SayPro Quarterly Performance Reporting Support

Purpose: Provide clear, data-driven insights to SayPro Leadership for informed decision-making
Managed by: SayPro Monitoring & Evaluation (M&E) Office + Strategic Partnerships Office
Audience: SayPro Executive Team, Royal Committee, Board of Advisors, Department Heads

---

🧭 Objectives

• Track progress against SayPro’s strategic goals
• Consolidate performance data from all departments
• Provide visual and narrative summaries for decision-making
• Identify risks, lessons learned, and priority interventions

---

📅 Quarterly Reporting Schedule

Quarter	Reporting Period	Submission Deadline	Leadership Review
Q1	Jan – Mar	10 April	15 April
Q2	Apr – Jun	10 July	15 July
Q3	Jul – Sep	10 October	15 October
Q4	Oct – Dec	10 January (Next Yr)	15 January

---

📄 SayPro Quarterly Report Template Structure

1. Executive Summary

• Overview of key achievements and challenges
• Strategic highlights aligned to SayPro goals

2. Performance Scorecard

Indicator	Target	Achieved	Status	Comments
Youth Trained	500	460	🔴	Slightly below target
Strategic Partnerships Signed	10	14	✅	Exceeded expectations
Community Events Facilitated	12	12	✅	On track
MoUs Finalized	5	3	⚠️	Delayed by legal sign-off

3. Departmental Updates

• Each department contributes a one-page update, covering:
  • Major activities & outputs
  • Challenges and risks
  • Success stories or impact highlights
  • Data snapshots (quantitative & qualitative)

4. Financial Overview

• Budget vs. Actuals summary
• Key funding flows and expenditures
• Resource gaps or reallocation needs

5. Monitoring & Evaluation

• Status of KPI achievement (from M&E Dashboard)
• Outcomes and early impact indicators
• Learning insights

6. Risk Register

• Highlight emerging risks (e.g., staffing, funding delays, political shifts)
• Mitigation strategies in progress

7. Recommendations & Leadership Actions

• Suggested decisions or escalations for SayPro leadership
• Program or policy adjustments proposed

---

📊 Support Tools and Processes

🔹 Templates Provided

• Google Docs + Word: Narrative template
• Google Sheets + Excel: KPI scorecards
• PowerPoint: Slide deck for leadership briefings
• PDF Export: Final compiled report for leadership signature

🔹 Automation & Collaboration

• Shared Reporting Folder (Google Drive or SharePoint)
• Weekly Report Reminders (via SayPro Slack or Email)
• Collaborative Review: M&E + Strategic Partnerships consolidate inputs

🔹 Visual Reporting

• Infographics summarizing youth impact, training reach, gender split
• Partner Map showing regional distribution
• Charts for budget burn rate, participation growth, etc.

---

📝 Leadership Submission Process

1. Departmental Inputs Collected – Week 1 after quarter ends
2. M&E Consolidation + Draft – Week 2
3. Strategic Partnerships Review + Validation – Week 3
4. Final Report Submission to SayPro Leadership – Week 4
5. Leadership Briefing Presentation (Optional live session)

---

🔐 Access & Storage

All quarterly reports are stored in:
📁 SayPro Leadership Reports/2025/Quarter-X/
With access granted to:

• CEO, Chairperson, Directors, Royal Committee, Governance Office

---

✅ Next Step Suggestions

• Finalize Q2 reporting template and assign focal persons
• Host departmental check-in meeting (24 June)
• Submit Q2 data inputs by 3 July 2025
• Schedule Q2 Leadership Briefing for 15 July 2025