Event Link: https://en.saypro.online/event/saypro-monthly-25-september-human-capital-survey-management-policy-review-meeting-sayprop477/

Policy Link: https://staff.saypro.online/saypro-policies/saypro-policies-451-500/saypro-human-capital-survey-management-policies-procedures-processes-templates-documents-and-forms-sayprop477/

SayPro Human Capital Survey Management Policy Review Meeting Report

Policy Reference: SayProP477
Date: 25 September 2025
Convened by: SayProCOR

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1. Meeting Details

• Meeting Title: SayPro Monthly Human Capital Survey Management Policy Review Meeting
• Policy Reference Code: SayProP477
• Date: 25 September 2025
• Venue: SayPro Head Office / Virtual Session
• Convened by: SayProCOR

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2. Attendance

• Present:
  • Clifford Legodi – SayPro Chief Operations Officer (SayProCOR)
  • Head of Human Capital
  • Research & Evaluation Officer
  • HR Data Analyst
  • Quality Assurance Coordinator
• Apologies:
  • Lungile Mthethwa
  • Khanyisile Makhathini
  • Sinenhla Mabusela

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3. Purpose of the Meeting

The meeting was convened to review and update the SayPro Human Capital Survey Management Policy (SayProP477). The policy governs the design, implementation, and analysis of internal and external surveys conducted within SayPro for the purpose of data-driven decision-making and organizational improvement.

The review aimed to ensure the policy remains aligned with SayPro’s monitoring, evaluation, and learning framework, while enhancing data accuracy, stakeholder engagement, and compliance with privacy and ethical standards.

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4. Amendments and Updates

1. Approved Date
   • Updated to reflect the official approval date of 25 September 2025 for recordkeeping and version control.
2. Policy Owner
   • Assigned the Research & Evaluation Officer as the policy owner responsible for overseeing survey governance and compliance.
3. 500 FAQs Added
   • Expanded the FAQ section to include 500 new entries addressing survey protocols, data confidentiality, analysis procedures, and feedback communication.
4. Templates Added
   • Introduced standardized templates for survey design, participant consent forms, data analysis reports, and feedback summaries.
5. Policy Approval
   • The revised Survey Management Policy (SayProP477) was formally approved and adopted on 25 September 2025.

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5. Decisions Taken

• Approval of the updated Survey Management Policy and related templates.
• Integration of survey data collection into SayPro’s digital HR management system.
• Quarterly employee engagement surveys to begin in October 2025.
• Annual organization-wide satisfaction survey to be conducted in March 2026.
• Mandatory ethics and data privacy training for staff involved in survey design and management.

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6. Next Steps

1. Implementation: Launch the updated policy and templates across all departments by 5 October 2025.
2. Awareness: Conduct internal briefings to educate staff about the new survey process and data protocols.
3. Monitoring: Begin quarterly reporting on survey outcomes starting December 2025.
4. Evaluation: Review policy effectiveness during the September 2026 policy cycle.

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7. Closure

The meeting concluded with an emphasis on data integrity, transparency, and feedback-driven decision-making as key pillars of SayPro’s Human Capital Strategy. SayProCOR highlighted the importance of using survey data to strengthen employee engagement and enhance organizational performance.

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Report Compiled by:
Clifford Legodi
SayProCOR

Date Compiled: 25 September 2025