Author: Clifford Lesiba Legodi

SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.

Email: info@saypro.online Call/WhatsApp: Use Chat Button 👇

Written by

Clifford Lesiba Legodi

SayPro Human Capital Works

SayPro Human Capital Mapping Submission Form

Quarterly Workforce Submission | Strategic Planning & HR Coordination

🗂️ SECTION A: Department Information

Field	Response
Department / Unit Name	[e.g., Community Development]
Region / Office Location	[e.g., Western Cape – Cape Town Office]
Department Head Name	[Full Name]
Submission Date	[DD/MM/YYYY]
Quarter Covered	[e.g., Q2 2025]

👥 SECTION B: Staff Inventory Table

Provide a full list of all current staff, roles, reporting lines, and statuses.

Staff ID	Full Name	Job Title	Reports To	Employment Type	Status	Start Date	End Date (if contract)
SAY-001	Naledi Khoza	Head of Programs	COO	Full-Time	Active	01/02/2021
SAY-002	Lerato Dlamini	Program Officer	Head of Programs	Full-Time	On Leave	15/06/2022
SAY-003	Vacant	Community Liaison Officer	Program Officer	Full-Time	Vacant
SAY-004	John Mokoena	Admin Assistant	Operations Manager	Intern	Active	10/03/2025	10/09/2025

⚠️ SECTION C: Vacancies and Overlaps

Identify any unfilled, redundant, or overlapping roles in your department.

Role Title	Vacant / Overlap	Notes	Action Plan
Community Liaison Officer	Vacant	Key role for outreach not yet filled	Urgent recruitment
Field Support Coordinator	Overlapping	Similar duties to Community Facilitator	Role consolidation under review

🎯 SECTION D: Q2 Strategic Output Linkages

Map current staff roles to SayPro’s Q2 deliverables and strategic pillars.

Job Title	Linked Output Code	Strategic Pillar
Head of Programs	Q2-PROG-DELIVERY	Pillar 1: Program Scale-Up
Program Officer	Q2-ENGAGE-COMMUNITY	Pillar 4: Stakeholder Engagement
Admin Assistant (Intern)	Q2-ADMIN-SUPPORT	Pillar 5: Operational Excellence

📊 SECTION E: Skills Inventory & Gaps

Skill Area	Coverage (✓/✗)	Gap Identified	Plan to Address
Monitoring & Evaluation	✓	No
Digital Literacy	✗	Yes	Recommend internal upskilling
Field Data Collection	✓	No
Budget Management	✗	Yes	Consider short-course training

📈 SECTION F: Training & Internal Mobility Opportunities

List staff eligible for promotion or cross-department mobility.

Name	Current Role	Recommended Move / Training	Timeline
Lerato Dlamini	Program Officer	Consider for Regional Program Manager	Q3 2025
John Mokoena	Admin Assistant (Intern)	Short course in Program Administration	Immediately

✅ SECTION G: Departmental Sign-Off

Department Head Name	Signature	Date

📤 Submission Instructions

Submit completed form via:
🔗 SayPro HR Portal → “Quarterly Human Capital Submission” Folder
or
📧 Email to: humancapital@saypro.org.za and CC: hr@saypro.org.za
Deadline: End of Week 2 of the quarter

📎 Attachments Required:

Updated Departmental Organogram
Updated Role Descriptions (linked to Q2 outputs)
Vacancy Justification Forms (if applicable)
Skills Audit Report (optional, if completed this quarter)

Would you like this form delivered as:

✅ Google Form (for centralized online submission),
✅ Excel Template (for department-level data tracking),
✅ PDF Fillable Form (for formal HR submission)?

21/05/2025

SayPro Organogram Builder Template

Use this template to build, update, and validate department-level and enterprise-wide organograms. Supports quarterly reporting and organizational alignment.

