SayPro Weekly Progress Logs

Document Type: Employee Reporting Requirement
Issued by: SayPro Human Resources and Operations
Effective From: [Insert Date]
Applies to: All SayPro Staff, Interns, Volunteers, and Project Associates
Submission Platform: [SayPro Dashboard – https://dashboard.saypro.online] (example link)

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 Purpose of Weekly Progress Logs

To support operational transparency, accountability, and continuous improvement, all SayPro personnel are required to submit Weekly Progress Logs via the SayPro Dashboard. This process ensures:

• Timely documentation of key deliverables
• Early identification of support needs
• Accurate time and task tracking
• Compliance with HR and donor reporting obligations

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Submission Requirements

Requirement	Details
Frequency	Weekly (Every Friday)
Submission Deadline	By 16:00 (4:00 PM) every Friday
Submission Method	Online via the SayPro Dashboard
Responsible Parties	All employees, interns, and team leads
Verification	Logs are reviewed weekly by line managers

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 Weekly Log: Required Sections and Documentation

All logs must include the following sections and, where applicable, supporting documents:

1. Employee and Project Identification

• Auto-filled in the system
• Fields: Full Name, Department, Role, Project Assigned, Reporting Period

2. Summary of Weekly Activities

• Brief list of tasks completed
• Must align with individual responsibilities and KPIs
• Optional upload: Screenshots, photos, or output files

3. Deliverables Submitted

• Links or attachments to completed tasks
• Examples: Reports, designs, social media drafts, attendance registers, event photos
• Format: PDF, Word, Excel, JPG, PNG, or system-generated output

4. Challenges or Barriers Encountered

• Description of any blockers, team issues, or technical problems
• Optional document: Chat/email record, error logs, or feedback notes

5. Plans for the Following Week

• Tasks to be initiated or completed in the upcoming week
• Indicate any dependencies (e.g., waiting on feedback or resources)

6. Time Worked (If Applicable)

• Especially required for interns, field staff, or part-time contractors
• Include daily or weekly hours summary
• Uploads: Time sheet or work-hour log (if not tracked by the system)

7. Feedback or Suggestions

• Optional but encouraged
• Use for raising ideas, concerns, or reporting bottlenecks

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 Accepted Supporting Document Types

Document Type	Formats Accepted
Task Deliverables	PDF, DOCX, XLSX, JPG, PNG
Attendance Registers	Excel, Google Sheet
Event Photos/Proofs	JPG, PNG, ZIP
Reports	PDF, Word
Time Logs	PDF, CSV, Screenshot
Screenshots	JPG, PNG, PDF

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 Confidentiality and Use of Data

• All progress log data is stored securely and used only for internal management, audits, compliance, and reporting.
• Logs may be included in aggregated donor reporting and impact analysis.
• Individual performance records will remain confidential and accessible only to authorized personnel (e.g., line managers and HR).

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 Non-Compliance & Consequences

Offense	Consequence
Failure to submit weekly logs	Warning and performance tracking alert
Consistent late submissions	Flagged in employee file; may affect promotion reviews
Submission of incomplete logs	Request for resubmission and supervisor notification
Falsified or fabricated entries	Subject to formal HR disciplinary procedures

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 Support Channels

Support Type	Contact Person	Email/Phone
Technical Assistance	IT Helpdesk	support@saypro.online / +27 XX XXX XXXX
Reporting Clarification	HR Officer	hr@saypro.online
System Access Issues	Digital Operations Team	digital@saypro.online

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 Employee Checklist Before Submission

•  Completed all log sections accurately
•  Attached all required documentation
•  Reviewed for spelling, accuracy, and clarity
•  Submitted before Friday, 4 PM