SayPro Data and Evidence Collection: Gather data on each SCDR project’s outcomes for the month

SayPro Data and Evidence Collection

The Data and Evidence Collection process is a foundational activity within SayPro’s monthly reporting cycle. It ensures that each project under the Social, Cultural, Developmental, and Recreational (SCDR) banner is evaluated based on tangible results, community engagement, and measurable progress. This data directly informs the Portfolio of Evidence Report and contributes to strategic decision-making and continuous improvement.

Purpose

To systematically gather, verify, and compile accurate, relevant, and timely data on the outcomes and performance of all active SCDR projects for the reporting month.

Key Areas of Data Collection

1. Project Outcomes
   • Capture the results achieved by each project, such as:
     • Events held
     • Services delivered
     • Skills transferred
     • Beneficiaries reached
     • Goals met (or not met)
   • Compare outcomes against monthly targets or plans.
2. Quantitative Metrics
   • Number of participants or beneficiaries
   • Demographic data (age, gender, location)
   • Completion rates
   • Attendance and engagement statistics
   • Budget expenditure versus allocation
3. Qualitative Evidence
   • Case studies and impact stories
   • Testimonials and feedback from participants
   • Observational notes from site visits or staff assessments
4. Monitoring Tools
   • Survey results and evaluation forms
   • Daily activity logs or attendance registers
   • Dashboards and real-time reporting apps (if in use)

Process for Collecting Data

1. Team-Level Submission
   • Each project team compiles their monthly data and submits it using standardized reporting templates provided by SayPro.
   • Data is due by a set deadline (e.g., by the 3rd working day of the new month).
2. Central Review
   • The Monitoring and Evaluation (M&E) unit reviews submissions for:
     • Accuracy
     • Completeness
     • Consistency with field reports and previous data
   • Any discrepancies are resolved through follow-up with project teams.
3. Evidence Compilation
   • Verified data is added to the master database and used to populate the:
     • Monthly Portfolio of Evidence Report
     • SCDR Meeting agenda and talking points
     • Internal dashboards and planning tools

Data Quality Assurance

• Use clear definitions and indicators for each data point.
• Ensure double-checking of figures before final submission.
• Provide training and support for teams on data collection best practices.

Outcomes

• Improved accuracy in performance tracking
• Stronger evidence for reporting to funders and partners
• Greater alignment between field operations and strategic goals
• Better decision-making at SCDR meetings