🧩 Template Format Options:

You can use this template in:

✅ Microsoft PowerPoint (for visual editing)
✅ Google Slides (cloud-based collaborative version)
✅ Microsoft Excel / Google Sheets (for data entry version)
✅ Visio / Lucidchart (for advanced visualization)
✅ PDF export for submission and sharing

🛠️ PART 1: STAFF STRUCTURE DATA INPUT (Excel or Sheet-Based)

Staff ID	Full Name	Job Title	Reports To (Staff ID)	Department	Level	Location	Employment Type	Status
SAY-001	Naledi Khoza	Head of Training	CEO	Capacity Building	Management	Pretoria HQ	Full-time	Active
SAY-002	Thabo Maseko	Senior Training Facilitator	SAY-001	Capacity Building	Senior Staff	Pretoria HQ	Full-time	Active
SAY-003	Lesedi Ndlovu	Admin Support Officer	SAY-001	Capacity Building	Support Staff	Pretoria HQ	Full-time	Vacant
SAY-004	Bongiwe Dube	Monitoring & Eval. Officer	SAY-002	Capacity Building	Technical	Durban Field Office	Contract	Active

Note: Use consistent formatting for staff ID and “Reports To” fields to generate automatic tree structures.

🖼️ PART 2: VISUAL ORGANOGRAM LAYOUT (Slide or Diagram Format)

Use SmartArt in PowerPoint or diagramming tools like Lucidchart or Google Drawings to visualize the hierarchy based on the input above.

Example Layout (Top-down Tree View):

javaCopyEditCEO
 └── Head of Training (Naledi Khoza)
     ├── Senior Training Facilitator (Thabo Maseko)
     │    └── Monitoring & Evaluation Officer (Bongiwe Dube)
     └── Admin Support Officer (VACANT)

Color code boxes:
- 🟩 Active roles
- 🟥 Vacant roles
- 🟦 Contract/Consultant
- 🟧 Under Review / Acting

📌 PART 3: TAGGING & STRATEGIC ALIGNMENT

In Excel/Sheets, include an additional column to tag roles based on SayPro’s strategic pillars and Q2 outputs:

Role Title	Strategic Pillar	Q2 Output Tag
Head of Training	Pillar 1: Skills Development	“Q2-TRAIN-DELIVERY”
Monitoring & Eval. Officer	Pillar 2: Impact & Data	“Q2-M&E-REGIONAL-REPORTING”
Admin Support Officer	Operations & Systems	“Q2-ADMIN-LOGISTICS”

✅ PART 4: VALIDATION & SUBMISSION

Checklist Item	Complete (✓)
All roles listed (filled and vacant)
Reporting lines updated
Strategic tags applied (Pillar & Output)
Visual diagram matches data input
Signed off by Department Head
Submitted to HR and Strategic Planning

📤 Submission Instructions

Upload final version to:
🔗 SayPro HR Shared Drive > Organograms > Q2_2025
OR
📧 Email to: organogram@saypro.org.za
Deadline: [Insert your internal deadline]

🔧 Want Automation?

I can help generate:

A dynamic Excel tool that builds organograms using formulas
An automated Google Sheets + Google Drawings setup
A Lucidchart or Microsoft Visio template you can reuse quarterly

21/05/2025

SayPro Upload role descriptions linked to Q2 deliverables

SayPro Role Description Upload Template – Q2 Deliverables Linked

To be completed by each department and uploaded via the SayPro HR Portal or shared drive.

🔍 Purpose:

Align individual roles with Q2 strategic focus areas and outputs
Clarify responsibilities, expectations, and performance indicators
Enable leadership and HR to track contribution to quarterly KPIs

📁 FILE NAMING FORMAT (For Upload):

cssCopyEdit[Department]_[RoleTitle]_Q2RoleDescription_[YYYYMMDD].docx/pdf

Example:
Training_SeniorFacilitator_Q2RoleDescription_20250521.docx

📑 TEMPLATE: Role Description Format

Section	Details to Fill
Department	[e.g., Capacity Building & Training]
Role Title	[e.g., Senior Training Facilitator]
Employee Name (if assigned)	[e.g., Naledi Khoza]
Reporting Line	[e.g., Reports to Head of Training and Development]
Contract Type	[e.g., Full-time / Fixed-Term / Consultant]
Location	[e.g., Pretoria Regional Office]

📌 SECTION A: Core Role Responsibilities

Summarize the core functions and responsibilities aligned with Q2 outputs.

pgsqlCopyEdit- Facilitate 10 youth training workshops across 3 provinces by end of Q2.
- Ensure training materials are adapted for rural deployment.
- Coordinate post-training feedback reports within 5 working days.
- Contribute to Q2 M&E report with qualitative training outcomes.

