SayPro Identify and document discrepancies in the data or reports, including the type of error and its potential impact.

Certainly! Below is a structured guideline for SayPro on how to identify and document discrepancies in data or reports, including the type of error and the potential impact. This process helps maintain transparency, data integrity, and continuous improvement across Monitoring & Evaluation (M&E) systems.

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✅ SayPro Data Discrepancy Identification & Documentation Procedure

🔍 Objective:

To systematically identify, classify, and document discrepancies in SayPro datasets and reports, and assess their potential impact on decision-making and reporting accuracy.

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📋 Step-by-Step Process

1. Review Source Data vs. Reported Data

• Compare datasets with source documents (e.g., registers, logs, MIS).
• Validate calculations and indicator aggregations.
• Check for missing, duplicated, or altered values.

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2. Identify and Record Discrepancies

Use the SayPro Data Discrepancy Log Template (SCLMR-5-DDL) or structure your record as follows:

Discrepancy ID	Data Source	Indicator/Field	Type of Error	Description	Potential Impact	Detected By	Date
D001	Training Report Q1	# of participants trained	Overreporting	Report says 152; source form shows 127	Inflated performance data, donor misreporting	M&E Officer	03 Apr 2025
D002	Health Register	# of ANC visits	Missing Data	No entries for March in two facilities	Incomplete coverage data, planning blind spots	QA Analyst	05 Apr 2025
D003	Attendance Log	School Absences	Wrong Disaggregation	Male/female columns mixed	Gender reporting errors	Data Clerk	06 Apr 2025

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3. Classify Type of Discrepancy

Error Type	Description
Overreporting	Reported value exceeds verified value.
Underreporting	Reported value is lower than the verified value.
Duplicate Entries	Same data entered more than once.
Missing Data	Required data fields left blank or not recorded.
Wrong Disaggregation	Misclassification by gender, age, location, etc.
Incorrect Calculation	Formula or logic used is wrong.
Mismatched Dates	Dates in records do not align with actual reporting period.
Wrong Source Used	Data pulled from non-approved or outdated tools.

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4. Assess Potential Impact

Impact Level	Definition
High	Could significantly distort program performance, lead to donor issues or misallocation.
Moderate	Affects interpretation of data but not significantly program-wide decisions.
Low	Minor inconsistency; does not affect outcomes but must still be corrected.

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5. Document Supporting Evidence

• Attach screenshots, scanned forms, or system logs showing the error.
• Label each attachment by Discrepancy ID for traceability.

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6. Report and Escalate

• Submit documented discrepancies to the M&E Manager or Audit Lead.
• Include them in the Audit Findings Report (SCLMR-5-AFR).
• Feed into the Corrective Action Plan (SCLMR-5-CAP) for resolution.

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🛠️ Tools & Templates

• SayPro Discrepancy Log Template (SCLMR-5-DDL)
• Audit Findings Report (SCLMR-5-AFR)
• Corrective Action Plan (SCLMR-5-CAP)
• Discrepancy Evidence Folder (digital or physical archive)

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Would you like a fillable template in Excel or Word format for logging discrepancies across SayPro projects? I can generate and structure one for direct use.