Division: Strategic Partnerships Royalty
Office: Qualification Accreditation Strategic Partnerships Office
Purpose: Ensure that all approved strategic data outputs are organized, accessible, and available for performance tracking, compliance, decision-making, and audit readiness.
1. Types of Documents for Upload
| Document Type | Description | Format Accepted |
|---|---|---|
| Monthly Reports | Progress summaries, partner updates, KPI tracking | PDF, Word, Excel |
| Case Studies | In-depth analysis of a partner’s impact or project performance | PDF, Word |
| Monitoring Findings | Evaluation outcomes, compliance reviews, risk reports | PDF, Excel |
| Audit Trails | Logs from inspections or reviews for transparency and traceability | PDF, CSV |
| Success Stories | Impact-driven narratives and evidence of social return | PDF, Word |
| Visual Evidence | Photos, charts, or infographics supporting findings | JPG, PNG, PDF |
2. Document Preparation and Approval
Responsible: Officer in charge of report or analysis
Steps:
- Ensure content is finalized, signed off, and verified (where required)
- Apply official SayPro file-naming convention: cssCopyEdit
[Office]_[ReportType]_[Partner/Project]_[MonthYear].pdf e.g., QASP_CaseStudy_YouthCode_Nov2024.pdf - Verify the document meets formatting and branding standards (SayPro template, logo, metadata)
3. Upload Procedure to SayPro Internal Dashboards
Step 1: Log into SayPro Partner Intelligence Dashboard (SPID)
- User accesses dashboard via intranet.saypro.online
- Use secure credentials (2FA enabled)
Step 2: Navigate to Upload Panel
- Go to:
Strategic Partnerships → Document Management → Upload Centre
Step 3: Complete Upload Form
Fields required:
- Title: Short descriptive title of the document
- Type: Select from dropdown (Report, Case Study, Audit, etc.)
- Office: Select: “Qualification Accreditation Strategic Partnerships”
- Partner/Project: Optional—associate the document with a specific entity
- Date: Upload date auto-filled
- Confidentiality Level: Public, Internal, Restricted
- Tags: e.g., #Compliance, #Risk, #Q1Partner, #Accreditation
Step 4: Upload File(s)
- Upload one or more documents (max file size: 50MB per file)
- System checks for duplicates or outdated versions
Step 5: Submit & Verify
- Submit the upload
- System confirms success and routes document to the appropriate dashboard view (based on tags)
4. Post-Upload Actions
| Action | Responsibility | Timeframe |
|---|---|---|
| Entry verification | Records Officer | Within 24 hours |
| Data visibility update | Dashboard Admin | Immediately upon approval |
| Alert to relevant stakeholders | Automated Email/Teams Notification | Within 10 minutes |
| Archival tagging (auto versioning) | SayPro DocVault System | Ongoing |
5. Access and Reporting
- Reports are accessible based on user role and permissions
- Executives and auditors have access to cross-office and historical dashboards
- Searchable by:
- Tags
- Date Range
- Partner Name
- Document Type
6. Security & Data Integrity
- All uploads are backed up nightly in the SayPro Secure Cloud Repository
- Files are encrypted at rest and in transit
- Access logs are maintained for auditing and tracking download/view history
- Editing rights are restricted to senior officers only
7. Quality Assurance Review (Quarterly)
- Internal audit team samples uploaded files for compliance and completeness
- Flags inconsistencies or outdated templates
- Recommends training or updates to SOPs where needed
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