SayPro Human Capital Daily Reporting Management Procedure SayProP535

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SayPro Table of Contents

Document Code: SayProP535
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 06 March 2025
Next Review Date: 06 March 2026

Policy Owner: SayPro Chief Learning and Monitoring Officer (SayProCLMR)

SayProP535-1. Overview

SayProP535-The SayPro Human Capital Daily Reporting Procedure outlines the steps for creating and submitting daily reports across various teams and departments within SayPro. This procedure ensures the capture of key performance metrics, operational insights, and updates that support daily decision-making and overall organizational performance.

SayProP535-2. Objectives

SayProP535-To standardize daily reporting across SayPro.
SayProP535-To capture real-time data and insights on Human Capital activities.
SayProP535-To ensure accountability through timely and consistent reporting.
SayProP535-To support strategic decision-making by providing relevant updates.

SayProP535-3. Scope

SayProP535-This procedure applies to:

SayProP535-All SayPro Human Capital Employees and Chiefs.
SayProP535-SayPro Officers, Royal Committees, and Executive Team.
SayProP535-Any Royal requiring daily reporting of operational or performance data.

SayProP535-4. Daily Reporting Process

SayProP535-4.1 Reporting Schedule

SayProP535-4-1-1 SayPro Daily reports should be submitted by 5:00 PM or 17:00 each business day.
SayProP535-1-2 SayPro Reports are to be submitted via the designated system or Kraal (SayPro Website or other internal platforms).
SayProP535-1-3 Each SayPro Programme must be listed separately on the relevant Kraal. Each Programme must be reported on its own do not mix or report more than one activity in one report.
SayProP535-1-4 SayPro Royal Committee Members must ensure that each Report is submitted separately as per SayPro Royal Chief. They must not mix many reports at once. If there are 12 SayPro Chiefs they must submit 12 ideas for handover. Each SayPro Handover must be in 1 Idea. Neftaly Malatjie finds it difficult to review 12 offices at once. They must be separated and be approved as per each Royal Chief. Each Report must include Attendance, Minutes, Link to SayPro Royal Chief Report each SayPro Royal Committee member must approve using their own profile. Note that each Chief submits separately so should you.

SayProP535-4.2 Report Structure

Each daily report should include the following sections as a Post on each Kraal:

SayProP535-4.2-1 SayPro Development Royal [Charity, Development, NPO, Health Kraal – Posts]

SayPro provided [Programme Name] to ## people on DD Month YYYY in partnership with [Partner Name] – SayPro Daily Reporting

Remember it will be different from 6 going down

SayPro Information on SayPro Training Programmes
SayPro Advisory and Referral Services
SayPro Social Work Referral Services
SayPro Employment Referral Services
SayPro Outreach Activities
SayPro Youth Mobilisation Services
SayPro Daily Meals and Community Feeding Services
SayPro Disabled People Services
SayPro [Name Surname of Client] Success Story on DD Month YYYY
SayPro [Name Surname of Client] Placement as [Position] at [Company Name] on DD Month YYYY in partnership with [Partner Name] – SayPro Daily Reporting
SayPro [Name Surname of Client] Enrolls for [Programme Name] on DD Month YYYY in partnership with [Partner Name]
SayPro [Name Surname of Client] Completes [Programme Name] on DD Month YYYY in partnership with [Partner Name]
SayPro [Name Surname of Client] passes and receives Certificate for [Programme Name] on DD Month YYYY in partnership with [Partner Name]
SayPro Captures ## Students on the SayPro LMS Learning Management System on DD Month YYYY

Remember to list each event separately on a daily basis. Then send a note on SayPro SayPro Ideas.

Duplicate for each Partner

SayProP535-4.2.2 SayPro Interns and Learnership Students [SayPro Staff Kraal – Posts]

SayPro Daily Activity Reporting by [SayProCode] [Position Name] [Intern/Learnership] – [Name and Surname] on DD Month YYYY in partnership with [SETA/Funder Name] and [University or College Name]

SayProP535-4-2-2-1 Internship and Learnership Reporting Template

Inside the Report specify what you have done on the day make sure that you are detailed. Do not use GPT as it will affect you when your Lecturers review your work. . Then send a note on SayPro SayPro Ideas

Also write with a Pen on the Logbook and your Supervisor must sign. The Official responsible must contact the College so that we start everything on correct templates. Make sure that you have a printed Logbook document for daily activities. Request from Your SayPro Officer, Manager, Director or Chief. Then send a note on SayPro SayPro Ideas

SayProP535-4.2.3 SayPro Education Royal [SayPro Education Kraal – Posts]

SayPro Trained ## Student Clients in [Programme Name] on DD Month YYYY in Partnership with [Partner Name] – SayPro Education

Remember to list each event separately on a daily basis. Then send a note on SayPro SayPro Ideas

SayProP535-4.2.4 all SayPro Human Capital and Royal Committee Members excluding Learnership and Interns [Use relevant template]

SayProXXXX Daily Reporting by [Name and Surname] – [Position] on [DD Month YYYY]

