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SayPro Human Capital Grants Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP222

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

Document Code: SayProP222
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]

Policy Owner: SayPro Chief Marketing Officer (SayProCMR)

1. Purpose

To establish clear guidelines and procedures for identifying, applying for, managing, monitoring, and reporting on grants received or offered by SayPro Human Capital, ensuring compliance, accountability, and alignment with SayPro’s strategic objectives.

2. Scope

This policy applies to all SayPro Human Capital Officers, Royal Directors, Deputy Chiefs, and other authorized representatives involved in grant acquisition, implementation, reporting, and close-out.

3. Definitions

  • Grant: Financial or in-kind support given to SayPro for a specific purpose by a donor, funder, or partner.
  • Grant Lifecycle: The process from identification to close-out of a grant.
  • Funder: Any organization, institution, or individual providing grant funding.
  • Grant Manager: The Officer or Royal Director responsible for coordinating the grant process.

4. Policy Statement

SayPro shall pursue and manage grants in a manner that supports its mission, complies with donor requirements, and ensures financial and operational transparency. All grants must undergo proper review, approval, and documentation processes.

5. Procedures

5.1 SayPro Grant Management Identification and Proposal Development

  • SayProCMR-1 SayPro Tenders, Bidding, Quotations, and Proposals Office must identify grants aligned with SayPro’s objectives.
  • SayPro proposal concept must be submitted to the SayPro Chief Marketing Officer for review and approval before submission.
  • Use SayPro’s Grant Proposal Templates for uniformity and professionalism.
  • Neftaly Malatjie must be informed of the intent to apply and he must acknowledge on SayPro Ideas SayPro Intent to Apply for a Proposal on [Call for Proposal Name without reference numbers or Inviterd of company names]
  • Neftaly Malatjie must be informed of the submission and he must acknowledge on SayPro Ideas SayPro Submission Confirmation for Application/Proposal on [Call for Proposal Name without reference numbers or Invited of company names]
  • Neftaly Malatjie must be informed of the delivery and he must acknowledge on SayPro Ideas SayPro Application/Proposal Delivery Confirmation for [Call for Proposal Name without reference numbers or Invited of company names]

5.2 SayPro Grant Management Approval

  • All SayPro grant applications must be approved by the Neftaly Malatjie and by the SayPro Chief Marketing Officer on or before submission.
  • SayPro Chief Marketing Officer SayProCMR submit the SayPro XX Grant Project Signing Request to Neftaly Malatjie for approval
  • SayPro Chief Marketing Officer to prepare the SayPro XX Grant Project Receipt to Neftaly Malatjie confirming the official signing of the Grant
  • SayPro Chief Marketing Officer to provide feedback to Neftaly Malatjie on the SayPro XX Grant Project Signing Proceedings and Action Plans on SayPro Ideas
  • SayPro Chief Marketing Officer must submit the list of SayPro XX Grant Project Signing Officials Appointmentto Neftaly Malatjie
  • SayPro Chief Development Officer must request Neftaly Malatjie for SayPro New XX Grant Project Human Capital Appointment Request with motivation letter, cost efficiency, job advert, reason for the request and duration of appointment
  • Upon Neftaly Malatjie’s approval the SayPro Chief Human Capital Officer SayProCHCR must proceed with the SayPro Human Capital Employment processes
  • SayPro Chief Marketing Officer must facilitate the signing of the SayPro XX Grant Service Level Agreements (SLAs), Memorandum of Understanding (MOUs) and Memorandum of Agreements (MoAs)
  • Neftaly Malatjie shall be the official signatory for all SayPro Grants unless he authorises in writing the official signing of documents
  • SayPro Chief Marketing Officer must lead the process to submit the MoAs, SLAs, MoUs and all the relevant supporting documents required by the Grant Maker and provide the SayPro XX Grant Project Agreements and Documents Submission Confirmation
  • Together with the SayPro Chief Strategic Partnership Officer SayProCSPR and the SayPro Chief Marketing Officer SayProCMR must work together to ensure documents management back and forth liaison with the Grant Maker these must be minuted as SayPro XX Grant Project Meeting on XX held on DD Month YYYY
  • SayPro Internal XX Grant Project Budgets must be reviewed and signed off to align to the grant by the SayPro Chief Financial Officer on SayPro Ideas through article link during application only
  • SayPro Chief Financial Officer must ensure Grant budget and alignment and provide the SayPro Grant Alignment Report in writing to Neftaly Malatjie
  • Upon SayPro receiving the Grant the SayPro Chief Financial Officer must meet with the SayPro Chief Operations Officer and Neftaly Malatjie to finalise the review of the allocated budget SayPro XX Budget Finalisation and Review Request
  • SayPro Chief Financial Officer SayProCFR must align the grant provided to the budget if the budget has restrictions and confirm how it will be used within the internal SayPro Budget SayPro XX Grant Project Restrictions Confirmation
  • SayPro Chief Financial Officer SayProCFR must ensure that restricted or strict grant budgets are managed separately to avoid conflicts and confusion
  • SayPro Chief Financial Officer SayProCFR must ensure that he or she spends according to the budget as it is specified within its timeline refer to SayPro Human Capital Budget Management Procedure
  • SayPro Chief Marketing Officer must make official announcement on SayPro Investors of the Partnership generating 5 000 topics on the partnership SayPro Partnership with XX on [Project Name]

