Your cart is currently empty!
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 👇
-
SayPro Highlight critical shortages and future staffing needs
SayPro Critical Shortages & Future Staffing Needs Report
Prepared quarterly by department heads in coordination with HR and Strategic Planning.
SECTION A: Department Overview
Field Details Department / Unit Name [e.g., Youth Development Programs] Submitted By [Full Name – e.g., Ayanda Mthembu] Title / Position [e.g., Program Manager] Reporting Quarter [e.g., Q2 2025] Date of Submission [DD/MM/YYYY]
SECTION B: Identification of Critical Staffing Shortages
List all key roles currently unfilled or under-resourced, and explain their impact on organizational outputs.
Critical Role Status Impact of Shortage Mitigation Plan M&E Officer (Gauteng Region) Vacant (4 months) Delays in donor reporting, poor data accuracy Recruit urgently; assign temp analyst Senior Training Facilitator Only 1 of 3 filled Limits SayPro’s Q2 training capacity in rural areas Fast-track hiring; consider contract trainers IT Systems Support Officer Vacant System errors unresolved; affecting remote work & comms Outsource short-term; recruit in Q3 Regional Program Lead (EC) Acting role Strategic program execution slowing in Eastern Cape Confirm acting or begin search for replacement
SECTION C: Anticipated Staffing Needs (Next 2 Quarters)
Forecast new or expanded roles needed to meet SayPro’s strategic objectives in the next 6 months.
Proposed Role Justification Strategic Link Proposed Hiring Quarter Digital Learning Specialist Required to digitize training content for broader reach Q2 Pillar 1: Training Scale-up Q3 2025 Finance Officer (Projects) Increased donor funding requires more financial oversight Q2 Pillar 3: Financial Accountability Q3 2025 Data Quality Coordinator Ensure consistency in M&E data across provinces Q2 Pillar 2: Data & Impact Q4 2025 Inclusion & Diversity Officer Needed to align programming with community equity standards Q2 Pillar 4: Community Engagement Q3 2025
SECTION D: Risk Assessment Due to Staff Gaps
Area Affected Associated Risk Current Mitigation Strategy Program Delivery (Limpopo) Delayed training rollouts Shift temporary resources from nearby region Donor Reporting & Compliance Missed deadlines, reduced credibility Manual report assembly; under high stress Staff Burnout (Training Unit) Overextended personnel due to unfilled vacancies Scheduled leave rotations; short-term relief
SECTION E: Recommendations
List key strategic recommendations to address staffing needs.
- Approve fast-track recruitment for roles tagged as critical.
- Prioritize budget for contract-based hires in under-resourced functions.
- Establish a talent pipeline for regional leadership roles.
- Incorporate skills gap data from internal assessments to plan training and promotions.
- Request Strategic Planning to review role duplication and opportunities for upskilling.
SECTION F: Department Head Sign-Off
Name Signature Date [Full Name] [DD/MM/YYYY]
SECTION G: HR & Strategic Planning Review (Internal Use)
Reviewed By Title Comments / Actions Date [e.g., HR Manager] [e.g., Strategic Planner]
📎 Submission Instructions:
- Submit to hr@saypro.org.za and planning@saypro.org.za
- Attach relevant staffing analysis, vacancy forms, and department organogram
- Submit by Week 2 of each quarter
-
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.
-
SayPro conducts an internal skills assessment (per employee)
SayPro Internal Skills Assessment Form
To be completed by each employee and reviewed by their supervisor/manager.
SECTION A: Employee Information
Field Details Full Name [Employee Name] Employee ID [e.g., SAY-1024] Position Title [e.g., Senior Program Officer] Department / Unit [e.g., Capacity Building] Supervisor / Manager Name [Supervisor’s Full Name] Assessment Date [DD/MM/YYYY]
SECTION B: Core Skills Evaluation
Please rate your current skill level in the following areas on a scale of 1 to 5, where 1 = Novice and 5 = Expert.
Skill Area Self-Assessment Rating (1-5) Justification (Optional) Project Management [ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [e.g., Led 2 large projects in the past year] Communication Skills [ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [e.g., Regularly present at team meetings] Data Analysis and Reporting [ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [e.g., Familiar with data analysis software] Leadership and Team Management [ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [e.g., Managed 5-person project team for 6 months] Financial Management / Budgeting [ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [e.g., Assisted with department budget planning] Conflict Resolution [ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [e.g., Mediated 3 internal team conflicts last year] IT Skills (e.g., Microsoft Office, CRM) [ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [e.g., Proficient with Microsoft Office suite] Training and Facilitation Skills [ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [e.g., Facilitated 5 internal workshops last quarter] Strategic Planning [ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [e.g., Contributed to department’s annual planning] Innovation and Problem-Solving [ ] 1 [ ] 2 [ ] 3 [ ] 4 [ ] 5 [e.g., Developed a solution to a resource allocation issue]
SECTION C: Skill Gaps and Development Needs
Please identify any areas where you feel there are gaps in your current skills, or skills that you would like to improve. Be specific about areas of development.
