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SayPro Quarterly Data Entry Audit Sheet (Template #SP-DIR-AUDIT-MAR).
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Document Title:
SayPro Quarterly Data Entry Audit Sheet
Template ID: SP-DIR-AUDIT-MAR
Version: 1.0
Effective From: March 2025
Issued By: SayPro Fundraising, Sponsorships, Donations, and Crowdfunding Office
Purpose of the Document
The SayPro Quarterly Data Entry Audit Sheet (Template #SP-DIR-AUDIT-MAR) is a standardized quality assurance tool used to review, validate, and assess the accuracy and integrity of records entered into SayPro’s master directories on a quarterly basis. This includes data related to donors, sponsors, campaign participants, crowdfunding contributors, and corporate partners.
The audit sheet is designed to:
- Ensure all directory entries are accurate, complete, and current.
- Identify and correct inconsistencies, duplications, or missing information.
- Track performance and compliance of data entry clerks and administrators.
- Support transparency and accountability in SayPro’s fundraising and stakeholder engagement efforts.
- Provide internal documentation for audits, evaluations, and reporting.
Scope
This audit sheet applies to all SayPro personnel responsible for data management, especially those inputting or updating records in the SayPro CRM and master directories. It encompasses all data categories—personal, financial, engagement, and campaign-related—recorded between the start and end of each quarter.
Audit Frequency
- Quarterly (March, June, September, December)
- Conducted within the first two weeks following the end of each quarter.
- Results must be submitted to the SayPro Quality Assurance Officer and copied to the Marketing Royalty Data Governance Desk.
Structure of Template #SP-DIR-AUDIT-MAR
Section A: Auditor Information
| Field | Description |
|---|---|
| Auditor Name | Full name of the person conducting the audit |
| Position | Role/title in SayPro |
| Department | Relevant department (e.g., Fundraising, Sponsorships) |
| Audit Period | e.g., Q1 2025 (Jan–Mar) |
| Date of Audit | Date audit was performed |
| Reviewer Signature | Required for official review and submission |
Section B: Directory Entry Summary
| Field | Description |
|---|---|
| Total Entries Reviewed | Number of individual directory records reviewed |
| Entry Sources | CRM, Website Backend, Campaign Logs, Payment Systems |
| Review Sample Size | % or actual number compared to total entries |
Section C: Accuracy Audit Checklist
| Criteria | Yes | No | Comments |
|---|---|---|---|
| Is donor/sponsor name spelled correctly? | ☐ | ☐ | |
| Are contact details complete (email, phone, address)? | ☐ | ☐ | |
| Has the donation/sponsorship amount been logged correctly? | ☐ | ☐ | |
| Is the campaign/event association correctly noted? | ☐ | ☐ | |
| Are records timestamped and user-tagged? | ☐ | ☐ | |
| Are there any duplicate entries? | ☐ | ☐ | |
| Have any obsolete/inactive records been archived? | ☐ | ☐ |
Section D: Compliance & Privacy Check
| Criteria | Met | Not Met | N/A | Notes |
|---|---|---|---|---|
| Personal data is marked as confidential | ☐ | ☐ | ☐ | |
| Financial details are encrypted or protected | ☐ | ☐ | ☐ | |
| Data complies with SayPro privacy protocols | ☐ | ☐ | ☐ | |
| Access to sensitive records is role-based | ☐ | ☐ | ☐ | |
| Consent forms/terms are linked to records | ☐ | ☐ | ☐ |
Section E: Findings and Observations
A freeform section where the auditor documents key findings, including:
- Patterns of errors (e.g., missing contact details, repeated duplications).
- Departments or users with frequent data entry issues.
- Any records requiring urgent correction or flagging.
- Specific campaigns or donor segments needing re-verification.
Section F: Corrective Actions Recommended
| Issue Identified | Corrective Action | Responsible Person | Deadline |
|---|---|---|---|
| e.g., 12 duplicate sponsor records | Merge and re-verify | CRM Admin – Team B | 10 April 2025 |
Section G: Final Compliance Score (Optional)
This section summarizes the overall quality of the entries audited, based on accuracy, completion, and compliance.
| Score Category | Percentage Range | Auditor’s Score |
|---|---|---|
| Accuracy | 0–100% | ____% |
| Completeness | 0–100% | ____% |
| Compliance | 0–100% | ____% |
| Overall Score | 0–100% | ____% |
Note: A score of 85% or above is considered compliant; below 70% requires urgent intervention.
Usage Instructions
- Download Template:
- Available through the SayPro internal portal or issued by the Data Quality Assurance team.
- Random Sampling:
- Review a representative sample of records from each data source (CRM, Event Logs, Payment Integrations).
- Validate Fields:
- Cross-check entries with original campaign documents, consent forms, and payment receipts.
- Submit Report:
- Upload completed audit sheet to the SayPro Data Oversight System (SDOS) and email confirmation to:
data.audit@saypro.org.
- Upload completed audit sheet to the SayPro Data Oversight System (SDOS) and email confirmation to:
- Follow Up:
- Track and verify that all corrective actions are implemented by the assigned personnel before the next audit cycle.
Benefits of the Audit Sheet
- Data Quality Improvement: Ensures SayPro directories are clean, reliable, and actionable.
- Informed Decision-Making: Reliable data enables better planning, outreach, and reporting.
- Stakeholder Confidence: Auditable, transparent data enhances trust with donors and sponsors.
- Operational Efficiency: Identifies systemic errors early to reduce data rework and administrative load.
Conclusion
The SayPro Quarterly Data Entry Audit Sheet (Template #SP-DIR-AUDIT-MAR) is an essential tool for maintaining the health and reliability of SayPro’s stakeholder directory system. Through structured, periodic audits, SayPro ensures that its records reflect the highest standards of data accuracy, privacy compliance, and stakeholder accountability. All departments involved in fundraising, sponsorships, and stakeholder engagement are required to support this auditing process and implement any necessary improvements based on findings.
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