SayPro Human Capital Activity Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP011

SayPro Human Capital Activity Management
Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP011

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

𝗦𝗮𝘆𝗣𝗿𝗼 𝗛𝘂𝗺𝗮𝗻 𝗖𝗮𝗽𝗶𝘁𝗮𝗹 𝗔𝗰𝘁𝗶𝘃𝗶𝘁𝘆 𝗠𝗮𝗻𝗮𝗴𝗲𝗺𝗲𝗻𝘁
Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP011

Purpose
The purpose of this policy is to establish a structured approach to the planning, execution, tracking, and reporting of all Human Capital (HC) activities across SayPro. This policy ensures that all activities align with SayPro’s strategic goals, promote productivity, and comply with internal governance requirements.
Scope
This policy applies to:

All SayPro Human Capital, including executives, officers, interns, and volunteers
All departments, divisions, and program units within SayPro
Operational, project-based, training, outreach, and administrative activities

Objectives

Provide a unified system for tracking all Human Capital activities
Promote coordination and accountability in the execution of planned actions
Enhance productivity and efficient resource utilization
Ensure that all activities contribute to organizational goals
Facilitate timely reporting, review, and strategic alignment

Definitions

Activity: Any task, function, event, or engagement planned or executed as part of SayPro operations
Activity Owner: The individual or team responsible for delivering a specific activity
Activity Register: A centralized system to track, monitor, and report all planned and completed activities

Roles & Responsibilities

5.1 Chief Executive Officer (CEO)

Provides oversight and strategic approval for high-level activities
Ensures alignment with SayPro’s corporate mission

5.2 Chief Human Capital Officer (CHCO)

Coordinates Human Capital operational calendars
Ensures that activity logs and reports are maintained and evaluated

5.3 Royal Directors & Officers

Plan and assign activities within their respective divisions
Monitor activity progress and submit updates to CHCO

5.4 Human Capital (Employees and Contractors)

Execute assigned activities with professionalism and timeliness
Submit activity reports and feedback as required

5.5 Monitoring & Evaluation Officer / Unit (If applicable)

Track activity outcomes and assess impact against goals
Provide quarterly analysis of activity data

Activity Management Process

6.1 Planning

Activities must be pre-planned using the SayPro Activity Planning Template (SayProF011-01)
Activity details must include objectives, responsible individuals, expected outcomes, and timelines

6.2 Approval

Activities must be approved by the relevant Royal Officer or Director prior to execution
High-level activities require CHCO or CEO endorsement

6.3 Execution

Activities must be implemented according to the approved plan
Resources must be utilized efficiently and ethically

6.4 Reporting

Upon completion, the Activity Owner submits a report using the SayPro Activity Completion Report (SayProF011-02)
Progress of ongoing activities must be updated weekly/monthly using the SayPro Activity Progress Tracker (SayProF011-03)

6.5 Evaluation

Activity outcomes are assessed against set objectives and key performance indicators
Lessons learned are documented using the Activity Evaluation Summary (SayProF011-04)

Activity Classification

Activities shall be grouped as follows:

Strategic Activities – aligned with SayPro’s vision and long-term goals
Operational Activities – day-to-day tasks and duties of HC
Capacity Building Activities – training, workshops, development initiatives
Outreach and Community Activities – external engagements, partnerships, and fieldwork
Compliance and Administrative Activities – documentation, audits, HR processes

Templates & Forms

SayPro Activity Planning Template (SayProF011-01)
SayPro Activity Completion Report (SayProF011-02)
SayPro Activity Progress Tracker (SayProF011-03)
SayPro Activity Evaluation Summary (SayProF011-04)
SayPro Annual Activity Calendar Template (SayProF011-05)
SayPro Activity Acknowledgement Form (SayProF011-06)

Monitoring & Oversight

Royal Directors and CHCO must submit monthly activity summaries to the CEO
Annual activity reports are prepared and submitted to the Governance and Executive Committees
SayPro’s M&E team may perform spot checks or internal reviews

Training & Orientation

New Human Capital must receive onboarding on Activity Management
Annual refresher workshops will be conducted for all teams
Digital activity tracking systems may be introduced to improve efficiency

Disciplinary Measures

Failure to plan or report activities as per this policy may result in:

Verbal or written warning
Negative performance evaluation
Exclusion from bonus/reward cycles
Escalation to disciplinary committee for repeated violations

FAQs

Q1: How do I propose a new activity?
A: Complete the Activity Planning Template (SayProF011-01) and submit it to your Officer or Royal Director for review and approval.

Q2: What is the deadline for submitting activity reports?
A: Completion Reports must be submitted within 48 hours of completing the activity. Progress updates are due weekly or as scheduled.

Q3: Are all activities required to be reported?
A: Yes. All formal activities under SayPro operations must be tracked and reported.

Q4: What if an activity does not go as planned?
A: Document all challenges and lessons learned in the Activity Evaluation Summary (SayProF011-04). Recommendations will be reviewed by your supervisor.

Q5: Will activities affect my performance evaluation?
A: Yes. Timely execution and reporting of activities are factored into performance appraisals.

Approval & Acknowledgment

All Human Capital must acknowledge this policy annually and upon updates using the SayPro Activity Acknowledgement Form (SayProF011-06).

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