SayPro Establish a Centralized Tracking System

SayPro Tasks to Be Done for the Period: Tracking Application Progress

The following outlines the detailed steps and tasks that need to be completed to set up and manage a tracking system for monitoring the progress of all active funding applications under the SayPro Monthly January SCMR-12 and the SayPro Quarterly Funding Opportunities Management initiatives, coordinated by the SayPro Jobs Office under SayPro Marketing Royalty SCMR.

1. Establish a Centralized Tracking System

• Task: Set up a central tracking system to log and monitor all active funding applications.
• Action:
  • Utilize a cloud-based project management tool (e.g., Monday.com, Asana, or Trello) or a spreadsheet application (e.g., Google Sheets, Excel).
  • Ensure the system includes columns for application title, submission date, funding agency, key deadlines, responsible officer, application status, next steps, and follow-up reminders.
• Responsibility: SayPro Jobs Office, SayPro IT and Systems team.
• Outcome: A centralized dashboard to monitor all funding applications in progress, with real-time updates and alerts.

2. Collate and Input Existing Applications

• Task: Gather all active applications and input them into the tracking system.
• Action:
  • Identify all funding applications submitted during the period under the SayPro Monthly January SCMR-12 and Quarterly Funding Opportunities.
  • Enter each application’s details: submission date, funding agency, responsible personnel, and expected response time.
• Responsibility: SayPro Jobs Office team members.
• Outcome: Comprehensive listing of all ongoing applications within the tracking system.

3. Assign Application Management Roles

• Task: Assign responsible officers to each application to ensure continuous follow-up.
• Action:
  • Assign a designated SayPro Jobs Office team member to manage each application.
  • Ensure each team member has access to the tracking system and understands their role.
• Responsibility: SayPro Jobs Office Manager.
• Outcome: Clear ownership and accountability for tracking the progress of each application.

4. Set Up Automated Notifications and Reminders

• Task: Automate alerts and reminders to track key deadlines.
• Action:
  • Implement automated notifications for critical milestones, including application submission deadlines, expected response dates, and follow-up actions.
  • Set reminders in the tracking system for team members responsible for follow-ups.
• Responsibility: SayPro IT and Systems team.
• Outcome: Timely reminders to ensure no application milestone is missed.

5. Track Application Status

• Task: Continuously update the status of each application as new information becomes available.
• Action:
  • Regularly update the tracking system with changes in the application status (e.g., Submitted, In Review, Approved, Rejected).
  • Flag any issues or delays that may arise during the application review process.
• Responsibility: Assigned application managers within the SayPro Jobs Office.
• Outcome: Up-to-date visibility of the current status of all funding applications.

6. Conduct Weekly Review Meetings

• Task: Hold weekly review meetings to assess the progress of all applications.
• Action:
  • Schedule weekly meetings to review the status of all ongoing applications.
  • Discuss any issues, bottlenecks, or necessary follow-up actions.
  • Ensure that all responsible team members are prepared with updates for their assigned applications.
• Responsibility: SayPro Jobs Office Manager.
• Outcome: Regular check-ins to ensure that no application is overlooked or delayed.

7. Generate Monthly and Quarterly Reports

• Task: Create detailed reports outlining the progress of all funding applications.
• Action:
  • Generate a monthly report for January and a quarterly report outlining the progress, approvals, and rejections of all applications.
  • Include application status updates, funding amounts secured, deadlines met or missed, and lessons learned.
  • Present the reports to the SayPro Marketing Royalty SCMR and SayPro Jobs Office leadership for review.
• Responsibility: SayPro Jobs Office team members, SayPro Jobs Office Manager.
• Outcome: A clear overview of application progress, ensuring transparency and accountability.

8. Document Rejected Applications and Learnings

• Task: Record and analyze reasons for any rejected applications.
• Action:
  • Document the reasons for rejection, if provided, and identify common issues or areas for improvement.
  • Use the findings to improve future applications and adjust strategies for future funding opportunities.
• Responsibility: Assigned application managers.
• Outcome: Continuous improvement in the quality of applications submitted.

9. Monitor Upcoming Funding Opportunities

• Task: Ensure ongoing monitoring of future funding opportunities for upcoming quarters.
• Action:
  • Keep track of deadlines for upcoming funding rounds to ensure timely application submissions.
  • Assign team members to start preparing documentation for new funding opportunities ahead of time.
• Responsibility: SayPro Jobs Office, SayPro Research team.
• Outcome: Proactive management of future funding applications.

10. Coordinate with Other SayPro Offices

• Task: Collaborate with other SayPro departments to align funding applications with broader organizational goals.
• Action:
  • Work closely with SayPro Marketing Royalty SCMR and other relevant departments to ensure alignment between funding applications and organizational priorities.
  • Share insights from the tracking system with other teams involved in project planning and funding efforts.
• Responsibility: SayPro Jobs Office, SayPro Marketing Royalty SCMR.
• Outcome: Cross-functional collaboration to optimize funding application efforts.

---

Final Deliverable: By the end of the period, SayPro will have an efficient and fully operational application tracking system that monitors all active funding applications, ensures timely follow-ups, and facilitates effective reporting. Regular updates and coordination with relevant teams will ensure that SayPro’s funding efforts are maximized and aligned with the organization’s strategic goals.