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Tag: SayPro
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 Verified Q2 organogram with all names and role codes
SayPro Q2 Organogram Template (with Role Codes)
Below is a text-based structure you can use to map out roles and names with role codes, which can later be translated into a graphical organogram using tools like Microsoft Visio, Lucidchart, or even Google Slides.
1. Executive Leadership Team
- CEO (CEO001): Jane Doe
- COO (COO001): John Smith
- CFO (CFO001): Sarah Lee
- CTO (CTO001): Peter Jones
2. Operations Department
- Operations Manager (OPM001): Alan Cooper
- Project Manager (PM001): Emily Davis
- Operations Coordinator (OPC001): Jack Brown
- Logistics Assistant (LA001): Monica Greene
3. Human Resources Department
- HR Director (HRD001): Laura White
- HR Manager (HRM001): Chris Taylor
- Recruitment Specialist (RS001): Olivia Clark
- HR Assistant (HA001): Daniel Green
4. Marketing Department
- Marketing Manager (MM001): Rachel Adams
- Content Specialist (CS001): Jessica Thompson
- Social Media Coordinator (SMC001): Mark Evans
- SEO Specialist (SEOS001): Tim White
5. IT Department
- IT Manager (ITM001): Michael Black
- Systems Administrator (SA001): Laura Hernandez
- IT Support Specialist (ITSS001): James Lee
6. Finance Department
- Finance Manager (FM001): Sophie Hall
- Accountant (A001): Brian Hall
- Financial Analyst (FA001): Rachel Moore
🧩 Key to Role Codes:
- CEO001: Chief Executive Officer
- COO001: Chief Operating Officer
- CFO001: Chief Financial Officer
- CTO001: Chief Technology Officer
- OPM001: Operations Manager
- PM001: Project Manager
- HRD001: HR Director
- HRM001: HR Manager
- RS001: Recruitment Specialist
- MM001: Marketing Manager
- ITM001: IT Manager
- FM001: Finance Manager
- A001: Accountant
🖼️ Creating a Visual Organogram:
- Using Tools: You can upload this structure into Lucidchart, Visio, or use Google Slides to create a diagram where each role is linked hierarchically.
- Hierarchy: Start with the CEO at the top, branch down to department heads (COO, CFO, etc.), and then list their respective teams under them.
- Add Role Codes: Place the role codes next to each person’s name for clarity.
📁 Format Options:
- I can assist with creating this in Google Sheets or Excel for easier tracking of roles and names, or if you prefer, I can help generate a PDF/Word document with this structure.
- If you want, I can also create a mock-up image using DALL·E to visually represent an organogram.
- CEO (CEO001): Jane Doe
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SayPro Workforce Capacity Summary Template
SayPro Workforce Capacity Summary Template
Department Total Approved Positions Filled Positions Vacant Positions Vacancy Rate (%) Workload Status Key Gaps/Risks Recommended Action Example: Operations 15 12 3 20% High workload pressure Shortage of project staff Urgently recruit 2 new coordinators Finance 10 9 1 10% Manageable Backup lacking for analyst role Cross-train existing staff HR 6 6 0 0% Balanced None Maintain current levels IT 8 6 2 25% Overstretched Response time delays Consider temporary contracts
🔍 Field Definitions
- Department: Name of the team/unit being assessed.
- Total Approved Positions: Budgeted or formally approved roles.
- Filled Positions: Number of roles currently occupied.
- Vacant Positions: Unfilled roles (Total Approved – Filled).
- Vacancy Rate (%): (Vacant ÷ Approved) × 100.
- Workload Status: Current workload assessment (Low, Balanced, High).
- Key Gaps/Risks: Operational or performance challenges from current capacity.
- Recommended Action: HR or managerial steps to address gaps (e.g., hiring, upskilling, temp staff).
📁 Format Options
Would you like this template in:
- Excel (for tracking and auto-calculations)?
- Google Sheets (for team collaboration)?
- Word or PDF (for reporting)?
