🔷 SayPro Weekly Reporting Protocol.

Title: Submitting Progress Reports and Donor Feedback to the SayPro Fundraising Office

Program Code: SCMR-2 – SayPro Monthly Donor Education
Reporting To: SayPro Fundraising, Sponsorships, Donations, and Crowdfunding Office
Platform: https://saypro.online
Oversight: SayPro Marketing Royalty (SCMR) & Reporting Compliance Team

📘 Introduction

In order to maintain the integrity, consistency, and effectiveness of the SayPro Monthly Donor Education Program (SCMR-2), it is mandatory for all team members involved in planned giving activities to submit comprehensive weekly progress reports. These reports are not merely a record of tasks completed—they serve as a strategic tool for monitoring outreach, refining messaging, measuring donor engagement, identifying obstacles, and fostering internal accountability.

Weekly submissions also ensure that the SayPro Fundraising Office is continuously updated on how planned giving initiatives are performing and evolving, thereby enabling data-driven decisions that enhance impact, transparency, and donor satisfaction.

🎯 Purpose of Weekly Reporting

The weekly reports are designed to fulfill several key objectives:

• Document outreach efforts, donor interactions, and feedback
• Evaluate progress against key performance indicators (KPIs)
• Communicate success stories, obstacles, and needs for support
• Improve engagement strategies based on donor responses
• Track follow-ups and planned giving conversions
• Enhance the SayPro culture of accountability, learning, and impact reporting

📑 Report Submission Requirements

All progress reports must be submitted every Friday by 4:00 PM SAST through the designated portal on https://saypro.online. Reports must follow the approved SayPro template and contain the following core sections:

1. Donor Engagement Summary

• Number of donor interactions this week (emails, calls, consultations, webinars)
• List of new planned giving leads added to the SayPro CRM
• Status updates on previously engaged leads
• Outcomes of scheduled follow-ups
• Engagement levels based on CRM scores

2. Educational Content Deployment

• Content created or distributed (brochures, videos, blog posts, guides)
• Number of content views/downloads
• Topics addressed and donor responses

3. Workshops and Webinar Participation

• Dates and titles of events held
• Attendance numbers and demographics
• Feedback or questions raised during sessions
• Technical or logistical challenges encountered

4. Donor Feedback and Insights

• Verbatim quotes or summarized sentiments from donors
• FAQs or recurring concerns expressed
• Preferences regarding giving instruments (e.g., wills, trusts, annuities)
• Specific requests for additional resources or consultations

5. Team Reflections and Challenges

• Barriers encountered in executing planned activities
• Areas needing additional support or clarification
• Suggestions for improvement
• Internal coordination or resource issues

6. Metrics and KPI Snapshot

• Number of new planned giving intentions received
• Number of legacy conversations initiated
• Movement in CRM engagement scores
• Conversion rate from interest to commitment
• Leads needing escalation to senior officers

7. Planned Activities for Next Week

• Scheduled webinars, follow-ups, or consultation calls
• Content development goals
• CRM tasks planned for completion
• Coordination with other SayPro teams (Marketing, Legal, etc.)

🧾 Sample Report Entry

Week Ending: 23 May 2025

Team Member: Naledi Mokoena – Donor Education Specialist

Donor Engagement Summary:

• 14 donor consultations (5 new, 9 follow-ups)
• 2 planned giving intentions confirmed (Trust and Life Insurance)
• 8 new leads from “Planned Giving 101” webinar on 20 May

Educational Content:

• Published blog: “How to Make SayPro Part of Your Legacy” (415 reads)
• Uploaded explainer video on charitable annuities (213 views)

Donor Feedback:

• “I appreciate the clarity in the video. It helped me understand how to include SayPro in my will.”
• Several donors requested a simplified version of the estate tax brochure.

Challenges:

• Some leads are not responding to follow-ups; suggest reviewing email subject lines.
• CRM delayed in syncing webinar data; reported to IT.

Next Steps:

• Schedule three follow-up calls with high-potential prospects
• Begin drafting a new infographic on life insurance-based gifts
• Collaborate with the legal team to update estate planning FAQs

📤 Submission Procedure

1. Log into https://saypro.online
2. Navigate to the Fundraising Office > SCMR Reporting section
3. Click on “Submit Weekly Report”
4. Download the latest template (if not already saved)
5. Fill out all seven required sections in detail
6. Upload completed report as a PDF or Word document
7. Confirm submission with a short summary and click “Send to Fundraising Office”

A confirmation email will be sent upon successful upload.

🔍 Monitoring and Review Process

• Reports are reviewed every Monday by the SayPro Fundraising Office
• Summary dashboards are updated weekly by the SCMR Oversight Team
• Feedback or additional action steps will be returned to staff within 2 working days
• Performance issues or gaps may trigger coaching or realignment meetings

All reports are stored securely and archived for quarterly impact reviews, donor audits, and compliance with SayPro’s ethical fundraising standards.

🔐 Confidentiality Protocol

• Donor information included in reports must adhere to SayPro’s Data Protection Policy
• Reports containing sensitive data (e.g., financial preferences, estate details) must be marked as Confidential
• Team members are prohibited from sharing donor reports outside SayPro systems or teams without written approval

📘 Conclusion

Weekly progress reporting is not a formality—it is a strategic and essential component of the SayPro Donor Education Program. These reports foster a proactive, feedback-driven culture within SayPro and enable the organization to consistently refine its legacy engagement strategies. They also demonstrate to donors that SayPro is organized, transparent, and committed to delivering an impactful giving experience.