Skill Area Gap Identified (Yes/No) Development Action Plan Project Management [ ] Yes [ ] No [e.g., Take a PMP certification course by end of Q3] Communication Skills [ ] Yes [ ] No [e.g., Join public speaking course to improve presentation skills] Data Analysis and Reporting [ ] Yes [ ] No [e.g., Complete an advanced Excel training course] Leadership and Team Management [ ] Yes [ ] No [e.g., Attend leadership seminar to strengthen team management skills] Financial Management / Budgeting [ ] Yes [ ] No [e.g., Training on departmental budgeting in Q3] Conflict Resolution [ ] Yes [ ] No [e.g., Seek mentorship for conflict resolution strategies] IT Skills (e.g., Microsoft Office, CRM) [ ] Yes [ ] No [e.g., Learn CRM software for improved client management] Training and Facilitation Skills [ ] Yes [ ] No [e.g., Attend facilitator certification workshop] Strategic Planning [ ] Yes [ ] No [e.g., Participate in strategic planning workshop in Q4] Innovation and Problem-Solving [ ] Yes [ ] No [e.g., Enroll in creative problem-solving techniques course]
SECTION D: Career Aspirations and Goals
Please describe your career aspirations within SayPro and how you would like your role to evolve in the next 1-2 years.
[Free text field — e.g., “I aspire to move into a managerial position, managing larger teams and contributing to strategic decisions.”]
SECTION E: Supervisor’s Assessment and Feedback
Supervisor’s Name [e.g., Thandeka Mhlongo] Supervisor’s Assessment [Free text field — e.g., “The employee has demonstrated excellent communication skills and is ready for more leadership responsibilities.”] Key Strengths [e.g., “Strong data analysis and report generation skills.”] Areas for Improvement [e.g., “Needs to develop strategic planning and budget management skills to progress to the next level.”] Training Recommendations [e.g., “Provide leadership development training and assign more complex project management tasks.”]
SECTION F: Final Review and Development Plan
Field Details Employee’s Self-Assessment Reviewed? ☐ Yes ☐ No Training Plan Created? ☐ Yes ☐ No Development Actions Agreed Upon [e.g., Leadership course by Q3, Advanced Excel by Q2] Development Support Needed [e.g., Mentorship, formal training, project exposure]
SECTION G: Sign-Offs
Employee Name Employee Signature Date [Employee Full Name] Supervisor Name Supervisor Signature Date
📎 Notes:
- The completed form should be reviewed by both the employee and their supervisor to ensure alignment with performance and development needs.
- This assessment should be conducted quarterly or bi-annually to track progress and ensure continued professional development.
-
SayPro Align positions with Q2 strategic focus areas (outputs-based)
SayPro Role Alignment with Q2 Strategic Focus Areas
To align positions with the Q2 strategic focus areas and ensure outputs-based outcomes.
SECTION A: Department and Position Overview
Field Details Department / Unit Name [e.g., Capacity Building] Submitted By (Full Name) [e.g., Program Manager, Siyanda Nkosi] Position Title [e.g., Senior Training Coordinator] Submission Date [DD/MM/YYYY] Reporting Quarter [e.g., Q2 2025]
SECTION B: Q2 Strategic Focus Areas and Role Outputs
Each position is aligned with specific Q2 focus areas and outputs. Below, provide details on how the role’s responsibilities contribute to the strategic goals.
Q2 Strategic Focus Area Position Title Role Responsibilities / Outputs KPIs or Success Metrics Pillar 1: Scaling Youth Training Programs Senior Training Coordinator – Lead the development and execution of training workshops for 500 youth participants.
– Oversee the monitoring and evaluation of training outcomes.
– Expand training outreach in rural areas.– 500 youth trained by the end of Q2.
– 90% satisfaction rate from post-training surveys.
– 20% increase in regional attendance.Pillar 2: Strengthening Data & Impact Reporting Data Analyst – Develop data dashboards to track project progress.
– Prepare monthly reports for donor and senior management.
– Conduct data quality audits.– Complete monthly reports on time.
– Ensure data accuracy above 95% for all program reporting.
– 100% data validation before reporting.Pillar 3: Organizational Development HR Manager – Align recruitment with emerging needs of the organization.
– Conduct talent gap analysis and provide quarterly hiring reports.
– Facilitate employee training on professional growth.– Fill 90% of open positions by end of Q2.
– Conduct 3 HR development workshops.
– Reduce staff turnover by 5% in Q2.Pillar 4: Community Outreach & Engagement Community Engagement Officer – Build relationships with local partners and stakeholders.
– Lead community outreach initiatives.
– Organize quarterly community events for program awareness.– Host 4 community outreach events.
– Increase program engagement by 25% in target communities.
– Establish 5 new partnerships.Pillar 5: Digital Transformation IT Support Specialist – Upgrade systems for better collaboration across regions.
– Ensure that all regional offices have updated IT systems.
– Provide IT support for virtual training sessions.– Complete system upgrades for 3 regional offices.
– Resolve 95% of IT issues within 24 hours.
– Facilitate 2 virtual workshops per month.