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SayPro Role-to-Output Linkage Table
SayPro Role-to-Output Linkage Table Template
Role/Position Department Key Responsibilities Expected Outputs/Deliverables KPIs/Success Metrics Frequency Responsible Person Training Facilitator Learning & Development Deliver training sessions Training sessions delivered, Feedback forms collected 90%+ satisfaction score, 100% attendance Weekly/Monthly Jane Doe HR Officer Human Resources Recruitment & onboarding New hires onboarded, Contracts issued Time-to-hire < 14 days, Onboarding completion rate Monthly Peter Jones Finance Analyst Finance Budget tracking, Reporting Monthly budget report, variance analysis Reports on time, <5% budget variance Monthly Alan Cooper Programme Coordinator Operations Coordinate SayPro initiatives Project plans, implementation reports Timely delivery of milestones Quarterly Sarah Lee IT Support Specialist IT Maintain system uptime System logs, Support tickets resolved 99.9% uptime, <2hr response time Daily/Weekly Mary Nkosi
🔍 How to Use This Table
- Role/Position: Title of the job or position.
- Department: Which department the role belongs to.
- Key Responsibilities: Summary of main duties.
- Expected Outputs/Deliverables: Tangible outcomes or documents the role is expected to produce.
- KPIs/Success Metrics: Quantifiable measurements that define success.
- Frequency: How often outputs are expected (e.g., daily, weekly, monthly).
- Responsible Person: The current person accountable for these outputs.
📁 Format Options
Would you like this in:
- Excel
- Google Sheets
- Word
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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 Departmental HR Profile Sheet
SayPro Departmental HR Profile Sheet Template
Department Name Department Head Total Staff Job Titles Key Responsibilities Skills Required Training Needs Succession Plan HR Comments Example: Training & Development Jane Doe 8 Trainers, Facilitators, Admin Assistants Conducting training, creating content, coordinating sessions Facilitation, Instructional Design, Communication Advanced facilitation, LMS usage John Smith as next lead trainer Solid team; 1 vacancy to fill
🔍 Key Components Explained
- Department Name: Name of the department (e.g., HR, Finance, Marketing).
- Department Head: Name of the current leader or manager.
- Total Staff: Total number of full-time, part-time, or contract employees.
- Job Titles: Titles of positions within the department.
- Key Responsibilities: Main functions or deliverables expected.
- Skills Required: Core competencies for the department’s work.
- Training Needs: Identified areas where staff need upskilling or certification.
- Succession Plan: Potential successors or development plans for key roles.
- HR Comments: Notes on performance, turnover risk, staffing gaps, etc.
📁 Format Options
Would you like this template in:
- Excel (for tracking and updating)?
- Google Sheets (for collaboration)?
- Word or PDF (for reports and presentations)?
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SayPro Staff Capability Matrix Template
SayPro Staff Capability Matrix Template
Employee Name Role Skill/Competency Beginner (1) Intermediate (2) Advanced (3) Expert (4) Comments/Notes John Doe Trainer Facilitation ✔️ Needs more real-world practice Jane Smith Analyst Data Analysis ✔️ Strong Excel skills Alan Cooper Manager Leadership ✔️ Excellent mentor Sarah Lee Admin Communication ✔️ Improve email etiquette Peter Norman Developer Software Development ✔️ Learning new frameworks
🧩 How to Use the Template
- Employee Name: List each staff member.
- Role: Their current job role.
- Skill/Competency: Identify the key skills relevant to the role or project.
- Proficiency Levels:
- Beginner (1)
- Intermediate (2)
- Advanced (3)
- Expert (4)
- Mark the relevant level with a checkmark (✔️) or color-code it.
- Comments/Notes: Add relevant feedback, development plans, or achievements.
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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 Organogram Builder Template
SayPro Organogram Builder Template
Use this template to build, update, and validate department-level and enterprise-wide organograms. Supports quarterly reporting and organizational alignment.
🧩 Template Format Options:
You can use this template in:
- ✅ Microsoft PowerPoint (for visual editing)
- ✅ Google Slides (cloud-based collaborative version)
- ✅ Microsoft Excel / Google Sheets (for data entry version)
- ✅ Visio / Lucidchart (for advanced visualization)
- ✅ PDF export for submission and sharing
🛠️ PART 1: STAFF STRUCTURE DATA INPUT (Excel or Sheet-Based)
Staff ID Full Name Job Title Reports To (Staff ID) Department Level Location Employment Type Status SAY-001 Naledi Khoza Head of Training CEO Capacity Building Management Pretoria HQ Full-time Active SAY-002 Thabo Maseko Senior Training Facilitator SAY-001 Capacity Building Senior Staff Pretoria HQ Full-time Active SAY-003 Lesedi Ndlovu Admin Support Officer SAY-001 Capacity Building Support Staff Pretoria HQ Full-time Vacant SAY-004 Bongiwe Dube Monitoring & Eval. Officer SAY-002 Capacity Building Technical Durban Field Office Contract Active Note: Use consistent formatting for staff ID and “Reports To” fields to generate automatic tree structures.
