Document Title: HOT Program – Weekly Activity Tracker
Audience: SayPro HOT Officers, Regional Coordinators, Chiefs Strategic Partnerships Office
Submission Frequency: Every Friday by 16:00 (SAST)
Submission Method: Upload via SayPro HOT Portal or email to supervisor
📄 Purpose:
The SayPro Weekly Activity Tracker is used to monitor, report, and evaluate the weekly tasks and outputs of field and digital officers involved in the Home Ownership Transfers (HOT) program. It promotes transparency, helps identify challenges early, and ensures that officers remain aligned with project goals and timelines.
✅ Sections of the Weekly Tracker:
1. Officer Information
- Full Name
- Position/Role
- Region/Community Assigned
- Reporting Period (Start Date – End Date)
- Supervisor’s Name
2. Key Weekly Activities Log
| Date | Activity Type | Case ID / Community Name | Description of Task | Outcome / Status | Time Spent (hrs) |
|---|---|---|---|---|---|
| eg. 20 May | Case Review | HOT_019_Zwide | Verified documents for inheritance case | Approved for legal review | 2.5 |
| eg. 21 May | Training | Neftalopolis | Conducted portal training for 3 clerks | Completed | 3 |
Activity Types may include:
- 📋 Case Assessment
- 🧾 Document Collection
- 🧑🏽🏫 Training / Workshop Facilitation
- 👥 Stakeholder Engagement
- 💻 Data Entry / Portal Submission
- 📞 Follow-up / Case Resolution
3. Weekly Summary
- Total Hours Worked:
- Number of New Cases Initiated:
- Number of Cases Verified/Processed:
- Communities Visited or Contacted:
- Trainings or Events Conducted:
4. Challenges or Issues Encountered
- Describe any operational, technical, or community challenges faced during the week
- Include case-specific obstacles (e.g., missing documents, disputes, offline areas)
5. Support or Resources Needed
- Tools, forms, or additional help required
- Legal clarifications, transport/logistics, digital access, etc.
6. Officer Comments & Reflections
- Optional insights or suggestions for process improvement
- Community feedback received (if applicable)
7. Confirmation & Signature
- Officer Digital Signature or Typed Full Name
- Date of Submission
- Supervisor Review (initials or comments, if required)
📥 How to Submit:
- Log in to the SayPro HOT Portal
- Navigate to “Weekly Reports”
- Upload completed tracker in PDF or Excel format
- Alternative: Email to your Regional Coordinator or supervisor directly
⚠️ Important Notes:
- Timely submission is linked to performance monitoring and task assignment
- Incomplete or falsified reports may result in disciplinary action
- Keep a copy for your personal records and for monthly reviews
Template Download:
📎 www.saypro.org/templates/weekly-activity-tracker (sample link)
Available in: Excel, PDF (fillable), and online web form versions
Need Help?
📧 officer.support@saypro.org
📞 +27 800 555 782
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