Here is the drafted procedure for:

SayPro Human Capital Proposal Management Procedure

Document Code: SayProP572
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]

Policy Owner: SayPro Chief Marketing Officer (SayProCMR)

1. Purpose

The purpose of this procedure is to establish a standardized framework for the preparation, submission, review, approval, and tracking of proposals within SayPro Human Capital. This ensures that all proposals align with organizational priorities, strategic objectives, and comply with internal and external requirements.

2. Scope

This procedure applies to all SayPro Human Capital officers, units, and teams involved in developing proposals for internal initiatives, donor funding, government partnerships, tenders, partnerships, or service delivery opportunities.

3. Definitions

• Proposal: A formal document submitted to stakeholders, funders, or internal management outlining a project plan, service offering, or funding request.
• Proposal Owner: The Officer or team responsible for leading the development of the proposal.
• Royal Review Committee: The internal SayPro committee that reviews and approves proposals.

4. Responsibilities

5. Procedure Steps

Step 1: Proposal Request and Initiation

• SayPro Chief Marketing Officer receives a request or identify a need to submit a proposal both internally and externally
• SayPro Call for Proposal must be added on SayPro Jobs together with all the instructions SayPro [Call for Proposal Name and Reference Number]
• SayPro Idea must be created by SayPro Chief Marketing Officer to show the tasks
• SayPro Idea must be created on SayPro Intent to submit Proposal on XX
• SayPro Chief Marketing Officer notifies the relevant Royal Chief (optional) and complete the Proposal Request Form.

Step 2: Drafting the Proposal

• Use the SayPro Proposal Template provided by Human Capital.
• Include: background, objectives, methodology, outcomes, budget, and timelines.
• Attach supporting documentation: CVs, organograms, compliance documents, etc.

Step 3: Internal Review

• Submit draft to the Royal Director for technical and content review.
• Make necessary revisions.
• Submit to the Royal Review Committee for alignment and approval.

Step 4: Final Approval and Submission

• Once approved by the committee and/or CEO (if required), the proposal is submitted to the client, donor, or relevant party.
• A digital copy is archived in the SayPro Proposal Repository.

Step 5: Follow-Up and Tracking

• Monitor responses or outcomes of the proposal.
• Update status in the Proposal Tracker.
• Report monthly progress to the Chief Monitoring Officer.

6. Required Documents and Templates

• SayPro Proposal Request Form
• SayPro Standard Proposal Template
• Proposal Review Checklist
• Budget Template
• Proposal Tracker Sheet

7. Quality Control

• All proposals must be grammatically accurate and brand-compliant.
• All financials must be checked and signed off by Finance Royal.
• Late, incomplete, or unapproved submissions are prohibited.

8. Compliance

All officers involved in proposal development must comply with SayPro ethical standards, anti-plagiarism rules, and confidentiality agreements. Any breach may lead to disciplinary action.

9. Frequently Asked Questions (FAQs)

Q1: Who is allowed to draft proposals at SayPro?
A1: Only designated Officers with approval from their Royal Director.

Q2: Can I use old proposals as a reference?
A2: Yes, but they must be updated and customized per each new opportunity.

Q3: What happens if a proposal is rejected?
A3: Feedback is reviewed and the proposal may be revised or resubmitted.

Q4: Where are approved proposals stored?
A4: In the SayPro Proposal Repository under secure drive folders.

Document Code: SayProP572
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]