📌 SECTION B: Q2 Deliverables & KPIs

Q2 Deliverable	How Role Contributes	KPIs / Metrics
Scale up youth skills programs in rural areas	Delivers workshops and tracks reach	500 youth trained; 90% satisfaction rate
Improve training impact reporting	Submits quality feedback reports on time	95% report accuracy; all submitted before due
Align training with national employability standards	Incorporates national skills framework	100% material aligned with NSDS
Support digital documentation for donor reporting	Uploads session reports & images to CRM system	All training events captured in SayPro’s CRM

📌 SECTION C: Required Skills & Competencies

Skill/Competency	Level Required	Priority
Public Facilitation	Advanced	High
Report Writing	Intermediate	Medium
Stakeholder Engagement	Advanced	High
Monitoring & Evaluation Basics	Basic	Medium
Digital Literacy (MS Office, CRM)	Intermediate	High

📌 SECTION D: Supervision & Reporting Frequency

Supervisor Name	[e.g., Thabo Maseko]
Reporting Frequency	Weekly activity logs; Monthly summary reports
Performance Appraisal	Linked to delivery of Q2 outputs

✅ Submission Checklist

Task	Tick (✓)
Role description completed
Q2 deliverables and KPIs mapped
Submitted to supervisor for validation
Uploaded to SayPro HR Portal
HR & Strategic Planning CC’d

📤 Upload Instructions

Save your role description using the file naming format.
Upload it to:
- 🔗 SayPro HR Portal → Departmental Roles > Q2_2025_RoleDescriptions
- OR email to: hr@saypro.org.za and planning@saypro.org.za
Confirm submission by deadline: [Insert Date]

21/05/2025

SayPro Review organograms for alignment with SayPro’s values and diversity objectives

SayPro Organogram Review: Alignment with Values & Diversity Objectives

Conducted quarterly by the Strategic Planning Office in collaboration with HR and Department Heads.

🔍 SECTION A: Review Objectives

Assess representation of gender, age, ethnicity, and disability across all organizational levels.
Ensure inclusive leadership in departmental and regional structures.
Check for equity in promotional pathways and access to leadership roles.
Identify potential bias in role distribution and clustering.

📊 SECTION B: Diversity Composition Analysis (Departmental Snapshot)

Department / Unit Name	[e.g., Communications]
Total Staff	[e.g., 15]
Women in Leadership (%)	[e.g., 2 of 5 = 40%]
Youth Representation (<35) (%)	[e.g., 60%]
Disability Inclusion (%)	[e.g., 0%]
Cultural / Ethnic Representation	[e.g., 3 identified languages represented]
Gender Distribution	[e.g., 9 Female, 6 Male]

✅ SECTION C: Values-Based Structure Check

Does the organogram reflect SayPro’s values of transparency, collaboration, inclusivity, accountability, and innovation?

Value	Reflected in Structure?	Example / Comment
Transparency	☐ Yes ☐ No	[e.g., Clear reporting lines and decision-making hierarchy]
Inclusivity	☐ Yes ☐ No	[e.g., Representation of women, youth, disabled staff in all tiers]
Collaboration	☐ Yes ☐ No	[e.g., Matrixed roles across departments for shared projects]
Accountability	☐ Yes ☐ No	[e.g., Defined roles and deliverables for each position]
Innovation	☐ Yes ☐ No	[e.g., New units formed for digital growth and creative programming]

🔄 SECTION D: Structural Review – Equity & Fairness Indicators

Indicator	Current Status	Comments / Actions Required
Leadership reflects gender balance	☐ Yes ☐ No ☐ Partial	[If “No”, recommend succession or mentorship programs]
Young professionals in decision-making roles	☐ Yes ☐ No ☐ Partial	[Are junior staff provided upward mobility opportunities?]
Equitable pay-grade distribution	☐ Yes ☐ No ☐ Review Pending	[Check HRIS salary bands by gender/region]
Representation in regional branches	☐ Balanced ☐ Unbalanced ☐ Centralized	[Are staff concentrated in urban HQs or distributed fairly?]
HR policies reflect inclusive hiring	☐ Yes ☐ No ☐ Needs Update	[Are diverse candidates considered for all levels?]

