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SayPro Human Capital Remote Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP406

Document Code: SayProP406
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 21/05/2025
Next Review Date: 21/11/2025

  1. Overview
    The SayPro Human Capital Remote Management Policy establishes a framework for the management, governance and operational procedures associated with Human Capital working remotely across SayPro structures, platforms and Royal Units. It ensures consistency in practice, performance monitoring, systems access, and compliance with SayPro’s Confidentiality, Cybersecurity and Performance policies.
  2. Objectives
  • To provide a structured approach for remote working across SayPro.
  • To ensure that all remote Human Capital maintain security, productivity and accountability.
  • To align remote work practices with SayPro’s Royal Governance and Compliance requirements.
  • To outline clear roles and responsibilities in managing and authorising remote work.
  • To safeguard SayPro data and infrastructure accessed remotely.
  1. Scope
    This policy applies to:
  • SayPro Human Capital approved to work remotely (full-time or hybrid).
  • SayPro Officers, Royal Directors, Chief Officers and Deputy Chiefs.
  • Contractors, freelancers or consultants with temporary remote access.
  • Any Royal Units, systems or functions governed under SayPro Royal Structures.
  1. SayPro Remote Management Governance Structure

4.1 Authorisation and Oversight

  • All remote working arrangements must be authorised by the relevant SayPro Royal Director and the Chief Human Capital Officer (CHCO).
  • SayPro Officers are responsible for day-to-day remote monitoring.
  • The SayPro Chief Technology Officer (CTO) ensures secure systems access and controls.
  • The SayPro Chief Operations Officer (COO) oversees operational alignment with SayPro strategic mandates.

4.2 Remote Access Levels
Access to SayPro platforms for remote purposes must be granted in accordance with the following levels:

  1. SayPro Chief Executive Officer (CEO) – Final authority on all remote operations.
  2. SayPro Chief Human Capital Officer (CHCO) – Human Capital eligibility and compliance oversight.
  3. SayPro Chief Technology Officer (CTO) – Systems access and security configuration.
  4. SayPro Royal Directors – Approval for Human Capital under their Royal Units.
  5. SayPro Officers – Monitoring and reporting on assigned team members.
  6. SayPro Human Capital – Subject to compliance, productivity, and security obligations.
  7. SayPro Remote Management Processes

5.1 Application for Remote Work

  • Human Capital must complete the Remote Work Application Form (SayProF406-01).
  • The Officer must review and recommend to the Royal Director.
  • Royal Director to approve and forward to the CHCO.
  • Once authorised, the CHCO and CTO activate remote credentials.

5.2 Daily Operations

  • Remote Human Capital must be available during approved working hours.
  • All work-related communication must occur via SayPro-approved platforms.
  • Officers must conduct weekly virtual check-ins and performance reports.

5.3 Systems Access & Technology Provision

  • All devices used for remote work must comply with SayPro Bring Your Own Device (BYOD) Policy (SayProP145).
  • Virtual Private Network (VPN) access is mandatory for all data interactions.
  • CTO to enforce endpoint protection, firewall and encryption standards.

5.4 Performance Monitoring

  • KPIs must be assigned and tracked through SayPro’s Royal Performance Portal.
  • Officers to complete weekly Remote Performance Logs (SayProF406-04).
  • Royal Directors must conduct monthly performance reviews for all remote Human Capital.

5.5 Security & Confidentiality

  • All Human Capital must sign the Remote Work Confidentiality Addendum (SayProF406-06).
  • Any breach of policy must be reported within 2 hours using the Incident Report Form (SayProF406-03).
  • Violations are subject to disciplinary procedures in SayProP108 (Confidentiality) and SayProP346 (Password).
  1. Roles and Responsibilities

6.1 SayPro Chief Executive Officer (CEO)

  • Overall governance and final approvals for all strategic remote operations.

6.2 SayPro Chief Human Capital Officer (CHCO)

  • Oversight of all remote Human Capital management, policy enforcement, and reporting.

6.3 SayPro Chief Technology Officer (CTO)

  • Responsible for secure access, system compliance, and technical readiness.

6.4 SayPro Chief Operations Officer (COO)

  • Monitors integration of remote work into SayPro strategic and operational plans.

6.5 SayPro Royal Directors

  • Approve, manage and report on remote Human Capital performance across Royal Units.

6.6 SayPro Officers

  • Daily supervision, communication and reporting on Human Capital assigned to remote roles.

6.7 SayPro Human Capital

  • Maintain professionalism, productivity, and compliance with all SayPro Royal Policies.
  1. Templates and Forms
  • SayPro Remote Work Application Form (SayProF406-01)
  • SayPro Remote Work Agreement (SayProF406-02)
  • SayPro Remote Incident Report Form (SayProF406-03)
  • SayPro Weekly Remote Performance Log (SayProF406-04)
  • SayPro Monthly Remote Work Summary Report (SayProF406-05)
  • SayPro Confidentiality Addendum – Remote Work (SayProF406-06)
  1. Compliance and Review
  • All remote work arrangements must be reviewed every 6 months by the CHCO and Royal Directors.
  • Non-compliance will result in termination of remote access or further disciplinary action.
  • Policy effectiveness will be reviewed semi-annually by the Governance Office.
  1. FAQs

Q1: Who is eligible to work remotely at SayPro?
A1: Human Capital whose roles are suitable, with satisfactory performance and security clearance.

Q2: What tools are required for remote work?
A2: Approved devices with SayPro VPN, endpoint security and collaboration platforms.

Q3: Can a remote worker be asked to return on-site?
A3: Yes. Based on performance, operational demand or policy review, remote roles may be revoked.

Q4: What happens in case of a data breach during remote work?
A4: The Human Capital must report the breach within 2 hours using SayProF406-03.

Q5: Are remote workers required to attend virtual meetings?
A5: Yes. Attendance at all scheduled meetings and briefings is mandatory unless otherwise approved.

Approved By:
Neftaly Malatjie
Chief Executive Officer
Date: 21/05/2025