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SayPro Human Capital Project Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP380-


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

Document Code: SayProP380
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]

Policy Owner: SayPro Human Capital Officer


SayProP380-1. SayPro CEO Neftaly Malatjie Speech and Purpose of SayPro Human Capital Project Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP380

To the Chairperson of SayPro, all SayPro Royal Committee, all SayPro Royal Chiefs, and all SayPro Human Capital

Kgotso a ebe le lena

SayProP380-1-1 As the Chief Executive Officer of SayPro I have been studying the patterns, behaviours. Actions and steps on how Projects are being run at SayPro up to now on 1 June 2025. I must express that I am not happy with the level of inconsistencies and how projects starts and completes without proper requests, approvals and reporting procedures.

SayProP380-1-2 As of 1 June 2025 all SayPro Human Capital are required to follow the steps as specified on Section 6 of this Policy to ensure that projects are run in a professional, ethical and consistent way. It is my intention as the CEO to ensure that the procedures are run in an efficient and uniform way throughout various divisions and units.

SayProP380-1-3 Certain SayPro projects may be considered confidential. As you can see here on this Procedure I Neftaly Malatjie did not include a part where you have to mention any company name. Unless they specify so. All the documentation and writing are specifically for inhouse work.

SayProP380-1-4 It is of most importance and compulsory that all SayPro Human Capital submit all documents as required on SayProP380-7 on the exact date you are requesting. Ensure that all documents are listed in the exact template title and numbering to reduce the risk of your project to be suspended or be rejected.

SayProP380-1-5 I Neftaly Malatjie have to authorise all projects whether small or large.

SayProP380-1-6 SayPro Royal Committee and SayPro Royal Chiefs Committee must report any flaws, abuse of power and projects that implemented without Neftaly Malatjie’s approval.

SayProP380-1-7 Any project that is implemented without Neftaly Malatjie’s approval will lead to the officials be dismissed and legal steps taken against them.

SayProP380-1-8 For projects requiring urgent approval or if any office is blocking your ability to get the project approved. Send your complaint to SayPro Legal Office or to Neftaly Malatjie on his WhatsApp or personal teams.

SayProP380-1-9 The purpose of this document is to outline SayPro’s standardised approach to Project Management within the Human Capital division. It ensures consistent planning, execution, monitoring, evaluation, reporting, and closure of projects across SayPro.

My message shall end here

Neftaly Malatjie | CEO | SayPro


SayProP380-2 SayPro Scope

SayProP380-2-1 This policy and procedure applies to all SayPro Human Capital projects, including but not limited to:

  • SayProP380-2-1-1 SayPro Project Management Scope on Training and development programmes
  • SayProP380-2-1-2 SayPro Project Management Scope on Learnerships and internships
  • SayProP380-2-1-3 SayPro Project Management Scope on Events, outreach initiatives, campaigns, and research
  • SayProP380-2-1-4 SayPro Project Management Scope on National and international stakeholder projects
  • SayProP380-2-1-5 SayPro Project Management Scope on Internal capacity-building and innovation projects

SayProP380-3 SayPro Definitions

TermDefinition
ProjectA temporary initiative to achieve specific objectives, with defined start and end dates.
Project ManagerSayPro Officer responsible for planning and overseeing a specific project.
StakeholdersInternal or external individuals or organisations impacted by or involved in the project.
Royal DirectorSayPro Executive overseeing the project portfolio and high-level decision-making.

