SayPro Proposal Upload for Central Review Process

Function: Submission of Proposals for Review and Approval
Department: SayPro Community Development Office
Led by: Technical Writer / Project Developer
Oversight by: SayPro Development Royalty

Purpose

The Proposal Upload for Central Review is an essential step in SayPro’s project development workflow. Once a project proposal has been drafted, refined, and finalized using the SayPro Logical Framework and Work Plan templates, it must be submitted to the central review team for feedback, evaluation, and approval. This process ensures that the proposal aligns with organizational goals, complies with donor or stakeholder requirements, and is ready for funding or implementation.

Key Steps in the Proposal Upload Process

1. Finalizing the Proposal Document

• Ensure that the proposal is fully complete, with:
  • A clear executive summary outlining key objectives, activities, and expected outcomes.
  • Logical Framework (LogFrame) showing the project’s goals, outputs, indicators, and assumptions.
  • A detailed work plan with activities, timelines, resources, and budget.
  • All necessary annexes such as risk assessments, stakeholder analysis, budget breakdowns, and supporting documents.

2. Internal Review and Feedback Loop

Before uploading for central review, the proposal should undergo an internal review process. This step typically includes:

• Cross-functional team review (Finance, Monitoring & Evaluation, Implementation, Legal).
• Revisions based on feedback: Incorporate necessary adjustments and clarifications based on the feedback provided by team members.
• Final approval: Obtain internal sign-offs or feedback from senior management, such as the Program Design Manager or Development Royalty.

3. Uploading the Proposal for Central Review

• File Naming and Version Control: Ensure the proposal file is clearly named with version numbers, project title, and submission date (e.g., SayPro_Youth_Employment_Proposal_V2_May2025).
• Upload Platform: Log into SayPro’s designated central review system (e.g., internal file-sharing system, project management platform, or SharePoint).
• Select the Correct Project Category: Ensure the proposal is uploaded under the correct thematic or programmatic category (e.g., Youth Empowerment, Health, Education).
• Attach Supporting Documentation: Attach any supplementary documents, such as budget spreadsheets, risk management plans, or letters of support.

4. Submit Proposal for Review

• Set Access Permissions: Ensure the proposal is visible only to authorized members of the central review team.
• Track Submission Confirmation: Once uploaded, confirm that the proposal has been successfully submitted. Generate an automated confirmation receipt or email notification, if available.
• Provide a Summary for Reviewers: Submit a brief summary of key points (project objectives, target groups, budget) for quick reference by the review team.

5. Follow-Up

• Acknowledgment: Ensure that the central review team acknowledges receipt of the proposal.
• Review Timeline: Confirm the expected review period (e.g., 7-10 business days) and follow up with the review team if no feedback is received by the agreed-upon time.
• Feedback Review: Once the review is completed, assess the feedback, identify areas of improvement or additional information required, and address them before proceeding to the next step (e.g., donor submission or project launch).

Expected Outcomes

• ✅ Successful upload of the finalized proposal for central review.
• ✅ Timely feedback from the review team regarding proposal clarity, feasibility, and alignment with SayPro’s goals.
• ✅ Documented version history of proposals for transparency and future reference.
• ✅ Approval or revision requests communicated back to the proposal development team for next steps.

Tools and Systems Used

• File Sharing Platform (e.g., SharePoint, Google Drive, internal document management system)
• Project Management System (for tracking proposal statuses, version control, and feedback)
• Email or Automated Alerts (for submission confirmation and review feedback)

Impact of the Process

This proposal upload process streamlines the way SayPro ensures project quality, consistency, and alignment with organizational priorities. It also fosters transparency and accountability within the proposal review process. By maintaining structured documentation, SayPro enhances its chances of securing funding, resources, and partnerships for impactful development projects.