SayPro Human Capital Daily Reporting Procedure SayProP535

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

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1. Overview

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.

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2. Objectives

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

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3. Scope

This procedure applies to:

• All SayPro Human Capital Employees and Managers.
• SayPro Officers, Royal Directors, and Executive Team.
• Any departments requiring daily reporting of operational or performance data.

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4. Daily Reporting Process

4.1 Reporting Schedule

• Daily reports should be submitted by 5:00 PM each business day.
• Reports are to be submitted via the designated system (e.g., SayPro HRIS or other internal platforms).
• Each Programme must be listed separately on the relevant Kraal

4.2 Report Structure

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

4.2.1 SayPro Development Royal [Charity, Development, NPO, Health Kraal – Posts]

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

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

4.2.2 SayPro Interns [SayPro Staff Kraal – Posts]

1. SayPro Daily Activity Reporting by [Name and Surname] on DD Month YYYY

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 Research Work

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 Research Work

4.2.3 SayPro Education Royal [SayPro Education Kraal – Posts]

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

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

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.

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5. Roles and Responsibilities

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.

5.2 SayPro Officers

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

5.3 SayPro Royal Directors

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

5.4 SayPro Chief Human Capital Officer (CHCO)

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

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6. Report Review and Analysis

6.1 Daily Review

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

6.2 Weekly Report Summary

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

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7. Compliance and Accountability

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

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8. Templates and Documents

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

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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.

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Approved By:
Neftaly Malatjie
Chief Executive Officer