SayPro Required Document: Survey Response Datasets

Format: Standardized Excel (.xlsx) or CSV (.csv) Files

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🎯 Purpose

To ensure consistent, clean, and analyzable survey data submissions from employees, enabling accurate aggregation, analysis, and reporting of customer and market insights.

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📋 Document Requirements

1. Content Specifications

• Complete Data: Include all responses collected within the survey period.
• Columns: Each column should represent a survey question or metadata field (e.g., respondent ID, date/time, demographics).
• Rows: Each row corresponds to an individual respondent’s answers.
• Headers: First row must contain clear, descriptive headers matching the survey questions or variable names.
• Consistent Coding: Use uniform coding for responses (e.g., numeric scales, yes/no as 1/0).
• No Personal Identifiers: Ensure removal or anonymization of personally identifiable information unless explicitly authorized.

2. Format & Structure

• File saved as .xlsx (Excel Workbook) or .csv (Comma-Separated Values) with UTF-8 encoding preferred.
• Use separate sheets or files for distinct survey waves or populations, clearly labeled.
• Include a Data Dictionary tab/sheet or a separate document describing variables, response codes, and any transformations.

3. File Naming Convention

cssCopyEditSCRR21_SurveyResponses_[SurveyName]_[Date]_v[Version].[extension]

Example: SCRR21_SurveyResponses_CustomerFeedback_20250620_v1.csv

4. Metadata

Include metadata in the first few rows or a separate file detailing:

• Survey launch and close dates
• Survey platform used
• Sample size and response rate
• Data cleaning notes or exclusions

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🗂️ Submission Process

• Upload completed datasets to SayPro’s Internal Research Data Repository in the designated project folder.
• Log dataset submission in the SayPro Monthly Activity and Time Log and any relevant tracking tools.
• Notify the Research Royalty or Data Validation team upon submission.

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✅ Employee Checklist for Survey Dataset Submission

Requirement	Status (✓/✗)	Notes
Complete dataset with all responses
Proper column headers included
Uniform coding for responses
File format as .xlsx or .csv
File named according to convention
Metadata included
Uploaded to repository
Submission logged and notified