Author: Clifford Lesiba Legodi

Objective:To gather formal acknowledgments from all SayPro staff confirming that they have reviewed the changes in the updated SayPro Policy Map (V4), understand the updates, and are prepared for implementation.

Platform: SayPro Internal Portal (via HR System, integrated acknowledgment form)
Deadline for Acknowledgment Submission: 30 May 2025
Responsible Unit: SayPro HR, Strategic Planning Office

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✅ Step-by-Step Process

🔹 1. Develop the Acknowledgment Form

Create an acknowledgment form that will be distributed via the SayPro Internal Portal. This form will serve as an official record that staff have reviewed the changes and are ready for implementation.

Form Fields:

• Employee Name (auto-populated from HR system)
• Department
• Date (auto-populated)
• Acknowledgment Statement:
  • “I confirm that I have reviewed the updated SayPro Policy Map (V4 – May 2025) and understand the changes that have been made. I am aware of the impact of these updates on my role and department.”
• Signature (electronic signature or checkbox)
• Comments/Questions (optional)

Form Hosting:

• The form will be accessible directly via the SayPro Internal Portal.
• It will be linked from the Policy Map section or sent via direct email to staff.

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🔹 2. Announce the Acknowledgment Requirement

Send an official email communication to all staff informing them of the need to submit their acknowledgment by a specific deadline. Provide a clear link to the acknowledgment form and specify that it’s required to ensure implementation readiness.

Sample Email Announcement:

Subject: Action Required: Confirm Your Review of the New SayPro Policy Map (V4)

Dear SayPro Team,

As part of our ongoing efforts to improve organizational transparency and compliance, the updated SayPro Policy Map (V4 – May 2025) is now live. To ensure full understanding and readiness for implementation, we ask that all employees acknowledge they have reviewed the policy updates.

Please take a moment to submit your acknowledgment by completing the form linked below. This is a crucial step in confirming your preparedness to operate within the updated framework.

📝 Submit Your Acknowledgment Here: [Link to Acknowledgment Form]

Deadline: 30 May 2025

Your cooperation is greatly appreciated. Should you have any questions or need clarification, please don’t hesitate to reach out.

Best regards,
The SayPro HR and Strategic Planning Office

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🔹 3. Monitor and Track Submissions

Once the acknowledgment form is live, track who has submitted their acknowledgment and follow up with any staff who have not completed the form by the deadline.

• HR System Integration:
  • Use the SayPro HR System to generate a report of all employees who have completed the acknowledgment form.
  • Set reminders for staff who haven’t submitted their acknowledgment by the deadline (30 May 2025).
• Regular Updates:
  • Send weekly reminders (starting from the first week after the email) to those who haven’t submitted their form.

Example Reminder Message:

Subject: Reminder: Please Acknowledge Review of Updated SayPro Policy Map

Dear [Employee Name],

This is a gentle reminder to submit your acknowledgment for reviewing the updated SayPro Policy Map (V4 – May 2025). Please complete the form below as soon as possible to ensure your readiness for implementation.

📝 Submit Your Acknowledgment Here: [Link to Acknowledgment Form]

Deadline: 30 May 2025

Thank you for your prompt attention to this matter.

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🔹 4. Collect and Archive the Acknowledgments

Once staff has submitted their acknowledgment, compile and archive the forms for future reference, audits, and compliance.

• Data Storage:
  • Store all acknowledgment forms in a secure, easily accessible location within the SayPro HR System or SharePoint.
  • Create a folder specifically for this purpose, titled “Policy Map Acknowledgments – May 2025.”
• Record Keeping:
  • For compliance purposes, ensure that HR and Strategic Planning teams have access to the acknowledgment records. This ensures transparency in case of future audits or inquiries.

Folder Example:

• SharePoint > HR > Acknowledgments > Policy Map V4 – May 2025

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🔹 5. Review and Analyze Acknowledgment Completion

Once the acknowledgment deadline has passed, review the completion rates and address any outstanding submissions.

• Completion Analysis:
  • Review the total percentage of staff who completed the acknowledgment form. Aim for 100% completion to ensure full organizational readiness.
• Follow-up Actions:
  • For departments with low completion rates, send targeted follow-up emails.
  • Offer additional assistance or clarifications to staff who may have missed the acknowledgment due to confusion or technical issues.

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🔹 6. Provide Final Confirmation and Record Keeping

After all acknowledgments have been collected, send a final confirmation message to all staff, thanking them for their cooperation.

