🔷 SayPro Reporting Structure Document.

Reporting To: SayPro Fundraising Office and SCMR Oversight Team
Applicable To: All personnel involved in the SCMR-2 Donor Education Program (Planned Giving)

🏢 Introduction

To ensure effective coordination, transparency, and alignment with SayPro’s strategic objectives, all employees, contractors, and volunteers engaged in the SCMR-2 Donor Education Program are required to report directly to the SayPro Fundraising Office, under the structured guidance of the SCMR Oversight Team. This dual-reporting framework is central to SayPro’s approach to responsible fundraising, donor education, and operational integrity.

This document details the purpose, protocols, expectations, and reporting mechanisms governing this structure.

🎯 Purpose of Dual Reporting

1. Ensure Operational Alignment:
   Maintain seamless collaboration between program implementation and strategic marketing oversight.
2. Enhance Accountability and Transparency:
   Provide multiple oversight channels to validate performance, compliance, and ethical donor practices.
3. Encourage Timely Feedback and Innovation:
   Facilitate open communication between field-level implementation and executive decision-making bodies.
4. Maintain Program Quality and Strategic Direction:
   Ensure that all planned giving initiatives and content creation are consistent with SayPro’s branding, values, and regulatory standards.

🧩 Reporting Entities Overview

🔹 1. SayPro Fundraising Office

Primary Role: Operational and Tactical Management

The Fundraising Office is responsible for day-to-day donor education functions, program execution, staff coordination, and implementation of planned giving strategies. Staff report to this office for:

• Task management and timelines
• Content creation assignments
• Donor communication support
• Technical and logistical assistance
• Resource allocation (e.g., budgets, platforms, personnel)

🔹 2. SCMR Oversight Team

Primary Role: Strategic Governance and Quality Assurance

The SayPro Marketing Royalty (SCMR) Oversight Team supervises the strategic direction, branding, ethics, and compliance components of all SCMR-2 donor education content and activities. Staff report to this team for:

• Approval of campaign and education materials
• Strategic alignment with SayPro’s vision
• Brand voice and message consistency
• Performance evaluation reports
• Data collection and metrics analysis
• Feedback on donor trends and engagement patterns

🔄 Reporting Workflow

Weekly

• Progress Reports submitted to the Fundraising Office via SayPro Project Tracker.
• Digital Content Drafts (e.g., PDFs, video scripts, email sequences) reviewed by the SCMR Oversight Team.
• Staff check-ins and operational reviews coordinated by Fundraising Officers.

Monthly

• SCMR-2 Program Dashboard Review: Includes analytics from https://saypro.online, donor education metrics, email engagement, and knowledge portal usage.
• Joint Review Meetings: Fundraising Office and SCMR Oversight Team conduct strategic planning and feedback sessions with education staff.
• Compliance Checklists: Staff must submit documentation on content accuracy, donor data security, and ethical compliance.

Quarterly

• Performance Evaluations conducted by SCMR Oversight Team with input from the Fundraising Office.
• Impact Reports compiled by the Fundraising Office and submitted to the SCMR Council.
• Innovation Pitches by education staff for new methods, tools, or campaigns for donor engagement.

📊 Roles and Responsibilities Breakdown

📁 Documentation and Tools

All reporting must utilize SayPro’s Digital Systems:

• SayPro Portal (https://saypro.online) for project uploads, event logs, and donor education assets.
• SayPro Reporting Template (SCMR-2-FG-EDU-RPT) – required for all weekly and monthly reports.
• SayPro Compliance Checklist (EDU-CHECK-05) – ensures ethical standards and data compliance.
• SayPro CRM for donor insights, engagement patterns, and feedback logging.

🛡️ Confidentiality and Ethics

• All reports submitted to the SCMR Oversight Team are confidential and must comply with POPIA, GDPR, and SayPro’s internal donor privacy policies.
• Employees must not share drafts or internal reports externally without SCMR approval.
• Any concerns about ethical breaches must be reported directly to the SayPro Ethics Compliance Officer.

📣 Communication Channels

• Email: official@saypro.online (Fundraising Office) | oversight@scmr.saypro.online
• Internal Messaging: SayPro Slack Workspace – #fundraising-team, #scmr-reviews
• Meetings Calendar: All check-ins scheduled via SayPro Google Calendar platform
• Escalations: Handled by SayPro Strategic Director or SCMR Deputy Lead

📌 Summary

The dual reporting structure to the SayPro Fundraising Office and SCMR Oversight Team ensures a balanced, ethical, and high-quality donor education experience. It strengthens organizational capacity, promotes accountability, and reinforces SayPro’s leadership in strategic, transparent, and impactful donor engagement.

All SCMR-2 program employees must familiarize themselves with this structure and adhere to all timelines, systems, and protocols as outlined.