Certainly! Here’s a detailed outline and example for SayPro’s updated performance data sheets and KPI tracking documents to help you maintain organized, accurate, and up-to-date records of project performance.

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SayPro Performance Data Sheets & KPI Tracking Documents

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1. Purpose

The updated performance data sheets and KPI tracking documents serve to:

• Track project activities and outputs monthly
• Monitor progress against set KPIs in real time
• Identify performance gaps and trends early
• Support data-driven decision-making and adaptive management
• Provide evidence for reporting and evaluation purposes

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2. Structure of Performance Data Sheets

Key Components:

Section	Description
Project Information	Project name, period, location, reporting officer
Activity List	Detailed list of planned activities
Monthly Targets	Quantitative targets for each activity/KPI
Actual Performance	Actual figures achieved during the reporting period
Variance	Difference between targets and actuals
Status (RAG)	Red/Amber/Green status based on performance thresholds
Comments	Notes explaining performance or challenges

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3. Sample Performance Data Sheet (Monthly)

Activity/KPI	Monthly Target	Actual	Variance	Status	Comments
Number of youth trained	200	180	-20	🟡 Amber	Material delays caused slight reduction
Training completion rate (%)	95%	90%	-5%	🟡 Amber	Some participants missed sessions
Stakeholder meetings conducted	1	1	0	🟢 Green	Full achievement
Participant satisfaction score	4.5/5	4.3/5	-0.2	🟡 Amber	More practical sessions requested

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4. KPI Tracking Document Overview

KPI Tracking is typically organized by:

• KPI Name
• Definition/Calculation Method
• Baseline
• Target (Monthly/Quarterly/Annual)
• Actual Achievement
• Status (RAG)
• Notes/Remarks

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5. Sample KPI Tracking Table

KPI	Definition	Baseline	Target (May 2025)	Actual	Status	Remarks
Youth trained	Number of youth completing training	0	200	180	🟡 Amber	Training materials delayed
Training completion rate (%)	% of enrolled youth completing modules	0%	95%	90%	🟡 Amber	Rescheduling sessions underway
Stakeholder meetings	Number of meetings held	0	1	1	🟢 Green	Workshop successful
Participant satisfaction	Average score from feedback surveys	N/A	4.5/5	4.3/5	🟡 Amber	Additional practical content needed

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6. Updating and Maintaining Documents

• Frequency: Update monthly after data collection and verification
• Responsibility: M&E Officers in collaboration with Project Managers and Team Leads
• Tools: Excel spreadsheets, Google Sheets, or integrated M&E software
• Version Control: Maintain dated versions for audit trail
• Review: Presented in monthly progress meetings for validation and discussion

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7. Additional Tips

• Use conditional formatting in Excel/Google Sheets to automatically color-code status (RAG).
• Include graphs/charts for visual trend analysis.
• Regularly cross-check data with field reports to ensure accuracy.
• Link KPI tracking to overall organizational strategic objectives for alignment.

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If you want, I can help you create editable Excel or Google Sheets templates for these performance data sheets and KPI tracking documents. Would you like me to prepare those?