SayProP380-4 SayPro Objectives

  • SayProP380-4-1 To ensure alignment of projects with SayPro’s strategic goals
  • SayProP380-4-2To improve delivery quality, timelines, and stakeholder satisfaction
  • SayProP380-4-3 To provide clear roles, governance, reporting, and accountability
  • SayProP380-4-4 To facilitate collaboration, innovation, and value for money

SayProP380-5 SayPro Roles and Responsibilities

RoleResponsibilities
Neftaly MalatjieFinal project approval and overall direction
SayPro Royal CommitteePortfolio oversight, high-level approvals, alignment with strategic goals
SayPro Royal ChiefsDay-to-day project implementation, resource coordination, documentation
Human Capital OfficersProvide administrative, HR, and operational support
Finance OfficersMonitor budget use, procurement, and financial reporting

SayProP380-6 SayPro Procedure


🟢 SayProP380-6-1 SayPro Project Initiation Stage

SayProP380-6-1-1 Purpose: Define the project at a high level and secure approval to proceed.


🟡 SayProP380-6-2 SayPro Project Planning Stage

SayProP380-6-2-1 Purpose: Develop detailed plans to guide project execution and control.

Key Documents:

  • SayProP380-6-2-1-1-1 SayPro Project Management Plan Guidelines
  • SayProP380-6-2-1-1-2 SayPro Project Master Plan Guidelines
  • SayProP380-6-2-1-1-3 SayPro Project Scope Plan Guidelines
  • SayProP380-6-2-1-1-4 SayPro Project Schedule Plan Guidelines
  • SayProP380-6-2-1-1-5 SayPro Project Cost Plan Guidelines
  • SayProP380-6-2-1-1-6 SayPro Project Quality Plan Guidelines
  • SayProP380-6-2-1-1-7 SayPro Project 5 Strategic Plan Guidelines
  • SayProP380-6-2-1-1-8 SayPro Project 3 Years Strategic Plan Guidelines
  • SayProP380-6-2-1-1-9 SayPro Project 12 Months for 5 Years Plans Guidelines
  • SayProP380-6-2-1-1-10 SayPro Project 12 Months Calendar of Events Guidelines
  • SayProP380-6-2-1-1-11 SayPro Project Scope Statement Guidelines
  • SayProP380-6-2-1-1-12 SayPro Project Detailed description Guidelines
  • SayProP380-6-2-1-1-13 SayPro Project Boundaries Plan Guidelines
  • SayProP380-6-2-1-1-14 SayPro Project Milestones Plan Guidelines
  • SayProP380-6-2-1-1-15 SayPro Project Deliverables Plan Guidelines
  • SayProP380-6-2-1-1-16 SayPro Project Work Breakdown Structure (WBS) Plan Guidelines
  • SayProP380-6-2-1-1-17 SayPro Project Schedule Guidelines
  • SayProP380-6-2-1-1-18 SayPro Project Gantt Chart Schedule Guidelines
  • SayProP380-6-2-1-1-19 SayPro Project Tasks Schedule Guidelines
  • SayProP380-6-2-1-1-20 SayPro Project Durations Schedule Guidelines
  • SayProP380-6-2-1-1-21 SayPro Project Milestones Schedule Guidelines
  • SayProP380-6-2-1-1-22 SayPro Project Dependencies Schedule Guidelines
  • SayProP380-6-2-1-1-23 SayPro Project Budget Plan Guidelines
  • SayProP380-6-2-1-1-24 SayPro Project Estimated Costs Plan Guidelines
  • SayProP380-6-2-1-1-25 SayPro Project Budget Allocation Plan Guidelines
  • SayProP380-6-2-1-1-26 SayPro Project Risk Management Plan Guidelines
  • SayProP380-6-2-1-1-27 SayPro Project Risk identification Plan Guidelines
  • SayProP380-6-2-1-1-28 SayPro Project Risk Analysis Plan Guidelines
  • SayProP380-6-2-1-1-29 SayPro Project Risk Response Plan Guidelines
  • SayProP380-6-2-1-1-30 SayPro Project Communication Plan Guidelines
  • SayProP380-6-2-1-1-31 SayPro Project Communication Frequency Plan Guidelines
  • SayProP380-6-2-1-1-32 SayPro Project Communication Format Plan Guidelines
  • SayProP380-6-2-1-1-33 SayPro Project Communication Responsibilities Plan Guidelines
  • SayProP380-6-2-1-1-34 SayPro Project Resource Management Plan Guidelines
  • SayProP380-6-2-1-1-35 SayPro Project Resource Roles Plan Guidelines
  • SayProP380-6-2-1-1-36 SayPro Project Resource Responsibilities Plan Guidelines
  • SayProP380-6-2-1-1-37 SayPro Project Resource Allocations Plan Guidelines
  • SayProP380-6-2-1-1-38 SayPro Project Quality Management Plan Guidelines
  • SayProP380-6-2-1-1-39 SayPro Project Quality Standards Plan Guidelines
  • SayProP380-6-2-1-1-40 SayPro Project Quality Metrics Plan Guidelines
  • SayProP380-6-2-1-1-41 SayPro Project Quality Assurance Plan Guidelines
  • SayProP380-6-2-1-1-42 SayPro Project Quality control Plan Guidelines
  • SayProP380-6-2-1-1-43 SayPro Project Procurement Plan Guidelines
  • SayProP380-6-2-1-1-44 SayPro Project Goods Acquisition Strategy Guidelines
  • SayProP380-6-2-1-1-45 SayPro Project Services Acquisition Strategy Guidelines
  • SayProP380-6-2-1-1-46 SayPro Project External Vendors Procurement Plan Guidelines
  • SayProP380-6-2-1-1-47 SayPro Project Acquisition Strategy Plan Guidelines
  • SayProP380-6-2-1-1-48 SayPro Project Change Management Plan Guidelines
  • SayProP380-6-2-1-1-49 SayPro Project Scope Management Guidelines
  • SayProP380-6-2-1-1-50 SayPro Project Schedule Management Guidelines
  • SayProP380-6-2-1-1-51 SayPro Project Budget Changes Management Guidelines
  • SayProP380-6-2-1-1-52 SayPro Project Stakeholder Engagement Plan Guidelines
  • SayProP380-6-2-1-1-53 SayPro Project Stakeholder Involvement Management Strategy Guidelines
  • SayProP380-6-2-1-1-54 SayPro Project Implementation Plan Guidelines

