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