SayPro Policy Map Version 4 (May 2025) – Publishing & Archiving Process

Objective:
To officially publish the updated SayPro Policy Map (V4) and archive the previous version for reference and compliance purposes.

Cycle: SCOR-1 – May 2025
Policy Map Version: SayPro-PolicyMap-V4-May2025
Governance Oversight: SayPro Strategic Planning Office & SayPro Operations Royalty
Portal Link: SayPro Policy Map
Completion Deadline: 24 May 2025

✅ Step-by-Step Process

🔹 1. Finalize the Updated Policy Map

• Review and Validation:
  Ensure the updated version of the policy map includes all new, revised, and retired policies approved during the May 2025 SCOR-1 cycle.
  • Validate the file for completeness, ensuring metadata (e.g., policy codes, department, versioning) is correct.
  • Check that all hyperlinks and file paths are accurate and lead to live or archived documents.

File Format: PDF (for archival) & HTML/XML (for live interface)
Version Number: V4-May2025

🔹 2. Publish the Updated Policy Map on the Website

• Steps to Publish:
  1. Log in to CMS Admin Panel
     • Navigate to the Policy Map section.
  2. Upload the Updated Policy Map Version (V4)
     • Upload the latest version of the PolicyMap-V4-May2025.
     • Ensure it’s correctly formatted for viewing on both desktop and mobile devices.
  3. Activate Filters and Sorting Options
     • Enable filtering by policy category, department, status, etc.
     • Make sure the interface allows users to easily search for individual policies or sort them by update date.
  4. Publish and Go Live
     • Confirm the final version is live on the portal by clicking Publish and confirming its visibility to internal stakeholders.
• URL for Access:
  https://en.saypro.online/policy-map

🔹 3. Archive the Previous Policy Map Version

• Locate the Old Version:
  • Navigate to the Policy Archives folder in the SharePoint Governance section.
  • The previous version of the policy map should be located as PolicyMap-V3-Mar2025 or any older iteration.
• Process for Archiving:
  1. Rename the Old Version for Clarity:
     Archive it with the tag PolicyMap-V3-Archived-May2025.
  2. Upload the Archived Version to SharePoint:
     • Navigate to the SharePoint > Governance > Policy Maps > Archives folder.
     • Place the file there, ensuring it’s properly dated and easy to reference.
  3. Document the Change:
     • Update the Policy Map Change Log with the details of the new version.
     • Document the transition from V3 to V4, highlighting what was changed, added, or retired in the new version.

🔹 4. Announce the Policy Map Update

• Internal Communication:
  Send an official email and digital bulletin to all departments and stakeholders informing them of the update to the Policy Map.

Sample Email/Announcement:

Subject: ✅ New SayPro Policy Map (V4) Now Live – May 2025

Dear Colleagues,

The updated SayPro Policy Map (V4 – May 2025) is now live and accessible to all internal stakeholders. The map includes new, revised, and retired policies based on the latest strategic reviews and submissions.

🔗 View the updated Policy Map: SayPro Policy Map

This update includes enhanced filtering capabilities to help you navigate policies by category, department, and status. Please ensure your department reviews the latest policies relevant to your area.

Best regards,
The SayPro Strategic Planning Office

🔹 5. Update Documentation for Audit Trail and Compliance

• Log the Policy Map Update:
  • Document the date of publication (24 May 2025) and any comments on the final changes in the Audit Log.
  • Ensure that the version history is maintained accurately in SharePoint > Governance > Policy Logs.
• Include in Quarterly Compliance Report:
  • The updated policy map will be included as a key item in the Quarterly Governance Compliance Summary for Q2 2025, ensuring all staff and stakeholders are compliant with the newly updated policies.

📎 Supporting Resources and Archives

📌 Final Deliverables

• ✅ New Policy Map (V4) Live: Published and accessible on the SayPro website.
• 📂 Previous Policy Map Archived: Archived with clear naming conventions for reference.
• 📩 Internal Announcement Completed: All departments informed.
• 🗂️ Audit Trail and Compliance: Documented in SharePoint and Governance logs.