🔧 SECTION E: Recommendations for Organogram Adjustment

Department / Region	Issue Identified	Recommended Action	Timeline
Training & Development	No persons with disability in leadership	Identify talent pipeline and mentorship opportunity	Q3 2025
Eastern Cape Field Office	Youth underrepresented in senior positions	Promote internal youth to management track	End Q2 2025
HR Department	70% women in all roles, limited male intake	Diversify outreach to male graduates	Ongoing
Finance Unit	Flat structure lacks innovation lead	Add digital finance innovation officer	Q3 2025

✍️ SECTION F: Sign-Off & Action Plan Integration

Reviewed By	Position	Signature	Date
[Department Head]
[Strategic Planning Officer]
[HR Representative]

📎 Attachments Required:

Current departmental organogram (annotated if possible)
Updated staff distribution table (with demographics)
HR diversity report (last quarter)
Any open recruitment/promotion plans

🕐 Submission Timeline:

Due within Week 3 of each quarter
Email to: diversity.review@saypro.org.za and CC: hr@saypro.org.za

21/05/2025

SayPro Highlight critical shortages and future staffing needs

SayPro Critical Shortages & Future Staffing Needs Report

Prepared quarterly by department heads in coordination with HR and Strategic Planning.

SECTION A: Department Overview

Field	Details
Department / Unit Name	[e.g., Youth Development Programs]
Submitted By	[Full Name – e.g., Ayanda Mthembu]
Title / Position	[e.g., Program Manager]
Reporting Quarter	[e.g., Q2 2025]
Date of Submission	[DD/MM/YYYY]

SECTION B: Identification of Critical Staffing Shortages

List all key roles currently unfilled or under-resourced, and explain their impact on organizational outputs.

Critical Role	Status	Impact of Shortage	Mitigation Plan
M&E Officer (Gauteng Region)	Vacant (4 months)	Delays in donor reporting, poor data accuracy	Recruit urgently; assign temp analyst
Senior Training Facilitator	Only 1 of 3 filled	Limits SayPro’s Q2 training capacity in rural areas	Fast-track hiring; consider contract trainers
IT Systems Support Officer	Vacant	System errors unresolved; affecting remote work & comms	Outsource short-term; recruit in Q3
Regional Program Lead (EC)	Acting role	Strategic program execution slowing in Eastern Cape	Confirm acting or begin search for replacement

SECTION C: Anticipated Staffing Needs (Next 2 Quarters)

Forecast new or expanded roles needed to meet SayPro’s strategic objectives in the next 6 months.

Proposed Role	Justification	Strategic Link	Proposed Hiring Quarter
Digital Learning Specialist	Required to digitize training content for broader reach	Q2 Pillar 1: Training Scale-up	Q3 2025
Finance Officer (Projects)	Increased donor funding requires more financial oversight	Q2 Pillar 3: Financial Accountability	Q3 2025
Data Quality Coordinator	Ensure consistency in M&E data across provinces	Q2 Pillar 2: Data & Impact	Q4 2025
Inclusion & Diversity Officer	Needed to align programming with community equity standards	Q2 Pillar 4: Community Engagement	Q3 2025

SECTION D: Risk Assessment Due to Staff Gaps

Area Affected	Associated Risk	Current Mitigation Strategy
Program Delivery (Limpopo)	Delayed training rollouts	Shift temporary resources from nearby region
Donor Reporting & Compliance	Missed deadlines, reduced credibility	Manual report assembly; under high stress
Staff Burnout (Training Unit)	Overextended personnel due to unfilled vacancies	Scheduled leave rotations; short-term relief

SECTION E: Recommendations

List key strategic recommendations to address staffing needs.

Approve fast-track recruitment for roles tagged as critical.
Prioritize budget for contract-based hires in under-resourced functions.
Establish a talent pipeline for regional leadership roles.
Incorporate skills gap data from internal assessments to plan training and promotions.
Request Strategic Planning to review role duplication and opportunities for upskilling.

SECTION F: Department Head Sign-Off

Name	Signature	Date
[Full Name]		[DD/MM/YYYY]

SECTION G: HR & Strategic Planning Review (Internal Use)

Reviewed By	Title	Comments / Actions	Date
[e.g., HR Manager]
[e.g., Strategic Planner]

📎 Submission Instructions:

Submit to hr@saypro.org.za and planning@saypro.org.za
Attach relevant staffing analysis, vacancy forms, and department organogram
Submit by Week 2 of each quarter

21/05/2025

SayPro Vacant and Overlapping Positions Identification Form

To be completed by department heads and HR for identifying vacant and overlapping positions within SayPro.

