SayPro Collect staff acknowledgments to ensure implementation readiness

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

✅ 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.

🔹 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

🔹 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.

🔹 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

🔹 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.

🔹 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

📎 Supporting Materials

📌 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.