SayPro Documentation & Reporting: Gathering the necessary documents from employees and stakeholders involved in the event

🎯 Objective:

To establish a clear, secure, and organized process for collecting, storing, and reporting on all documentation related to SayPro’s crowdfunding events — ensuring transparency, accountability, and compliance for internal stakeholders, auditors, and partners.

🧱 Key Documentation Categories to Gather

🔧 Implementation Plan: How to Gather & Manage the Documents

✅ Step 1: Create a Central Document Request Checklist

Prepare a master checklist to be shared with internal teams and relevant external contributors. Include:

Example:

• Final SCDR-7 project proposal (signed)
• Campaign budget and fund allocation plan
• Donation receipts from [Start Date] to [End Date]
• List of all donors with contact details and donation amounts
• 3–5 beneficiary testimonials (text or video)
• Consent forms for any media submitted
• Staff involved with roles/responsibilities documented

Format the checklist in Google Sheets, Excel, or a project tool like ClickUp, Asana, or Notion.

✅ Step 2: Design and Share Submission Forms & Templates

For Employees & Program Leads:

• Google Form or Typeform to upload:
  • Proposals
  • Expense claims
  • Activity logs
  • Media files

For Donors (post-campaign, optional):

• Secure form for updating details (for certificates, thank-you packs)
• Consent form to feature their names or stories publicly

✅ Step 3: Secure Storage & Folder Structure

Use a cloud-based file management system (Google Drive, SharePoint, Dropbox) and structure folders clearly:

SayPro Crowdfunding Campaigns
│
├── February 2025 SCDR-7
│   ├── 01 Project Proposals
│   ├── 02 Donation Receipts & Reports
│   ├── 03 Donor Contact Lists
│   ├── 04 Media (Photos & Videos)
│   ├── 05 Acknowledgement & Consent Forms
│   └── 06 Internal Reports & Budgets

Ensure access control is in place to protect personal and financial data.

✅ Step 4: Assign Responsibility & Deadlines

Create a table assigning who submits what, and by when.

Include a tracking dashboard to follow up on pending submissions.

✅ Step 5: Reporting Integration

Once gathered, these documents can be compiled into:

• 📄 Final Campaign Report (for board, funders, and donors)
• 📊 Financial Summary Report (including fund allocation and expenses)
• 📷 Visual Impact Storybook (for web, newsletters, social)
• ✅ Compliance Folder (for audit/legal review)

🔒 Data Protection & Privacy Considerations

SayPro must ensure that:

• Donor data is handled in line with POPIA (Protection of Personal Information Act) or applicable privacy laws
• Consent is obtained before publishing any personal stories or images
• Donation records are encrypted/stored securely
• Access to donor data is restricted to authorized personnel only

📆 Suggested Timeline Example

📎 Tools Recommended