SayPro Stakeholder Feedback Database Access & Management Framework

Platform: www.saypro.online or SayPro’s internal portal
Users: Program managers, M&E staff, Communications team, and Leadership

---

1.SayPro Purpose

To provide authorized SayPro personnel with secure, centralized, and real-time access to stakeholder feedback—collected across platforms and regions—for use in reporting, program design, and accountability processes.

---

2.SayPro Key Features on the SayPro Website

✅ Secure Login Access

• Role-based access controls (Admin, M&E, Viewer)
• 2FA for sensitive feedback data
• GDPR-compliant encryption and privacy settings

✅ Feedback Dashboard Overview

• Visual summaries (pie charts, word clouds, sentiment ratings)
• Filters for time, program, region, stakeholder group
• Export options (CSV, Excel, PDF)

✅ Feedback Database Panel

• Advanced search (e.g., by theme, project code, keyword)
• Individual entry view (with original comment, tags, and status)
• Comment flagging system for escalation or follow-up

✅ Upload & Sync Function

• Upload offline feedback forms (e.g., KoboToolbox exports, Excel)
• API integrations with survey platforms and WhatsApp bots
• Real-time sync with mobile data collection tools

---

3.SayPro How to Access the Database (Step-by-Step)

1. Go to: www.saypro.online/feedback-portal
2. Log in using your SayPro credentials
3. Select:
   • Dashboard for summaries
   • Database for entry-level access
   • Upload for new feedback inputs
4. Use the filters to sort by program, timeframe, or sentiment
5. Download filtered reports or add internal notes per entry

---

4.SayPro Managing Feedback Entries

Action	Who Can Perform	Description
Tag themes/issues	M&E and Program Teams	Label feedback (e.g., “Service Delay”, “Training Quality”)
Assign follow-up	Project Leads	Route to departments or individuals for resolution
Archive or anonymize	Admin Only	For long-term storage or privacy compliance
Respond or notify	Communications	Draft acknowledgement messages to stakeholders

---

5.SayPro Analytics & Reporting Tools

• Auto-generated trend reports (weekly/monthly)
• Custom report builder for project managers
• Exportable charts for inclusion in donor or board reports
• Sentiment tracking over time to assess public perception

---

6.SayPro Permissions & Access Roles

User Role	Access Rights
Admin	Full access, edit, export, anonymize, assign
Program Manager	View, tag, export, assign follow-ups
M&E Officer	Upload data, tag entries, generate reports
Comms Team	Read-only access, download summaries
Regional Officer	View and manage entries from assigned region only

---

7.SayPro Data Privacy & Compliance

• Adheres to local and international data laws (GDPR, POPIA)
• Consent statements required during data collection
• Option to mask sensitive content from non-admin users
• Logs of who accessed what and when

---

8.SayPro Support and Troubleshooting

• Helpdesk Email: support@saypro.online
• Live Chat: Available Mon–Fri, 9am–5pm (CAT)
• Tutorial Videos: Accessible in portal under “Resources”
• Training Sessions: Quarterly refreshers for staff

---

9.SayPro Next Steps for Deployment (If Not Live Yet)

Task	Owner	Deadline
Finalize feedback platform backend	IT Team	July 15, 2025
Train all M&E and regional staff	HR + M&E	July 30, 2025
Launch internal access portal	Web Admin	August 1, 2025
Evaluate usage & performance	Executive Office	October 2025