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SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.
Email: info@saypro.online Call/WhatsApp: Use Chat Button 👇
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SayPro Vacancy Justification Form
SayPro Vacancy Justification Form
🧾 Section A: Position Details
Field Information Position Title Department Reporting To Employment Type ☐ Full-Time ☐ Part-Time ☐ Contract ☐ Temporary Replacement or New Role ☐ Replacement ☐ New Position Proposed Start Date
📋 Section B: Justification for Vacancy
- Reason for Vacancy (tick one or more):
- ☐ Resignation
- ☐ Promotion/Transfer
- ☐ New Role Created
- ☐ Workload Increase
- ☐ Project Requirement
- ☐ Other (please specify): ____________
- Explain the need for this role and its impact on department performance: [Write here]
- Consequences of not filling this position: [Write here]
📊 Section C: Budget & Resources
Is this position budgeted for? ☐ Yes ☐ No Salary Band/Range Cost Center/Project Code Funding Source ☐ Internal Budget ☐ Donor-Funded ☐ Other: ___________
✅ Section D: Approval Workflow
Name Designation Signature Date Requesting Manager Department Head HR Manager Finance Approval CEO/Executive Director
📎 Attachments (Optional)
- ☐ Updated Job Description
- ☐ Organizational Chart
- ☐ Budget Approval Document
- ☐ Exit Interview (if replacement)
📁 Format Options
Would you like this form:
- As a fillable Word document?
- As an Excel form?
- As a PDF form?
- Or in Google Forms format for digital submission?
- Reason for Vacancy (tick one or more):
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SayPro Human Capital Mapping Submission Form
SayPro Human Capital Mapping Submission Form
Quarterly Workforce Submission | Strategic Planning & HR Coordination
🗂️ SECTION A: Department Information
Field Response Department / Unit Name [e.g., Community Development] Region / Office Location [e.g., Western Cape – Cape Town Office] Department Head Name [Full Name] Submission Date [DD/MM/YYYY] Quarter Covered [e.g., Q2 2025]
👥 SECTION B: Staff Inventory Table
Provide a full list of all current staff, roles, reporting lines, and statuses.
Staff ID Full Name Job Title Reports To Employment Type Status Start Date End Date (if contract) SAY-001 Naledi Khoza Head of Programs COO Full-Time Active 01/02/2021 SAY-002 Lerato Dlamini Program Officer Head of Programs Full-Time On Leave 15/06/2022 SAY-003 Vacant Community Liaison Officer Program Officer Full-Time Vacant SAY-004 John Mokoena Admin Assistant Operations Manager Intern Active 10/03/2025 10/09/2025
⚠️ SECTION C: Vacancies and Overlaps
Identify any unfilled, redundant, or overlapping roles in your department.
Role Title Vacant / Overlap Notes Action Plan Community Liaison Officer Vacant Key role for outreach not yet filled Urgent recruitment Field Support Coordinator Overlapping Similar duties to Community Facilitator Role consolidation under review
🎯 SECTION D: Q2 Strategic Output Linkages
Map current staff roles to SayPro’s Q2 deliverables and strategic pillars.
Job Title Linked Output Code Strategic Pillar Head of Programs Q2-PROG-DELIVERY Pillar 1: Program Scale-Up Program Officer Q2-ENGAGE-COMMUNITY Pillar 4: Stakeholder Engagement Admin Assistant (Intern) Q2-ADMIN-SUPPORT Pillar 5: Operational Excellence
📊 SECTION E: Skills Inventory & Gaps
Skill Area Coverage (✓/✗) Gap Identified Plan to Address Monitoring & Evaluation ✓ No Digital Literacy ✗ Yes Recommend internal upskilling Field Data Collection ✓ No Budget Management ✗ Yes Consider short-course training
📈 SECTION F: Training & Internal Mobility Opportunities
List staff eligible for promotion or cross-department mobility.
