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SayPro Human Capital Agreement Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP019
SayPro Human Capital Agreement Management
Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP019
Approved By: Neftaly Malatjie, Chief Executive Officer
Effective Date: 20/05/2025
Next Review Date: 20/11/2025
𝗦𝗮𝘆𝗣𝗿𝗼 𝗛𝘂𝗺𝗮𝗻 𝗖𝗮𝗽𝗶𝘁𝗮𝗹 𝗔𝗴𝗿𝗲𝗲𝗺𝗲𝗻𝘁 𝗠𝗮𝗻𝗮𝗴𝗲𝗺𝗲𝗻𝘁
Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP019
- Purpose
The purpose of this policy is to define the standards, processes, and responsibilities related to the development, approval, execution, storage, and renewal of agreements involving SayPro Human Capital. It ensures consistency, legal compliance, accountability, and effective risk management. - Scope
This policy applies to all agreements involving:
- SayPro Human Capital (employees, interns, volunteers, and contractors)
- External stakeholders engaged via formal Human Capital arrangements
- Service-level agreements (SLAs), employment contracts, consultancy agreements, confidentiality agreements, and other related documents
- Objectives
- Establish clear protocols for drafting, reviewing, and managing Human Capital-related agreements
- Protect the legal and operational interests of SayPro
- Ensure agreements are consistent with organizational policies, labor law, and governance standards
- Maintain a centralized and secure repository of all executed agreements
- Facilitate efficient agreement renewal, monitoring, and compliance
- Definitions
- Agreement: A formal, legally binding document between SayPro and another party, outlining terms and conditions of engagement
- Contract Lifecycle: The sequence of stages from agreement drafting to signing, storing, tracking, renewing, or terminating
- Agreement Owner: The SayPro Officer, Director, or Manager responsible for managing the agreement
- Human Capital Agreements: Include employment contracts, non-disclosure agreements, consultant/contractor agreements, and more
- Roles & Responsibilities
5.1 Chief Executive Officer (CEO)
- Reviews and signs all high-risk, high-value, or strategic agreements
- Provides final approval for new policy frameworks and exceptional clauses
5.2 Chief Human Capital Officer (CHCO)
- Oversees development and management of all Human Capital agreements
- Ensures legal and policy compliance in contract drafting and execution
5.3 Royal Directors & Officers
- Draft or initiate agreements relevant to their functions
- Review standard terms, engage with CHCO and legal team where necessary
- Monitor deliverables and compliance for each agreement under their purview
5.4 Human Capital (Employees, Contractors, Interns)
- Must read, understand, and sign relevant agreements before commencement
- Must adhere to all terms of signed agreements
5.5 Legal and Governance Officer
- Provides legal review of all non-standard agreements
- Ensures updates to templates and alignment with current labor laws and best practices
- Agreement Lifecycle Management Process
6.1 Initiation
- Officer/Director identifies the need for an agreement
- Uses approved SayPro Agreement Template (SayProF019-01) as a starting point
- Engages CHCO and legal team for drafting and legal input
6.2 Review & Approval
- CHCO and Legal Officer conduct content, compliance, and risk review
- Finance review required for agreements with financial implications
- High-value or strategic contracts escalated to CEO for final approval
6.3 Signing & Execution
- Both parties sign the finalized version
- All pages must be initialed and dated; digital or wet signatures must comply with internal policies
6.4 Storage & Access
- Signed agreements must be stored in SayPro’s Central Contract Repository (electronic and physical)
- Access is restricted to authorized individuals via secure systems
6.5 Monitoring & Compliance
- Agreement Owners monitor performance, milestones, and deliverables
- Issues of non-compliance must be reported to the CHCO and legal immediately
6.6 Amendments
- Any amendment must follow the same approval process and be documented using the Amendment Form (SayProF019-03)
6.7 Termination & Renewal
- Renewal alerts are set 60 days prior to expiry
- Review of performance and necessity is conducted prior to renewal
- Termination follows approved legal and HC procedures
- Templates & Forms
- SayPro Agreement Template (SayProF019-01)
- SayPro Agreement Review Checklist (SayProF019-02)
- SayPro Agreement Amendment Form (SayProF019-03)
- SayPro Agreement Acknowledgment Form (SayProF019-04)
- SayPro Agreement Register Template (SayProF019-05)
- Confidentiality
- All agreements are confidential and accessible only to authorized staff
- Any breach of agreement terms or unauthorized disclosure is subject to disciplinary and legal action
- Compliance & Audit
- Agreements are reviewed periodically as part of the internal audit process
- Non-compliance with this policy will trigger formal investigation and possible disciplinary actions
- Training & Communication
- Annual training for Officers and Directors on contract lifecycle and compliance
- New Human Capital will receive orientation on agreement obligations during onboarding
- FAQs
Q1: Can I use a third-party contract template for hiring a consultant?
A: No. Always use SayPro’s approved templates unless approved by Legal and CHCO.
Q2: What if the other party insists on modifying terms?
A: The proposed changes must be reviewed by CHCO and the Legal Officer before approval.
Q3: Who signs consultant agreements?
A: Officers initiate; CHCO approves; CEO signs if the agreement value or risk is high.
Q4: How are expired agreements handled?
A: The responsible Officer must initiate review and renewal 60 days before expiry.
Q5: Are electronic signatures allowed?
A: Yes, if they meet SayPro’s e-signature policy and security requirements.
- Review & Enforcement
This policy will be reviewed annually by the CHCO in consultation with the Legal Officer and approved by the CEO. All SayPro Human Capital must comply with this policy and acknowledge their understanding by signing the SayPro Agreement Acknowledgment Form.
Approved By:
Neftaly Malatjie
Chief Executive Officer
Date: 20/05/2025