SayPro Document findings with clear evidence, categories, and severity ratings.

Certainly! Here is a detailed guide on how to document findings using clear evidence, categories, and severity ratings—tailored for SayPro’s internal use in audits, evaluations, or performance reviews.

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✅ SayPro: Document Findings with Clear Evidence, Categories, and Severity Ratings

Properly documenting findings is essential for transparency, accountability, and continuous improvement across SayPro’s departments and projects. This process ensures that issues, risks, and strengths are recorded in a structured, traceable, and actionable format.

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🔹 Step 1: Structure Your Documentation Format

Use a standardized reporting format to maintain consistency. Here’s a recommended structure:

Finding ID	Category	Description	Evidence	Severity Rating	Responsible Person	Recommendation/Action	Due Date

You can use Excel, Word, Google Sheets, or SayPro’s internal reporting templates.

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🔹 Step 2: Identify and Describe the Finding

• Be concise and specific. Avoid vague language.
• Use factual, observable language. Avoid opinions or assumptions.

Example:

“Three project reports for the month of April 2025 were not submitted by the due date.”

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🔹 Step 3: Provide Clear Evidence

Document what supports your finding. This increases the reliability and traceability of the audit or review.

Types of Evidence:

• Physical documents (e.g., attendance registers, receipts)
• Screenshots or system logs
• Email correspondences
• Interview notes
• Photos or videos (if applicable)

Example:

“Missing files confirmed by absence in the shared Google Drive folder as of 26 May 2025. Screenshot attached.”

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🔹 Step 4: Categorize the Finding

Assign each finding to a category. Categories help in trend analysis and action prioritization.

Common Categories at SayPro:

• Compliance – Breach of policy or regulations
• Financial – Budget misuse, expense errors
• Operational – Inefficiencies or delays in workflow
• Training/HR – Staff performance, attendance, or capacity gaps
• Safety – Hazards, incidents
• Documentation – Missing or incorrect records
• IT/System – Software or data issues

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🔹 Step 5: Assign a Severity Rating

Each finding should be rated based on its impact and urgency. Here’s a common severity scale:

Severity	Description	Response Time
High (Critical)	Major risk, policy breach, potential harm or fraud	Immediate action required
Medium (Moderate)	Operational issue that may affect outcomes	Action within 7–14 days
Low (Minor)	Cosmetic, minor oversight with no direct impact	Address in next cycle

Example:

“Late submission of training reports affects reporting accuracy to funders. Rated as Medium severity.”

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🔹 Step 6: Assign Responsibility and Recommendations

Clearly identify who should act on the issue and what should be done to resolve it.

Include:

• Name/position of responsible staff
• Suggested corrective or preventive action
• Realistic due date

Example:

“HR Officer to follow up with trainers on monthly submission protocol and ensure checklist use by 31 May 2025.”

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🔹 Step 7: Compile and Store the Findings

1. Review for clarity and completeness.
2. Upload to SayPro’s internal system (e.g., audit folder, monitoring dashboard).
3. Send summaries to relevant stakeholders (e.g., department heads, project leads).

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📋 Example of a Completed Finding Entry

Finding ID	Category	Description	Evidence	Severity Rating	Responsible Person	Recommendation/Action	Due Date
FIN-APR-001	Financial	Missing expenditure receipts for April 2025	Receipts for 3 transactions not in financial folder; screenshot from Google Drive	Medium	Finance Officer	Request receipts from staff, implement monthly submission checklist	02 June 2025

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🔎 Summary: Best Practices for Documenting Findings

✅ Use factual language, avoid assumptions
✅ Attach supporting evidence wherever possible
✅ Categorize findings consistently
✅ Use a clear severity scale to prioritize action
✅ Assign responsibility and follow-up timelines
✅ Keep records secure and accessible for audits

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Would you like a fillable template (Excel or Word) for documenting findings based on this structure? I can create one tailored to SayPro’s context.