🖼️ PART 2: VISUAL ORGANOGRAM LAYOUT (Slide or Diagram Format)
Use SmartArt in PowerPoint or diagramming tools like Lucidchart or Google Drawings to visualize the hierarchy based on the input above.
Example Layout (Top-down Tree View):
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CEO └── Head of Training (Naledi Khoza) ├── Senior Training Facilitator (Thabo Maseko) │ └── Monitoring & Evaluation Officer (Bongiwe Dube) └── Admin Support Officer (VACANT)- Color code boxes:
- 🟩 Active roles
- 🟥 Vacant roles
- 🟦 Contract/Consultant
- 🟧 Under Review / Acting
📌 PART 3: TAGGING & STRATEGIC ALIGNMENT
In Excel/Sheets, include an additional column to tag roles based on SayPro’s strategic pillars and Q2 outputs:
Role Title Strategic Pillar Q2 Output Tag Head of Training Pillar 1: Skills Development “Q2-TRAIN-DELIVERY” Monitoring & Eval. Officer Pillar 2: Impact & Data “Q2-M&E-REGIONAL-REPORTING” Admin Support Officer Operations & Systems “Q2-ADMIN-LOGISTICS”
✅ PART 4: VALIDATION & SUBMISSION
Checklist Item Complete (✓) All roles listed (filled and vacant) Reporting lines updated Strategic tags applied (Pillar & Output) Visual diagram matches data input Signed off by Department Head Submitted to HR and Strategic Planning
📤 Submission Instructions
- Upload final version to:
🔗 SayPro HR Shared Drive > Organograms > Q2_2025
OR
📧 Email to: organogram@saypro.org.za - Deadline: [Insert your internal deadline]
🔧 Want Automation?
I can help generate:
- A dynamic Excel tool that builds organograms using formulas
- An automated Google Sheets + Google Drawings setup
- A Lucidchart or Microsoft Visio template you can reuse quarterly
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SayPro Upload role descriptions linked to Q2 deliverables
SayPro Role Description Upload Template – Q2 Deliverables Linked
To be completed by each department and uploaded via the SayPro HR Portal or shared drive.
🔍 Purpose:
- Align individual roles with Q2 strategic focus areas and outputs
- Clarify responsibilities, expectations, and performance indicators
- Enable leadership and HR to track contribution to quarterly KPIs
📁 FILE NAMING FORMAT (For Upload):
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[Department]_[RoleTitle]_Q2RoleDescription_[YYYYMMDD].docx/pdfExample:
Training_SeniorFacilitator_Q2RoleDescription_20250521.docx
📑 TEMPLATE: Role Description Format
Section Details to Fill Department [e.g., Capacity Building & Training] Role Title [e.g., Senior Training Facilitator] Employee Name (if assigned) [e.g., Naledi Khoza] Reporting Line [e.g., Reports to Head of Training and Development] Contract Type [e.g., Full-time / Fixed-Term / Consultant] Location [e.g., Pretoria Regional Office]
📌 SECTION A: Core Role Responsibilities
Summarize the core functions and responsibilities aligned with Q2 outputs.
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- Facilitate 10 youth training workshops across 3 provinces by end of Q2. - Ensure training materials are adapted for rural deployment. - Coordinate post-training feedback reports within 5 working days. - Contribute to Q2 M&E report with qualitative training outcomes.
📌 SECTION B: Q2 Deliverables & KPIs
Q2 Deliverable How Role Contributes KPIs / Metrics Scale up youth skills programs in rural areas Delivers workshops and tracks reach 500 youth trained; 90% satisfaction rate Improve training impact reporting Submits quality feedback reports on time 95% report accuracy; all submitted before due Align training with national employability standards Incorporates national skills framework 100% material aligned with NSDS Support digital documentation for donor reporting Uploads session reports & images to CRM system All training events captured in SayPro’s CRM
📌 SECTION C: Required Skills & Competencies
Skill/Competency Level Required Priority Public Facilitation Advanced High Report Writing Intermediate Medium Stakeholder Engagement Advanced High Monitoring & Evaluation Basics Basic Medium Digital Literacy (MS Office, CRM) Intermediate High
📌 SECTION D: Supervision & Reporting Frequency
Supervisor Name [e.g., Thabo Maseko] Reporting Frequency Weekly activity logs; Monthly summary reports Performance Appraisal Linked to delivery of Q2 outputs
✅ Submission Checklist
Task Tick (✓) Role description completed Q2 deliverables and KPIs mapped Submitted to supervisor for validation Uploaded to SayPro HR Portal HR & Strategic Planning CC’d
📤 Upload Instructions
- Save your role description using the file naming format.