SECTION A: Department and Position Overview

Field	Details
Department / Unit Name	[e.g., Program Management]
Department Head Full Name	[e.g., Michael Thabo]
Position Title	[e.g., Program Coordinator]
Reporting Date	[DD/MM/YYYY]
Submission Date	[DD/MM/YYYY]

SECTION B: Vacant Position Identification

Please list all positions that are currently vacant within your department and provide details.

Position Title	Reason for Vacancy	Date of Vacancy	Expected Fill Date	Tag Status
Monitoring & Evaluation Officer	Resigned	[DD/MM/YYYY]	[DD/MM/YYYY]	☐ Vacant
Data Analyst	Internal promotion	[DD/MM/YYYY]	[DD/MM/YYYY]	☐ Vacant
Outreach Coordinator	Position on hold due to strategic review	[DD/MM/YYYY]	[DD/MM/YYYY]	☐ Vacant

SECTION C: Overlapping/Redundant Positions

Identify any overlapping or redundant positions where responsibilities may be duplicated within the department or organization. Please clarify if roles are under review for consolidation.

Position Title	Position Title(s) Overlapping	Reason for Redundancy	Date Identified	Action Plan	Tag Status
Communications Officer	Public Relations Officer	Both responsible for media relations and outreach	[DD/MM/YYYY]	Consolidate under one role	☐ Redundant
Program Assistant	Administrative Assistant	Overlapping duties in scheduling, reporting, and data management	[DD/MM/YYYY]	Role review for potential consolidation	☐ Overlapping
Senior Project Manager	Project Director	Both overseeing large-scale project management	[DD/MM/YYYY]	Review job descriptions for overlap	☐ Overlapping

SECTION D: Vacancy and Redundancy Tagging Summary

Tag Type	Total Count
Vacant Positions	[e.g., 3]
Redundant Positions	[e.g., 1]
Overlapping Roles	[e.g., 2]
Positions Under Review	[e.g., 2]

SECTION E: Action Plan for Addressing Vacancies and Overlaps

Please describe the steps and timelines for addressing the identified vacant, redundant, or overlapping positions. This may include recruitment plans, restructuring actions, or role redefinitions.

Position Title	Action Plan	Responsible Party	Deadline
Monitoring & Evaluation Officer	Open recruitment process for replacement	HR Department	[DD/MM/YYYY]
Data Analyst	Internal candidate selection and promotion	HR and Department Head	[DD/MM/YYYY]
Communications Officer	Consolidate roles and align responsibilities	HR and Department Head	[DD/MM/YYYY]
Senior Project Manager	Role review and consolidation of duties	HR and Program Head	[DD/MM/YYYY]

SECTION F: Department Head Validation

I confirm that the above-listed vacancies, overlapping, and redundant positions have been accurately identified and that the proposed actions are in line with SayPro’s operational needs.

Department Head Name	Signature	Date
[Full Name]		[DD/MM/YYYY]

SECTION G: HR Department Review (Internal Use Only)

HR Review Status	Notes	Next Steps	Date of HR Review
☐ Approved	[e.g., Confirmed vacancies aligned with budget]	Proceed with recruitment process for vacant roles	[DD/MM/YYYY]
☐ Additional Information Needed	[e.g., Need clarification on overlap actions]	Follow up with department head for clarity	[DD/MM/YYYY]
☐ Pending Restructure	[e.g., Structural review required for redundancy]	Plan restructure and reskill impacted employees	[DD/MM/YYYY]

📎 Submission Instructions:

Submit the completed form to HR and Strategic Planning Office.
Due: Within the first 10 working days of each quarter for updates and quarterly review.

21/05/2025

SayPro conducts an internal skills assessment (per employee)

SayPro Internal Skills Assessment Form

To be completed by each employee and reviewed by their supervisor/manager.

SECTION A: Employee Information

Field	Details
Full Name	[Employee Name]
Employee ID	[e.g., SAY-1024]
Position Title	[e.g., Senior Program Officer]
Department / Unit	[e.g., Capacity Building]
Supervisor / Manager Name	[Supervisor’s Full Name]
Assessment Date	[DD/MM/YYYY]

SECTION B: Core Skills Evaluation

Please rate your current skill level in the following areas on a scale of 1 to 5, where 1 = Novice and 5 = Expert.

