SayPro Human Capital Alert Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP021

SayPro Human Capital Alert Management
Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP021

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

𝗦𝗮𝘆𝗣𝗿𝗼 𝗛𝘂𝗺𝗮𝗻 𝗖𝗮𝗽𝗶𝘁𝗮𝗹 𝗔𝗹𝗲𝗿𝘁 𝗠𝗮𝗻𝗮𝗴𝗲𝗺𝗲𝗻𝘁
Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP021

Purpose
This policy establishes a standardized approach for the creation, communication, and escalation of alerts concerning SayPro Human Capital matters. Alerts may relate to emergencies, operational disruptions, security threats, HR incidents, or compliance risks requiring immediate or high-priority response.
Scope
This policy applies to:

All SayPro Human Capital (employees, volunteers, interns, contractors)
SayPro Officers, Royal Directors, Executives, and Emergency Response Teams
All internal systems used to communicate alerts (e.g., email, SMS, HRMS, mobile apps)

Objectives

Ensure timely notification of critical or high-risk events affecting Human Capital
Establish a structured escalation process for appropriate action and resolution
Minimize harm, confusion, or disruption during incidents or emergencies
Maintain legal and organizational compliance in reporting and response

Definitions

Alert: A structured and time-sensitive notification related to risk, emergency, safety, or significant operational issue
Incident: An event or situation (internal or external) that could affect Human Capital safety, security, or well-being
Alert Level: A defined classification of alert severity (e.g., Low, Moderate, High, Critical)
Alert Originator: The person or system responsible for initiating the alert
Alert Manager: The Officer or Director responsible for evaluating, escalating, and resolving the alert

Alert Categories

Health & Safety Alert – e.g., fire, injury, illness outbreak
Security Alert – e.g., theft, violence, trespassing, IT breach
Operational Alert – e.g., closure of a SayPro site, system outage, transportation disruption
Compliance & Legal Alert – e.g., suspected misconduct, harassment, regulatory violation
HR Alert – e.g., termination, staff conflict, absenteeism spikes

Alert Levels

Level 1 (Low): Informational – no immediate action required
Level 2 (Moderate): Advisory – action required from specific units
Level 3 (High): Urgent – immediate action required, potential threat
Level 4 (Critical): Emergency – threat to life, assets, or organizational integrity

Roles & Responsibilities

7.1 Chief Executive Officer (CEO)

Oversees critical alerts and final decisions during high-level incidents
Authorizes mass alert communications to the organization

7.2 Chief Human Capital Officer (CHCO)

Manages HR and internal operational alerts
Coordinates with Royal Directors and the Communications Officer

7.3 Royal Directors & Officers

Initiate and manage alerts within their division
Escalate alerts appropriately and follow resolution protocols

7.4 Communications Officer

Manages dissemination of alerts through official platforms
Ensures messages are timely, accurate, and compliant with data privacy standards

7.5 IT Department

Manages alert delivery through SMS, email, mobile, and web systems
Supports technical incident alerts and response coordination

7.6 All Human Capital

Must respond to alerts as directed
Responsible for reporting suspicious or concerning incidents immediately

Alert Process Flow

8.1 Initiation

An alert is raised via the SayPro Alert Form (SayProF021-01) or automated detection systems
Includes date, time, location, type, and immediate risk details

8.2 Evaluation

Officer or Alert Manager classifies the alert level
Determines the appropriate stakeholders to notify

8.3 Escalation

Alert is escalated based on the severity (using SayPro Alert Escalation Matrix)
High/Critical alerts are reviewed by CHCO or CEO immediately

8.4 Communication

Alert is disseminated via email, SMS, HRMS, or mobile push notifications
Communications must include instructions, contact points, and next steps

8.5 Resolution

Officers manage response actions (evacuation, IT lockdown, etc.)
Resolution report is submitted using SayPro Alert Resolution Form (SayProF021-02)

8.6 Review & Closure

Alert logs are reviewed within 48 hours of resolution
Lessons learned are recorded, and preventive measures recommended

Templates & Forms

SayPro Alert Notification Form (SayProF021-01)
SayPro Alert Resolution Report Form (SayProF021-02)
SayPro Alert Escalation Matrix Template (SayProF021-03)
SayPro Alert Contact Register (SayProF021-04)
SayPro Critical Incident Checklist (SayProF021-05)

Confidentiality & Ethics

Alerts must be handled with discretion and factual accuracy
Alert communications must protect individual privacy and dignity
False, misleading, or malicious alerts will result in disciplinary action

Compliance & Reporting

All alerts are logged and retained in the SayPro Alert Register
The CHCO and Governance Unit review alerts quarterly for trends, risk, and compliance
High-level alert reports are shared with the Executive Committee

Training & Preparedness

All Human Capital are briefed annually on alert procedures and responsibilities
Officers and Directors receive specialized training in alert escalation and crisis management
Simulation exercises are conducted quarterly

FAQs

Q1: What is the first step when I witness a potential emergency?
A: Report the incident immediately to your Officer and complete the SayPro Alert Form (SayProF021-01).

Q2: Who determines if an alert is “critical”?
A: The Officer or Royal Director will initially classify it, but the CHCO or CEO must confirm for Level 4 alerts.

Q3: How are alerts communicated?
A: Alerts are sent via SMS, email, or the SayPro Mobile App. Ensure your contact information is always up to date.

Q4: Can I report an alert anonymously?
A: Yes, you may use the anonymous reporting portal or submit a confidential form to your Officer.

Q5: What happens if an alert is ignored?
A: Ignoring an official alert may result in disciplinary action depending on the severity and context.

Review & Acknowledgement

This policy is reviewed annually by the CHCO and CEO. All Human Capital must acknowledge this policy using the Alert Policy Acknowledgment Form (SayProF021-06).

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