- Upload it to:
- 🔗 SayPro HR Portal →
Departmental Roles > Q2_2025_RoleDescriptions - OR email to: hr@saypro.org.za and planning@saypro.org.za
- 🔗 SayPro HR Portal →
- Confirm submission by deadline: [Insert Date]
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SayPro Review organograms for alignment with SayPro’s values and diversity objectives
SayPro Organogram Review: Alignment with Values & Diversity Objectives
Conducted quarterly by the Strategic Planning Office in collaboration with HR and Department Heads.
🔍 SECTION A: Review Objectives
- Assess representation of gender, age, ethnicity, and disability across all organizational levels.
- Ensure inclusive leadership in departmental and regional structures.
- Check for equity in promotional pathways and access to leadership roles.
- Identify potential bias in role distribution and clustering.
📊 SECTION B: Diversity Composition Analysis (Departmental Snapshot)
Department / Unit Name [e.g., Communications] Total Staff [e.g., 15] Women in Leadership (%) [e.g., 2 of 5 = 40%] Youth Representation (<35) (%) [e.g., 60%] Disability Inclusion (%) [e.g., 0%] Cultural / Ethnic Representation [e.g., 3 identified languages represented] Gender Distribution [e.g., 9 Female, 6 Male]
✅ SECTION C: Values-Based Structure Check
Does the organogram reflect SayPro’s values of transparency, collaboration, inclusivity, accountability, and innovation?
Value Reflected in Structure? Example / Comment Transparency ☐ Yes ☐ No [e.g., Clear reporting lines and decision-making hierarchy] Inclusivity ☐ Yes ☐ No [e.g., Representation of women, youth, disabled staff in all tiers] Collaboration ☐ Yes ☐ No [e.g., Matrixed roles across departments for shared projects] Accountability ☐ Yes ☐ No [e.g., Defined roles and deliverables for each position] Innovation ☐ Yes ☐ No [e.g., New units formed for digital growth and creative programming]
🔄 SECTION D: Structural Review – Equity & Fairness Indicators
Indicator Current Status Comments / Actions Required Leadership reflects gender balance ☐ Yes ☐ No ☐ Partial [If “No”, recommend succession or mentorship programs] Young professionals in decision-making roles ☐ Yes ☐ No ☐ Partial [Are junior staff provided upward mobility opportunities?] Equitable pay-grade distribution ☐ Yes ☐ No ☐ Review Pending [Check HRIS salary bands by gender/region] Representation in regional branches ☐ Balanced ☐ Unbalanced ☐ Centralized [Are staff concentrated in urban HQs or distributed fairly?] HR policies reflect inclusive hiring ☐ Yes ☐ No ☐ Needs Update [Are diverse candidates considered for all levels?]
🔧 SECTION E: Recommendations for Organogram Adjustment
Department / Region Issue Identified Recommended Action Timeline Training & Development No persons with disability in leadership Identify talent pipeline and mentorship opportunity Q3 2025 Eastern Cape Field Office Youth underrepresented in senior positions Promote internal youth to management track End Q2 2025 HR Department 70% women in all roles, limited male intake Diversify outreach to male graduates Ongoing Finance Unit Flat structure lacks innovation lead Add digital finance innovation officer Q3 2025
✍️ SECTION F: Sign-Off & Action Plan Integration
Reviewed By Position Signature Date [Department Head] [Strategic Planning Officer] [HR Representative]
📎 Attachments Required:
- Current departmental organogram (annotated if possible)
- Updated staff distribution table (with demographics)
- HR diversity report (last quarter)
- Any open recruitment/promotion plans
🕐 Submission Timeline:
- Due within Week 3 of each quarter
- Email to: diversity.review@saypro.org.za and CC: hr@saypro.org.za