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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 👇
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SayPro Updated emergency contacts for all team members
SayPro – Updated Emergency Contacts for All Team Members
Issued by: SayPro Human Resources & Strategic Planning Office
Supervised by: SayPro Operations Royalty
Update Cycle: Quarterly (Q1–Q4)
Current Cycle: Q2 | Year: _______
📘 1. Purpose of This Document
To compile and verify up-to-date emergency contact details for all SayPro employees. This contact list will be used during crises, operational disruptions, health emergencies, or evacuations as part of SayPro’s Business Continuity Plan (BCP).
🏢 2. Department Information
Field Input Department Name _________________________________________ Department Head _________________________________________ Submitted By _________________________________________ Date of Submission _________________________________________
👥 3. Emergency Contact Records Table
All employees must have one or more emergency contacts listed and verified.
Employee Name Position Primary Contact Name Relationship Phone Number Alternate Contact Alternate Number Verified (✓) Date Updated Attach additional sheets or export from HRMIS if necessary.
📎 4. Attachment Checklist
- Signed contact update forms (if collected on paper)
- Exported staff contact list (CSV/Excel/PDF)
- IT verification of access to emergency contact database
- Confidentiality compliance confirmation
🔐 5. Privacy & Security Assurance
All emergency contact data will be stored in SayPro’s secure personnel management system and accessed only by authorized HR, continuity, and departmental leads for emergency-related use. Staff are informed of this usage under SayPro’s Data Protection Policy.
🖊 6. Authorisation and Submission
Name Role Signature Date Department Head SayPro HR Officer Strategic Planning SayPro Royalty Rep -
SayPro Confirmation of 100% staff awareness on continuity roles
SayPro – Confirmation of 100% Staff Awareness on Continuity Roles
Issued by: SayPro Strategic Planning Office
Oversight Authority: SayPro Operations Royalty
Reporting Period: ___________________________
📘 1. Purpose of This Document
To certify that all SayPro staff have been educated on, understand, and acknowledge their roles and responsibilities within SayPro’s Business Continuity Management (BCM) structure. This form is a compliance requirement for Q2 operational continuity metrics.
🏢 2. Department Details
Field Input Department Name _________________________________________ Department Head _________________________________________ Continuity Officer _________________________________________ Date of Confirmation _________________________________________
👥 3. Staff Awareness & Acknowledgment Table
All staff members must sign off to confirm they have received and understood continuity role descriptions, expectations, and protocol engagement.
Staff Name Position Continuity Role Assigned Trained (✓) Acknowledged (✓) Date Signed (Attach additional sheets if needed.)
🧭 4. Method of Awareness Delivery
Indicate how the awareness sessions were delivered (tick all that apply):
- In-person workshop
- Online training module
- Departmental briefing
- Email + Document distribution
- Virtual team meeting
- LMS-based assessment and certification
📊 5. Summary of Completion
- Total Number of Staff in Department: _______________
- Number of Staff Trained: ___________________________
- % Awareness Achieved: ____________________________
- Number of Non-Respondents (if any): ________________
- Mitigation Actions for Non-Respondents: ___________________________________
📎 6. Supporting Documentation (Attach/Link)
- Attendance registers
- Signed acknowledgment forms
- Training materials/slides
- Email communication logs
- Role assignment documents
🖊 7. Confirmation Signatures
Name Position Signature Date Department Head Continuity Officer SayPro SCOR Reviewer SayPro Royalty Approver -
SayPro Evidence of at least one continuity procedure test
SayPro – Evidence of Continuity Procedure Test
Issued by: SayPro Strategic Planning Office
Oversight: SayPro Operations Royalty
Reporting Period: ___________________________
🏢 1. Department Details
Field Information Department Name _______________________________________ Responsible Manager _______________________________________ Date of Procedure Test _______________________________________ Location (if physical) _______________________________________ Platform (if virtual) _______________________________________
🔄 2. Description of Tested Continuity Procedure
Provide a brief description of the continuity procedure that was tested (e.g., remote access simulation, emergency communication chain, data recovery process).
- Procedure Name: ______________________________________
- Procedure Category: ☐ IT & Data ☐ Communication ☐ HR & Staffing ☐ Physical Safety ☐ Operations
- Objective of Test: ______________________________________
- Scenario Simulated: ______________________________________
👥 3. Participants
List team members involved in the procedure test.
Name Role Department Attendance Confirmed (✓)
📋 4. Test Methodology & Steps Taken
Outline how the test was conducted and what steps were followed.
📊 5. Results & Observations
Criteria Result Comments Test Completed Successfully ☐ Yes ☐ No Staff Response Time Communication Flow Effectiveness System Access Functionality Data Recovery/Backup Accuracy
🔍 6. Gaps Identified & Recommendations
Note any weaknesses, issues, or delays observed, and suggest improvements.
