SayPro Receive and review partner submissions

SayPro Partner Submission and Review Process

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1. Receiving Partner Submissions via SayPro Web Forms

Objective:
To provide an efficient platform for partners to submit relevant documents, partnership proposals, and other necessary details for review and approval.

Process Overview:

• Web Form Setup:
  Create a standardized submission form on the SayPro website, accessible through the SayPro partner portal. This form will gather all relevant information from partners.
• Required Fields in the Web Form:
  1. Partner Information:
     • Partner Name
     • Contact Details (email, phone number)
     • Institution Type (Hospital, University, Government Agency, etc.)
  2. Partnership Type:
     • Medical Education Collaboration
     • Clinical Trial Partnership
     • Continuing Professional Development (CPD) Collaboration
     • Accreditation Request
     • Research and Development Collaboration
     • Other (with space for details)
  3. Partnership Objectives:
     • Detailed description of the intended partnership, including goals and mutual benefits.
  4. Documents and Attachments:
     • Upload fields for submitting relevant documents (e.g., proposal documents, accreditation forms, certifications).
  5. Timeline & Milestones:
     • Request proposed timelines for the partnership and any significant milestones or deadlines.
  6. Previous Partnership History:
     • Optional field for sharing details of past collaborations with SayPro or other organizations.
  7. Additional Notes:
     • Space for additional comments or requests for further information.
• Submission Confirmation:
  After submission, the system should send an automatic confirmation email to the partner, acknowledging receipt of the submission and providing an estimated review timeline.

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2. Reviewing Partner Submissions

Objective:
To ensure that all partner submissions align with SayPro’s strategic goals, compliance standards, and potential for mutual benefit.

Process Overview:

1. Initial Review by SayPro Team:
   The SayPro Strategic Partnerships team should receive a notification of a new submission via the SayPro platform. The submission will be available on the SayPro dashboard for review.
2. Review Criteria:
   • Relevance:
     Assess if the submission aligns with SayPro’s focus areas, such as medical education, hospital partnerships, accreditation, or CPD collaboration.
   • Compliance:
     Verify that the submission adheres to necessary accreditation standards, legal requirements, and SayPro’s internal guidelines.
   • Strategic Fit:
     Evaluate the potential benefits of the partnership in terms of expanding SayPro’s medical qualifications and accreditation offerings, enhancing global reach, or creating new revenue streams.
   • Documents:
     Review the attached documents for completeness and clarity. Ensure the submission includes all required forms (e.g., signed partnership agreements, accreditation requests, etc.).
3. Collaboration with Relevant Teams:
   • The Strategic Partnerships team should collaborate with Medical Education, Regulatory, and Accreditation teams to assess the feasibility and strategic value of the submission.
   • Ensure that all departments are aligned before moving forward with the partnership.
4. Follow-up Communication:
   • After reviewing the submission, a review summary should be generated, outlining the findings and decisions made by the review team.
   • Send an initial feedback email to the partner, confirming the next steps in the review process, and requesting any additional information if necessary.
   • If the submission is approved, send a formal partnership confirmation letter outlining terms and next steps. If not approved, send a polite rejection email with constructive feedback for future submissions.

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3. System for Managing Partner Submissions

Objective:
To manage the workflow of partner submissions efficiently and ensure a structured follow-up process.

Key Features of the SayPro Dashboard for Partner Submission Management:

1. Dashboard Overview:
   • The dashboard should display all incoming partner submissions with easy-to-read statuses (e.g., Pending Review, Under Review, Approved, Rejected).
   • A section for each submission with detailed information: Partner name, type of submission, and submission date.
2. Automatic Alerts:
   • Automated alerts and notifications for each submission that reaches the team.
   • Reminders for follow-up actions or deadlines based on submission dates and review timelines.
3. Document Management:
   • An integrated document storage system for keeping track of submitted files and correspondence with partners.
   • Attachments should be easily downloadable and accessible to team members involved in the review process.
4. Collaboration Tools:
   • Enable the team to leave comments or assign tasks within the submission’s interface to collaborate on the review process.
   • The option to flag submissions for additional review by other departments, such as legal or accreditation.
5. Status Tracking:
   • Each submission should have a clearly defined status:
     • Pending Review: Waiting for the team to start the review process.
     • Under Review: Team members are actively reviewing the submission.
     • Approved: Partner submission is accepted, and the partnership is confirmed.
     • Rejected: Partner submission is not aligned with SayPro’s goals, and no partnership will be pursued.
   • Option for submission history to track feedback provided to the partner and updates on their submission.

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4. Partner Feedback and Next Steps

Objective:
To ensure that all partners receive timely and professional communication regarding their submission status.

Follow-up Actions:

• Positive Feedback:
  When a submission is approved, a formal partnership agreement will be drafted and sent to the partner for signature. This will outline the next steps in the collaboration, including timelines and expectations.
• Request for Clarifications:
  If the team needs additional information to move forward, send a request email to the partner specifying what needs to be clarified or expanded upon.
• Rejection with Feedback:
  If a submission is not approved, provide the partner with a clear explanation of why the submission does not meet the necessary criteria and offer any recommendations for future submissions.

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5. Reporting and Analytics

Objective:
To maintain oversight on the submission process and track key performance indicators (KPIs).

Key Metrics:

• Number of submissions received per month/quarter.
• Average review time for submissions.
• Approval/acceptance rate for partner submissions.
• Feedback response time and satisfaction metrics.

These KPIs will help SayPro assess the efficiency of the partner submission process and identify areas for improvement.

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Conclusion

By using the SayPro web forms to receive and manage partner submissions, SayPro can streamline the process of reviewing potential collaborations and ensure that all submissions are thoroughly evaluated based on strategic fit, compliance, and overall value. This system also enables efficient communication with partners and provides transparency throughout the review process.