Saypro Create interview schedules and document collection templates.

Creating interview schedules and document collection templates is essential to ensure the smooth execution of monitoring and evaluation (M&E) activities. These tools will help in organizing the process, ensuring that all necessary data is collected systematically and consistently. Below are sample templates for both the interview schedule and the document collection template.

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Interview Schedule Template

Objective:

The purpose of the interview schedule is to organize and plan interviews with key stakeholders, such as M&E specialists, project managers, field staff, and data analysts.

Interview Schedule Template:

Date	Time	Interviewer(s)	Interviewee	Role/Position	Location	Interview Type	Objectives	Materials Needed	Additional Notes
MM/DD/YYYY	HH:MM AM/PM	Name(s)	Interviewee Name	Position/Title	Physical or Virtual Location	One-on-one / Group	– Understanding of M&E methods- Feedback on effectiveness- Challenges encountered	– Interview Guide- Consent Forms	– Interviewee background, language preference
MM/DD/YYYY	HH:MM AM/PM	Name(s)	Interviewee Name	Position/Title	Physical or Virtual Location	One-on-one / Group	– Understanding of M&E methods- Feedback on effectiveness- Suggestions for improvement	– Interview Guide- Consent Forms	– Interviewee background, language preference

Notes:

• Ensure to include the name of the interviewer and the interviewee, their roles, and any relevant background details.
• For interviews with field staff, consider questions around practical challenges, ease of use, and field experience with M&E systems.
• Make sure interviewees are aware of confidentiality agreements or consent forms where needed.

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Document Collection Template

Objective:

The purpose of the document collection template is to ensure all relevant documents are gathered systematically for the M&E review process. This may include reports, forms, data files, and other relevant records.

Document Collection Template:

Document Name	Document Type	Requested By	Date Requested	Source/Owner	Deadline for Submission	Status	Comments
M&E Framework Report	Report	Name of Requester	MM/DD/YYYY	Program Manager	MM/DD/YYYY	Pending/Received	Check for recent updates, if any
Monthly Project Data	Excel/CSV Data File	Name of Requester	MM/DD/YYYY	Data Analyst	MM/DD/YYYY	Pending/Received	Ensure all data is from the last quarter
Stakeholder Feedback Form	Form	Name of Requester	MM/DD/YYYY	Field Staff	MM/DD/YYYY	Pending/Received	Field teams to ensure completeness
Quarterly Budget Overview	Financial Document	Name of Requester	MM/DD/YYYY	Finance Department	MM/DD/YYYY	Pending/Received	Confirm alignment with M&E goals
Training Materials	Document/PowerPoint	Name of Requester	MM/DD/YYYY	HR Department	MM/DD/YYYY	Pending/Received	Relevant to M&E training program
Evaluation Reports	Report	Name of Requester	MM/DD/YYYY	M&E Specialist	MM/DD/YYYY	Pending/Received	Verify completion of last evaluation cycle

Notes:

• List all required documents with details on their type, owner, and deadline.
• Clearly mark the status (e.g., “Pending,” “Received,” or “Incomplete”).
• Include any specific comments for follow-up or clarification, such as the need to verify the document version or completeness.
• Keep track of any permissions or approvals needed to access certain documents (e.g., confidential reports).

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Best Practices:

1. For Interview Scheduling:
   • Allow enough time between interviews for preparation and follow-up.
   • Ensure that all interviewees have received the interview guide and know the purpose of the interview.
   • Respect the interviewee’s schedule and language preferences.
2. For Document Collection:
   • Ensure that the team is clear on the types of documents needed and the purpose behind each one.
   • Regularly check on the status of document collection to avoid delays.

By using these templates, SayPro can effectively organize its monitoring and evaluation activities and gather valuable feedback and data in a structured manner.