- Gap 1: ___________________________________________
- Recommendation: __________________________________
- Gap 2: ___________________________________________
- Recommendation: __________________________________
📎 7. Supporting Evidence (Attach or Link)
- ☐ Screenshots
- ☐ Attendance Sheet
- ☐ Communication Logs
- ☐ Test Reports
- ☐ Other: _________________________
🖊 8. Sign-Off
Name Position Signature Date Submitted By Reviewed By (SCOR) Approved By (Royalty) -
SayPro Monthly Progress Report Template
SayPro Monthly Progress Report Template
Issued by: SayPro Strategic Planning Office | Under SayPro Operations Royalty
🧩 1. Department Information
Field Details Department Name _____________________________ Report Month _____________________________ Prepared By _____________________________ Position/Title _____________________________ Date of Submission _____________________________
📈 2. Summary of Key Activities
Provide a concise summary of major departmental activities, projects, and tasks undertaken during the reporting month.
- Activity 1: __________________________________________
- Activity 2: __________________________________________
- Activity 3: __________________________________________
- …
🎯 3. Performance Against Objectives
Objective Target Actual Status (Achieved/On Track/Delayed) Remarks Objective 1 Objective 2 Objective 3
🚨 4. Business Continuity Actions (SCOR Compliance)
Action Area Description Progress Evidence/Link Staff Training ____________________ ☐ Done ☐ Ongoing ____________________ System Access Testing ____________________ ☐ Done ☐ Ongoing ____________________ Emergency Contact Updates ____________________ ☐ Done ☐ Ongoing ____________________ Scenario Planning ____________________ ☐ Done ☐ Ongoing ____________________ Document Uploads ____________________ ☐ Done ☐ Ongoing ____________________
🧪 5. Risks & Mitigation
Identified Risk Potential Impact Mitigation Strategy Responsible Risk 1 Risk 2 Risk 3
🗂 6. Documentation Submitted
List all reports, plans, forms, or templates uploaded this month:
🗣 7. Feedback & Recommendations
Provide feedback on any tools, communication, or support needs, and suggest improvements for the next cycle.
✅ 8. Final Sign-off
Submitted by: ___________________________
Position: ___________________________
Signature: ___________________________
Date: ___________________________Reviewed by (Strategic Planning Officer): ___________________________
Comments: _______________________________________________________ -
SayPro Staff Preparedness Assessment Form
SayPro Staff Preparedness Assessment Form
Issued by: SayPro Strategic Planning Office | Under SayPro Operations Royalty
Purpose: To assess staff preparedness and knowledge of business continuity plans, response protocols, and individual responsibilities.
🧑💼 Employee Details
Field Information Full Name _____________________________________ Department _____________________________________ Job Title _____________________________________ Line Manager _____________________________________ Assessment Date _____________________________________
✅ Section A: Awareness of Continuity Procedures
1. Have you received a copy of SayPro’s Business Continuity Plan (BCP)?
☐ Yes ☐ No2. Have you participated in continuity-related training sessions or briefings?
☐ Yes ☐ No3. Do you know the primary steps to follow during a business disruption?
☐ Yes ☐ No4. Are you aware of your department’s key responsibilities during a crisis?
☐ Yes ☐ No
🖥️ Section B: System and Communication Readiness
5. Do you have remote access to SayPro systems (email, files, platforms)?
☐ Yes ☐ No6. Have you tested your access to remote tools and backups recently?
☐ Yes ☐ No ☐ Not applicable7. Do you know who to contact in the event of a disruption?
☐ Yes ☐ No8. Are you familiar with the internal crisis communication flow?
☐ Yes ☐ No
🛡️ Section C: Role-Specific Preparedness
9. Do you have defined tasks in the continuity plan relevant to your role?
☐ Yes ☐ No ☐ Not sure10. Have you signed off on your continuity responsibilities?
☐ Yes ☐ No11. Do you feel confident in performing your duties during a disruption?
☐ Yes ☐ No ☐ Partially
🧾 Section D: Additional Needs
12. What tools or support do you need to better prepare for a disruption?
13. Do you have any personal constraints (e.g., mobility, internet access) that may affect your readiness?
☐ Yes ☐ No
If yes, please specify:
✍️ Employee Confirmation
I confirm that the information provided above is accurate to the best of my knowledge.
Signature: ___________________________ Date: __________________
✅ Manager/Reviewer Notes and Sign-off
Reviewer Comments (if any):
Reviewed by: ___________________________
Position: ___________________________
Signature: ___________________________ Date: __________________ -
SayPro Continuity Sign-off Sheet
SayPro Continuity Sign-off Sheet
Issued by: SayPro Strategic Planning Office | Under SayPro Operations Royalty
Purpose: To certify that all staff members have completed required continuity training and acknowledge their responsibilities during disruptions.
