SayPro Data Submission Format – Ensures data compatibility and standardization

SayPro Templates to Use

SayPro Data Submission Format

Purpose:
The SayPro Data Submission Format provides clear standards and guidelines to ensure that all research data, including economic impact topics and associated metadata, are submitted in a compatible, uniform manner. This standardization facilitates seamless integration into SayPro’s databases, promotes data quality, and enhances interoperability across research projects.

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Accepted File Formats

• CSV (Comma-Separated Values): Preferred for topic lists and datasets due to ease of integration and broad compatibility.
• XLSX (Microsoft Excel): Used when data includes multiple sheets, formatting, or requires more complex structuring.
• PDF (Portable Document Format): Allowed for finalized reports or documents that do not require editing but must be preserved in fixed layout.

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File Naming Conventions

To ensure easy tracking and retrieval, files should be named following this structure:

cssCopyEdit[ProjectCode]_[ResearcherID]_[PromptID]_[YYYYMMDD]_v[VersionNumber].[file extension]

Example:
ECIMP_12345_PROMPT14_20250610_v1.xlsx

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Data Structure Guidelines

1. Topic Lists (CSV/XLSX)
   • Column Headers: Use consistent, predefined headers such as:
     • TopicNumber (integer)
     • TopicTitle (text)
     • TopicDescription (text)
     • PromptID (text)
     • ExtractionDate (date format YYYY-MM-DD)
     • ResearcherID (text or numeric)
     • Comments (optional text for notes or flags)
   • Data Formatting:
     • Avoid merged cells, formulas, or special characters
     • Ensure text fields are clearly separated
     • Use UTF-8 encoding to support special characters
2. Reports (PDF/XLSX)
   • Include a cover page with project details, researcher information, and date
   • Follow SayPro’s official templates for formatting and sections
   • Ensure all embedded tables and figures are clearly labeled

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Submission Process

• Upload files through the SayPro Research Portal under the designated project and prompt folders.
• Verify successful upload and accessibility post-submission.
• Retain backup copies until official confirmation of receipt.
• Submit any supporting documentation or metadata alongside primary data files.

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Quality Assurance Checks

• Verify that all fields are completed accurately and consistently.
• Check for data duplication or omissions.
• Confirm compliance with formatting standards before submission.

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Benefits

• Facilitates data integrity and ease of analysis
• Enables efficient integration into SayPro’s economic impact models
• Ensures clear communication and accountability among research teams
• Supports scalability and reproducibility of research outputs