SayProP535-4-2-4-1 SayPro Human Capital and Royal Reporting Template

Follow this template

SayProP535-4-2-5 SayPro Development Royal – SayPro Social Worker

SayPro Social Worker [Name Surname] provided [Programme Name] to ## people on DD Month YYYY in Partnership with [Partner Name]

SayPro Psychosocial and Social Work Services
SayPro Social Work Outreach Activities
SayPro Group Social Work and Psychosocial Services
SayPro Social Work Referral Services
SayPro Social Work Child and Family Services
SayPro Social Work Foster care and adoption support
SayPro Social Work Family counseling
SayPro Social Work Child protection and welfare interventions
SayPro Social Work Healthcare Social Work
SayPro Social Work Support for patients in hospitals, clinics, or hospice
SayPro Social Work Assistance with chronic illness, disability, and medical crises
SayPro Social Work Linking clients with resources like home care, equipment, and therapy
SayPro Social Work Mental Health and Substance Abuse Services
SayPro Social Work Counseling and therapy
SayPro Social Work Rehabilitation programs
SayPro Social Work Crisis intervention and suicide prevention
SayPro Social Work School Social Work
SayPro Social Work Addressing behavioral or emotional issues in students
SayPro Social Work Liaising between families and schools
SayPro Social Work Supporting children with special needs or learning difficulties
SayPro Social Work Community Development and Advocacy
SayPro Social Work Organizing support networks and community resources
SayPro Social Work Promoting social justice and access to services
SayPro Social Work Addressing issues like housing, unemployment, and food insecurity
SayPro Social Work Gerontological Social Work
SayPro Social Work Helping older adults maintain independence
SayPro Social Work Support for caregivers
SayPro Social Work Navigating elder abuse, retirement, or long-term care options
SayPro Social Work Criminal Justice and Legal Social Work
SayPro Social Work Working with offenders and victims
SayPro Social Work Helping reintegrate individuals post-incarceration
SayPro Social Work Supporting families during court proceedings or custody battles

Remember to list each event separately on a daily basis. Then send a note on SayPro SayPro Ideas.

Duplicate for each Partn

SayProP535-4.3 Reporting Platforms and Tools

SayPro Kraals: Primary tool for submitting HC-related reports.
Project Management Systems (To be confirmed): For operational and project-related reporting.
Email: For urgent or ad-hoc reports, if necessary.

SayProP535-5. Roles and Responsibilities

SayProP535-5.1 SayPro Human Capital Employees

Submit daily reports accurately and on time.
Ensure all required fields are filled in the report template.
Provide insights on key challenges and propose solutions where applicable.

SayProP535-5.2 SayPro Officers

SayProP535-Review submitted reports for completeness and accuracy.
SayProP535-Provide feedback on submitted reports where necessary.
SayProP535-Identify trends or issues from the daily reports and communicate with Royal Directors.

SayProP535-5.3 SayPro Royal Directors

SayProP535-Monitor daily reporting compliance within their departments.
SayProP535-Ensure timely submission of reports from all Human Capital teams.
SayProP535-Address any issues or concerns raised by Officers and employees in daily reports.

SayProP535-5.4 SayPro Chief Human Capital Officer (CHCO)

SayProP535-Ensure consistency and accuracy in reporting across departments.
SayProP535-Review reports for strategic insights and communicate with the executive team.
SayProP535-Provide guidance on reporting standards and improvements.

SayProP535-6. Report Review and Analysis

SayProP535-6.1 Daily Review

SayProP535-The SayPro Human Capital Officer or designated Royal Director will conduct a brief review of daily reports within the first hour of submission.
SayProP535-Trends or red flags in performance metrics, challenges, or resource needs will be flagged for further discussion.

SayProP535-6.2 Weekly Report Summary

SayProP535-A weekly summary of daily reports will be compiled every Friday by the CHCO and shared with the executive team.
SayProP535-The summary will include key performance trends, issues, and a summary of actions taken based on daily reports.

SayProP535-7. Compliance and Accountability

SayProP535-All SayPro Human Capital Employees are responsible for adhering to the daily reporting schedule.
SayProP535-Late or incomplete reports will be flagged, and repeat violations will result in follow-up actions.
SayProP535-Data privacy and confidentiality must be maintained when reporting sensitive information.

SayProP535-8. Templates and Documents

Daily Reporting Template (SayProF535-01) – Standard form to be used for all daily reporting.

SayProP535-9. FAQs

Q1: What should be included in the “Key Activities and Achievements” section?

A: This section should summarize important tasks or projects completed on that day, including any milestones achieved. It provides an overview of progress.

Q2: Can reports be submitted through email?

A: While the preferred method is through the designated reporting platform (e.g., HRIS), reports can be submitted via email for urgent or ad-hoc situations.

Q3: How do I handle challenges and issues in my report?

A: Clearly describe the challenge, its impact, and any steps you are taking to resolve it. If additional resources are needed, mention them in the “Resource Needs” section.

Q4: How do I know which performance metrics to track?

A: Performance metrics should be aligned with your department’s goals and objectives. Refer to the Performance Metrics Guide for more details.

Approved By:
Neftaly Malatjie
Chief Executive Officer