📌 Employee Information
Field Details Full Name _______________________________________ Department _______________________________________ Job Title _______________________________________ Employee ID _______________________________________ Date of Completion _______________________________________
📚 Continuity Components Covered
Please confirm that you have completed and understood the following:
Continuity Element Completion (✓) Notes Attended department briefing on continuity protocols Reviewed SayPro’s Business Continuity Plan (BCP) Completed Continuity Procedures Awareness Training Module Participated in online Continuity Q&A Forum Tested access to SayPro remote work systems Updated emergency contact information Understood individual continuity responsibilities
✍️ Employee Declaration
I, the undersigned, confirm that:
- I have read and understood SayPro’s Business Continuity Procedures.
- I am aware of my role in supporting operational resilience during business disruptions.
- I will adhere to all protocols, reporting structures, and recovery procedures as instructed.
- I have completed all required continuity training and preparedness activities for this cycle.
Employee Signature: ___________________________
Date: ___________________________
✅ Department Manager Confirmation
I confirm that the above employee has completed the required continuity steps and is informed of all relevant SayPro policies.
Manager Name: ___________________________
Signature: ___________________________
Date: ___________________________ -
SayPro IT and Systems Continuity Checklist
SayPro IT and Systems Continuity Checklist
Prepared by: SayPro Strategic Planning Office | Under SayPro Operations Royalty
✅ Section 1: General Information
- Department: __________________________________
- Checklist Completed By: _______________________
- Date: ______________________________________
- Next Review Date: ___________________________
✅ Section 2: Infrastructure & Network Readiness
Item Description Status (✓/✗) Notes/Follow-up 1 Backup power supply (UPS/generators) tested 2 Primary server uptime > 99.9% 3 Redundant internet connection in place 4 VPN access functional for all remote users 5 Local and cloud-based data servers synced 6 Data center physical security confirmed 7 Network monitoring tools operational
✅ Section 3: Data Management & Backup
Item Description Status (✓/✗) Notes/Follow-up 8 Daily automated data backups verified 9 Encrypted off-site/cloud backups scheduled 10 Restore process tested quarterly 11 Access logs to data repositories reviewed 12 Archive policy implemented and followed
✅ Section 4: System Access & Security
Item Description Status (✓/✗) Notes/Follow-up 13 Multi-factor authentication enforced 14 Role-based access control updated 15 Antivirus/endpoint protection updated 16 Firewall and intrusion detection active 17 IT incident response plan documented 18 Staff cybersecurity awareness trained
✅ Section 5: Software & Application Continuity
Item Description Status (✓/✗) Notes/Follow-up 19 Critical applications identified & prioritized 20 SaaS vendors’ continuity plans reviewed 21 Offline alternatives for critical systems available 22 System version updates completed 23 License renewals tracked & current
✅ Section 6: Communication & Support Readiness
Item Description Status (✓/✗) Notes/Follow-up 24 IT emergency contacts accessible to all staff 25 IT helpdesk ticketing system functioning 26 Communication tools (email, Teams, WhatsApp) tested 27 Internal communication backup plan in place
✅ Section 7: Testing, Simulation & Review
Item Description Status (✓/✗) Notes/Follow-up 28 IT continuity drill conducted this quarter 29 Lessons learned documented post-drill 30 Improvements integrated into continuity plan
🔁 Final Review and Sign-Off
Name Role Signature Date -
SayPro Internal Communication Flow Template
SayPro Internal Communication Flow Template
Strategic Continuity Communication and Escalation Structure
Section 1: General Details
- Department Name: ____________________________________
- Prepared By: ________________________________________
- Date of Last Update: _________________________________
- Version: ____________________________________________
Section 2: Communication Objectives
- ☐ Ensure timely and accurate information sharing across SayPro teams
- ☐ Facilitate real-time updates during disruptions or crises
- ☐ Confirm staff roles, responsibilities, and information sources
- ☐ Prevent misinformation and communication breakdowns
Section 3: Communication Hierarchy
Role/Position Receives From Sends To Method of Communication Timing (Frequency or Trigger) CEO Operations Royalty Strategic Planning Office Email, Call Daily during crisis Operations Royalty Strategic Planning Office Department Heads Email, MS Teams, WhatsApp Immediate upon update Department Heads Operations Royalty Team Leads / All Department Staff Email, Verbal Briefing, Noticeboard Within 1 hour of receiving notice Team Leads Department Heads Assigned Teams/Staff Members WhatsApp, Team Meetings As needed / daily IT & Security Officers Strategic Planning Office All users, Tech Vendors System Notices, Email Alerts Triggered by IT events HR Strategic Planning / CEO All Staff Email, HR Portal Weekly / triggered by staffing updates
