SayPro Pre-Event Phase (01-01-2025 to 01-05-2025): Confirm the team involved in the evaluation process and outline the evaluation criteria for the month

SayPro Pre-Event Phase (01-01-2025 to 01-05-2025): Confirming the Team and Outlining the Evaluation Criteria

The Pre-Event Phase of SayPro, running from January 1, 2025, to May 1, 2025, marks a critical period of preparation for the evaluation and selection process of proposals. During this phase, it is essential to confirm the team involved in the evaluation process and outline the evaluation criteria that will guide the assessment of proposals. The work done in this phase lays the foundation for a transparent, thorough, and effective evaluation process. This detailed breakdown will guide the activities and tasks to be accomplished within this phase.

1. Confirming the Team Involved in the Evaluation Process

A key component of this phase is assembling a team of individuals who will be responsible for reviewing and evaluating the submitted proposals. The evaluation team should be made up of experts who have the necessary skills and knowledge to assess various aspects of the proposals, such as economic impact, financial sustainability, social responsibility, technical feasibility, and environmental sustainability.

a. Roles and Responsibilities

The team will include a mix of internal SayPro staff and external experts. Here’s a breakdown of the roles and their respective responsibilities:

1. Evaluation Committee Chair
   • Role: The committee chair will oversee the entire evaluation process and ensure that it aligns with SayPro’s goals and objectives.
   • Responsibilities:
     • Coordinate the overall evaluation timeline.
     • Ensure all evaluators are aligned with the criteria and evaluation procedures.
     • Make the final decision on the selection of recipients, in collaboration with the team.
     • Ensure that evaluations are objective, transparent, and unbiased.
2. Economic Impact Experts
   • Role: Evaluate the potential economic benefits of the proposals, such as job creation, revenue generation, and community impact.
   • Responsibilities:
     • Analyze how the proposal will contribute to local economic growth.
     • Assess the scalability and long-term viability of the proposal.
     • Identify potential risks to the economic sustainability of the project.
3. Financial Experts
   • Role: Evaluate the financial viability of the proposals, including budgets, funding requirements, and projections for revenue.
   • Responsibilities:
     • Review detailed financial statements, projections, and funding needs.
     • Assess whether the proposal has a realistic and sustainable financial plan.
     • Provide insights into the financial risks and opportunities associated with the proposal.
4. Technical Experts
   • Role: Assess the technical feasibility and innovation of the proposals, ensuring they are grounded in sound methodologies and approaches.
   • Responsibilities:
     • Evaluate the technical aspects of the proposed project, such as design, technology, and infrastructure.
     • Identify any technical challenges and offer solutions.
     • Ensure that the proposal is scalable and sustainable from a technical standpoint.
5. Social Impact Experts
   • Role: Ensure that the proposals address community needs and contribute positively to social development and inclusivity.
   • Responsibilities:
     • Evaluate how well the proposal addresses the social needs of the community.
     • Assess whether the project fosters inclusivity, especially in terms of marginalized groups.
     • Consider the long-term social impact and the extent to which the proposal will benefit local residents and communities.
6. Sustainability and Environmental Experts
   • Role: Review the sustainability of the proposals, focusing on their environmental impact and long-term ecological implications.
   • Responsibilities:
     • Assess whether the project follows environmentally sustainable practices.
     • Identify any environmental risks or concerns.
     • Evaluate the proposal’s potential to contribute to sustainable development goals (SDGs).
7. Legal and Compliance Experts
   • Role: Ensure that the proposals comply with local laws, regulations, and industry standards.
   • Responsibilities:
     • Review the legal and regulatory framework surrounding the proposal.
     • Ensure that the project adheres to zoning, licensing, and other regulatory requirements.
     • Provide guidance on any potential legal risks that could arise during implementation.

b. Expert Selection and Confirmation

By the end of January 2025, SayPro should confirm and officially invite the experts to participate in the evaluation process. This confirmation should include:

• Reviewing the qualifications of each expert.
• Ensuring there is no conflict of interest.
• Setting up initial meetings to brief experts on the program’s goals, evaluation processes, and criteria.

