SayPro entries must demonstrate the tracking and follow-up processes used to ensure action items and resolutions from board meetings are completed on time

SCOR-7: SayPro Monthly Track Action Items and Follow-Up Mechanism

Reporting Month: May
Business Unit: SayPro Corporate Governance Office
Portfolio: SayPro Operations Royalty SCOR

Objective:

To ensure that all action items and resolutions arising from SayPro board meetings are efficiently tracked, assigned, monitored, and completed within the agreed timelines. This process is essential to maintaining SayPro’s standards of accountability, transparency, and operational efficiency across all departments and programs.

1. Tracking System Overview:

SayPro uses a centralized Board Resolution and Action Tracking Register (BRATR), managed by the SayPro Corporate Governance Office. This system:

• Logs each resolution and action item during and immediately after board meetings.
• Captures responsible individuals, expected timelines, and status updates.
• Assigns priority levels and categories (Strategic, Operational, Compliance, Financial, etc.).
• Automatically generates email reminders and weekly status reports to all assignees.

2. Roles and Responsibilities:

• SayPro Board Secretariat: Captures resolutions in real-time during meetings.
• Corporate Governance Office: Updates the tracking register, monitors deadlines, and initiates follow-up communications.
• Responsible Managers/Departments: Execute assigned actions and report progress.
• SCOR-7 Coordinator: Consolidates data for monthly reporting under SayPro Operations Royalty SCOR.

3. Follow-Up and Escalation Process:

• Weekly Review Meetings: Held by the Corporate Governance Office to assess progress on each item.
• Monthly Dashboard Reports: Generated to track completion rates, outstanding items, and risks of delay.
• Escalation Protocol: If an item is overdue by more than 7 days:
  • A formal reminder is issued.
  • If still unresolved after 14 days, the issue is escalated to the Chief Operations Officer (COO) and noted in the SCOR report.
• Completion Verification: Departments must provide evidence of completion (e.g., signed documents, reports, or system changes).

4. May Highlights – Action Item Review Summary:

5. Outcomes and Lessons Learned:

• Efficiency Gains: Introduction of automated follow-up reminders improved response times.
• Bottlenecks Identified: Delays mostly occurred in operational departments with overlapping responsibilities. Recommendation: streamline delegation.
• Action Taken: A new Resolution Completion Checklist has been piloted to assist departments with clear compliance guidance.

6. Recommendations for June:

• Implement a real-time dashboard visible to all department heads.
• Host a quarterly review session with executive oversight to discuss high-impact resolutions.
• Provide training to junior managers on action tracking tools.

7. Conclusion:

The SayPro Corporate Governance Office, through the SCOR-7 framework, successfully ensured structured tracking and follow-up on board meeting resolutions. By maintaining high accountability and proactive engagement, SayPro reinforces its commitment to transparent governance and operational excellence under the SayPro Operations Royalty SCOR initiative.