Skill Area	Self-Assessment Rating (1-5)	Justification (Optional)
Project Management	[ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5	[e.g., Led 2 large projects in the past year]
Communication Skills	[ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5	[e.g., Regularly present at team meetings]
Data Analysis and Reporting	[ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5	[e.g., Familiar with data analysis software]
Leadership and Team Management	[ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5	[e.g., Managed 5-person project team for 6 months]
Financial Management / Budgeting	[ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5	[e.g., Assisted with department budget planning]
Conflict Resolution	[ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5	[e.g., Mediated 3 internal team conflicts last year]
IT Skills (e.g., Microsoft Office, CRM)	[ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5	[e.g., Proficient with Microsoft Office suite]
Training and Facilitation Skills	[ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5	[e.g., Facilitated 5 internal workshops last quarter]
Strategic Planning	[ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5	[e.g., Contributed to department’s annual planning]
Innovation and Problem-Solving	[ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5	[e.g., Developed a solution to a resource allocation issue]

SECTION C: Skill Gaps and Development Needs

Please identify any areas where you feel there are gaps in your current skills, or skills that you would like to improve. Be specific about areas of development.

Skill Area	Gap Identified (Yes/No)	Development Action Plan
Project Management	[ ] Yes [ ] No	[e.g., Take a PMP certification course by end of Q3]
Communication Skills	[ ] Yes [ ] No	[e.g., Join public speaking course to improve presentation skills]
Data Analysis and Reporting	[ ] Yes [ ] No	[e.g., Complete an advanced Excel training course]
Leadership and Team Management	[ ] Yes [ ] No	[e.g., Attend leadership seminar to strengthen team management skills]
Financial Management / Budgeting	[ ] Yes [ ] No	[e.g., Training on departmental budgeting in Q3]
Conflict Resolution	[ ] Yes [ ] No	[e.g., Seek mentorship for conflict resolution strategies]
IT Skills (e.g., Microsoft Office, CRM)	[ ] Yes [ ] No	[e.g., Learn CRM software for improved client management]
Training and Facilitation Skills	[ ] Yes [ ] No	[e.g., Attend facilitator certification workshop]
Strategic Planning	[ ] Yes [ ] No	[e.g., Participate in strategic planning workshop in Q4]
Innovation and Problem-Solving	[ ] Yes [ ] No	[e.g., Enroll in creative problem-solving techniques course]

SECTION D: Career Aspirations and Goals

Please describe your career aspirations within SayPro and how you would like your role to evolve in the next 1-2 years.

[Free text field — e.g., “I aspire to move into a managerial position, managing larger teams and contributing to strategic decisions.”]

SECTION E: Supervisor’s Assessment and Feedback

Supervisor’s Name	[e.g., Thandeka Mhlongo]
Supervisor’s Assessment	[Free text field — e.g., “The employee has demonstrated excellent communication skills and is ready for more leadership responsibilities.”]
Key Strengths	[e.g., “Strong data analysis and report generation skills.”]
Areas for Improvement	[e.g., “Needs to develop strategic planning and budget management skills to progress to the next level.”]
Training Recommendations	[e.g., “Provide leadership development training and assign more complex project management tasks.”]

SECTION F: Final Review and Development Plan

Field	Details
Employee’s Self-Assessment Reviewed?	☐ Yes ☐ No
Training Plan Created?	☐ Yes ☐ No
Development Actions Agreed Upon	[e.g., Leadership course by Q3, Advanced Excel by Q2]
Development Support Needed	[e.g., Mentorship, formal training, project exposure]

SECTION G: Sign-Offs

Employee Name	Employee Signature	Date
[Employee Full Name]

Supervisor Name	Supervisor Signature	Date

📎 Notes:

The completed form should be reviewed by both the employee and their supervisor to ensure alignment with performance and development needs.
This assessment should be conducted quarterly or bi-annually to track progress and ensure continued professional development.

21/05/2025

SayPro Align positions with Q2 strategic focus areas (outputs-based)

SayPro Role Alignment with Q2 Strategic Focus Areas

To align positions with the Q2 strategic focus areas and ensure outputs-based outcomes.

SECTION A: Department and Position Overview

Field	Details
Department / Unit Name	[e.g., Capacity Building]
Submitted By (Full Name)	[e.g., Program Manager, Siyanda Nkosi]
Position Title	[e.g., Senior Training Coordinator]
Submission Date	[DD/MM/YYYY]
Reporting Quarter	[e.g., Q2 2025]

SECTION B: Q2 Strategic Focus Areas and Role Outputs

Each position is aligned with specific Q2 focus areas and outputs. Below, provide details on how the role’s responsibilities contribute to the strategic goals.

