SayPro Data Accuracy Audit Log Template

SayPro Data Accuracy Audit Log Template: A document to track the periodic verification of data entered into the systemSayPro Monthly January SCMR-1 SayPro Monthly Data Management: Manage and maintain data within bid management software by SayPro Tenders Bidding SCMR

Objective:

Track and document the periodic verification of data entered into the bid management system to ensure the accuracy, completeness, and consistency of all bid-related data.

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Data Accuracy Audit Log

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Audit Period:
Enter the start and end dates of the audit period (e.g., February 1, 2025 – February 7, 2025).

Prepared By:
Enter the name of the person responsible for the audit.

Audit Conducted By:
Enter the name(s) of the auditor(s) conducting the data accuracy check.

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Audit Log Overview:

Audit Date	Bid ID	Project Name	Data Field Reviewed	Findings	Discrepancy Identified	Action Taken	Responsible Party	Verification Status
01/02/2025	BID-001	Project A	Submission Deadline	Correct	No	No action needed	John Doe	Verified
02/02/2025	BID-002	Project B	Bid Status	In Progress	Yes	Corrected status	Jane Smith	Verified
03/02/2025	BID-003	Project C	Project Budget	Correct	No	No action needed	Michael Johnson	Verified
04/02/2025	BID-004	Project D	Client Contact Info	Incorrect	Yes	Updated contact	Sarah Lee	Pending Verification

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Audit Details:

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Audit Date: 01/02/2025

• Bid ID: BID-001
• Project Name: Project A
• Data Field Reviewed: Submission Deadline
• Findings:
  • Deadline entered as 20/02/2025, which matches the original tender document.
  • No discrepancies found in this field.
• Discrepancy Identified: No
• Action Taken: No action needed.
• Responsible Party: John Doe
• Verification Status: Verified

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Audit Date: 02/02/2025

• Bid ID: BID-002
• Project Name: Project B
• Data Field Reviewed: Bid Status
• Findings:
  • Status was listed as “Submitted”, but it was incorrectly marked.
  • Actual status should be “Awarded” based on client confirmation from 05/02/2025.
• Discrepancy Identified: Yes
• Action Taken: Corrected the status to “Awarded” in the system.
• Responsible Party: Jane Smith
• Verification Status: Verified

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Audit Date: 03/02/2025

• Bid ID: BID-003
• Project Name: Project C
• Data Field Reviewed: Project Budget
• Findings:
  • Budget entered correctly as per client documentation.
  • No discrepancies identified in this field.
• Discrepancy Identified: No
• Action Taken: No action needed.
• Responsible Party: Michael Johnson
• Verification Status: Verified

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Audit Date: 04/02/2025

• Bid ID: BID-004
• Project Name: Project D
• Data Field Reviewed: Client Contact Info
• Findings:
  • Client contact information entered as “John Smith,” but after verification, the correct name is “Jane Smith.”
• Discrepancy Identified: Yes
• Action Taken: Updated client contact information in the system.
• Responsible Party: Sarah Lee
• Verification Status: Pending Verification (awaiting final review)

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Audit Summary:

• Total Number of Bids Audited: 4
• Total Discrepancies Identified: 2
• Total Correct Entries: 2
• Next Audit Scheduled: Enter the date of the next audit period.
• Follow-Up Actions:
  • Continue monitoring the corrected entries for accuracy.
  • Ensure that the final verification for Bid-004 contact information is completed by 10/02/2025.

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Audit Confirmation:

• Auditor Comments:
  (Provide any additional comments or notes regarding the audit process or findings.)
• Audit Approval:
  Enter name and date of the person approving the final audit results.

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Key Notes:

• Verification Status Options:
  • Verified: Data is correct and confirmed.
  • Pending Verification: Data requires additional confirmation before being marked as accurate.
  • Discrepancy Identified: A mismatch or error was found, and action was taken to resolve it.

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By maintaining this Data Accuracy Audit Log, SayPro can ensure that the information entered into the system is consistently reviewed and accurate, allowing for improved data quality, traceability, and transparency in the bidding process.