SayPro Monitoring and Reporting Track the success of funded projects by collecting performance data, financial statements, and project updates from grant recipients.

Great! Here’s a detailed structure for SayPro Monitoring and Reporting to effectively track the success of funded projects under the SayPro Monthly Economic Grants (April SCDR-2 Edition).

📊 SayPro Monitoring & Reporting Framework

Objective:

To ensure transparency, accountability, and measurable impact of the grants program by collecting key data and updates from all recipients.

🧩 Key Monitoring Components

1. 📝 Project Performance Reports

• Frequency: Quarterly (every 3 months after grant disbursement)
• Format: SayPro-provided report template (digital and printable versions)

📋 Report Sections:

• Project name and recipient details
• Milestones achieved vs. planned
• Activities carried out (with dates and locations)
• Beneficiaries reached (quantified + narratives)
• Challenges encountered and solutions applied
• Photos or media showcasing impact
• Quotes/testimonials from community members (if applicable)

2. 💰 Financial Reporting

• Frequency: Bi-annual (every 6 months) or upon project completion
• Template Includes:
  • Budget overview (as submitted during grant application)
  • Actual expenditure breakdown (with receipts or evidence)
  • Explanation of any significant deviations from the original budget
  • Remaining balance (if any) and next use plan

All financial statements will be reviewed by the SayPro Advice Desk Officer SCDR and SayPro Financial Oversight Team.

3. 📆 Project Update Check-ins

• Mode: Monthly check-ins via phone call, WhatsApp, or email
• Conducted by: SayPro Advice Desk Officer SCDR
• Purpose: Track ongoing activities, answer questions, and provide real-time support

Sample questions:

• What activities did you conduct this month?
• Have you encountered any new challenges?
• Do you require additional support or resources?
• Is the project timeline still on track?

4. 🧪 Impact Evaluation & Site Visits

• When: Midpoint and End-of-Project
• Purpose: Verify reported activities, assess community feedback, document real-life impact
• Conducted by: Strategic Partnerships Office + Monitoring & Evaluation Team
• Output: Site visit report + impact summary

5. 📂 Digital Submission & Tracking Tools

• Submission Portal: Grants dashboard on SayPro website (for uploads and status tracking)
• Backup Option: Email submission to monitoring@saypro.org
• Tool Integration: Google Drive folder per recipient (shared access for uploads)

6. 📈 Monitoring Dashboard (Internal Use)

• Used by SayPro staff to:
  • Track submission deadlines
  • View project timelines and performance status
  • Flag high-impact or at-risk projects
  • Generate automated reports for funders and board meetings

🎯 Success Indicators to Track