Version: 1.0
Effective Date: January 1, 2025
Approved by: SayPro Policy Office
Department: SayPro Operations Royalty

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1. Purpose

The purpose of this policy is to ensure that the dissemination of policy updates is thoroughly tracked and documented. This includes confirming that all stakeholders have received and acknowledged the updates and collecting feedback or questions from them. The policy also defines the process for generating a report summarizing the dissemination process and stakeholder responses, ensuring continuous improvement in policy communication.

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2. Scope

This policy applies to:

• SayPro Policy Office: Responsible for tracking and reporting on policy dissemination.
• Internal Stakeholders: Employees, department heads, leadership teams within SayPro.
• External Stakeholders: Partners, clients, regulatory bodies, and any other relevant external entities impacted by policy updates.
• HR and Communication Teams: Support the tracking and dissemination of policy updates and manage feedback collection.

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3. Policy Overview

SayPro’s Tracking and Reporting process ensures that every policy update is communicated to the relevant stakeholders, acknowledged by them, and followed up with feedback or questions. This process involves systematic tracking, generating a summary report, and analyzing the responses to assess the effectiveness of the communication.

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4. Key Objectives

• Ensure Acknowledgment: Confirm that all stakeholders have received and acknowledged the policy updates.
• Track Dissemination: Maintain a record of which stakeholders have received the updates, when, and through which channels.
• Collect Feedback: Gather feedback or questions from stakeholders to understand their concerns and measure the effectiveness of the updates.
• Generate Reports: Create a comprehensive report summarizing the dissemination activities and stakeholder responses for review and further action.

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5. Procedure for Tracking Dissemination

5.1 Tracking Receipt and Acknowledgment

• Email Confirmation: For internal stakeholders (employees, department heads, leadership), track the delivery of policy update emails. Use email tracking tools to ensure the email has been opened and read by recipients. In case of no acknowledgment:
  • Send follow-up emails or reminder messages.
  • For employees who require further clarification, direct them to the HR or Policy Office for assistance.
• Intranet and Website Tracking: For both internal and external stakeholders, track the views and downloads of policy updates and related documents on the SayPro intranet or website. The web analytics tools can track:
  • Page views on the Policy Updates section.
  • Document downloads (summary, policy documents, and FAQs).
• Manual Acknowledgment: In cases where automated tracking is not feasible (e.g., paper-based dissemination), require department heads or team leaders to manually track which team members have received and acknowledged the updates. These confirmations can be recorded using sign-off forms or acknowledgment sheets.

5.2 Collecting Feedback and Questions

• Survey/Feedback Forms: After dissemination, send out feedback surveys or questionnaires to both internal and external stakeholders. These should focus on:
  • Clarity of the policy updates.
  • Whether stakeholders have any questions or concerns.
  • The effectiveness of the dissemination process.
  • Suggestions for future improvements.
• Dedicated Feedback Channels: For more complex policies, establish a feedback channel (such as a dedicated email address or feedback form) for stakeholders to send their questions or concerns directly to the SayPro Policy Office or HR.
• Q&A Sessions: Organize Q&A sessions or webinars for employees or external stakeholders to ask questions regarding the policy updates. Track the number of participants and the types of questions raised.

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6. Reporting Process

6.1 Report Creation

A tracking report will be generated after the dissemination process for each policy update, summarizing:

• Overview of Updates: A brief description of the policy changes that were communicated.
• Distribution Channels: The methods through which updates were disseminated (e.g., email, intranet, website, meetings).
• Stakeholder Acknowledgment: Details on the percentage or number of stakeholders who acknowledged receiving the updates.
• Feedback and Questions: A summary of the feedback and questions received, categorized by department or stakeholder group (internal/external).
• Follow-up Actions: Any follow-up actions needed, such as additional training, clarifications, or meetings to address concerns.

The report will also include insights into:

• The effectiveness of the communication channels used.
• Suggestions for improving the dissemination process in the future.

6.2 Feedback Analysis

• Categorize Feedback: All feedback will be categorized into common themes such as:
  • Clarity of Information: Were the updates clear and easy to understand?
  • Implementation: Were stakeholders clear on how to implement the changes?
  • Suggestions for Improvement: Any ideas or concerns about future policy updates or communication methods.
• Address Common Questions: If a high volume of similar questions is received, the SayPro Policy Office should prepare clarifications or follow-up FAQs and disseminate them accordingly to all stakeholders.

6.3 Report Distribution

• Internal Reporting: The tracking report will be shared with department heads, senior management, and the HR team. It will include insights on how effectively the updates were communicated and any follow-up actions required.
• External Reporting: External stakeholders (e.g., clients, partners, vendors) may receive a summarized version of the report highlighting key outcomes, if necessary.

The report will also serve as a reference document for improving future communication efforts and addressing any identified challenges.

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7. Roles and Responsibilities

7.1 SayPro Policy Office

• Track Policy Update Dissemination: Responsible for tracking the distribution of policy updates and ensuring acknowledgment from all relevant stakeholders.
• Collect Feedback: Collect and analyze feedback from stakeholders.
• Generate Reports: Prepare the tracking and feedback report summarizing the dissemination process, feedback, and follow-up actions.

7.2 HR and Communications Teams

• Assist with Feedback Collection: Support the collection of feedback through surveys, Q&A sessions, and direct communication with employees.
• Manage Acknowledgment: Ensure that employees confirm receipt and understanding of the policy updates.

7.3 Department Heads and Team Leaders

• Monitor Acknowledgment: Ensure that team members confirm receipt of policy updates.
• Facilitate Feedback: Encourage team members to provide feedback and raise questions.

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8. Timing and Frequency

• Immediate Tracking: Tracking of policy dissemination and acknowledgment should occur immediately after the policy updates are distributed.
• Follow-Up Surveys: Surveys and feedback forms will be distributed within one week after the policy updates are sent out to gather initial feedback.
• Quarterly Review: A quarterly review of the feedback reports will be conducted to assess the overall effectiveness of the communication strategy and adjust as necessary.

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9. Monitoring and Evaluation

9.1 Effectiveness Evaluation

• Regularly assess the effectiveness of the dissemination process using data from email open rates, website analytics, feedback surveys, and stakeholder engagement levels.

9.2 Continuous Improvement

• Use insights from the tracking and feedback reports to continuously improve the policy dissemination process, enhance communication methods, and address any issues raised by stakeholders.

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10. Conclusion

The SayPro Tracking and Reporting policy ensures that policy updates are communicated effectively, acknowledged by all relevant stakeholders, and followed up with feedback. By tracking the dissemination process, analyzing stakeholder responses, and creating comprehensive reports, SayPro can enhance the clarity, effectiveness, and impact of its policy communication efforts.

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Approved by:
SayPro Policy Office
SayPro Operations Royalty