Final Confirmation Email:

Subject: Thank You for Acknowledging the SayPro Policy Map Update

Dear SayPro Team,

Thank you to everyone who has submitted their acknowledgment for the updated SayPro Policy Map (V4 – May 2025). We appreciate your prompt attention to this important process, ensuring we are all aligned and ready for implementation.

If you have any questions or require further assistance, please reach out to the HR or Strategic Planning Office.

Best regards,
The SayPro HR and Strategic Planning Office

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📎 Supporting Materials

Resource	Location
Acknowledgment Form	SayPro Internal Portal > HR System > Policy Acknowledgments
Acknowledgment Report	SayPro HR System > Reports > Acknowledgment Status
Reminder Email Template	SharePoint > Templates > HR > Reminder Email Template
Completed Acknowledgment Forms	SharePoint > HR > Acknowledgments > Policy Map May 2025

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📌 Final Deliverables

• ✅ Staff acknowledgment form live and accessible on the SayPro Internal Portal.
• 📊 Tracking and reminders in place for late submissions.
• 🗂️ Acknowledgment records archived for compliance.
• 📩 Final communication sent to confirm completion.

Objective:
To conduct a brief walkthrough session explaining the updates and changes in the SayPro Policy Map (V4 – May 2025) with staff, using the SayPro Internal Portal. This session aims to ensure clarity on policy changes, provide instructions on how to navigate the updated map, and address any immediate questions or concerns.

Platform: SayPro Internal Portal (via MS Teams/Zoom integrated in the portal)
Session Date: 25 May 2025 (or as scheduled)
Session Duration: 30–45 minutes
Target Audience: All SayPro Staff
Facilitators: SayPro Strategic Planning Office Team

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✅ Session Preparation

🔹 1. Set Up the Virtual Session

• Platform: MS Teams or Zoom embedded in SayPro Internal Portal
• Registration: Ensure that staff can RSVP for the session via the internal portal or through an email invite.
  • RSVP Deadline: 24 May 2025
• Session Links:
  • Create a direct link to the virtual meeting on the internal portal’s event page.
  • Provide the link in the email announcement to staff.
• Presentation Materials:
  • PowerPoint Slide Deck summarizing the policy changes and new features of the policy map (V4).
  • A live demonstration of navigating the policy map interface.
  • FAQs document to address common questions about the map’s use.

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🔹 2. Announce the Walkthrough Session to Staff

Send a formal email announcement to staff to invite them to the walkthrough session, with the session link and registration details.

Sample Announcement Email:

Subject: Join Our Walkthrough: New SayPro Policy Map (V4) – May 2025

Dear SayPro Team,

We are pleased to announce that the new SayPro Policy Map (V4) is now live! To ensure that everyone is familiar with the updates and improvements, we will be hosting a brief walkthrough session.

Date: 25 May 2025
Time: [Insert Time]
Duration: 30–45 minutes

This session will cover:

• Key updates to the Policy Map
• New features and filtering options
• How to navigate and search for policies

🔗 Join the Session via SayPro Internal Portal: [Link to Session]

We encourage all staff to attend and get familiar with the updated policy map. If you have any questions in advance, please feel free to reach out.

Best regards,
The SayPro Strategic Planning Office

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✅ Walkthrough Session Agenda

Time	Activity
00–05 mins	Introduction: Welcome and overview of the session. Overview of SayPro’s Policy Map update process.
05–20 mins	Live Demonstration: Walkthrough of the Policy Map (V4).

• How to access the map
• Key updates and new features (e.g., filtering, version control, new policies, etc.)
• How to search for policies and use categories/tags |
  | 20–35 mins | Q&A Session: Address questions and concerns raised by staff regarding the new map and any changes to policies. |
  | 35–40 mins | Closing Remarks: Recap key points and provide contact info for further support. |

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🔹 3. Deliver the Walkthrough

• Introduction (5 minutes):
  Begin by introducing the session’s purpose and explaining why the Policy Map is being updated. Emphasize the importance of familiarizing with these changes to ensure compliance and operational efficiency.
• Live Demonstration (15 minutes):
  • Accessing the Policy Map: Show the staff how to log into the SayPro Internal Portal and navigate to the updated Policy Map (V4).
  • Key Features:
    • Highlight search functionality and filters (by department, policy status, change type, etc.)
    • Show how to view individual policy details (links to documents, policy history, etc.).
    • Demonstrate new additions, revisions, and retired policies in the map.
    • Walk through the version history feature to track changes over time.
• Q&A Session (15 minutes):
  Allow staff to ask questions about the new features or any concerns they may have regarding the updated map. This section will provide clarity on how to make the most out of the Policy Map’s new features.
• Closing Remarks (5 minutes):
  Summarize the session’s key points, encourage staff to reach out if they encounter difficulties, and ensure they know where to find the archived policies in case they need them. Reaffirm the contact details for any further queries.