2. Outlining the Evaluation Criteria

The evaluation criteria will provide a standardized framework for assessing proposals, ensuring that each submission is evaluated consistently and fairly. These criteria should align with SayPro’s mission of fostering local economic growth, job creation, and community development.

a. Overview of Evaluation Criteria

The proposals will be evaluated using the following key criteria:

1. Economic Impact
   • Sub-Criteria:
     • Job Creation: The number and quality of jobs the project is expected to create.
     • Revenue Generation: The expected contribution to the local economy through revenue, taxes, or new business opportunities.
     • Long-term Economic Sustainability: The potential for the project to continue generating economic benefits beyond the initial phase.
2. Financial Feasibility
   • Sub-Criteria:
     • Budget Realism: A thorough and realistic breakdown of costs, funding sources, and expected expenditures.
     • Financial Sustainability: Long-term financial plans, including revenue models, cost structures, and break-even projections.
     • Return on Investment (ROI): Projected financial returns for stakeholders, including economic benefits to the local community.
3. Technical Feasibility
   • Sub-Criteria:
     • Operational Viability: The practicality of the project’s design, technology, and implementation plans.
     • Innovation and Scalability: The degree of innovation in the proposal and its potential for growth or replication in other regions.
     • Risk Management: The plan for identifying and mitigating technical risks during execution.
4. Social Impact
   • Sub-Criteria:
     • Community Needs Addressed: How well the proposal addresses the social and economic needs of the local community, especially vulnerable or underserved groups.
     • Inclusivity and Equity: The level of inclusivity in terms of access to benefits for diverse populations, such as women, youth, and marginalized communities.
     • Social Innovation: The extent to which the proposal brings innovative solutions to social issues, such as education, healthcare, or housing.
5. Sustainability and Environmental Impact
   • Sub-Criteria:
     • Environmental Footprint: How the proposal minimizes environmental harm and uses sustainable resources.
     • Alignment with Sustainability Goals: Alignment with global sustainability frameworks, such as the United Nations’ Sustainable Development Goals (SDGs).
     • Long-term Ecological Impact: Evaluation of the long-term environmental impact of the project, ensuring it supports sustainable practices.
6. Legal and Regulatory Compliance
   • Sub-Criteria:
     • Compliance with Local Regulations: The project’s alignment with relevant local laws and regulations.
     • Licensing and Permits: The clarity of the regulatory pathway and obtaining necessary approvals and permits.
     • Risk of Legal Issues: Potential legal barriers or challenges that might arise during the project’s lifecycle.

b. Evaluation Scoring System

To ensure consistency and transparency, the evaluation criteria will be paired with a scoring system. Each criterion will be assigned a weight based on its importance to the program’s overall goals. Evaluators will assign scores to each proposal according to a predetermined scale (e.g., 1-5 or 1-10). A sample scoring system could look like this:

• 1-5 Scale:
  • 1 = Poor (Does not meet expectations or is inadequate)
  • 3 = Average (Meets expectations but could be improved)
  • 5 = Excellent (Exceeds expectations and offers exceptional value)

c. Prioritizing Key Evaluation Areas

Given the local economic development focus of SayPro, certain criteria might be weighted more heavily than others:

• Economic Impact (40%)
• Financial Feasibility (25%)
• Social Impact (15%)
• Sustainability and Environmental Impact (10%)
• Technical Feasibility (5%)
• Legal and Regulatory Compliance (5%)

d. Evaluation Process and Timeline

The evaluation process will be carried out over a structured timeline:

1. Proposal Submission Period (January 1, 2025 – March 31, 2025): Applicants will submit their proposals by the end of March.
2. Initial Review and Screening (April 1 – April 10, 2025): The evaluation committee will conduct a preliminary review to ensure all proposals meet the basic eligibility criteria.
3. In-Depth Evaluation (April 11 – April 20, 2025): Experts will assess the proposals based on the criteria outlined above.
4. Expert Collaboration and Final Scoring (April 21 – April 30, 2025): Experts will discuss their evaluations and finalize the scoring. Any discrepancies or concerns will be addressed during this phase.
5. Final Selection (May 1, 2025): The evaluation team will make the final recommendations based on the collective scores and analysis.

Conclusion

The Pre-Event Phase (January 1 to May 1, 2025) is crucial for establishing a clear, structured, and transparent evaluation process. By confirming the team of experts and outlining the evaluation criteria, SayPro sets the stage for a rigorous and fair selection process. This ensures that proposals are thoroughly assessed for their economic, social, technical, and environmental contributions, ultimately identifying the most impactful initiatives that will drive local economic growth.