🟠 SayProP380-6-3-1 SayPro Project Execution Stage

SayProP380-6-3-1-1 Purpose: Carry out the work defined in the plan and deliver outputs.

Key Documents:

  • SayProP380-6-3-1-1-1 SayPro Project Launch Event Guidelines
  • SayProP380-6-3-1-1-2 SayPro Project Team Assignments Guidelines
  • SayProP380-6-3-1-1-3 SayPro Project Responsibility Matrix (RACI) Guidelines
  • SayProP380-6-3-1-1-3 SayPro Project Who does what Updates Guidelines
  • SayProP380-6-3-1-1-4 SayPro Project Meeting Agendas and Minutes Guidelines
  • SayProP380-6-3-1-1-5 SayPro Project Records of decisions Meeting Agendas and Minutes Guidelines
  • SayProP380-6-3-1-1-6 SayPro Project Updates Meeting Agendas and Minutes Guidelines
  • SayProP380-6-3-1-1-7 SayPro Project Actions Meeting Agendas and Minutes Guidelines
  • SayProP380-6-3-1-1-8 SayPro Project Status Reports Guidelines
  • SayProP380-6-3-1-1-9 SayPro Project Regular updates Guidelines
  • SayProP380-6-3-1-1-10 SayPro Project Progress Updates Guidelines
  • SayProP380-6-3-1-1-11 SayPro Project Risks Updates Guidelines
  • SayProP380-6-3-1-1-12 SayPro Project Issues Updates Guidelines
  • SayProP380-6-3-1-1-13 SayPro Project Issue Log Guidelines
  • SayProP380-6-3-1-1-14 SayPro Project Problems Ongoing record of problems requiring resolution Guidelines
  • SayProP380-6-3-1-1-15 SayPro Project Check Ins Guidelines
  • SayProP380-6-3-1-1-16 SayPro Project Progress Review Guidelines
  • SayProP380-6-3-1-1-17 SayPro Project Monthly Reporting Guidelines
  • SayProP380-6-3-1-1-18 SayPro Project Deliverables Tracker Guidelines
  • SayProP380-6-3-1-1-19 SayPro Project Completion Trackings Guidelines
  • SayProP380-6-3-1-1-20 SayPro Project Deliverables Approvals Guidelines
  • SayProP380-6-3-1-1-21 SayPro Project Procurement Contracts Guidelines
  • SayProP380-6-3-1-1-22 SayPro Project Procurement Contracts Agreements Guidelines
  • SayProP380-6-3-1-1-23 SayPro Project Vendors Procurement Contracts Guidelines
  • SayProP380-6-3-1-1-24 SayPro Project Contractors Procurement Contracts Guidelines
  • SayProP380-6-3-1-1-25 SayPro Project Change Requests Guidelines
  • SayProP380-6-3-1-1-26 SayPro Project Change Log Guidelines
  • SayProP380-6-3-1-1-27 SayPro Project Change Requests Guidelines
  • SayProP380-6-3-1-1-28 SayPro Project Change approvals Guidelines
  • SayProP380-6-3-1-1-2 SayPro Project Change implementations Guidelines
  • SayProP380-6-3-1-1-30 SayPro Project Execution Risks Log (Updated) Guidelines
  • SayProP380-6-3-1-1-31 SayPro Project Updated New Risks Log Guidelines
  • SayProP380-6-3-1-1-32 SayPro Project Updated changing Risk Log Guidelines