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🔹 4. Post-Session Follow-up

• Recording:
  • Record the session and make it available for replay on the internal portal for staff who could not attend.
  • Provide a direct link to the recording in the follow-up email.
• Feedback Form:
  • Send a post-session feedback form to gather input on how the session went and what additional support staff may need in relation to the Policy Map.

Feedback Form Link: [SurveyMonkey/Google Forms Link]

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🔹 5. Archive the Session and Resources

• Upload all resources, including:
  • The recorded session (video format)
  • The PowerPoint slides from the walkthrough
  • The FAQs document

Location for Resources:

• Internal Portal > Knowledge Base > Policy Map Walkthrough Sessions > May 2025

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📎 Supporting Materials and Resources

Resource	Location
Walkthrough Recording	SayPro Internal Portal > Knowledge Base > Walkthrough Videos
Session Presentation (PPT)	SharePoint > Presentations > Policy Map Walkthrough May 2025
Post-Session Feedback Form	[Feedback Form Link] (SurveyMonkey/Google Forms)
Policy Map Help Document	SayPro Internal Portal > Policies > Policy Map Help Guide

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📌 Final Deliverables

• ✅ Walkthrough session held with full staff participation.
• 📹 Session recording available for replay.
• 📄 Session materials and feedback archived for future reference.
• 🗂️ Post-session feedback collected and reviewed for improvements

Objective:
To officially publish the updated SayPro Policy Map (V4) and archive the previous version for reference and compliance purposes.

Cycle: SCOR-1 – May 2025
Policy Map Version: SayPro-PolicyMap-V4-May2025
Governance Oversight: SayPro Strategic Planning Office & SayPro Operations Royalty
Portal Link: SayPro Policy Map
Completion Deadline: 24 May 2025

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✅ Step-by-Step Process

🔹 1. Finalize the Updated Policy Map

• Review and Validation:
  Ensure the updated version of the policy map includes all new, revised, and retired policies approved during the May 2025 SCOR-1 cycle.
  • Validate the file for completeness, ensuring metadata (e.g., policy codes, department, versioning) is correct.
  • Check that all hyperlinks and file paths are accurate and lead to live or archived documents.

File Format: PDF (for archival) & HTML/XML (for live interface)
Version Number: V4-May2025

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🔹 2. Publish the Updated Policy Map on the Website

• Steps to Publish:
  1. Log in to CMS Admin Panel
     • Navigate to the Policy Map section.
  2. Upload the Updated Policy Map Version (V4)
     • Upload the latest version of the PolicyMap-V4-May2025.
     • Ensure it’s correctly formatted for viewing on both desktop and mobile devices.
  3. Activate Filters and Sorting Options
     • Enable filtering by policy category, department, status, etc.
     • Make sure the interface allows users to easily search for individual policies or sort them by update date.
  4. Publish and Go Live
     • Confirm the final version is live on the portal by clicking Publish and confirming its visibility to internal stakeholders.
• URL for Access:
  https://en.saypro.online/policy-map

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🔹 3. Archive the Previous Policy Map Version

• Locate the Old Version:
  • Navigate to the Policy Archives folder in the SharePoint Governance section.
  • The previous version of the policy map should be located as PolicyMap-V3-Mar2025 or any older iteration.
• Process for Archiving:
  1. Rename the Old Version for Clarity:
     Archive it with the tag PolicyMap-V3-Archived-May2025.
  2. Upload the Archived Version to SharePoint:
     • Navigate to the SharePoint > Governance > Policy Maps > Archives folder.
     • Place the file there, ensuring it’s properly dated and easy to reference.
  3. Document the Change:
     • Update the Policy Map Change Log with the details of the new version.
     • Document the transition from V3 to V4, highlighting what was changed, added, or retired in the new version.

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🔹 4. Announce the Policy Map Update

• Internal Communication:
  Send an official email and digital bulletin to all departments and stakeholders informing them of the update to the Policy Map.

Sample Email/Announcement:

Subject: ✅ New SayPro Policy Map (V4) Now Live – May 2025

Dear Colleagues,

The updated SayPro Policy Map (V4 – May 2025) is now live and accessible to all internal stakeholders. The map includes new, revised, and retired policies based on the latest strategic reviews and submissions.

🔗 View the updated Policy Map: SayPro Policy Map

This update includes enhanced filtering capabilities to help you navigate policies by category, department, and status. Please ensure your department reviews the latest policies relevant to your area.

