monthly Data	5th of each following month	For example, June data must be uploaded by July 5th.
Quarterly Data	15th of the month following the quarter	Includes aggregated and cleaned datasets.
Ad Hoc Reports	As specified by M&E management	May be requested for special evaluations or donor requirements.

• Late submissions must be communicated to the M&E Unit with justification.
• Persistent delays may affect project performance tracking and decision-making.

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6. Quality Assurance

• Double-check data for missing or inconsistent entries before upload.
• Utilize data validation tools embedded within the SayPro platform.
• Collaborate with M&E Officers for clarifications on ambiguous data.

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7. Support and Troubleshooting

• For technical issues, contact SayPro IT Support at [support@saypro.org] or call [phone number].
• For data-related queries, reach out to your regional M&E Officer.

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8. Compliance and Accountability

• Adhere strictly to deadlines and data integrity standards.
• Non-compliance may lead to follow-up actions including refresher training or supervisory reviews.