SayPro Report Submission Protocol

Report Type: Monthly Qualitative Analysis Report
Department: SayPro Strategy & Insights
Recipient: SayPro Research Royalty
Purpose: Review, approval, and archiving in the official SayPro research records

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Step-by-Step Submission Guide

✅ 1. Final Preparation of Report Documents

Before submission, ensure all reporting materials are finalized and meet SayPro’s formatting and documentation standards:

Document	Format	Naming Convention
Main Qualitative Report	PDF	SayPro_Qual_Report_MonthYear.pdf
Supporting Data Files	Excel or CSV	Interview_Notes_MonthYear.xlsx
Supplementary Materials	ZIP Archive	SayPro_Qual_Supporting_Materials_MonthYear.zip
Cover Page (if needed)	Word/PDF	Included in PDF or separately as Cover_Page_MonthYear.pdf

Ensure the following:

• Report includes executive summary, key findings, recommendations, and an appendix.
• All documents are free of typos, version-marked (e.g. “v1.0 Final”), and signed off by the lead analyst.

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📧 2. Email Submission to Research Royalty

Once the documents are ready:

📍 Official Submission Email Format

• To: research.royalty@saypro.co.za
• CC: Your team lead, SayPro Insights Manager, and relevant department stakeholders
• Subject: Submission: SayPro Monthly Qualitative Report – [Month Year]

📧 Email Body Template

plaintextCopyEditDear SayPro Research Royalty Team,

I am pleased to submit the SayPro Monthly Qualitative Analysis Report for [Month Year], compiled by the Strategy & Insights division.

The attached report provides an in-depth analysis of key user sentiment trends, usability insights, and actionable recommendations based on interviews, usability tests, and support interactions conducted during the reporting period.

Included in this submission:
- The finalized PDF report
- Supporting interview data and analysis
- A ZIP file containing raw notes, transcripts, and supplementary visuals

This submission is made in accordance with SayPro’s research governance and archival standards. Kindly review the attached materials and confirm receipt at your earliest convenience.

Should you require further clarification or an executive briefing, I would be happy to arrange a review meeting.

Warm regards,  
[Your Full Name]  
[Your Position]  
SayPro Strategy & Insights  
Contact: [Your Email] | [Phone Number]

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🗂️ 3. Archiving on SayPro’s Internal Systems

After the email is sent:

🔒 Internal Archiving Checklist

1. Upload Files to the Shared Drive:
   • Path:
     \\SayPro-Research\Reports\Monthly_Reports\2025\[Month]_Qualitative\
2. Naming Conventions:
   • Maintain consistent naming for ease of search.
   • Tag version history and analyst initials if applicable:
     SayPro_Qual_Report_May2025_v1.0_JK.pdf
3. Set Permissions:
   • Access should be granted to:
     • SayPro Research Royalty
     • Strategy & Insights Team
     • QA and Internal Audit (Read-only)

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🔁 4. Follow-Up Protocol

If confirmation is not received within 48–72 hours:

• Send a polite follow-up email.
• Optionally schedule a short 15-minute check-in with the Research Royalty liaison to confirm that files meet submission criteria.

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✅ Submission Example Summary

Step	Task	Responsible
1	Finalize and QA report + materials	Lead Analyst
2	Email submission to Research Royalty	Team Coordinator
3	Archive files to internal server with proper naming & permissions	Documentation Admin
4	Await and confirm receipt; respond to feedback or archive approval	Project Lead

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📎 Attached Files (Example)

• ✅ SayPro_Qual_Report_May2025.pdf
• ✅ Interview_Data_May2025.xlsx
• ✅ Supporting_Transcripts_May2025.zip
• ✅ Cover_Page_Standard_Format.pdf (optional if embedded)