SayPro Conduct department-level consultations for validation

Objective: Validate strategic, policy, and risk updates through structured department-level engagement
Cycle: SCOR-1 – May 2025
Lead Office: SayPro Strategic Planning Office
Oversight: SayPro Operations Royalty
Consultation Period: 13–20 May 2025
Channels: Online (Teams), Face-to-Face, SayPro Internal Portal Feedback Forms

🧭 Purpose of Consultations

To ensure:

• Departmental alignment with updates in policy, risk ownership, and strategy
• Practical validation of proposed changes from operational, legal, and feasibility standpoints
• Early identification of risks, conflicts, or resource constraints
• Formal documentation of departmental feedback for governance records

✅ Step-by-Step Consultation Process

🔹 1. Prepare Departmental Briefing Packs

Each pack includes:

• Summary of relevant updates:
  • Revised Strategic Plan Elements
  • Policy Proposals Impacting the Department
  • New or Updated Risk Assignments
• Pre-filled Validation Worksheet
• Instructions for feedback submission

Delivered via:
📁 SharePoint Folder – “Consultation > Department Packs > [Department Name]”

🔹 2. Schedule Departmental Meetings

• Timeline: 13–17 May 2025
• Coordination with Department Admins and Unit Heads
• 1-hour virtual or in-person sessions with:
  • Strategic Planning Rep (facilitator)
  • Department Head + Key Functional Leads
  • Risk/Policy Owner(s) from the department

Tools Used:
📆 Outlook Calendar | 📹 Microsoft Teams | 📝 Attendance Tracker (SharePoint)

🔹 3. Conduct Structured Consultation Sessions

Meeting Agenda Template:

Key Outputs from Each Session:

• Feedback Form (validated or conditional approval)
• Identified red flags or unresolved concerns
• Action plan if follow-up is needed

🔹 4. Consolidate and Analyze Feedback

• All feedback forms submitted by 20 May 2025
• Central team analyzes:
  • Validated items (✅ implement immediately)
  • Conditional validations (🔁 require revisions)
  • Major objections (⚠️ escalate to Governance Unit)

Tool:
📊 Feedback Tracker Sheet – Updated live on SharePoint

🔹 5. Document Final Outcomes

Each department’s validation status is recorded and filed:

• 📁 SharePoint > Governance > Department Consultations > [Department Name]
• 📑 Summary Report compiled by Strategic Planning Office (due 22 May)

📎 Supporting Documents and Tools

📌 Governance Oversight

• Final outcomes summarized in the May SCOR-1 Governance Brief
• Outstanding issues reported to the Strategic Governance Unit
• Consultations logged as part of SayPro’s compliance and stakeholder engagement audit trail