SayPro Human Capital Accountability Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP008

SayPro Human Capital Accountability Management
Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP008

Approved By: Neftaly Malatjie, Chief Executive Officer
Effective Date: 20/05/2025
Next Review Date: 20/11/2025

𝗦𝗮𝘆𝗣𝗿𝗼 𝗛𝘂𝗺𝗮𝗻 𝗖𝗮𝗽𝗶𝘁𝗮𝗹 𝗔𝗰𝗰𝗼𝘂𝗻𝘁𝗮𝗯𝗶𝗹𝗶𝘁𝘆 𝗠𝗮𝗻𝗮𝗴𝗲𝗺𝗲𝗻𝘁
Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP008

Purpose
This policy outlines the principles, expectations, and procedures for promoting a culture of accountability within SayPro. The goal is to ensure that all Human Capital take ownership of their responsibilities, actions, and decisions to support SayPro’s strategic objectives, ethical standards, and operational efficiency.
Scope
This policy applies to:

All SayPro Human Capital (employees, contractors, interns, and volunteers)
SayPro Royal Directors, Officers, Executives, and Governance structures
All organizational functions, programs, and departments
Third-party service providers where contractually applicable

Definitions

Accountability: The obligation of individuals and teams to take responsibility for their performance, decisions, and actions.
Performance Metrics: Agreed-upon indicators used to evaluate effectiveness and outputs.
Consequence Management: Structured approach to address underperformance, non-compliance, or misconduct.

Accountability Framework

4.1 Principles of Accountability

Transparency: Clear communication of roles, tasks, and expectations.
Ownership: Taking responsibility for results, not just actions.
Integrity: Acting in alignment with SayPro’s mission, vision, and values.
Continuous Improvement: Learning from successes and failures to drive progress.

4.2 Areas of Accountability

Role-specific tasks and key performance indicators (KPIs)
Financial and resource stewardship
Compliance with SayPro policies, procedures, and ethical standards
Timely reporting, documentation, and delivery of outcomes

Roles & Responsibilities

5.1 Chief Executive Officer (CEO)

Provides strategic direction and enforces executive accountability
Approves organizational performance metrics and reporting structures

5.2 Chief Human Capital Officer (CHCO)

Develops and oversees implementation of accountability processes
Ensures that appraisals and feedback systems are in place and functional

5.3 Royal Directors & Officers

Establish KPIs for their teams and monitor adherence
Conduct regular reviews, coaching, and feedback sessions

5.4 SayPro Human Capital

Understand and fulfill their role descriptions and assigned deliverables
Report progress and challenges in a timely, transparent manner
Participate in regular evaluations and professional development

Performance & Evaluation Process

6.1 Goal Setting

All HC set quarterly and annual goals in collaboration with their Officer or Royal Director
Use SayPro Performance Objective Template (SayProF008-01)

6.2 Monitoring

Officers conduct monthly check-ins and progress reviews
Royal Directors oversee divisional accountability dashboards

6.3 Evaluation

Formal performance appraisals conducted twice a year using the SayPro Performance Review Form (SayProF008-02)
Outcomes shared with CHCO and Governance for analysis and record-keeping

6.4 Feedback & Development

Feedback must be constructive, specific, and solution-oriented
Performance Improvement Plans (PIPs) deployed for underperformance

Consequence Management

7.1 Progressive Discipline

Verbal Warning
Written Warning
Final Warning
Termination or contract revocation (if applicable)

7.2 Non-Disciplinary Interventions

Mentorship, coaching, or skills development
Reassignment of duties (if due to mismatch of competencies)

7.3 Reporting & Appeals

Disciplinary actions must be documented using SayPro Accountability Action Form (SayProF008-03)
Appeals may be submitted to the CHCO within 5 working days of a formal decision

Recognition & Reward

High-performing Human Capital are eligible for quarterly recognition
Awards and bonuses are granted based on the SayPro Recognition Nomination Form (SayProF008-04)
Names of recipients are published in the internal newsletter and/or at SayPro events

Training & Awareness

Mandatory accountability and ethics orientation for new Human Capital
Ongoing professional development programs on leadership, communication, and self-management
Annual Accountability Week campaign

Templates & Forms

SayPro Performance Objective Template (SayProF008-01)
SayPro Performance Review Form (SayProF008-02)
SayPro Accountability Action Form (SayProF008-03)
SayPro Recognition Nomination Form (SayProF008-04)
SayPro Accountability Acknowledgement Form (SayProF008-05)

Monitoring & Reporting

Accountability metrics are reviewed quarterly by the Governance Committee
Annual Accountability Report submitted by CHCO to CEO and Board
Compliance audits may be conducted at any time without notice

FAQs

Q1: What happens if I don’t meet my KPIs?
A: You’ll receive support and coaching initially. Continued underperformance will trigger a formal improvement process.

Q2: Can I update my goals mid-year?
A: Yes, but changes must be approved by your Royal Director and reflected in your updated performance plan.

Q3: Who evaluates team leads or Royal Directors?
A: They are evaluated by the CHCO or designated Executive based on divisional KPIs and feedback.

Q4: Can I recommend a colleague for recognition?
A: Yes, complete the Recognition Nomination Form (SayProF008-04) and submit it to your Royal Officer.

Q5: Is this policy confidential?
A: Performance outcomes are treated confidentially and only shared with authorized personnel.

Approval & Acknowledgement

All SayPro Human Capital must sign the Accountability Acknowledgement Form (SayProF008-05) during onboarding and at each annual review cycle.

Approved By:
Neftaly Malatjie
Chief Executive Officer
Date: 20/05/2025