SayPro Change Approval Record Template from SayPro Monthly February SCMR-17 SayPro Quarterly Regular Updates by SayPro Online Marketplace Office under SayPro Marketing Royalty
1. Purpose of the Template
The SayPro Change Approval Record Template is a standardized documentation tool used to track, review, and approve significant updates to SayPro’s digital properties and associated assets.
This template ensures that no major changes—including website edits, metadata modifications, document revisions, or multimedia replacements—are published without formal approval from the designated stakeholders.
It provides:
- Accountability across teams
- Version-controlled documentation
- A record trail for audits, compliance, and SCMR reporting
2. Key Use Cases
- Website content edits (e.g. program descriptions, policies, event info)
- SEO metadata changes (titles, descriptions, keywords)
- Digital asset replacements (images, brochures, video content)
- Legal or compliance-driven updates
- Form changes or file updates (scholarships, application materials, etc.)
3. Template Structure and Fields
This approval record is typically maintained as an Excel, SharePoint Form, or CMS-integrated PDF document. Below is a breakdown of its structured sections:
A. Change Request Information
| Field | Description |
|---|---|
| Request ID | Unique reference number linked to SCMR tracker |
| Date of Request | Date change request was submitted |
| Submitted By | Name and department of requester |
| Contact Email | Email for follow-up or clarification |
| Change Type | Dropdown: Text Update, Media Change, Metadata Edit, Legal Update, Form Revision, Other |
| Affected URL or Asset | Link to the webpage or document location |
| Reason for Change | Dropdown + Notes: Compliance, Accuracy, SEO, New Info, Seasonal, UX Improvement |
| Summary of Proposed Change | Short explanation of the update to be made |
B. Pre-Change Snapshot (Before State)
| Field | Description |
|---|---|
| Content or File (Before) | Paste content or upload pre-edit screenshot/document |
| Attached Media (Optional) | Images, PDFs, videos (before version) |
C. Post-Change Preview (After State)
| Field | Description |
|---|---|
| Updated Content or File | Paste new version of text or description of new asset |
| Media/Metadata Link (After) | Preview link or CMS file path to updated element |
D. Approvals and Authorizations
| Field | Description |
|---|---|
| Reviewer Role | e.g. Digital Lead, Legal Officer, Marketing Manager |
| Reviewer Name | Approver’s full name |
| Department | Department authorizing the change |
| Review Status | Approved, Needs Revision, Rejected |
| Date Approved | When final sign-off was granted |
| Approval Notes | Optional comments or compliance flags |
E. Implementation Confirmation
| Field | Description |
|---|---|
| Implemented By | Name or team who completed the change |
| Date Published | Date the change was made live |
| Live Link | Final URL or location of updated asset |
| Logged in SCMR Tracker | Yes/No checkbox |
| Verification Notes | Optional QA/testing notes post-implementation |
4. Template Formats Available
| Format | Location |
|---|---|
| Excel Template | Internal SharePoint → /DigitalOps/ChangeApprovals |
| Fillable PDF | SayPro Intranet → Forms & Templates → SCMR Resources |
| CMS Plugin Form | Integrated with SayPro’s WordPress backend and SharePoint approval flows |
| Google Sheets Version | Shared with Editors via SayPro Workspace Drive |
📊 5. Benefits
| Benefit | Description |
|---|---|
| Approvals Tracked | Clear record of who authorized which changes |
| Auditable | Ready for quarterly SCMR review or external audit |
| Risk-Reduction | Prevents unapproved or inaccurate updates going live |
| Transparency | Promotes interdepartmental communication and accountability |
| Compliance-Ready | Supports POPIA/GDPR and internal SayPro compliance mandates |
6. Reporting Integration
Every approved change documented in this template is cross-linked to:
- SCMR-17 Update Tracker
- Quarterly Change Log Summaries
- Legal & Compliance Logs (if applicable)
- Performance Review Reports for metrics post-implementation
7. Conclusion
The SayPro Change Approval Record Template is a vital tool for maintaining editorial discipline, compliance assurance, and operational consistency in SayPro’s digital update processes. It guarantees that every significant update is reviewed, authorized, and archived, aligning with the SCMR-17 objective of structured, compliant digital governance.