SayPro Week 2: Task: Perform quality control checks, identifying and removing duplicates or erroneous data

SayPro Week 2: Task – Perform Quality Control Checks, Identifying and Removing Duplicates or Erroneous Data, and Correcting Issues

Objective:

The goal for Week 2 is to ensure the integrity of the donor database by performing quality control checks to identify and remove duplicate or erroneous data. This process will ensure that the data is clean, accurate, and reliable, which is crucial for reporting, donor relations, and future fundraising activities.

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Task Breakdown

1. Perform Data Quality Control Checks

• Review Database for Duplicate Entries:
  • Identify Duplicate Records:
    • Use the donor ID (if available) or key information such as name, email address, phone number, and address to search for duplicate records in the donor database.
    • Pay special attention to minor variations (e.g., typos in names or addresses) that might cause records to appear as separate entries when they are actually the same donor.
  • Merge Duplicate Records:
    • Once duplicates are identified, merge the information into a single, accurate donor record. This should include:
      • Combining donation amounts and history.
      • Consolidating contact details and preferences.
      • Ensuring no data is lost during the merging process.
  • Flagging for Manual Review:
    • In cases where duplicates are difficult to resolve automatically (e.g., multiple entries for the same name but different contact details), flag these records for manual review and correction.
• Check for Erroneous Data:
  • Missing Information:
    • Identify records where required fields (such as donor name, email, donation amount, payment method, etc.) are missing.
    • Missing Donation Information:
      • Ensure all donations have associated details like donation amount, date, and payment method. Any donations without these details should be flagged for correction.
  • Incorrect or Outdated Information:
    • Verify that contact details (such as phone numbers or email addresses) are correct and up-to-date. If any records contain outdated or invalid information, update them accordingly.
    • Cross-check donation amounts and payment methods to ensure no discrepancies. For example, donations recorded with an incorrect payment method (e.g., a check listed as an online payment) should be corrected.
  • Ensure Proper Formatting:
    • Verify that donor contact information (e.g., email addresses, phone numbers, addresses) adheres to standardized formats. For example, phone numbers should have consistent formatting, and emails should be correctly structured.

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2. Cleanse and Standardize Data

• Standardize Donor Information:
  • Ensure that donor names are consistently formatted (e.g., first name, last name) and follow a uniform format (no extra spaces, consistent capitalization).
  • Verify that addresses are properly formatted with appropriate capitalization, street names, cities, and zip codes correctly entered.
  • Phone Numbers and Emails:
    • Standardize phone number formatting (e.g., international vs. national formats) and ensure email addresses are valid.
• Standardize Donation Information:
  • Ensure that all donations are properly categorized (e.g., one-time donation vs. recurring donation) and linked to the correct campaign or event.
  • Standardize donation amounts (e.g., use consistent currency formats) and payment methods to avoid discrepancies when generating reports.

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3. Correct Any Identified Issues

• Correct Missing or Incorrect Data:
  • For any records with missing or erroneous data, attempt to fill in or correct the information.
    • Contact Donors: If necessary, contact donors to clarify missing or incorrect information (e.g., email address, donation amount).
    • Internal Coordination: Work with relevant departments (e.g., Finance, Event Management) to fill in any gaps or correct discrepancies.
• Validate Donation Amounts:
  • Verify that the total donation amounts reflect the actual amounts received. This is especially important for offline donations, where there may be manual discrepancies.
  • Cross-reference donation amounts with bank statements or receipts to ensure the figures are accurate.
• Merge or Remove Duplicate Donor Records:
  • Merge all duplicate records into one, ensuring that no donor information is lost in the process.
  • If any duplicates contain incorrect or conflicting information, manually resolve the discrepancies and ensure the merged data is accurate.

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4. Generate Data Quality Control Report

• Summary of Corrections:
  • Create a report that outlines the number of issues identified and corrected during the data quality control process, such as:
    • Number of Duplicate Records Removed/Merged
    • Number of Erroneous Data Entries Corrected (e.g., incorrect donation amounts, outdated contact information)
    • Number of Missing Data Points (e.g., missing donation details or incomplete contact info)
  • Detailed Report on Data Cleansing Efforts:
    • A detailed breakdown of the specific actions taken, including any challenges or complex data issues that required manual intervention.
    • Include notes on major improvements or changes to the database, as well as any records that could not be corrected or resolved.
• Tracking and Audit:
  • Track all data corrections and updates made during the process for future reference or audits.

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5. Final Database Review and Validation

• Double-Check for Accuracy:
  • After performing the necessary corrections, conduct a final review of the database to ensure all changes have been correctly applied.
  • Randomly check several donor records to confirm that information has been accurately updated and that there are no remaining issues.
• Verify Data Integrity:
  • Ensure that the integrity of the database is maintained and that no records have been accidentally lost or altered incorrectly.
  • Run a final duplicate check to make sure no new duplicates have been introduced during the process.

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Expected Outcome for Week 2

• Clean, Accurate Database:
  The database should be free of duplicate or erroneous data. All records should be accurate, consistent, and up-to-date.
• Resolved Data Issues:
  Any missing, incomplete, or outdated information should be corrected, ensuring all donor records are fully populated and reliable.
• Improved Data Integrity:
  The database will be much more reliable for generating reports, tracking donations, and engaging with donors.
• Comprehensive Report:
  A detailed report documenting all quality control activities, including data cleansing, duplicate removal, and corrections, will be available for internal review.

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Timeline for Week 2

• Day 1-2: Identify and review duplicate records and erroneous data in the donor database.
• Day 3-4: Correct data issues, including merging duplicates and updating erroneous or missing data.
• Day 5: Standardize donor and donation information to ensure consistency across the database.
• Day 6: Final review of database accuracy and integrity, including a final duplicate check.
• Day 7: Generate a comprehensive quality control report and share with relevant stakeholders.

By the end of Week 2, SayPro will have a clean and accurate donor database ready for reporting and engagement activities, with all duplicates removed and erroneous data corrected. This will lay a solid foundation for high-quality donor communications and future fundraising efforts.