SayPro Research Documentation Protocol

Task: Document All Research Data, Insights & Analyses Using SayPro Standard Templates
Applies to: SayPro Economic Impact Studies Research Office, Field Researchers, Analysts
Project Example: SCRR-21 – Market Fit & Economic Impact Study (June 2025)
Oversight: SayPro Research Royalty

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🎯 Objective

Ensure that all data—quantitative, qualitative, and observational—collected or generated during SayPro’s research cycle is systematically documented, standardized, and archived using official SayPro templates. This supports:

• Integrity and traceability of research work
• Reusability for future strategic planning and audits
• Institutional learning and continuity

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📋 Required SayPro Templates

Template Name	Purpose
✅ SayPro Qualitative Analysis Report Template	Document interviews, focus group results, thematic codes
✅ SayPro Topic Extraction Prompt Log	Log GPT prompts, response lists, and analyst notes
✅ SayPro Stakeholder Feedback Summary Sheet	Record structured feedback from users/clients/partners
✅ SayPro Monthly Activity and Time Log	Track researcher hours, milestones, and effort per task
✅ SayPro Research Archive Index	Maintain master register of all uploaded research files
✅ SayPro Survey Summary Sheet	Log survey design, response rates, key metrics & quotes
✅ SayPro Confidentiality & Consent Form Logs	Record signed consent for participation and data use

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📑 Step-by-Step Documentation Process

1. 🧾 Raw Data Collection Logs

• Quantitative data from surveys and portal analytics should be:
  • Saved as .xlsx or .csv
  • Filed using the naming convention:
    Project_Area_Tool_Month_Year_Version (e.g., SCRR21_Kenya_Survey_June2025_v1.xlsx)
  • Documented in the SayPro Survey Summary Sheet
• Qualitative data (interviews, notes, transcripts) should be:
  • Transcribed and summarized using the SayPro Qualitative Analysis Report Template
  • Filed by respondent group or thematic focus

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2. 🧠 Insight Development Logs

• Document coding and categorization of themes using:
  • Stakeholder Feedback Summary Sheet for user/client interviews
  • Qualitative Analysis Template for in-depth pattern analysis
• Each insight should include:
  • Source reference (interview ID, survey Q#, etc.)
  • Category/tag (e.g., “pricing confusion”, “digital literacy barrier”)
  • Analyst comments and quotes

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3. ⚙️ GPT-Powered Research (Topic Generation)

• Log all GPT-4 prompts and their outputs in the:
  • SayPro Topic Extraction Prompt Log Template
  • Include: prompt text, date, model version, key themes extracted, notes

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4. 📅 Time & Activity Tracking

• All work hours spent on research tasks must be logged in:
  • SayPro Monthly Activity and Time Log
  • Tasks should be broken down by:
    • Data collection
    • Analysis
    • Reporting
    • Meeting participation

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5. 📊 Reporting and Submission

Each research cycle must include a consolidated report with:

• Executive Summary of Insights
• Methodology Summary
• Key Findings (Supported by Data)
• Recommendations to SayPro Leadership

Use:

• The SayPro Qualitative Report Template for in-depth reports
• Supplement with visual data from survey or web analysis

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6. 🗃️ Archiving and Version Control

All documentation must be:

• Saved in PDF and editable formats (e.g., .docx, .xlsx)
• Uploaded to SayPro’s SharePoint Research Archive Folder for the respective project and month
• Registered in the SayPro Research Archive Index

Use naming protocols and version tracking:
SCRR21_TopicLog_GPT_MarketFit_June2025_v2.docx

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✅ Compliance Checklist

Requirement	Status (Y/N)	Notes
Data anonymized and securely stored
Consent forms archived		For all interviewees
All templates used and filed correctly		With correct naming formats
Final report submitted to Research Royalty		As per monthly schedule
Logs updated and submitted		Activity, prompt, feedback

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📌 Key Benefits of Standardized Documentation

• 🧩 Ensures data integrity across research teams and timeframes
• 📈 Supports reproducibility of findings and longitudinal analysis
• 🔒 Ensures compliance with SayPro’s privacy and ethics policies
• 📚 Contributes to SayPro’s knowledge base and stakeholder reporting