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SayPro Human Capital Authorisation Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP045

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Written by

Neftaly Malatjie

in

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

Document Code: SayProP045
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 04 January 2025
Next Review Date: 04 June 2025, 6 months from today

1. Overview

The SayPro Human Capital Authorisation Management Policy establishes a framework for managing authorisation, approvals, and delegation of authority within SayPro. This policy ensures that authorisation processes are transparent, structured, and aligned with corporate governance, security, and compliance requirements.

SayPro Corporate Governance is in line with King III on Corporate Governance. The leadership follows the traditional leadership or committee based leadership. The leadership is led by a group of leaders instead of 1 man leadership. Everyone at SayPro has a say and should be given an opportunity to approve or decline on decisions.

The SayPro approval policy enables and grants guidelines and requirements for SayPro Human Capital and the SayPro Board to govern on all issues related to SayPro.

2. Objectives

  • To define authorisation levels within SayPro.
  • To ensure proper delegation of authority for decision-making.
  • To establish secure and auditable approval processes.
  • To prevent unauthorised access or misuse of SayPro resources.
  • To align with compliance, risk management, and corporate policies.

3. Scope

This policy applies to:

  • All SayPro Human Capital, Executives, and Board Members.
  • SayPro Contractors, Freelancers, and Consultants.
  • SayPro IT, Finance, HC, and Governance Divisions.
  • Any process requiring formal authorisation or approvals.

4. SayPro Authorisation Management Structure

4.1 Authorisation Levels

The authorisation process at SayPro follows a hierarchical approval structure:

  1. SayPro Chief Executive Officer (CEO) – Ultimate authority for high-level approvals.
  2. SayPro Chief Financial Officer (CFO) – Financial approvals and budget authorisations.
  3. SayPro Chief Human Capital Officer (CHCO) – HC and recruitment authorisations.
  4. SayPro Chief Operations Officer (COO) – Operational and project approvals.
  5. SayPro Chief Technology Officer (CTO) – IT and system access authorisations.
  6. SayPro Royal Directors – Division-specific approvals.
  7. SayPro Officers – Day-to-day operational authorisations.
  8. SayPro Human Capital – Requestors requiring approvals for activities.

4.2 Types of Authorisations

SayPro defines different authorisation categories based on their impact and function:

  1. Financial Authorisation – Approval of budgets, payments, and expenditures.
  2. HC & Recruitment Authorisation – Hiring, promotions, and performance evaluations.
  3. IT & System Access Authorisation – Granting permissions for software, apps, and data access.
  4. Operational & Project Authorisation – Approvals for projects, policies, and workflow processes.
  5. Confidential Information & Data Authorisation – Secure access and approvals for sensitive data.

5. SayPro Authorisation Processes

5.1 Approval Workflow

The authorisation process at SayPro follows these key steps:

  1. Request Submission: Human Capital or Officers submit a formal request via the designated system.
  2. Initial Review: The request is reviewed by the respective Royal Director.
  3. Escalation (if necessary): Higher-level approvals are sought based on the level of authorisation required.
  4. Final Decision: The responsible authorising officer either approves or rejects the request.
  5. Documentation & Record-Keeping: Approved authorisations are logged for future audits.

5.2 Emergency Authorisations

In cases where urgent decisions are required, emergency authorisations may be granted by the SayPro CEO, CFO, or designated executives. These approvals must be documented and reviewed afterward for compliance.

5.3 Delegation of Authority

Certain authorisation responsibilities may be delegated to Deputy Chiefs, Royal Directors, or Designated Officials based on operational needs. However, delegated authority does not remove accountability from the original authorising party.

6. Roles & Responsibilities

6.1 SayPro Chief Executive Officer (CEO)

  • Oversees all high-level authorisations and escalations.
  • Approves major financial, HC, and policy decisions.
  • Ensures governance and compliance across all authorisation activities.

6.2 SayPro Chief Financial Officer (CFO)

  • Approves financial transactions, budgeting, and expenditure controls.
  • Monitors compliance with financial regulations.

6.3 SayPro Chief Human Capital Officer (CHCO)

  • Manages HC-related authorisations, hiring, and workforce policies.
  • Ensures adherence to SayPro’s recruitment and personnel approval standards.

6.4 SayPro Chief Operations Officer (COO)

  • Oversees operational and project-related approvals.
  • Ensures efficiency and proper resource allocation.

6.5 SayPro Chief Technology Officer (CTO)

  • Manages IT access approvals and cybersecurity authorisations.
  • Oversees data protection policies and compliance.

6.6 SayPro Royal Directors

  • Handle mid-level approvals within their respective divisions.
  • Ensure compliance with SayPro’s governance policies.

6.7 SayPro Officers

  • Manage daily operations requiring authorisation.
  • Ensure alignment with SayPro’s authorisation standards.

6.8 SayPro Human Capital

  • Submit requests through formal approval channels.
  • Adhere to all authorisation requirements and policies.

7. Templates and Documents

  • Authorisation Request Form (SayProF045-01)
  • Delegation of Authority Form (SayProF045-02)
  • Financial Approval Request Form (SayProF045-03)
  • System Access Authorisation Template (SayProF045-04)
  • Policy Approval Checklist (SayProF045-05)

8. Compliance and Review

  • SayPro’s Governance and Compliance Teams monitor authorisation processes for accuracy and security.
  • Any unauthorised approvals or policy violations will result in corrective actions.
  • This policy is reviewed every six months to ensure alignment with best practices.

9. FAQs

Q1: Who is responsible for authorising budget approvals?

A: The SayPro Chief Financial Officer (CFO) and respective Royal Directors manage financial approvals.

Q2: How do I submit an authorisation request?

A: All authorisation requests must be submitted using the SayPro Authorisation Request Form and approved by the respective authority.

Q3: What happens if an authorisation request is denied?

A: If a request is denied, the requestor will receive a written explanation and options for resubmission if necessary.

Q4: Can authorisation be delegated to another person?

A: Yes, delegation is possible but must be documented using the SayPro Delegation of Authority Form (SayProF045-02).

Q5: How do I escalate an urgent request?

A: Emergency authorisations can be escalated directly to the CEO, CFO, or designated executive for approval.

Approved By:
Neftaly Malatjie
Chief Executive Officer

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