Tag: Escalation

SayPro Risk Register and Escalation Form

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1. Risk Register

Risk ID	Risk Description	Category	Likelihood	Impact	Risk Rating (Likelihood x Impact)	Mitigation Strategy	Responsible Party	Status	Next Steps
R001	Delay in youth program enrollment due to staffing shortage	Operational	High	High	16	Hire additional temporary staff, extend recruitment timeline	HR/Program Management	Active	Immediate recruitment needed, review current applications
R002	Insufficient funding for health outreach program	Financial	Medium	High	12	Seek additional funding, prioritize essential activities	Finance/Health Team	Monitoring	Explore alternative donors or partnerships
R003	Data collection errors due to lack of trained personnel	Operational	High	Medium	12	Provide additional training for field staff	MEL Team/Training Team	Active	Schedule a training session by end of the week
R004	Health program not reaching target demographic	Programmatic	Medium	High	12	Revise outreach strategies, adjust messaging	Outreach Team/Health Team	Pending	Develop new marketing materials, engage local partners
R005	Community pushback on program objectives	Political	Low	High	6	Engage with community leaders, hold public meetings	Community Relations Team	Monitoring	Continue community engagement efforts

Legend for Categories and Rating:

• Categories: Operational, Financial, Programmatic, Political, Technical, Legal, Environmental
• Likelihood: Low, Medium, High
• Impact: Low, Medium, High
• Risk Rating: Multiply Likelihood x Impact (e.g., Low = 1, Medium = 2, High = 3)

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2. Risk Escalation Process

Escalation Criteria:

• Critical Risks: Risks with a high impact (rating of 9 or more) that are unresolved or need immediate action.
• Medium Risks: Risks that are medium in both likelihood and impact (rating of 6–8) that are being monitored and can be managed through routine actions.
• Low Risks: Risks with low likelihood and low impact (rating below 6), that are generally acceptable but monitored periodically.

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Escalation Levels:

Risk Level	Description	Escalation Pathway	Escalation Action
Critical Risk	Risk with high likelihood and high impact (rating ≥ 9). Immediate threat to project or organizational objectives.	Escalate to Program Manager/Executive Team/Steering Committee.	Immediate action; prioritization of resources for resolution.
Medium Risk	Risk with medium likelihood and medium/high impact (rating 6–8). Could affect key outcomes but manageable.	Escalate to Department Head/Project Manager for increased oversight.	Monitor closely and implement mitigation plans.
Low Risk	Risk with low likelihood and low impact (rating < 6). Manageable, but should be monitored.	Monitor at the team level, inform Department Head if escalated.	Monitor, record, and adjust mitigation as necessary.

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3. Escalation Form Section

Risk ID	Escalation Date	Escalated By	Escalation Level	Escalation Recipient	Escalation Action Required	Deadline for Action	Status Update	Comments
R001	[Date]	[Name]	Critical	[Program Manager]	Immediate recruitment of additional staff	[Date]	[Status]	[Comments]
R002	[Date]	[Name]	Medium	[Finance Team Lead]	Explore additional funding sources	[Date]	[Status]	[Comments]
R003	[Date]	[Name]	Medium	[MEL Team Lead]	Schedule a training session for data collection	[Date]	[Status]	[Comments]

Escalation Steps:

1. Identify Critical or Unresolved Risks: If a risk reaches a high rating or is unresolved for more than a week, it must be escalated to the appropriate manager or team.
2. Complete the Escalation Form: Document all details on the escalation form, including actions, recipients, and deadlines.
3. Immediate Action: The escalation recipient takes responsibility and ensures immediate action is taken to resolve the issue.
4. Follow-up: The original risk owner should follow up regularly and ensure that progress is made to address the risk.

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4. Risk Closure

Once a risk has been mitigated or resolved, it is marked as “Closed” in the risk register. Ensure all relevant stakeholders are informed, and a Post-Escalation Review (if applicable) is conducted to assess the handling and resolution of the risk.

Risk ID	Closure Date	Resolution/Outcome	Responsible Party	Status
R001	[Date]	New staff recruited successfully	HR/Program Management	Closed
R002	[Date]	Additional funding sourced from new donor	Finance Team	Closed
R003	[Date]	Staff trained, data collection process improved	MEL Team/Training Team	Closed

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5. Key Takeaways

The SayPro Risk Register and Escalation Form provides a clear, systematic way to track risks, evaluate their severity, and escalate them if necessary. This ensures that risks are mitigated promptly and with the necessary level of attention, minimizing potential project disruptions.

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How to Use This Form:

1. Regularly Update the Risk Register: Risk management is an ongoing process. Ensure that all identified risks are documented, categorized, and assigned to the correct team.
2. Follow the Escalation Process: When a risk becomes critical or requires immediate action, escalate it promptly using the provided escalation form.
3. Ensure Follow-Up: After escalation, ensure follow-up to ensure that the actions taken are appropriate, and the risk is resolved.