SayPro Human Capital Affiliate Management Policies, Procedures, Processes, Templates, Documents, and Forms

Document ID: SayProP017
Version: 1.0
Effective Date: 29 December 2024
Approved By: Neftaly Malatjie, Chief Human Capital Officer
Last Reviewed: 29 December 2024
Next Review Date: 28 December 2025

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1. Purpose

The SayPro Human Capital Affiliate Management Policy provides the framework for managing all affiliate relationships within the Human Capital function. It aims to ensure consistency, efficiency, and compliance with applicable laws and regulations in managing affiliate partnerships. This policy defines the procedures, processes, documents, templates, and forms necessary for managing these relationships, including recruitment, training, performance management, and more.

2. Scope

This policy applies to all SayPro affiliates engaged in Human Capital operations, including contractors, third-party vendors, and partners involved in recruitment, training, employee development, and other Human Capital-related activities.

3. Policy Objectives

• To provide a clear and standardized approach to managing affiliates.
• To ensure all affiliate contracts, agreements, and relationships align with SayPro’s values and compliance standards.
• To define responsibilities for both SayPro and affiliates in Human Capital-related matters.
• To ensure proper documentation of all affiliate transactions and interactions.
• To ensure performance standards are met for all Human Capital activities performed by affiliates.

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4. Affiliate Management Procedure

4.1 Identification and Selection of Affiliates

The process of identifying and selecting affiliates involves the following:

1. Needs Assessment: Determine the specific services required from the affiliate (e.g., recruitment services, training programs, consultancy).
2. Affiliate Screening: Perform due diligence, including background checks, reference checks, and an evaluation of the affiliate’s track record in the Human Capital domain.
3. Request for Proposal (RFP): When applicable, issue an RFP to select affiliates based on defined criteria, including price, expertise, reputation, and compliance.
4. Negotiation and Agreement: Negotiate terms and conditions, followed by formal agreement/contract.

4.2 Affiliate Contract and Agreement Management

1. Standard Affiliate Agreement: All affiliates must sign a standard agreement outlining the terms, expectations, and deliverables. The agreement must cover, but is not limited to, the following:
   • Scope of work
   • Timeline and deliverables
   • Payment terms
   • Confidentiality clauses
   • Compliance with SayPro’s policies and applicable laws
   • Performance monitoring metrics
2. Amendments to Agreements: Any amendments to affiliate agreements must be approved by both parties and documented in writing.

4.3 Onboarding Process for Affiliates

1. Introduction to SayPro’s Culture and Values: All affiliates must receive an onboarding session that outlines SayPro’s values, culture, compliance policies, and expectations.
2. Training and Induction: Affiliates involved in specific areas, such as recruitment or employee training, will undergo a tailored induction and training program to ensure alignment with SayPro standards.
3. Role Definition: Affiliates’ roles and responsibilities should be clearly defined and communicated.

4.4 Ongoing Management of Affiliates

1. Regular Monitoring: The performance of affiliates will be regularly monitored through the following mechanisms:
   • Progress reviews and performance reports
   • Feedback from internal stakeholders
   • Periodic audits of affiliate operations
2. Performance Evaluation: Affiliates will be assessed on their performance through key performance indicators (KPIs) such as:
   • Timeliness and quality of deliverables
   • Compliance with contractual terms
   • Adherence to SayPro’s values and policies
3. Communication: Open and transparent communication is encouraged between SayPro and affiliates through:
   • Monthly check-ins
   • Quarterly performance reviews
   • Issue resolution procedures
4. Issue Resolution: If performance issues arise, a formal process for resolution will be followed, including:
   • Initial informal discussion
   • Formal written warning and corrective action
   • Termination if necessary

4.5 Compliance and Legal Considerations

1. Contract Compliance: Ensure all affiliate contracts comply with local and international labor laws and regulations.
2. Ethical Standards: Affiliates must adhere to SayPro’s ethical standards, including non-discrimination, diversity and inclusion, and anti-corruption policies.
3. Confidentiality: Affiliates must sign a non-disclosure agreement (NDA) to protect SayPro’s proprietary information.

4.6 Affiliate Performance Review

Performance reviews will occur quarterly or annually, depending on the scope of the affiliate agreement. The review will assess:

• Achievement of agreed-upon outcomes
• Quality of work
• Compliance with contractual obligations
• Recommendations for future collaboration

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5. Forms and Templates

The following forms and templates will be used in the affiliate management process:

• Affiliate Proposal Form – To be used when requesting proposals from potential affiliates.
• Affiliate Contract Template – A standardized contract for all affiliate agreements.
• Performance Review Template – A template to record the performance review of an affiliate.
• Compliance Checklist – A checklist to ensure all legal and compliance requirements are met.
• Issue Resolution Form – A document used to formally address and track affiliate performance issues.

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6. Procedures for Termination of Affiliate Relationships

1. Termination Initiation: Either party may initiate the termination process by providing written notice, specifying the reasons for termination.
2. Exit Interview: An exit interview will be conducted with the affiliate to discuss reasons for termination and provide constructive feedback.
3. Handover of Responsibilities: A formal process will be followed to ensure a smooth transition, including the return of confidential materials and the transfer of responsibilities.
4. Final Performance Review: A final review will be conducted to evaluate the affiliate’s overall performance and ensure compliance with termination procedures.

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7. Document Control and Review

All documents related to affiliate management, including agreements, forms, and templates, will be stored in a central digital repository, accessible to authorized personnel only. The policy will be reviewed annually and updated as necessary to reflect changes in regulations, best practices, and organizational needs.

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8. Related Documents

• SayPro Code of Ethics and Conduct
• SayPro Employee Handbook
• SayPro Confidentiality Agreement
• SayPro Diversity and Inclusion Policy
• SayPro Vendor Management Policy

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9. Acknowledgment

All affiliates must sign an acknowledgment confirming they have received and understood the SayPro Human Capital Affiliate Management Policy.

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This policy document is designed to support the efficient and effective management of all affiliates in the Human Capital function. It ensures that SayPro maintains high standards in its affiliate relationships while ensuring compliance with organizational goals and legal obligations.