Name Current Role Recommended Move / Training Timeline Lerato Dlamini Program Officer Consider for Regional Program Manager Q3 2025 John Mokoena Admin Assistant (Intern) Short course in Program Administration Immediately
✅ SECTION G: Departmental Sign-Off
Department Head Name Signature Date
📤 Submission Instructions
- Submit completed form via:
🔗 SayPro HR Portal → “Quarterly Human Capital Submission” Folder
or
📧 Email to: humancapital@saypro.org.za and CC: hr@saypro.org.za - Deadline: End of Week 2 of the quarter
📎 Attachments Required:
- Updated Departmental Organogram
- Updated Role Descriptions (linked to Q2 outputs)
- Vacancy Justification Forms (if applicable)
- Skills Audit Report (optional, if completed this quarter)
Would you like this form delivered as:
- ✅ Google Form (for centralized online submission),
- ✅ Excel Template (for department-level data tracking),
- ✅ PDF Fillable Form (for formal HR submission)?
- Submit completed form via:
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SayPro Vacant and Overlapping Positions Identification Form
To be completed by department heads and HR for identifying vacant and overlapping positions within SayPro.
SECTION A: Department and Position Overview
Field Details Department / Unit Name [e.g., Program Management] Department Head Full Name [e.g., Michael Thabo] Position Title [e.g., Program Coordinator] Reporting Date [DD/MM/YYYY] Submission Date [DD/MM/YYYY]
SECTION B: Vacant Position Identification
Please list all positions that are currently vacant within your department and provide details.
Position Title Reason for Vacancy Date of Vacancy Expected Fill Date Tag Status Monitoring & Evaluation Officer Resigned [DD/MM/YYYY] [DD/MM/YYYY] ☐ Vacant Data Analyst Internal promotion [DD/MM/YYYY] [DD/MM/YYYY] ☐ Vacant Outreach Coordinator Position on hold due to strategic review [DD/MM/YYYY] [DD/MM/YYYY] ☐ Vacant
SECTION C: Overlapping/Redundant Positions
Identify any overlapping or redundant positions where responsibilities may be duplicated within the department or organization. Please clarify if roles are under review for consolidation.
Position Title Position Title(s) Overlapping Reason for Redundancy Date Identified Action Plan Tag Status Communications Officer Public Relations Officer Both responsible for media relations and outreach [DD/MM/YYYY] Consolidate under one role ☐ Redundant Program Assistant Administrative Assistant Overlapping duties in scheduling, reporting, and data management [DD/MM/YYYY] Role review for potential consolidation ☐ Overlapping Senior Project Manager Project Director Both overseeing large-scale project management [DD/MM/YYYY] Review job descriptions for overlap ☐ Overlapping
SECTION D: Vacancy and Redundancy Tagging Summary
Tag Type Total Count Vacant Positions [e.g., 3] Redundant Positions [e.g., 1] Overlapping Roles [e.g., 2] Positions Under Review [e.g., 2]
SECTION E: Action Plan for Addressing Vacancies and Overlaps
Please describe the steps and timelines for addressing the identified vacant, redundant, or overlapping positions. This may include recruitment plans, restructuring actions, or role redefinitions.
Position Title Action Plan Responsible Party Deadline Monitoring & Evaluation Officer Open recruitment process for replacement HR Department [DD/MM/YYYY] Data Analyst Internal candidate selection and promotion HR and Department Head [DD/MM/YYYY] Communications Officer Consolidate roles and align responsibilities HR and Department Head [DD/MM/YYYY] Senior Project Manager Role review and consolidation of duties HR and Program Head [DD/MM/YYYY]
SECTION F: Department Head Validation
I confirm that the above-listed vacancies, overlapping, and redundant positions have been accurately identified and that the proposed actions are in line with SayPro’s operational needs.