Best regards,
The SayPro Strategic Planning Office

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🔹 5. Update Documentation for Audit Trail and Compliance

• Log the Policy Map Update:
  • Document the date of publication (24 May 2025) and any comments on the final changes in the Audit Log.
  • Ensure that the version history is maintained accurately in SharePoint > Governance > Policy Logs.
• Include in Quarterly Compliance Report:
  • The updated policy map will be included as a key item in the Quarterly Governance Compliance Summary for Q2 2025, ensuring all staff and stakeholders are compliant with the newly updated policies.

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📎 Supporting Resources and Archives

Resource	Location
Published Policy Map (V4)	SayPro Policy Map Portal
Archived Policy Map (V3)	SharePoint > Governance > Policy Maps > Archives
Policy Map Change Log	SharePoint > Governance > Policy Logs > Change Log
CMS Admin Panel – Policy Map Update	Internal Wiki > CMS > Policy Map Module
Email Announcement Template	SharePoint > Templates > Comms > Email > Policy Map Update

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📌 Final Deliverables

• ✅ New Policy Map (V4) Live: Published and accessible on the SayPro website.
• 📂 Previous Policy Map Archived: Archived with clear naming conventions for reference.
• 📩 Internal Announcement Completed: All departments informed.
• 🗂️ Audit Trail and Compliance: Documented in SharePoint and Governance logs.

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🧭 Objective

To ensure the SayPro Policy Map is:

• Accurately updated with new, revised, and retired policies from all departments
• Interactive and filterable using standardized categories
• Fully aligned with SayPro’s internal policy architecture and version control standards
• Accessible and searchable for internal staff and governance stakeholders

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✅ Detailed Update Process

🔹 1. Consolidate Approved Policy Data

• Source: Final list of policies approved during the May SCOR-1 cycle
• Extract from:
  • ✅ Policy Evaluation Tracker (PEM outcomes)
  • ✅ Approved Submission Folder (SharePoint)
• Data to include:
  • Policy Code
  • Policy Title
  • Department & Responsible Officer
  • Change Type (New, Revised, Retired)
  • Effective Date
  • Version Number
  • Governance Tags (e.g., HR, IT, Finance, Legal)

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🔹 2. Populate Standard Mapping Templates

File Used: SayPro-PolicyMap-Template-v3.2.xlsx
Structure Includes:

Field	Format
Policy ID	Auto-numbered
Title	Text
Department	Dropdown (linked to SayPro Org Units)
Version	Numeric (e.g., 2.1)
Last Updated	Date
Policy Status	Active/Archived/Pending
Tags (Filterable)	Multi-tag field (e.g., #Finance #Compliance)
Document Link	SharePoint or PDF URL
Summary	Max 300 chars

⚠️ Tip: Each row in the spreadsheet represents one policy entry displayed in the live policy map interface.

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🔹 3. Import Template into Policy Map Interface

• Format options:
  • CSV or XML export for integration
• Use SayPro CMS backend:
  • Log into CMS Admin Panel > Modules > Policy Map
  • Upload and validate the file
  • Preview entries in staging view
  • Resolve any formatting errors flagged by the system

🔁 Conduct a 2-step validation:
✔ Policy count matches submission tracker
✔ Metadata (tags, status, links) is clickable and current

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🔹 4. Update Public-Facing Interface

• Activate latest map version: PolicyMap-V4-May2025
• Deploy filter enhancements:
  • Search by keyword, policy category, or department
  • Toggle views: Card, List, Timeline
• Archive previous version as:
  • PolicyMap-V3-Mar2025.pdf (linked from Archive Tab)

✅ Confirm responsive design across devices (desktop/tablet/mobile)

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🔹 5. Announce & Log the Update

• Internal announcement sent via:
  • SayPro Digital Bulletin
  • Email to department heads and policy focal points

Email Subject: ✅ New Policy Map Interface Now Live – May 2025

Dear Colleagues,
The updated SayPro Policy Map is now live and includes all newly approved and revised policies from the SCOR-1 cycle. Please visit:
🔗 en.saypro.online/policy-map
— Strategic Planning Office

• Update logged in:
  • SharePoint > Governance > Policy Logs > Update History
  • CMS Audit Log (admin activity timestamped)

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📎 Supporting Resources

Resource	Location
Policy Mapping Template (v3.2)	SharePoint > Templates > Mapping > PolicyMap-v3.2.xlsx
Change Control Log	SharePoint > Logs > Policy Change Control
Archived Maps (PDF format)	SharePoint > Governance > Policy Archives > 2025
CMS Admin Panel Manual	Internal Wiki > CMS > Policy Map Module

