Validation – SayPro Staff

📋 1. Report Overview

Purpose: To document actions taken to ensure the accuracy, completeness, and consistency of raw M&E data before analysis.

Field	Description
Report Name	June 2025 Data Cleaning and Validation Report (SCLMR-1)
Reporting Officer	[Name of M&E Analyst or Data Officer]
Reporting Period	01–30 June 2025
Data Sources	Youth Surveys, Attendance Registers, Beneficiary Registration Forms
Programs Covered	ICT Skills, Job Placement, Mental Health Awareness

🧹 2. Data Cleaning Actions

Issue Type	Description	Affected Records	Resolution	Notes
Missing Values	63 records had blank gender field	63	Imputed from registration data	All fixed
Inconsistent Date Format	Multiple formats (dd/mm/yyyy vs yyyy-mm-dd)	124	Standardized to ISO (yyyy-mm-dd)	Applied Excel transformation
Duplicate Entries	Same name/ID repeated	21	Removed duplicates based on timestamp	Retained earliest entry
Invalid Age Entries	Ages below 10 or above 35 in youth database	12	Flagged for verification	Still pending site confirmation
Text Errors	Typo in region names (e.g., “Limpop” instead of “Limpopo”)	8	Corrected via lookup table	Automated rule applied
Outlier Values	“Years unemployed” > 20	3	Flagged, confirmed as correct	Not removed
Mismatched IDs	Attendance sheet IDs not found in registration data	19	Linked manually using names	Records matched

✔️ 3. Validation Checks Performed

Check	Description	Result
Uniqueness Check	Ensured each Youth ID is unique	✅ Passed
Completeness	All mandatory fields completed	⚠️ 98% complete
Range Validation	Age, income, hours trained	✅ Passed
Categorical Accuracy	Gender, region, program type match options	✅ Passed
Logic Consistency	If “Job placement = Yes” → “Income > 0”	⚠️ 6 inconsistencies
Date Consistency	No future or implausible past dates	✅ Passed
Referral Status Linkage	Valid match to referral logs	⚠️ 5 unmatched entries
Location Consistency	Coordinates matched regions	✅ 100% accurate

📈 4. Summary of Changes

Total Records Cleaned: 1,247
Duplicates Removed: 21
Manual Corrections Made: 47
Fields Auto-Corrected by Script: 382
Pending Issues for Follow-Up: 9
Quality Score (Post-cleaning): 94%

📎 5. Notes & Recommendations

Implement validation checks during data entry (e.g., dropdowns in mobile forms).
Conduct field staff training on consistent spelling for regions and program types.
Build auto-formatting scripts in Excel for dates and ID fields.
Improve linkage between attendance logs and registration IDs.
Integrate real-time quality checks in KoBoToolbox forms.

📤 6. Attachments (linked or referenced)

✔️ Cleaned Dataset: June_Cleaned_YouthSurvey_2025.xlsx
✔️ Cleaning Log: June_Cleaning_Log.csv
✔️ Data Quality Dashboard: SayPro_DQ_Summary_June2025.pdf

📄 SayPro Organogram Validation Form

Departmental Sign-Off – Organogram Accuracy and Role Alignment

SECTION A: Department Information

Field	Details
Department / Unit Name	[e.g., Monitoring & Evaluation Unit]
Department Head Full Name	[e.g., Ms. Thandiwe Moyo]
Job Title	[e.g., Director of M&E]
Office Location	[e.g., SayPro HQ / Eastern Cape Office]
Reporting Date	[DD/MM/YYYY]
Reporting Quarter	[e.g., Q2 2025]

SECTION B: Organogram Verification Checklist

Please tick ✅ each item to confirm validation.

Validation Item	✅ Confirmed
All current staff roles are accurately reflected in the organogram	☐
Titles and reporting lines are updated and aligned with SayPro structure	☐
Vacant, redundant, or duplicate roles are clearly identified	☐
All acting roles are labeled with “(Acting)”	☐
Interns, volunteers, and contract staff are included where relevant	☐
The organogram reflects alignment with current strategic and operational goals	☐
Departmental inputs were submitted to HR/Strategic Planning on time	☐

SECTION C: Comments (if any)

Use this space to note any structural concerns, planned changes, or requests:

[Free text field — e.g., “Requesting HR review of two overlapping data roles before Q3 restructuring.”]

SECTION D: Department Head Certification

I hereby confirm that the attached departmental organogram is accurate as of the date above, reflects current workforce structure, and aligns with SayPro’s operational priorities and strategic workforce mapping requirements.

Name of Department Head	Signature	Date
[Full Name]

SECTION E: Strategic Planning Office Review (Internal Use Only)

Field	Details
Organogram Uploaded to HRIS	☐ Yes ☐ No
Discrepancies Identified?	☐ Yes ☐ No (If yes, attach notes)
Validated by	[Name, Strategic Planning Officer]
Signature
Validation Date	[DD/MM/YYYY]

📎 Submission Instructions:

Attach updated organogram (.pdf/.doc/.png) with this signed form.
Submit to the SayPro Strategic Planning Office and copy HR.
Due no later than the 5th working day of each new quarter.

Tag: Validation

SayPro Data cleaning and validation reports