Q2 Strategic Focus Area	Position Title	Role Responsibilities / Outputs	KPIs or Success Metrics
Pillar 1: Scaling Youth Training Programs	Senior Training Coordinator	– Lead the development and execution of training workshops for 500 youth participants. – Oversee the monitoring and evaluation of training outcomes. – Expand training outreach in rural areas.	– 500 youth trained by the end of Q2. – 90% satisfaction rate from post-training surveys. – 20% increase in regional attendance.
Pillar 2: Strengthening Data & Impact Reporting	Data Analyst	– Develop data dashboards to track project progress. – Prepare monthly reports for donor and senior management. – Conduct data quality audits.	– Complete monthly reports on time. – Ensure data accuracy above 95% for all program reporting. – 100% data validation before reporting.
Pillar 3: Organizational Development	HR Manager	– Align recruitment with emerging needs of the organization. – Conduct talent gap analysis and provide quarterly hiring reports. – Facilitate employee training on professional growth.	– Fill 90% of open positions by end of Q2. – Conduct 3 HR development workshops. – Reduce staff turnover by 5% in Q2.
Pillar 4: Community Outreach & Engagement	Community Engagement Officer	– Build relationships with local partners and stakeholders. – Lead community outreach initiatives. – Organize quarterly community events for program awareness.	– Host 4 community outreach events. – Increase program engagement by 25% in target communities. – Establish 5 new partnerships.
Pillar 5: Digital Transformation	IT Support Specialist	– Upgrade systems for better collaboration across regions. – Ensure that all regional offices have updated IT systems. – Provide IT support for virtual training sessions.	– Complete system upgrades for 3 regional offices. – Resolve 95% of IT issues within 24 hours. – Facilitate 2 virtual workshops per month.

SECTION C: Role Alignment Confirmation

For each position, confirm that the responsibilities are aligned with Q2 outputs-based goals and that key deliverables are measurable.

Position Title	Outputs-Aligned with Strategic Focus Area	KPIs Confirmed	Resources Required	Department Head Sign-Off
Senior Training Coordinator	Scaling Youth Training Programs	✅ Yes	Budget for materials, trainer support	[Name, Signature]
Data Analyst	Strengthening Data & Impact Reporting	✅ Yes	Data management tools, reporting software	[Name, Signature]
HR Manager	Organizational Development	✅ Yes	Recruitment platforms, staff development tools	[Name, Signature]
Community Engagement Officer	Community Outreach & Engagement	✅ Yes	Outreach materials, community partnerships	[Name, Signature]
IT Support Specialist	Digital Transformation	✅ Yes	IT infrastructure, training platforms	[Name, Signature]

SECTION D: Additional Notes

Include any additional observations or strategic considerations that may affect role alignment with outputs for Q2.

[Free text field — e.g., “The Senior Training Coordinator will need additional budget allocation for traveling to rural regions, as planned in the outreach strategy.”]

SECTION E: Final Validation

This form ensures that all positions are directly tied to outputs-based goals in line with SayPro’s Q2 strategic pillars. All roles should contribute to the successful delivery of SayPro’s objectives.

Name of Department Head	Signature	Date
[Full Name]

📎 Submission Instructions:

Submit this form along with the updated departmental organogram to planning@saypro.org.za and CC hr@saypro.org.za.
Ensure alignment with SayPro’s HRIS by updating role descriptions where needed.
Deadline for submission: [Insert Date].

21/05/2025

SayPro Submit updated staff structure (including changes in reporting lines)

📄 SayPro Staff Structure Update Submission Form

To be completed by Department Heads for updates to staff structure and reporting lines.

SECTION A: Department & Submitter Details

Field	Details
Department / Unit Name	[e.g., Training & Capacity Development]
Submitted By (Full Name)	[e.g., Nokuthula Mkhize]
Position / Title	[e.g., Department Head / Director]
Email Address	[e.g., nokuthula@saypro.org.za]
Submission Date	[DD/MM/YYYY]
Reporting Quarter	[e.g., Q2 2025]

SECTION B: Summary of Changes to Staff Structure

Briefly describe the structural or personnel changes being submitted:

[Free text field – e.g., “The Reporting & Insights Officer now reports to the M&E Manager instead of the Program Director.”]