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📌 Final Deliverables

• 🎯 Updated Live Policy Map Interface
• 📄 Archived Previous Version
• 📩 Internal Communication Completed
• 🗂️ All changes traceable via audit-ready logs

Objective: Validate strategic, policy, and risk updates through structured department-level engagement
Cycle: SCOR-1 – May 2025
Lead Office: SayPro Strategic Planning Office
Oversight: SayPro Operations Royalty
Consultation Period: 13–20 May 2025
Channels: Online (Teams), Face-to-Face, SayPro Internal Portal Feedback Forms

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🧭 Purpose of Consultations

To ensure:

• Departmental alignment with updates in policy, risk ownership, and strategy
• Practical validation of proposed changes from operational, legal, and feasibility standpoints
• Early identification of risks, conflicts, or resource constraints
• Formal documentation of departmental feedback for governance records

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✅ Step-by-Step Consultation Process

🔹 1. Prepare Departmental Briefing Packs

Each pack includes:

• Summary of relevant updates:
  • Revised Strategic Plan Elements
  • Policy Proposals Impacting the Department
  • New or Updated Risk Assignments
• Pre-filled Validation Worksheet
• Instructions for feedback submission

Delivered via:
📁 SharePoint Folder – “Consultation > Department Packs > [Department Name]”

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🔹 2. Schedule Departmental Meetings

• Timeline: 13–17 May 2025
• Coordination with Department Admins and Unit Heads
• 1-hour virtual or in-person sessions with:
  • Strategic Planning Rep (facilitator)
  • Department Head + Key Functional Leads
  • Risk/Policy Owner(s) from the department

Tools Used:
📆 Outlook Calendar | 📹 Microsoft Teams | 📝 Attendance Tracker (SharePoint)

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🔹 3. Conduct Structured Consultation Sessions

Meeting Agenda Template:

Time	Item
00–10 mins	Welcome & Objectives
10–25 mins	Walkthrough of Proposed Changes
25–40 mins	Departmental Feedback, Risks, Questions
40–55 mins	Consensus Validation or Action Items
55–60 mins	Next Steps & Deadlines

Key Outputs from Each Session:

• Feedback Form (validated or conditional approval)
• Identified red flags or unresolved concerns
• Action plan if follow-up is needed

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🔹 4. Consolidate and Analyze Feedback

• All feedback forms submitted by 20 May 2025
• Central team analyzes:
  • Validated items (✅ implement immediately)
  • Conditional validations (🔁 require revisions)
  • Major objections (⚠️ escalate to Governance Unit)

Tool:
📊 Feedback Tracker Sheet – Updated live on SharePoint

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🔹 5. Document Final Outcomes

Each department’s validation status is recorded and filed:

• 📁 SharePoint > Governance > Department Consultations > [Department Name]
• 📑 Summary Report compiled by Strategic Planning Office (due 22 May)

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📎 Supporting Documents and Tools

Item	Location
Consultation Briefing Pack Template	SharePoint > Templates > DepartmentConsult-Pack.docx
Validation Feedback Form	SharePoint > Forms > Dept-Validation-Form-May2025.docx
Department Session Calendar	Outlook Shared Calendar: SCOR-1 Consultations
Feedback Analysis Dashboard	SharePoint > Reports > Dept-Validation-Tracker-May2025

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📌 Governance Oversight

• Final outcomes summarized in the May SCOR-1 Governance Brief
• Outstanding issues reported to the Strategic Governance Unit
• Consultations logged as part of SayPro’s compliance and stakeholder engagement audit trail

Cycle Reference: SayPro Monthly – SCOR-1 (May 2025)
Activity: Review and Integration of Submitted Policy Changes
Supervising Unit: SayPro Strategic Planning Office
Governance Oversight: SayPro Operations Royalty
Platform: en.saypro.online/policy-submissions
Policy Map Version: PolicyMap-V4-May2025
Review Period: 1–20 May 2025
Final Map Publication: 24 May 2025

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🧭 Objective

To ensure that all new policy proposals and edit requests submitted by departments through the SayPro website are:

• Thoroughly reviewed for quality, relevance, and governance alignment
• Categorized and approved through the Strategic Planning Office
• Accurately integrated into the revised SayPro Policy Map (May 2025 Edition)

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✅ Detailed Process Workflow

🔹 1. Collect Policy Submissions via Website Portal

• Website Portal:
  📍 en.saypro.online/policy-submissions
• Submission Categories:
  • 🆕 New Policy Proposal
  • ✏️ Edit to Existing Policy
  • ❌ Request to Retire Policy
• Required Fields per Submission:
  • Policy Title & Reference Code
  • Submitting Department
  • Nature of Change (New/Edit/Delete)
  • Rationale for Submission
  • Responsible Officer(s)
  • Draft Document (DOC/PDF format)