5.3 SayPro Grant Management Implementation

  • Upon award, the SayPro Chief Operations Officer must host the SayPro Grant Kickoff Meeting must be held to assign responsibilities and timelines
  • SayPro Chief Development Officer SayProCDR will use various SayPro Kraal depending on the Project alignment and post daily on SayPro App Ideas
  • SayPro Chief Development Officer is the official responsible for SayPro XX Grant Project Planning and Execution of all Projects activities
  • SayPro Chief Development Officer SayProCDR must host SayPro XX Grant Project Event Management in between on the Grant and document
  • SayPro Chief Development Officer SayProCDR must host XX Grant Project Meetings internally and with the Grant maker and document
  • SayPro Chief Development Officer will appoint SayPro Chancellor to lead the implementation of projects related to SayPro Education Royal
  • Funds must be spent in line with the approvedl budget and donor terms.
  • SayPro branding must be included in all related activities, events, and communications.
  • SayPro Chief Development Officer SayProCDR and SayPro Chief Marketing Officer SayProCMR must ensure that the Grant Maker Branding are considered and used on all Project implementation
  • SayPro Chief Strategic Partnership Officer must ensure that articles and listing about the partnership daily
  • SayPro Chief Marketing Officer through SayProCMR-2 SayPro Fundraising, Sponsorships, Donations, and Crowdfunding Office must ensure proper communication, information management and documentation

5.4 SayPro Grant Management Monitoring and Reporting

  • SayPro Chief Development Officer SayProCDR must note that any report to be submitted must be published first on SayPro Ideas
  • SayPro Chief Development Officer SayProCDR must note that any report to be submitted are approved by relevant Chiefs, Royal Committee and Neftaly Malatjie
  • SayPro Project Reporting is the responsibility of SayPro Chief Development Officer and the SayPro Chancellor must report to SayProCDR to ensure alignment
  • SayPro Chief Development Officer SayProCDR to post the daily SayPro activities on the relevant SayPro Kraal and share the links on SayPro Ideas for Neftaly Malatjie to see the progress
  • SayPro Chief Development Officer SayProCDR to post the SayPro Daily Project Reporting must be done referring to the SayPro Daily Report Procedure
  • SayPro Chief Development Officer SayProCDR to post the SayPro Monthly Project Reporting must be done referring to the SayPro Daily Report Procedure
  • SayPro Chief Development Officer SayProCDR to post the SayPro Quarterly Project Reporting must be done referring to the SayPro Daily Report Procedure
  • SayPro Chief Development Officer SayProCDR to post the SayPro Annual Project Reporting must be done referring to the SayPro Daily Report Procedure
  • SayPro Chief Development Officer SayProCDR to post the SayPro Donor-Specific Narrative and SayPro Financial Reports must follow agreed timelines.
  • SayPro Chief Development Officer SayProCDR to post the Site Visits with Photos
  • SayPro Chief Development Officer SayProCDR to post the SayPro Grant Project Audits
  • SayPro Chief Development Officer SayProCDR to post the SayPro Grant Project Evaluations must be conducted to ensure compliance.
  • SayPro Chief Financial Officer to provide the Monthly Expenditure Report to SayPro Chief Development Officer
  • SayPro Chief Financial Officer to provide the Quarterly Expenditure Report to SayPro Chief Development Officer
  • SayPro Chief Financial Officer to provide the Annual Expenditure Report to SayPro Chief Development Officer