Department Head Name Signature Date [Full Name] [DD/MM/YYYY]
SECTION G: HR Department Review (Internal Use Only)
HR Review Status Notes Next Steps Date of HR Review ☐ Approved [e.g., Confirmed vacancies aligned with budget] Proceed with recruitment process for vacant roles [DD/MM/YYYY] ☐ Additional Information Needed [e.g., Need clarification on overlap actions] Follow up with department head for clarity [DD/MM/YYYY] ☐ Pending Restructure [e.g., Structural review required for redundancy] Plan restructure and reskill impacted employees [DD/MM/YYYY]
📎 Submission Instructions:
- Submit the completed form to HR and Strategic Planning Office.
- Due: Within the first 10 working days of each quarter for updates and quarterly review.
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SayPro Campaign Optimization Feedback Form
SayPro Campaign Optimization Feedback Form
Purpose: To gather feedback on marketing campaign effectiveness and collect actionable insights for improvement.
🧾 Section 1: Campaign Details
Field Input Campaign Name ____________________________________________ Campaign Duration ____________________________________________ Team/Department ____________________________________________ Person Providing Feedback ____________________________________________ Role/Position ____________________________________________ Date of Submission ____________________________________________
📊 Section 2: Campaign Performance Perception
2.1 How would you rate the overall success of the campaign?
- ☐ Excellent
- ☐ Good
- ☐ Average
- ☐ Below Average
- ☐ Poor
2.2 Did the campaign meet its primary objectives?
- ☐ Yes
- ☐ Partially
- ☐ No
- Please explain:
🎯 Section 3: Audience Engagement & Reach
3.1 How well did the campaign reach the intended target audience?
- ☐ Very Well
- ☐ Adequately
- ☐ Poorly
- Notes or observations:
3.2 Were engagement levels (clicks, shares, sign-ups, etc.) in line with expectations?
- ☐ Yes
- ☐ Somewhat
- ☐ No
- Comments:
🎨 Section 4: Creative & Messaging Evaluation
4.1 How effective were the campaign visuals and content?
Criteria Excellent Good Fair Poor Comments Visual appeal ☐ ☐ ☐ ☐ _____________________________ Messaging clarity ☐ ☐ ☐ ☐ _____________________________ Relevance to audience ☐ ☐ ☐ ☐ _____________________________ Call to action (CTA) ☐ ☐ ☐ ☐ _____________________________
📈 Section 5: Performance & ROI
5.1 What performance data stood out positively?
Examples: High CTR, strong conversion rate, great feedback on visuals
5.2 What underperformed or did not meet expectations?
Examples: Low engagement, cost per lead too high, weak CTA response
🔁 Section 6: Optimization Suggestions
6.1 What changes would you recommend for future campaigns?
☐ Improve audience targeting
☐ Refine messaging/CTA
☐ Better channel selection
☐ Optimize content formats
☐ More A/B testing
☐ Shorter/longer campaign duration
☐ Increase/decrease ad spend
☐ Other: _______________________________________Explain your recommendation(s):
📌 Section 7: Additional Comments or Insights
Use this space for any other feedback, suggestions, or notes not covered above.
✅ Submission
- Please return this form to: [insert team lead/email]
- Feedback will be reviewed in SayPro’s Marketing Review & Learning Sessions
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SayPro Risk Register and Escalation Form
SayPro Risk Register and Escalation Form
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)
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.
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.
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:
- 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.
- Complete the Escalation Form: Document all details on the escalation form, including actions, recipients, and deadlines.
- Immediate Action: The escalation recipient takes responsibility and ensures immediate action is taken to resolve the issue.
- Follow-up: The original risk owner should follow up regularly and ensure that progress is made to address the risk.
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
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.
How to Use This Form:
- 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.
- Follow the Escalation Process: When a risk becomes critical or requires immediate action, escalate it promptly using the provided escalation form.
- Ensure Follow-Up: After escalation, ensure follow-up to ensure that the actions taken are appropriate, and the risk is resolved.