Document Code: SayProP041
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 02 March 2025
Next Review Date: 02 August 2025
1. Overview
The SayPro Human Capital Assurance Management Procedures document establishes the processes for managing assurance programs that ensure the reliability and quality of SayPro’s human capital practices. This procedure focuses on maintaining transparency, effectiveness, and compliance with legal and internal policies regarding all aspects of human capital management.
2. Objectives
- Ensure the accuracy of human capital management processes and documentation.
- Provide assurance that all human capital practices comply with internal policies, laws, and regulations.
- Monitor and improve the effectiveness of human capital programs to ensure continuous improvement.
- Evaluate and verify the implementation of Human Capital strategies for optimal organizational performance.
3. Scope
These procedures apply to:
- SayPro Human Capital Department: Including HR management, payroll, recruitment, training, and employee relations teams.
- Assurance Team: Assigned to conduct regular audits, reviews, and evaluations of human capital practices.
- All SayPro Employees: Ensuring all processes affecting employees are managed with the highest standards of integrity and compliance.
4. Key Assurance Areas
4.1 Compliance Assurance
Ensures all human capital activities are in line with the relevant national labor laws, international regulations, and SayPro’s internal policies.
- Regulatory Compliance: Ensure adherence to labor laws, including UIF, tax regulations, and the Basic Conditions of Employment Act (BCEA).
- Internal Policy Compliance: Ensures alignment with SayPro’s organizational policies for recruitment, compensation, performance management, and health & safety.
4.2 Operational Assurance
Reviews and validates the day-to-day operations within the Human Capital department, ensuring that operational processes are efficient and effective.
- Employee Onboarding: Confirmation that the onboarding process is in line with legal requirements and company practices.
- Payroll Management: Verifies accurate payroll processing, timely salary payments, and compliance with tax deductions and benefits.
- Recruitment and Selection: Ensures recruitment procedures are fair, consistent, and non-discriminatory.
- Training and Development: Ensures that training initiatives align with the company’s goals and employee development needs.
4.3 Performance Assurance
Guarantees that employee performance management systems are executed according to best practices and standards.
- Performance Reviews: Confirm that performance evaluations are conducted fairly, on time, and aligned with job descriptions.
- Employee Feedback: Assesses the quality of feedback provided to employees and their involvement in the evaluation process.
- Development Plans: Evaluates the effectiveness of individual development plans, identifying areas for growth and improvement.
4.4 Data Integrity and Privacy Assurance
Verifies that employee data, including personal, payroll, and performance information, is accurately recorded and securely stored.
- Employee Record Management: Ensures that all employee data is accurately maintained, updated, and accessible when needed.
- Data Privacy: Confirms that all personal information is managed in accordance with the Protection of Personal Information Act (POPIA) and SayPro’s privacy policy.
5. Assurance Process
5.1 Risk Identification and Assessment
- The Assurance Team will conduct a quarterly risk assessment to identify potential risks related to human capital activities. This will include:
- Compliance risks such as non-compliance with labor laws and tax regulations.
- Operational risks involving inefficient processes or outdated technologies.
- Data security risks regarding the handling of sensitive employee information.
5.2 Audits and Reviews
- Internal Audits: The assurance team will conduct audits on the following:
- Payroll audits to confirm accurate deductions and payments.
- Recruitment audits to ensure the fairness and transparency of the hiring process.
- Training audits to ensure the effectiveness and appropriateness of employee development programs.
- External Reviews: SayPro may also engage external auditors to assess compliance with regulations, ensuring objectivity and third-party verification.
5.3 Monitoring and Reporting
- Regular Monitoring: Continuous monitoring of human capital processes to identify any gaps or discrepancies.
- Monthly Assurance Reports: The assurance team will generate reports detailing the status of compliance, performance, data integrity, and operational effectiveness. These reports will be submitted to the Royal Director of Human Capital.
- Immediate Action Plans: In case of significant issues, an action plan will be developed immediately, and responsible teams will be notified to resolve any problems.
6. Roles and Responsibilities
6.1 SayPro Chief Human Capital Officer (CHCO)
- Oversee the entire assurance process for human capital functions.
- Ensure all areas of human capital management are reviewed and audited regularly.
- Review and approve assurance reports and related action plans.
6.2 Human Capital Assurance Team
- Conduct regular audits and reviews of human capital processes.
- Identify compliance, operational, and performance risks.
- Develop improvement plans based on audit findings.
- Generate monthly reports for the CHCO.
6.3 Human Capital Team
- Ensure that their departmental processes are subject to regular reviews and follow established policies.
- Provide required documentation and cooperate with audits.
- Implement corrective measures based on the findings from the assurance team.
6.4 Employees
- Follow the guidelines and policies set by Human Capital.
- Participate in performance evaluations, training programs, and feedback sessions.
- Ensure that their personal information is accurate and up to date.
7. Corrective Actions and Continuous Improvement
- Root Cause Analysis: Following any identified issues or audit findings, the assurance team will conduct a root cause analysis to determine the underlying factors.
- Corrective Actions: For each identified issue, an action plan will be created and implemented to resolve the problem, improve processes, and prevent future occurrences.
- Continuous Improvement: The Human Capital team will implement continuous improvement practices, such as training programs and system upgrades, to ensure optimal efficiency and compliance.
8. Key Performance Indicators (KPIs) for Assurance
To measure the effectiveness of the assurance management system, the following KPIs will be tracked:
- Audit Completion Rate: Percentage of scheduled audits completed on time.
- Compliance Rate: Percentage of human capital practices compliant with labor laws and internal policies.
- Employee Satisfaction: Feedback from employees regarding fairness and transparency in human capital processes.
- Data Integrity Score: Percentage of employee data correctly recorded and securely stored.
- Risk Mitigation Effectiveness: Success rate of action plans in mitigating identified risks.
9. Documentation and Templates
The following documents are part of the assurance process:
- Assurance Risk Assessment Form (SayProF041-01)
- Audit Report Template (SayProF041-02)
- Audit Action Plan Template (SayProF041-03)
- Compliance Monitoring Checklist (SayProF041-04)
- Employee Feedback Survey Template (SayProF041-05)
10. Compliance and Review
- Legal Compliance: This procedure must adhere to all relevant South African laws, including labor laws, data protection laws, and corporate governance regulations.
- Policy Review: The procedures outlined will be reviewed annually to ensure their continued relevance, and the procedures will be adjusted if necessary to adapt to any changes in laws or organizational requirements.
- Non-compliance: Non-compliance will be addressed through corrective measures and reported to senior leadership for further action.
Approved By:
Neftaly Malatjie
Chief Executive Officer
Date: 02 March 2025
This document provides the procedures for SayPro’s Human Capital Assurance Management, ensuring that all human capital activities are efficient, compliant, and aligned with best practices. The procedures ensure transparency and accountability across human capital operations.