Section 4: Communication Channels & Tools
Platform/Tool Purpose Owner Access Level SayPro Intranet Centralized internal updates Strategic Planning All Staff WhatsApp Groups Emergency alerts, quick notices Department Heads Designated Staff Microsoft Teams Meetings, briefings IT Staff with email access SayPro Email System Formal communication All Departments All Staff Physical Noticeboard Back-up in case of tech failures Facilities On-site Staff
Section 5: Escalation Procedures
Trigger Event Escalation Level To Whom Action Timeline Data breach or system failure High IT Security, COO Within 30 minutes Physical safety issue (fire, flood) Critical Operations Royalty Immediate Program disruption (partner/vendor) Medium Strategic Planning Within 1 hour Staff unavailability affecting services Medium HR Within 4 hours Misinformation circulating internally High Communications Officer Immediate
Section 6: Documentation & Acknowledgment
- ☐ All departmental staff have received a copy of this flow
- ☐ Communication flow has been discussed in a briefing
- ☐ Feedback mechanisms are in place to report breakdowns
Section 7: Review and Updates
Reviewed By Position Date Reviewed Notes/Changes
Sign-Off
Name Role/Department Signature Date -
SayPro Disruption Scenario Planning Template
SayPro Disruption Scenario Planning Template
Strategic Planning & Operations Continuity
Section 1: General Information
- Department Name: _____________________________________
- Prepared By: __________________________________________
- Date Completed: _______________________________________
- Review Date: __________________________________________
Section 2: Scenario Identification
Disruption Type Brief Description Example: Power Outage Complete power failure affecting headquarters and remote branches Example: Cybersecurity Breach Unauthorized access to internal systems resulting in data compromise Example: Pandemic Outbreak Widespread illness affecting employee availability and office access Example: Vendor Supply Disruption Key supplier unable to deliver critical services or goods Example: Natural Disaster Flooding or earthquake disrupting office infrastructure and connectivity
Section 3: Impact Assessment
Area Affected Impact Description Severity (Low/Med/High) Estimated Downtime IT Infrastructure Servers down, access to systems lost High 2–3 days Human Resources Staff unable to report physically or remotely Medium 1–2 days Supply Chain Delayed delivery of program materials High 1 week
Section 4: Response Strategy
Action Step Responsible Party Resources Needed Timeline Activate backup servers IT Department Emergency power supply, offsite server Within 4 hours Notify all stakeholders Communications Officer Mass messaging platform Immediate Shift to remote work HR/Operations Laptops, VPN, mobile data 24 hours Engage alternate suppliers Procurement Lead Supplier contracts, emergency funds 48–72 hours
Section 5: Communication Plan
- Internal Channels to Use:
☐ SayPro Email
☐ SayPro-Intranet
☐ WhatsApp/Telegram Groups
☐ Emergency Call Tree - External Notification Plans:
☐ Notify funders
☐ Notify beneficiaries
☐ Public update on SayPro website or social media
Section 6: Recovery Measures
Recovery Task Lead Role Expected Completion Date Verification Method Restore all IT services Head of IT [Insert Date] System access logs Return to full on-site operations Facilities Manager [Insert Date] HR attendance report Conduct impact review and report Continuity Manager [Insert Date] Final scenario evaluation report
Section 7: Lessons Learned (Post-Incident Review)
- What worked well:
- What needs improvement:
- Recommendations for future planning:
Sign-Off
Name Position Signature Date -
SayPro Emergency Contact Form Template
SayPro
Emergency Contact Form
Employee Information
- Full Name: ___________________________________________
- Department: __________________________________________
- Position: _____________________________________________
- Employee ID: _________________________________________
- Work Location: ________________________________________
- Phone Number (Work): _________________________________
- Phone Number (Mobile): _______________________________
- Email Address: ________________________________________
Emergency Contact Details
Contact Name Relationship to Employee Phone Number (Primary) Phone Number (Secondary) Email Address
Medical Information (Optional)
- Known allergies: _________________________________________
- Medical conditions: ______________________________________
- Medications currently taken: ______________________________
- Other relevant medical information: _______________________
Authorization and Consent
I hereby authorize SayPro to contact the above-listed individuals in the event of an emergency. I confirm that the information provided is accurate to the best of my knowledge and will update it promptly if any changes occur.
- Employee Signature: _______________________
- Date: _______________________
For Office Use Only
- Form Received By: _______________________
- Date Received: _______________________
- Next Review Date: _______________________