SayPro Weekly Logs and Review Meetings Procedure

Objective

To maintain consistent tracking, transparent communication, and ongoing performance evaluation through structured weekly logs and review meetings utilizing SayPro’s official calendar and conferencing platforms.

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Process Overview

1. Weekly Logs Preparation

• Content: Document all relevant activities, data topic extractions, partner submissions, case study vetting progress, and key insights for the week.
• Format: Use SayPro’s standardized Weekly Log Template available on the SayPro Portal.
• Submission: Upload completed logs to the SayPro Performance Tracking System every Friday by 16:00 CAT (+02:00).
• Responsibilities: Assigned team members (e.g., Strategic Data Science Partnerships Lead) are accountable for timely and accurate log completion.

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2. Scheduling Review Meetings

• Frequency: Weekly review meetings scheduled every Monday at 10:00 CAT (+02:00).
• Platform: Conduct meetings via SayPro’s approved conferencing tools (e.g., Zoom, Microsoft Teams, or SayPro’s integrated platform).
• Invitation: Meeting invites sent via SayPro Calendar with agenda attached 48 hours in advance.

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3. Meeting Agenda & Conduct

• Agenda Items:
  • Review of previous week’s logs and outstanding actions
  • Discussion of data topic extraction quality and volume
  • Update on partner submissions and vetting status
  • Challenges and risk mitigation
  • Planning for upcoming week’s deliverables
• Documentation: Assign a meeting secretary to take minutes and capture action items.
• Follow-Up: Minutes and action items shared within 24 hours post-meeting via SayPro Collaboration Hub.

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4. Monitoring & Reporting

• Weekly logs and meeting minutes form part of the ongoing accreditation evidence and performance review documentation.
• Use SayPro dashboard to track progress against key performance indicators and submission deadlines.

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Support

• For calendar access or conferencing setup assistance, contact IT Support: itsupport@saypro.org
• For questions regarding logs or meeting protocols, contact Program Coordinator: programcoord@saypro.org