SayPro KPI Submission Log
SayPro Purpose
The SayPro KPI Submission Log is used to record and track all KPI data submissions related to SayPro projects. It facilitates effective monitoring of performance indicators, ensures deadlines are met, and provides a central reference for project managers, M&E officers, and stakeholders.
SayPro Key Features of the KPI Submission Log
- Tracks KPI name, description, and target
- Records submission dates and data sources
- Captures data quality notes and responsible persons
- Flags delayed or incomplete submissions
- Supports consolidated reporting and follow-up actions
SayPro Detailed Template Structure
| Column Header | Description |
|---|---|
| KPI ID / Code | Unique identifier or code assigned to each KPI for easy reference |
| KPI Name | Clear, descriptive name of the KPI (e.g., Number of youth trained, Community meetings held) |
| KPI Description | Brief explanation of what the KPI measures and its significance |
| Project/Programme Name | Name of the SayPro project or initiative to which the KPI applies |
| Reporting Period | Timeframe the KPI data relates to (e.g., Q1 2025, May 2025) |
| Target Value | The agreed target or goal for the KPI within the reporting period |
| Actual Value Submitted | The value reported for the KPI during the reporting period |
| Data Source | Where the data was obtained from (e.g., survey, attendance registers, database) |
| Submission Date | Date the KPI data was officially submitted |
| Submitted By | Name of the person responsible for compiling and submitting the KPI data |
| Data Quality Notes | Comments on data accuracy, completeness, or any anomalies detected |
| Approval Status | Status of the submission (e.g., Pending Review, Approved, Rejected) |
| Reviewer/Approver | Name of the person reviewing or approving the KPI submission |
| Follow-Up Actions | Any corrective measures or next steps required if data is missing or incorrect |
| Comments / Remarks | Additional notes or context regarding the KPI or submission |
SayPro Example Row
| KPI ID | KPI Name | KPI Description | Project Name | Reporting Period | Target | Actual | Data Source | Submission Date | Submitted By | Data Quality Notes | Approval Status | Reviewer | Follow-Up Actions | Comments |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| KPI01 | Youth Trained | Number of youth completing training | Youth Skills Pilot | Q1 2025 | 150 | 140 | Training Attendance | 2025-04-10 | J. Nkosi | Data from all sessions included | Approved | M&E Officer | None | Slightly below target |
| KPI02 | Community Meetings Held | Number of community meetings conducted | Civic Engagement | May 2025 | 10 | 12 | Meeting Minutes | 2025-06-05 | A. Dlamini | Overreporting suspected; under review | Pending Review | Programme Manager | Verify attendance logs |
SayPro How to Use the SayPro KPI Submission Log
- Identify KPIs: Before data collection, list all relevant KPIs for your project or programme with clear definitions and targets.
- Record Submissions: As KPI data is compiled, enter each submission in the log, including details on who submitted it, when, and from what source.
- Quality Check: Note any concerns about data quality or discrepancies to flag for review.
- Approval Process: Submit the log for review by designated M&E staff or managers who approve or request clarifications.
- Follow-Up: Track any required corrective actions or data verification steps.
- Reporting: Use the log as a source for consolidated KPI reports to funders, partners, and senior management.
SayPro Benefits of Using the KPI Submission Log
- Enhances transparency and accountability
- Provides an audit trail for KPI data submissions
- Helps identify bottlenecks or challenges in data collection
- Supports evidence-based decision making and programme adjustments
- Facilitates communication across teams and stakeholders
SayPro Template Format
The log is best maintained in an Excel spreadsheet or Google Sheet to allow easy updating, sorting, and filtering.
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