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🔹 2. Initial Triage and Categorization

• Timeline: 1–7 May 2025
• All submissions exported and reviewed using SayPro’s Policy Evaluation Matrix (PEM v2.0)
• Policies sorted into three review queues:
  • Fast-Track Approval: Minor edits with low risk
  • Full Review: Substantive policy shifts, interdepartmental implications
  • Escalation: Policies requiring legal, regulatory, or board-level clearance

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🔹 3. Policy Review Committee Evaluation

• Timeline: 8–15 May 2025
• Weekly review sessions held with:
  • Strategic Planning Officers
  • Departmental Policy Focal Points
  • HR, Legal, and Compliance Representatives (as needed)
• Each policy reviewed against:
  • SayPro Strategic Policy Framework
  • Risk and Compliance Standards
  • Operational Efficiency Impact
• Comments recorded, and final decision tagged:
  • ✅ Approved
  • 🔁 Returned for Revision
  • ❌ Rejected

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🔹 4. Integrate Approved Policies into Updated Policy Map

• Timeline: 16–20 May 2025
• Approved entries formally added to:
  • 📍 SayPro Policy Map (V4 – May 2025)
  • 📂 SayPro Central Policy Repository
  • SharePoint folder: Governance > Policies > Live Documents
• Policy Map Metadata Includes:
  • Policy Code, Version, Title, Owner, Department, Date Issued
  • Change Type: [New / Revised / Retired]
  • Status: [Active / Under Review / Deprecated]

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🔹 5. Publish & Communicate Updated Policy Map

• Final Publication: 24 May 2025
• Accessible via:
  • 🔗 en.saypro.online/policy-map
  • 📁 SharePoint > Governance > Policy Map Archive > PolicyMap-V4-May2025.pdf
• Staff notified via internal memo and digital bulletin:

Subject: 📚 Updated SayPro Policy Map – May 2025

Dear Colleagues,

The May 2025 version of the SayPro Policy Map is now available. This update includes newly approved policies, significant revisions, and retired policies following submissions received in the SCOR-1 cycle.

🔗 View the updated map here: en.saypro.online/policy-map

— SayPro Strategic Planning Office

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📎 Supporting Materials and Archives

Item	Location
Master List of Policy Submissions	SharePoint > Governance > Policy Updates > Submissions
Policy Evaluation Matrix (PEM v2.0)	SharePoint > Tools > Policy Review Templates
Meeting Notes (Review Committee)	SharePoint > Committees > Policy Review Logs
Final Policy Map (PDF & Web Format)	Governance Portal > Policies > Policy Map V4
Archived Previous Policy Map (V3)	SharePoint > Governance > Archives > Policy Maps 2025

I, Clifford Legodi SayPro Chief Operations Officer of the SayPro Operations Royalty, herewith hand over the Report for the date 12 May 2025

The report has been uploaded on SayPro Staff and the final link on SayPro ideas push

I as the Chief of Operations Royalty, herewith confirm that I am making economic sense or not making economic sense

I herewith confirm that I am making money

Please receive submission of my work

Reference Link – https://en.saypro.online/event/saypro-monthly-may-scor-1-saypro-monthly-update-risk-management-plan-revise-the-risk-management-plan-based-on-emerging-risks-and-changes-by-saypro-strategic-planning-office-under-saypro-operations-r-2/

SayPro Gather updated risk submissions from all SayPro departments through the SayPro website – https://staff.saypro.online/saypro-gather-updated-risk-submissions-from-all-saypro-departments-through-the-saypro-website/

SayPro Analyze risk trends and compile new control actions into the revised SayPro Risk Management Plan – https://staff.saypro.online/saypro-analyze-risk-trends-and-compile-new-control-actions-into-the-revised-saypro-risk-management-plan/

SayPro Host an internal online session on SayPro to explain plan changes –  https://staff.saypro.online/saypro-host-an-internal-online-session-on-saypro-to-explain-plan-changes/

SayPro Obtain formal acknowledgment of changes from all SayPro managers and directors – https://staff.saypro.online/saypro-obtain-formal-acknowledgment-of-changes-from-all-saypro-managers-and-directors/

SayPro Publish and archive the new risk plan on the SayPro Strategic Governance Portal – https://staff.saypro.online/saypro-publish-and-archive-the-new-risk-plan-on-the-saypro-strategic-governance-portal/