SECTION C: Staff Reporting Line Updates

Staff Name	Current Position Title	Old Supervisor	New Supervisor	Reason for Change
Lerato Dlamini	Data Collection Officer	Program Coordinator	M&E Manager	Centralization of M&E functions
Sipho Molefe	Senior Facilitator	Director of Operations	Regional Lead – Gauteng	Shift to region-based delivery structure
Amahle Khumalo	Youth Engagement Officer	Volunteer Program Lead	Training Coordinator	Organizational restructure

SECTION D: New Positions Added (If Any)

Position Title	Reports To	FT/PT/Contract	Budget Source	Job Description Attached?
Senior Outreach Advisor	Director of Comms	FT	Donor Grant (Youth Fund)	☐ Yes ☐ No
Systems Administrator	IT Manager	FT	Core Budget	☐ Yes ☐ No

SECTION E: Positions Removed or Made Redundant (If Any)

Position Title	Last Holder (if known)	Reason for Removal	Effective Date
Program Support Intern	Vacant	Internship program paused for Q2	30/04/2025
Regional Admin Clerk	Themba Radebe	Role consolidated under new Admin Hub model	15/05/2025

SECTION F: Organogram Update

✅ Attached updated departmental organogram reflecting all changes
☐ Not attached – to be submitted by [Date]

File name: [DepartmentName_Q2_Organogram.pdf]

SECTION G: Department Head Sign-Off

I confirm that the above staff structure updates are accurate and align with current operational realities and SayPro strategic priorities.

Name	Signature	Date
[Full Name]

SECTION H: Strategic Planning & HR Review

Field	Details
Reviewed By (Planning Officer)
HRIS Updated	☐ Yes ☐ No
Finance Notified (if relevant)	☐ Yes ☐ No
Organogram Version Logged	[e.g., Version 3.1 – Q2 2025]
Approved By	[Director / HR Lead]
Date of Entry into Official Records	[DD/MM/YYYY]

📌 Submission Instructions:

Email to planning@saypro.org.za and CC hr@saypro.org.za.
Due within 5 working days of the structural change being finalized.

21/05/2025

SayPro Signed Organogram Validation from Department Head

📄 SayPro Organogram Validation Form

Departmental Sign-Off – Organogram Accuracy and Role Alignment

SECTION A: Department Information

Field	Details
Department / Unit Name	[e.g., Monitoring & Evaluation Unit]
Department Head Full Name	[e.g., Ms. Thandiwe Moyo]
Job Title	[e.g., Director of M&E]
Office Location	[e.g., SayPro HQ / Eastern Cape Office]
Reporting Date	[DD/MM/YYYY]
Reporting Quarter	[e.g., Q2 2025]

SECTION B: Organogram Verification Checklist

Please tick ✅ each item to confirm validation.

Validation Item	✅ Confirmed
All current staff roles are accurately reflected in the organogram	☐
Titles and reporting lines are updated and aligned with SayPro structure	☐
Vacant, redundant, or duplicate roles are clearly identified	☐
All acting roles are labeled with “(Acting)”	☐
Interns, volunteers, and contract staff are included where relevant	☐
The organogram reflects alignment with current strategic and operational goals	☐
Departmental inputs were submitted to HR/Strategic Planning on time	☐

SECTION C: Comments (if any)

Use this space to note any structural concerns, planned changes, or requests:

[Free text field — e.g., “Requesting HR review of two overlapping data roles before Q3 restructuring.”]

SECTION D: Department Head Certification

I hereby confirm that the attached departmental organogram is accurate as of the date above, reflects current workforce structure, and aligns with SayPro’s operational priorities and strategic workforce mapping requirements.

Name of Department Head	Signature	Date
[Full Name]

SECTION E: Strategic Planning Office Review (Internal Use Only)

Field	Details
Organogram Uploaded to HRIS	☐ Yes ☐ No
Discrepancies Identified?	☐ Yes ☐ No (If yes, attach notes)
Validated by	[Name, Strategic Planning Officer]
Signature
Validation Date	[DD/MM/YYYY]

📎 Submission Instructions:

Attach updated organogram (.pdf/.doc/.png) with this signed form.
Submit to the SayPro Strategic Planning Office and copy HR.
Due no later than the 5th working day of each new quarter.

21/05/2025