SayPro Evidence Collection: Employees will gather all relevant evidence, data, and progress updates related to SayPro’s monthly activities.

Certainly! Here’s a detailed version of the SayPro Evidence Collection procedure regarding the collection of evidence, data, and updates related to monthly activities:

SayPro Evidence Collection Process

Objective:
To ensure systematic and comprehensive documentation of all activities conducted by SayPro employees each month, enabling transparency, informed decision-making, and continuous organizational improvement.

1. Purpose

The purpose of this process is to gather and compile accurate, timely, and relevant evidence of all organizational activities, projects, outputs, and outcomes executed within a monthly reporting cycle. This information supports internal assessments, stakeholder reporting, compliance requirements, and strategic planning.

2. Scope

This process applies to all employees and departments within SayPro engaged in planning, implementing, and reporting on organizational activities.

3. Responsibilities

• Employees:
  Responsible for collecting, organizing, and submitting all relevant data, documents, media, and reports related to their respective roles and assigned tasks.
• Team Leaders/Managers:
  Responsible for verifying the accuracy and completeness of submissions, ensuring alignment with organizational goals, and compiling departmental reports.
• Monitoring and Evaluation (M&E) Team / Admin Support (if applicable):
  Ensures all evidence is correctly archived, analyzed, and integrated into monthly performance reports.

4. Types of Evidence to Be Collected

Employees must gather the following types of evidence as applicable to their monthly activities:

• Narrative Reports:
  Descriptive accounts of tasks performed, challenges faced, and outcomes achieved.
• Quantitative Data:
  Metrics and statistics (e.g., number of beneficiaries served, attendance figures, financial summaries, completion rates).
• Photographic and Video Evidence:
  Visual documentation of events, field activities, workshops, and other engagements.
• Attendance Registers and Sign-in Sheets:
  Signed records of participant attendance for in-person or virtual events.
• Feedback Forms and Surveys:
  Data collected from beneficiaries, stakeholders, or staff through structured feedback tools.
• Meeting Minutes and Agendas:
  Official documentation of internal and external meetings.
• Work Plans and Progress Updates:
  Updated versions of task lists, Gantt charts, or project trackers.
• Official Correspondence:
  Emails, letters, or memos relevant to activities or decisions made.
• Financial Documentation:
  Receipts, invoices, expense reports, and financial summaries.

5. Collection Process Timeline

• Weekly Updates (optional):
  Employees are encouraged to maintain weekly logs or journals of activities and evidence to simplify end-of-month reporting.
• Monthly Deadline:
  All evidence must be compiled and submitted by the 28th of each month (or the last working day) to allow time for validation and reporting.

6. Submission Procedure

1. Employees organize and label all evidence clearly, using standardized file naming conventions (e.g., EventName_Date_Location_EmployeeName.pdf).
2. Evidence is uploaded to the designated SayPro Evidence Repository (e.g., shared Google Drive, Dropbox, or internal portal).
3. A summary sheet or evidence checklist must accompany the submission, listing all items provided.

7. Review and Validation

• Team Leads review submitted evidence for accuracy, completeness, and relevance.
• Any discrepancies or gaps must be addressed within 3 working days of the initial submission.
• Once validated, evidence is approved and integrated into the official monthly report.

8. Data Storage and Access

• All collected evidence is stored securely on SayPro’s cloud system with appropriate access controls.
• Archives must be maintained for a minimum of 5 years or as per compliance guidelines.
• Access is restricted to authorized personnel only, to ensure data protection and confidentiality.

9. Quality Assurance

• Quarterly audits will be conducted to evaluate the quality and consistency of submitted evidence.
• Training and refresher workshops may be provided to employees on effective documentation practices.

10. Benefits of Evidence Collection

• Promotes accountability and transparency.
• Supports accurate reporting to funders and stakeholders.
• Aids in program evaluation and impact measurement.
• Enables data-driven decision-making and strategic planning.