  • SayProP380-6-3-1-1-33 SayPro Project Risks Adaptation Guidelines

🔵 SayProP380-6-4 SayPro Project Monitoring & Control Stage

SayProP380-6-4-1 Purpose: Track, review, and regulate progress and performance.

Key Documents:

  • SayProP380-6-4-1-1-1 SayPro Project Performance Reports Guidelines
  • SayProP380-6-4-1-1-2 SayPro Project KPIs Guidelines
  • SayProP380-6-4-1-1-3 SayPro Project Earned value analysis Guidelines
  • SayProP380-6-4-1-1-4 SayPro Project Trend reports Guidelines
  • SayProP380-6-4-1-1-5 SayPro Project Monitoring Templates Guidelines
  • SayProP380-6-4-1-1-6 SayPro Project Monitoring Tools Guidelines
  • SayProP380-6-4-1-1-7 SayPro Project Quality Control Checklists & Reports Guidelines
  • SayProP380-6-4-1-1-8 SayPro Project Quality Control Testing Guidelines
  • SayProP380-6-4-1-1-9 SayPro Project Quality Control Verification Outputs Guidelines
  • SayProP380-6-4-1-1-10 SayPro Project Updated Risk Register Guidelines
  • SayProP380-6-4-1-1-11 SayPro Project Triggers Register Guidelines
  • SayProP380-6-4-1-1-12 SayPro Project Responses Register Guidelines
  • SayProP380-6-4-1-1-13 SayPro Project Outcomes Register Guidelines
  • SayProP380-6-4-1-1-14 SayPro Project Change Control Log Guidelines
  • SayProP380-6-4-1-1-15 SayPro Project Approved Changes Control Log Guidelines
  • SayProP380-6-4-1-1-16 SayPro Project Rejected changes Control Log Guidelines
  • SayProP380-6-4-1-1-17 SayPro Project Monthly Progress Reports Guidelines
  • SayProP380-6-4-1-1-18 SayPro Project Ongoig Issue Log Guidelines
  • SayProP380-6-4-1-1-19 SayPro Project Monitored Issues Log Guidelines
  • SayProP380-6-4-1-1-20 SayPro Project Escalated issues Log Guidelines
  • SayProP380-6-4-1-1-21 SayPro Project Monthly Budget Use Tracking Guidelines
  • SayProP380-6-4-1-1-22 SayPro Project Monthly Milestones Tracking Guidelines
  • SayProP380-6-4-1-1-23 SayPro Project Monthly Resource Utilisation Tracking Guidelines
  • SayProP380-6-4-1-1-24 SayPro Project Variance Analysis Reports Guidelines
  • SayProP380-6-4-1-1-25 SayPro Project Costs Variance Analysis Guidelines
  • SayProP380-6-4-1-1-26 SayPro Project Schedule Variance Analysis Guidelines
  • SayProP380-6-4-1-1-27 SayPro Project Scope deviations Variance Analysis Guidelines
  • SayProP380-6-4-1-1-28 SayPro Project Decision Log Guidelines
  • SayProP380-6-4-1-1-29 SayPro Project Records of Critical decisions Guidelines
  • SayProP380-6-4-1-1-30 SayPro Project Audit Reports Guidelines
  • SayProP380-6-4-1-1-31 SayPro Project Internal Audit Report Guidelines
  • SayProP380-6-4-1-1-32 SayPro Project External Eeviews Report Guidelines

