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SayPro Human Capital Action Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP010

SayPro Human Capital Action Management
Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP010

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

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𝗦𝗮𝘆𝗣𝗿𝗼 𝗛𝘂𝗺𝗮𝗻 𝗖𝗮𝗽𝗶𝘁𝗮𝗹 𝗔𝗰𝘁𝗶𝗼𝗻 𝗠𝗮𝗻𝗮𝗴𝗲𝗺𝗲𝗻𝘁
Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP010

  1. Purpose
    The purpose of this policy is to establish a formal and standardized approach to Action Management across all SayPro Human Capital divisions. It aims to ensure that planned tasks, corrective actions, strategic initiatives, and operational activities are properly documented, monitored, and implemented in a timely and effective manner.
  2. Scope
    This policy applies to:
  • All SayPro Human Capital, including executives, officers, contractors, and consultants
  • All divisions and operational units within SayPro
  • All tasks, action plans, and follow-ups initiated by SayPro leadership, committees, or project teams
  1. Objectives
  • Ensure accountability and traceability for all assigned actions
  • Provide clarity on roles, timelines, and outcomes
  • Enable structured tracking, escalation, and closure of actions
  • Support organizational learning and continuous improvement
  • Facilitate compliance with internal and external requirements
  1. Definitions
  • Action Item: A specific task or commitment assigned to an individual or team for completion
  • Action Owner: The person or role responsible for completing the action
  • Action Register: A central tool for recording, tracking, and updating progress on all action items
  1. Roles & Responsibilities

5.1 Chief Executive Officer (CEO)

  • Endorses strategic action plans
  • Oversees high-impact or cross-divisional actions

5.2 Chief Human Capital Officer (CHCO)

  • Oversees the development, implementation, and monitoring of action plans
  • Ensures proper integration with performance management systems

5.3 Royal Directors & Officers

  • Assign and approve action items within their divisions
  • Monitor progress and escalate delays or issues

5.4 Action Owners (Human Capital)

  • Execute assigned tasks within specified deadlines
  • Update status reports and communicate progress or barriers

5.5 Governance or Audit Committee

  • Periodically reviews action closure and compliance
  • Provides feedback for process improvements
  1. SayPro Action Management Process

6.1 Initiation of Actions

  • Actions may be derived from meetings, performance reviews, audits, complaints, inspections, or project reports
  • Each action must be documented using the SayPro Action Log Form (SayProF010-01)

6.2 Assignment & Planning

  • Actions must be assigned to a named Action Owner
  • Clearly define objective, expected outcome, and due date
  • Capture actions in the SayPro Action Register (central digital or manual log)

6.3 Monitoring & Updates

  • Action Owners must submit weekly or monthly progress updates using the Action Update Template (SayProF010-02)
  • Delays must be reported with justification and new timelines approved by the Officer or Royal Director

6.4 Escalation

  • Actions not completed by the due date without approval are escalated to the CHCO
  • Recurring delays or lack of progress may be escalated to Governance or the CEO

6.5 Closure

  • Completed actions are verified by the assigning Officer or Royal Director
  • Supporting evidence of completion is required (emails, reports, photos, etc.)
  • Final status and lessons learned recorded using the Action Closure Report (SayProF010-03)

6.6 Review

  • Quarterly review meetings held to analyze trends and performance
  • High-impact or overdue actions discussed at management or committee level
  1. Compliance & Documentation
  • All action records must be kept for a minimum of 3 years
  • Audits may include review of action tracking systems and closure evidence
  • Failure to manage actions effectively may be reflected in performance reviews
  1. Templates & Forms
  • SayPro Action Log Form (SayProF010-01)
  • SayPro Action Update Template (SayProF010-02)
  • SayPro Action Closure Report (SayProF010-03)
  • SayPro Corrective Action Plan Template (SayProF010-04)
  • SayPro Action Escalation Report (SayProF010-05)
  1. Performance & Continuous Improvement
  • Action completion rates tracked as part of team KPIs
  • Lessons learned documented in final reports for organizational learning
  • Training provided annually to refresh Human Capital on action management best practices
  1. FAQs

Q1: How are actions tracked?
A: All actions are logged in the SayPro Action Register and monitored through updates from the Action Owner.

Q2: What happens if I miss a deadline?
A: Notify your Officer immediately. Missed deadlines without justification may impact your performance review.

Q3: Can actions be reassigned?
A: Yes, but changes must be approved by the assigning Officer or Royal Director and updated in the Action Register.

Q4: Are actions part of my job performance?
A: Yes. Completion and management of assigned actions are included in performance assessments.

Q5: Can I delegate my action?
A: Delegation may be permitted but responsibility remains with the original Action Owner unless formally transferred.

  1. Approval & Acknowledgment

All SayPro Human Capital must acknowledge this policy annually or upon significant updates by signing the SayPro Action Management Acknowledgement Form (SayProF010-06).

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