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SayPro Project Tracking: Keep track of progress, ensuring that 100 prompts are completed each month, and updates are recorded in the SayPro system.
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
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📊 SayPro Project Tracking: Monthly Prompt Completion & System Update Process
🎯 Objective:
To establish a clear, measurable, and accountable tracking system that ensures the consistent generation, development, and completion of 100 high-quality academic writing prompts every month, while maintaining real-time updates in the SayPro documentation and management platform.
🔹 Key Goals
- Guarantee that a minimum of 100 prompts (including source identification, annotations, or full responses) are finalized monthly.
- Enable project managers and contributors to monitor real-time progress.
- Integrate all progress reports into the SayPro digital system (Google Workspace, Notion, SharePoint, or a custom SayPro platform).
- Generate monthly performance summaries and flag delays or workflow issues.
🔹 Scope of Tracking
Each “prompt” refers to a single academic writing task generated or assigned, such as:
- A research topic developed via GPT-powered prompts.
- An annotated bibliography entry (summary, evaluation, and relevance).
- A complete academic paragraph, article draft, or training module excerpt.
Tracking includes:
- Prompt Creation
- Source Identification
- Annotation Writing
- Quality Assurance Review
- Final Submission & Upload
🔹 Step-by-Step Process
1. Prompt Assignment & ID Allocation
- Every prompt is given a unique Prompt ID (e.g., SAY-EDU-0325 for the 25th education prompt in March).
- Assigned via the SayPro Tracking Template or Project Management Tool.
2. Task Distribution
- Prompts are distributed across academic writers, researchers, and reviewers.
- Roles assigned: Creator, Reviewer, Final Approver.
- Tasks are color-coded based on status (Not Started, In Progress, QA Review, Completed).
3. Weekly Input & Status Update
- All team members update their prompt status weekly (or in real-time).
- Track fields include:
- Prompt ID
- Topic Area
- Assigned To
- Status
- Date Created
- Date Completed
- Comments/Flags
4. Monthly Checkpoint Review
- At the end of each month, a project coordinator:
- Verifies total completed prompts (minimum: 100).
- Flags incomplete tasks for rollover.
- Prepares a monthly report for the SayPro Program Lead.
🔹 Tracking Format (Example Table)
| Prompt ID | Topic Area | Assigned To | Status | Date Created | Date Completed | QA Passed | Notes |
|---|---|---|---|---|---|---|---|
| SAY-YOUTH-0001 | Youth Employment | A. Moyo | Completed | Apr 1, 2025 | Apr 4, 2025 | ✅ Yes | Ready for upload |
| SAY-HEALTH-0002 | Community Health | L. Dlamini | In Progress | Apr 3, 2025 | — | — | Awaiting sources |
| SAY-EDU-0003 | Digital Literacy | R. Nkosi | QA Review | Apr 5, 2025 | Apr 8, 2025 | Pending | Minor edits needed |
🔹 System Integration
All updates are recorded in a centralized SayPro system, such as:
- Google Sheets/Drive: For basic teams
- Notion or Airtable: For interactive dashboards and automation
- Custom-built SayPro Portal: Where users can log, tag, and review prompt entries with real-time metrics.
Monthly dashboards display:
- Total completed prompts
- Prompts per category (e.g., governance, education)
- Individual contributor performance
- Delayed or pending prompts
🔹 Roles & Responsibilities
| Role | Responsibility |
|---|---|
| Academic Writers | Generate and complete assigned prompts |
| QA Officer | Review each prompt for accuracy and alignment with standards |
| Project Coordinator | Assign prompts, monitor progress, and update system entries |
| SayPro Manager | Review monthly output and approve reports |
🔹 Monthly Reporting Template (Key Fields)
- Total Prompts Created: 127
- Completed Prompts: 102
- QA-Passed Entries: 97
- Delayed: 18 (to be completed by Week 1 of next month)
- Completion Rate: 92%
- Top Contributors: M. Sithole (18 prompts), A. Banda (15 prompts)
✅ Benefits of SayPro Project Tracking
- Promotes transparency and accountability
- Ensures timely delivery of outputs
- Encourages data-driven planning
- Helps in resource allocation (e.g., flagging team overload or bottlenecks)
- Supports monthly and quarterly impact reporting
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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