SayPro Templates to Use:Integration Pilot Test Results Template

SayPro Integration Pilot Test Results Template

The Integration Pilot Test Results Template is designed to help SayPro document, evaluate, and analyze the outcomes of pilot data integration tests across selected departments or systems. This structured format ensures that findings are captured consistently and can be used to improve full-scale implementation.

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🧾 1. Pilot Overview

Field	Details
Pilot Test Name	Example: M&E–Finance Data Integration Pilot
Pilot Duration	Example: Jan 18, 2025 – Jan 22, 2025
Departments Involved	Example: Monitoring & Evaluation, Finance
Systems Integrated	Example: Survey Tool (M&E), QuickBooks (Finance)
Lead Contact(s)	Example: Data Manager, IT Specialist
Objective of Pilot	Example: Test real-time integration of survey results into finance reports

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📈 2. Performance Metrics

Metric	Target	Actual	Status (✔/✖/⚠)	Comments
Data Accuracy Rate (%)	98%	95.6%	⚠	Minor mismatches in survey-to-budget mapping
Data Synchronization Time (min)	≤ 15	10	✔	Within expected performance range
Error Rate (per 100 records)	< 2	3.2	✖	API formatting issues caused some failures
System Uptime (%)	99%	100%	✔	No downtime reported
User Satisfaction (1–5)	≥ 4	3.8	⚠	Need better training, some usability issues
Duplicate Records Detected	0	2	✖	Caused by lack of identifier validation

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🛠️ 3. Issues Identified

Issue	Description	Impact Level (High/Med/Low)	Recommended Action
Data field mismatch	Field names differed between systems	Medium	Create standardized data field definitions
API timeout errors	Sync failed during large file transfer	High	Optimize API performance
Missing department codes	Some records lacked department identifiers	Low	Add mandatory field validation during entry
Inconsistent date formats	Survey system used DD/MM/YYYY, finance used YYYY-MM-DD	Medium	Apply date transformation rules

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🧪 4. Test Case Summary

Test Case ID	Description	Expected Outcome	Actual Outcome	Pass/Fail
TC-001	Sync M&E survey data to finance system	Data appears in report within 10 minutes	Data synced in 12 minutes	Pass
TC-002	Validate budget field consistency	Match budget totals	Totals mismatched by $200	Fail
TC-003	Handle record duplication check	No duplicates created	2 duplicate records created	Fail
TC-004	Test API error handling	Display friendly error message	Message displayed correctly	Pass

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💬 5. Staff Feedback Summary

Department	Feedback
Monitoring & Evaluation	Needed clearer instructions on using new forms
Finance	Appreciated automated data sync but asked for more filter options
IT	Integration logic was sound, but documentation needed clarification
Admin Support	Liked the unified dashboard, but loading times were occasionally slow

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✅ 6. Recommendations for Full Rollout

• Improve Data Validation: Implement stronger front-end checks to prevent invalid or incomplete records.
• Standardize Fields: Create a SayPro-wide field naming and formatting convention.
• Optimize Performance: Refactor API queries and batch processing to reduce errors and improve sync speed.
• Training & Support: Offer role-based training sessions before full deployment.
• Expand Pilot: Run a second pilot including HR and Program Management for broader insights.

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📅 7. Next Steps

Action	Responsible	Due Date	Status
Update integration scripts	IT Team	Jan 24, 2025	In progress
Finalize field standardization guide	Data Lead	Jan 25, 2025	Pending
Prepare training materials	Ops Team	Jan 26, 2025	Pending
Review and approve rollout plan	Executive Team	Jan 27, 2025	Not started

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📌 8. Attachments

• ✅ Log files of API responses
• ✅ Screenshots of dashboard errors
• ✅ Staff survey responses
• ✅ Raw and transformed data samples

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Would you like a downloadable version of this template in Word, Excel, or Google Sheets format?