🔴 SayProP380-6-5 SayPro Project Closure Stage

SayProP380-6-5-1 Purpose: Formal completion of the project and handover of deliverables.

Key Documents:

  • SayProP380-6-5-1-1 SayPro Project Closure Event Guidelines
  • SayProP380-6-5-1-2 SayPro Final Project Report Guidelines
  • SayProP380-6-5-1-3 SayPro Project Summary of performance Guidelines
  • SayProP380-6-5-1-4 SayPro Project Report key outcomes Guidelines
  • SayProP380-6-5-1-5 SayPro Project lessons Report Guidelines
  • SayProP380-6-5-1-6 SayPro Project Lessons Learned Document Report Guidelines
  • SayProP380-6-5-1-7 SayPro Project What worked Report Guidelines
  • SayProP380-6-5-1-8 SayPro Project what didn’t Work Report Guidelines
  • SayProP380-6-5-1-9 SayPro Project recommendations Report Guidelines
  • SayProP380-6-5-1-10 SayPro Project Success Stories Report Guidelines
  • SayProP380-6-5-1-11 SayPro Project Handover Report Guidelines
  • SayProP380-6-5-1-12 SayPro Project Transition Plan Guidelines
  • SayProP380-6-5-1-13 SayPro Project Transfers deliverables Report to SayPro operations Guidelines
  • SayProP380-6-5-1-14 SayPro Project Transger deliveries Report to SayPro client Guidelines
  • SayProP380-6-5-1-15 SayPro Project Client Acceptance Form Report Guidelines
  • SayProP380-6-5-1-16 SayPro Project Client Sign-off Sheet Report Guidelines
  • SayProP380-6-5-1-17 SayPro Project Stakeholder Satisfaction Confirmation Report Guidelines
  • SayProP380-6-5-1-18 SayPro Project Final Financial Report Guidelines
  • SayProP380-6-5-1-19 SayPro Project Reconciled Costs Report Guidelines
  • SayProP380-6-5-1-20 SayPro Project Variances Report Guidelines
  • SayProP380-6-5-1-21 SayPro Project Final Budget Report Guidelines
  • SayProP380-6-5-1-22 SayPro Project Contract Closure Documents Report Guidelines
  • SayProP380-6-5-1-23 SayPro Project Confirmation Report that all procurements are completed Guidelines
  • SayProP380-6-5-1-24 SayPro Project Closure Checklist Report Guidelines
  • SayProP380-6-5-1-25 SayPro Project Ensurance that all activities are finalized Guidelines
  • SayProP380-6-5-1-26 SayPro Project Post Implementation Review Report Guidelines
  • SayProP380-6-5-1-27 SayPro Project Stakeholders Feedback Report Guidelines
  • SayProP380-6-5-1-28 SayPro Project Beneficiary Feedback Report Guidelines
  • SayProP380-6-5-1-29 SayPro Project Implementation Review Report Guidelines
  • SayProP380-6-5-1-30 SayPro Project ArchiveDocuments Report Guidelines
  • SayProP380-6-5-1-31 SayPro Project Future Reference Report Guidelines
  • SayProP380-6-5-1-32 SayPro Project Internal Audits Report Guidelines
  • SayProP380-6-5-1-33 SayPro Project External Audits Report Guidelines
  • SayProP380-6-5-1-34 SayPro Project Partner Audits Report Guidelines
  • SayProP380-6-5-1-35 SayPro Project Team Performance Evaluation Report Guidelines
  • SayProP380-6-5-1-36 SayPro Project Feedback Forms Report Guidelines
  • SayProP380-6-5-1-37 SayPro Project Review of team contributions Report Guidelines
  • SayProP380-6-5-1-38 SayPro Project SayPro Marketing Royal 10000 articles publishing Guidelines
  • SayProP380-6-5-1-39 SayPro Project SayPro Technology Royal Website Published Guidelines
  • SayProP380-6-5-1-40 SayPro Project SayPro Research Royal 10000 topics Scrapped Guidelines
  • SayProP380-6-5-1-41 SayPro Project SayPro Partnerships Royal 10000 partnerships articles publishing Guidelines
  • SayProP380-6-5-1-42 SayPro Project SayPro Neftaly Malatjie 1000 articles publishing Guidelines
  • SayProP380-6-5-1-43 SayPro Project Close Celebration Event Guidelines
  • SayProP380-6-5-1-44 SayPro Project Closure Report to Neftaly Malatjie Guidelines
  • SayProP380-6-5-1-45 SayPro Project Handover Report to Neftaly Malatjie Guidelines

