Saypro Any discrepancies or errors identified during the audit process will be documented, providing a clear record of findings.

Certainly! Here’s a detailed version of the statement you provided, expanded to align with SayPro’s professional Monitoring and Evaluation standards:

---

Documentation of Discrepancies and Errors

As part of its commitment to data quality and accountability, the SayPro Monitoring and Evaluation (M&E) Reporting Office will ensure that any discrepancies or errors identified during the audit process are thoroughly documented, providing a transparent and traceable record of findings.

Purpose

The primary goal of documenting discrepancies is to:

• Maintain a detailed, auditable trail of issues found during the evaluation of datasets, reports, and project documentation.
• Facilitate accurate corrective actions and continuous improvement of data management practices.
• Promote transparency and accountability within SayPro and to external stakeholders.

Process for Documenting Discrepancies

1. Identification
   • During the audit process, M&E officers will carefully compare reported data with source documents, system logs, and stakeholder input to identify any inconsistencies or irregularities.
   • Discrepancies may include numerical errors, missing data, incorrect indicator calculations, misclassification of outputs, or misalignment with project objectives.
2. Classification of Errors
   All identified discrepancies will be categorized by:
   • Type (e.g., data entry error, formula miscalculation, misreporting, omission)
   • Severity:
     • Minor: Formatting or typographical issues with no impact on conclusions.
     • Moderate: Errors affecting data accuracy but not altering the overall findings significantly.
     • Major: Issues that compromise the reliability or validity of reported results or could lead to misinterpretation.
3. Documentation Template
   A standardized Discrepancy Log Template will be used to record each finding, including:
   • Unique reference number
   • Date of audit
   • Dataset/report/document reviewed
   • Nature and description of discrepancy
   • Source of error (if identifiable)
   • Severity classification
   • Recommended corrective action
   • Responsible person/department
   • Deadline for resolution
4. Audit Report Inclusion
   All documented discrepancies will be included in the Audit Accuracy Report shared with relevant departments. Summaries will be shared with executive management to inform strategic decisions.
5. Follow-Up and Resolution
   • The M&E Office will track the resolution of discrepancies through follow-up checks.
   • Any unresolved or recurring issues will be escalated and may result in additional training, revision of processes, or disciplinary action if required.
6. Storage and Confidentiality
   • All documentation related to discrepancies will be securely stored in SayPro’s M&E data management system.
   • Access will be restricted to authorized personnel to ensure confidentiality and data integrity.

Outcome

By systematically documenting and addressing discrepancies, SayPro ensures:

• Improved data accuracy and reliability.
• Stronger internal controls and risk management.
• A culture of continuous learning and accountability.

---

Let me know if you’d like this added to a broader M&E framework, policy manual, or report template.