Clifford Legodi | COO| SayPro

Plan Name: Risk Management Plan – Version 2 (Q2 2025)
Cycle Reference: SayPro Monthly – SCOR-1 (May 2025)
Prepared by: SayPro Strategic Planning Office
Authorized by: SayPro Operations Royalty
Portal: SayPro Strategic Governance Portal
Publication Date: 24 May 2025
Archive Location: SharePoint > Governance > Risk Plans > RMP Archives

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🧭 Objective

To ensure that the newly revised Risk Management Plan is:

• Publicly accessible to internal stakeholders via the Governance Portal
• Properly archived for audit, compliance, and knowledge management purposes
• Integrated with risk tracking dashboards and control logs

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✅ Step-by-Step Publication Process

🔹 Step 1: Finalize and Format Document

• File Name: SayPro-RMP-V2-Q2-2025.pdf
• Includes:
  • Executive Summary
  • Departmental Risk Register
  • Updated Control Action Log
  • Appendices: Emerging Risks, Role Assignments, Revision History
• Format: Accessible PDF (OCR and tagged for screen readers)

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🔹 Step 2: Upload to Governance Portal

• Log in to: https://en.saypro.online/governance
• Navigate to: 📂 Documents > Risk Management
• Upload final RMP file and supporting documents:
  • Risk Trends Dashboard (PDF)
  • Risk Register (Excel)
  • Control Action Log (Excel)
• Add metadata: Title, Authoring Office, Tags (e.g., “risk”, “Q2”, “SCOR-1”)

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🔹 Step 3: Update Website Announcement & Portal Entry

• Post an announcement on the portal landing page:

📢 New Risk Management Plan Released – Q2 2025
The updated Risk Management Plan is now available. It outlines emerging risks, department-level control strategies, and revised risk roles.
📄 View RMP-V2-Q2-2025
🗓️ Released: 24 May 2025 | 📌 Required reading for all department heads

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🔹 Step 4: Archive Previous Version

• Archive previous plan:
  • File: SayPro-RMP-V1-Q1-2025.pdf
  • Location: 📁 SharePoint > Governance > Risk Plans > Archive > 2025
• Update Archive Index Sheet (RMP-Archive-Index.xlsx) with:
  • Version, Date Released, Superseded By, Responsible Unit

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🔹 Step 5: Notify Stakeholders

Internal Notification Email Sample:

Subject: 📄 New Risk Management Plan Now Available – Action Required

Dear Team,

The revised SayPro Risk Management Plan (RMP-V2-Q2-2025) is now live on the Strategic Governance Portal. All directors and managers are required to review the plan and apply updated controls.

🔗 View the RMP here: en.saypro.online/governance/risk-management

Please confirm acknowledgment through your HRIS dashboard by 27 May.

— Strategic Planning Office
📧 strategy@saypro.org

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📎 Supporting Resources

Document	Location
Final RMP PDF	Governance Portal > Risk Management
Archived RMPs	SharePoint > Governance > Risk Plans > Archives
Risk Register & Control Logs	SharePoint > Governance > Risk Tools
Announcement Template (HTML Format)	SharePoint > Comms Templates > RMP Announcement
Compliance Acknowledgment Tracker	HRIS Dashboard > Risk Compliance Monitoring

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🗂️ Final Deliverable Summary

• ✅ Published Plan: Accessible on portal as of 24 May 2025
• 📤 Old Version Archived: Fully logged and indexed
• 📧 Staff Notification Issued: With acknowledgment requirements
• 📁 Documentation Synced: With Governance and Compliance folders

Purpose: Confirm that all SayPro managers and directors understand and accept the latest structural, strategic, and compliance changes.
Managed by: SayPro Strategic Planning Office
Oversight by: SayPro Operations Royalty
Reporting Deadline: 27 May 2025
Acknowledgment Tool: SayPro HRIS and SharePoint Form Portal

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🧭 Objectives

• Ensure all senior staff (managers and directors) formally acknowledge:
  • Their updated roles and responsibilities (per organogram changes)
  • Departmental strategic plan adjustments (Q2)
  • Risk ownership and mitigation updates
  • Compliance obligations linked to SCOR-1 directives
• Provide a traceable record of compliance for governance audit purposes

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✅ Implementation Steps

🔹 1. Deploy Acknowledgment Form

Platform Options:

• 📎 SayPro HRIS (Preferred)
• 📎 SayPro SharePoint (Backup or external option)

Form Content Includes:

• Full name and department
• Checkbox confirming review of:
  • Updated Role Definition
  • Revised Strategic Departmental Plan
  • Risk Ownership and Mitigation Changes
  • Policy and Compliance Adjustments
• Optional Comments Field
• Digital Signature + Timestamp

File Name: ACK-MGMT-DIRECTOR-MAY2025.pdf / .form

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🔹 2. Communicate Requirement to All Managers and Directors

Email Subject: ⚠️ Mandatory Acknowledgment – Strategic & Risk Changes (May 2025)

Dear Managers and Directors,

In line with our SCOR-1 governance realignment for May 2025, all senior staff are required to review and formally acknowledge the changes to:

• Your role definitions and reporting structures
• Your departmental strategy and risk responsibilities

📌 Please complete your acknowledgment by 27 May 2025 using the following form:
Submit Here – SayPro HR Portal

This is a governance requirement and will be monitored for compliance.