✅ SayProP380-6-5-2 SayPro Summary Table by Project Phase

PhaseKey Documents
InitiationCharter, Business Case, Stakeholder Register, Feasibility Study
PlanningPM Plan, WBS, Schedule, Budget, Risk Plan, Communication, Quality Plans
ExecutionRACI Matrix, Status Reports, Meeting Minutes, Change Log, Deliverables Tracker
Monitoring & ControlPerformance Reports, Variance Reports, Risk Updates, Quality Reports
ClosureFinal Report, Lessons Learned, Handover Plan, Client Sign-off, Closure Docs


SayProP380-7 SayPro Templates and Documents


SayProP380-8 SayPro Compliance

This document aligns with:

  • SayProP380-81 SayPro Strategic Planning Guidelines
  • SayProP380-82 Donor, sponsor, or regulatory requirements (e.g. SETA, QCTO)
  • SayProP380-83 SayPro Quality Assurance, Procurement, and Financial Controls
  • SayProP380-84 Data Protection (POPIA) and Ethical Conduct Codes
  • SayProP380-85 Failure to adhere to these policies may result in delays, financial risk, reputational damage, or disciplinary action.

SayProP380-9 SayPro Frequently Asked Questions (FAQs)

SayProP380-9-1 Who approves new projects at SayPro?
SayProP380-9-2 Projects must be approved by the Chief Executive Officer and relevant Royal Director.

SayProP380-9-3 What tools does SayPro use for monitoring project progress?
SayProP380-9-4 SayPro uses internal tracking tools, M&E templates, and progress reports submitted monthly.

SayProP380-9-5 Can I propose a project as a SayPro Officer?
SayProP380-9-6 Yes, proposals may be submitted using the official template and must align with strategic goals.

SayProP380-9-7 How are budgets managed?
SayProP380-9-8 Budgets are monitored by Finance Officers with regular reviews by Project Managers and Royal Directors.

SayProP380-9-9 Is there post-project feedback?
SayProP380-9-10 Yes, every project undergoes an evaluation, and feedback is collected from beneficiaries and partners.


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