5.5 Grant Close-Out

  • SayPro Chief Development Officer SayProCDR must provide SayPro XX Grant Project Final Reports must be submitted and documented.
  • SayPro Chief Development Officer SayProCDR must complete the SayPro XX Grant Project Close-Out Checklist
  • SayPro Chief Development Officer must provide the SayPro XX Grant Project Summary of Outcomes must be archived on SayPro Ideas.
  • SayPro XX Project Grant Project Close out Report must be published on SayPro Ideas refer to confidentiality clauses from donors
  • SayPro XX Grant Project Lessons learned should be compiled and shared on SayPro Ideas
  • SayPro Chief Development Officer must provide feedback to Neftaly Malatjie on SayPro XX Grant Project Completion Feedback
  • The SayPro Chief Development Officer must do the SayPro Final XX Grant Project Closure File Handover to Neftaly Malatjie with all documents, links and media
  • All documents such as PDFs, Photos and Electronic Documents must be saved on SayPro Online Drivers under the SayPro Chief Marketing Officer Proposal File
  • SayPro Chief Marketing Officer must ensure that there is enough SayPro XX Grant Project Public Relations Articles to honour, celebrate and acknowledge the Project
  • SayPro Chief Development Officer to provide Neftaly Malatjie with SayPro XX Grant Project Planned Activities vs Final Output Report
  • SayPro Chief Development Officer SayProCDR to confirm to Neftaly Malatjie that SayPro has complied with the Grant Maker Agreement on SayPro XX Grant Project Agreement Compliance

6. Roles and Responsibilities

RoleResponsibility
SayPro Chief Development OfficerCoordinates grant activities and reporting.
SayPro Chief Marketing Officer and SayPro Chief Strategic Partnership OfficerReviews and approves grants under their unit.
SayPro Chief Financial OfficerOversees budgeting and financial compliance.
SayPro Chief Operations Officer and SayPro Chief Learning and Monitoring Officer Ensures strategic alignment.
SayPro Royal Committee and Neftaly Malatjie Provides final approval and strategic guidance.

7. Tools, Templates, and Documents

  • Grant Proposal Template
  • Budget Template
  • Grant Approval Checklist
  • Grant Implementation Plan
  • Monitoring and Evaluation Report Template
  • Close-Out Summary Template

8. Compliance

All SayPro Human Capital must adhere strictly to this policy and donor requirements. Non-compliance may lead to disciplinary action, suspension of grant activities, and reputational risk to SayPro.

9. Frequently Asked Questions (FAQs)

Q1: Who can apply for grants on behalf of SayPro?
A1: Only authorized Officers and Royal Directors with prior approval from the CEO.

Q2: Can SayPro apply for multiple grants at once?
A2: Yes, as long as capacity and compliance obligations are met.

Q3: Are individual departments allowed to manage grants separately?
A3: All grants must follow central management protocols and reporting systems.

Q4: What happens if a donor’s deadline is missed?
A4: The opportunity may be forfeited, and an incident report must be filed.

Document Code: SayProP222
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]

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