Regards,
SayPro Strategic Planning Office
strategy@saypro.org

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🔹 3. Monitor Completion

• Tracking System: Live dashboard from HRIS/SharePoint form submissions
• Status Reports: Sent to Operations Royalty on:
  • Midpoint check-in (22 May)
  • Final report (28 May)
• Non-compliant individuals flagged for reminder follow-up by HR

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🔹 4. Archive Acknowledgments

• All completed acknowledgments are stored in:
  • 🗂️ SharePoint > Governance > Acknowledgments > May 2025
  • Synced with each manager’s HR record for audit traceability

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📎 Supporting Documents

Document	Location
Acknowledgment Form Template	SharePoint > Templates > ACK-MGMT-MAY2025.docx
Live Tracker Dashboard	SharePoint > Compliance > Acknowledgment Tracker
Confirmation Email Archive	Outlook Shared Mailbox: strategy@saypro.org
Governance Compliance Audit Checklist	SharePoint > Governance > Audit Tools

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📌 Final Notes

• All acknowledgment data will feed into the Q2 Governance Compliance Report
• Strategic Planning will issue a summary memo of confirmed acknowledgments to the Strategic Governance Unit

Event Title: Understanding SayPro’s Updated Strategic & Risk Management Plans
Organized by: SayPro Strategic Planning Office
In Collaboration With: SayPro Operations Royalty & Human Resources Directorate
Platform: SayPro Virtual Event Page – en.saypro.online/events
Date: 21 May 2025
Time: 10:00–11:30 SAST
Format: Live Webinar (with Q&A)

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🧭 Purpose of the Session

To explain and contextualize the major updates introduced under the May SCOR-1 cycle, including:

• Changes to the Strategic Departmental Plans (Q2)
• Updated Risk Management Plan (RMP-V2-Q2-2025)
• Role redefinitions and new control actions
• Required compliance activities and timelines

This session ensures staff and leadership understand how these changes affect their functions, performance goals, and risk mitigation responsibilities.

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📝 Agenda Overview

Time	Segment	Presenter
10:00 – 10:10	Welcome & Overview of SCOR-1 May Changes	Strategic Planning Lead
10:10 – 10:30	Key Strategic Plan Revisions by Department	Strategy Analysts
10:30 – 10:50	Risk Trends & New Control Measures	Risk Management Coordinator
10:50 – 11:10	Role Clarification and Staff Compliance Deadlines	HR Director
11:10 – 11:30	Live Q&A and Next Steps	All Panelists

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✅ Preparation & Logistics

1. Platform Setup

• Event listed and hosted on: en.saypro.online/events
• Registration form linked via SayPro intranet
• Recording enabled for later access

2. Promotion to Staff

Internal Email Invitation Sample:

Subject: 📢 You’re Invited: SayPro Plan Update Briefing – 21 May

Dear Team,

Join us for a live internal session to walk through important updates introduced in our May SCOR-1 cycle. We’ll unpack changes to SayPro’s Strategic Plan and Risk Management Framework, explain role updates, and answer your questions live.

📅 Date: 21 May 2025
🕙 Time: 10:00 – 11:30 AM
💻 Where: en.saypro.online/events

Please register in advance and come prepared with questions or feedback.

— SayPro Strategic Planning Office
📧 strategy@saypro.org

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📤 Follow-Up Actions

• 📽️ Recording & Slide Deck shared post-session via SharePoint
• 📊 Feedback Form issued immediately after to evaluate clarity & engagement
• ✅ Staff attendance tracked through SayPro HRIS for compliance credit

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📎 Final Checklist

Item	Responsible	Status
Event Page Created	Comms & IT	✅ Done
Agenda & Speakers Confirmed	Strategic Planning	✅ Done
Slide Deck Finalized	All Presenter Teams	🟡 In progress
Email Invitations Sent	HR Comms	✅ Scheduled
Registration Report Monitored	IT Support	🔄 Ongoing