SayPro Evidence Collection: Employees will gather all relevant evidence, data, and progress updates related to SayPro’s monthly activities

SayPro Evidence Collection

As part of the comprehensive documentation and monitoring process for SayPro’s ongoing activities, Evidence Collection is a critical step in preparing the SayPro 02 February 03 Monthly SayPro Portfolio of Evidence Report and Meetings SCDR. This process ensures accuracy, transparency, and accountability across all departments and operational areas.

Purpose of Evidence Collection

The primary goal of this phase is to gather, compile, and verify all relevant data and supporting materials that reflect SayPro’s monthly outputs, outcomes, and developmental progress. This evidence forms the foundation of the monthly reporting and review process and plays a vital role in strategic decision-making, compliance audits, and performance evaluations.

Scope of Collection

The scope of the evidence collection includes, but is not limited to:

• Project Documentation: All updated records, logs, and reports from ongoing and completed projects during the reporting period.
• Attendance Registers: Verified records of attendance for all meetings, training sessions, and stakeholder engagements.
• Photographic and Video Evidence: Time-stamped visual content from events, activities, field visits, or implementation milestones.
• Communication Records: Official email threads, memos, meeting minutes, feedback forms, and follow-up documentation.
• Monitoring and Evaluation Tools: Completed M&E templates, checklists, evaluation reports, and surveys.
• Financial Records: Relevant receipts, invoices, budget utilization reports, and procurement documentation tied to monthly activities.
• Progress Updates: Reports and updates from departmental leads outlining achievements, challenges, and upcoming targets.
• Beneficiary Data: Lists, testimonials, sign-in forms, or any other information capturing beneficiary involvement and impact.
• Digital System Outputs: Data exports and screenshots from SayPro’s digital systems, platforms, or dashboards used in operations.

Roles and Responsibilities

Each SayPro employee is responsible for contributing to the evidence collection process within their respective functional areas. Specific roles include:

• Department Leads: Oversee the collection within their units and ensure completeness and quality of submissions.
• Monitoring & Evaluation Team: Assist in verification, validation, and proper formatting of evidence collected.
• Administrative Support Staff: Organize, archive, and index all collected materials for easy retrieval and reference.
• Report Compilers: Use the gathered evidence to develop and compile the final Monthly SayPro Portfolio of Evidence Report.

Timeline

Evidence collection must be completed by the 25th of each month, allowing sufficient time for validation, analysis, and report compilation before the final SCDR (SayPro Coordination and Development Review) Meeting held in the first week of the following month.

Submission Protocol

All evidence should be:

• Digitally submitted via the designated internal document management system.
• Properly labeled with activity name, date, and responsible team.
• Uploaded in approved formats (PDF, JPG, XLSX, DOCX, etc.).
• Accompanied by a short narrative or description when necessary to contextualize the content.

Quality Control Measures

To maintain a high standard of documentation:

• Random audits will be conducted monthly.
• Feedback will be given to teams on the quality and completeness of their submissions.
• Training sessions will be offered to strengthen internal capacity on data collection and reporting.