SECTION C: Role Alignment Confirmation
For each position, confirm that the responsibilities are aligned with Q2 outputs-based goals and that key deliverables are measurable.
Position Title Outputs-Aligned with Strategic Focus Area KPIs Confirmed Resources Required Department Head Sign-Off Senior Training Coordinator Scaling Youth Training Programs ✅ Yes Budget for materials, trainer support [Name, Signature] Data Analyst Strengthening Data & Impact Reporting ✅ Yes Data management tools, reporting software [Name, Signature] HR Manager Organizational Development ✅ Yes Recruitment platforms, staff development tools [Name, Signature] Community Engagement Officer Community Outreach & Engagement ✅ Yes Outreach materials, community partnerships [Name, Signature] IT Support Specialist Digital Transformation ✅ Yes IT infrastructure, training platforms [Name, Signature]
SECTION D: Additional Notes
Include any additional observations or strategic considerations that may affect role alignment with outputs for Q2.
[Free text field — e.g., “The Senior Training Coordinator will need additional budget allocation for traveling to rural regions, as planned in the outreach strategy.”]
SECTION E: Final Validation
This form ensures that all positions are directly tied to outputs-based goals in line with SayPro’s Q2 strategic pillars. All roles should contribute to the successful delivery of SayPro’s objectives.
Name of Department Head Signature Date [Full Name]
📎 Submission Instructions:
- Submit this form along with the updated departmental organogram to planning@saypro.org.za and CC hr@saypro.org.za.
- Ensure alignment with SayPro’s HRIS by updating role descriptions where needed.
- Deadline for submission: [Insert Date].
-
SayPro Submit updated staff structure (including changes in reporting lines)
📄 SayPro Staff Structure Update Submission Form
To be completed by Department Heads for updates to staff structure and reporting lines.
SECTION A: Department & Submitter Details
Field Details Department / Unit Name [e.g., Training & Capacity Development] Submitted By (Full Name) [e.g., Nokuthula Mkhize] Position / Title [e.g., Department Head / Director] Email Address [e.g., nokuthula@saypro.org.za] Submission Date [DD/MM/YYYY] Reporting Quarter [e.g., Q2 2025]
SECTION B: Summary of Changes to Staff Structure
Briefly describe the structural or personnel changes being submitted:
[Free text field – e.g., “The Reporting & Insights Officer now reports to the M&E Manager instead of the Program Director.”]
SECTION C: Staff Reporting Line Updates
Staff Name Current Position Title Old Supervisor New Supervisor Reason for Change Lerato Dlamini Data Collection Officer Program Coordinator M&E Manager Centralization of M&E functions Sipho Molefe Senior Facilitator Director of Operations Regional Lead – Gauteng Shift to region-based delivery structure Amahle Khumalo Youth Engagement Officer Volunteer Program Lead Training Coordinator Organizational restructure
SECTION D: New Positions Added (If Any)
Position Title Reports To FT/PT/Contract Budget Source Job Description Attached? Senior Outreach Advisor Director of Comms FT Donor Grant (Youth Fund) ☐ Yes ☐ No Systems Administrator IT Manager FT Core Budget ☐ Yes ☐ No
SECTION E: Positions Removed or Made Redundant (If Any)
Position Title Last Holder (if known) Reason for Removal Effective Date Program Support Intern Vacant Internship program paused for Q2 30/04/2025 Regional Admin Clerk Themba Radebe Role consolidated under new Admin Hub model 15/05/2025
SECTION F: Organogram Update
✅ Attached updated departmental organogram reflecting all changes
☐ Not attached – to be submitted by [Date]File name: [DepartmentName_Q2_Organogram.pdf]
SECTION G: Department Head Sign-Off
I confirm that the above staff structure updates are accurate and align with current operational realities and SayPro strategic priorities.
Name Signature Date [Full Name]
SECTION H: Strategic Planning & HR Review
Field Details Reviewed By (Planning Officer) HRIS Updated ☐ Yes ☐ No Finance Notified (if relevant) ☐ Yes ☐ No Organogram Version Logged [e.g., Version 3.1 – Q2 2025] Approved By [Director / HR Lead] Date of Entry into Official Records [DD/MM/YYYY]
📌 Submission Instructions:
- Email to planning@saypro.org.za and CC hr@saypro.org.za.
- Due within 5 working days of the structural change being finalized.
-
SayPro Signed Organogram Validation from Department Head
📄 SayPro Organogram Validation Form
Departmental Sign-Off – Organogram Accuracy and Role Alignment
SECTION A: Department Information
Field Details Department / Unit Name [e.g., Monitoring & Evaluation Unit] Department Head Full Name [e.g., Ms. Thandiwe Moyo] Job Title [e.g., Director of M&E] Office Location [e.g., SayPro HQ / Eastern Cape Office] Reporting Date [DD/MM/YYYY] Reporting Quarter [e.g., Q2 2025]
SECTION B: Organogram Verification Checklist
Please tick ✅ each item to confirm validation.
Validation Item ✅ Confirmed All current staff roles are accurately reflected in the organogram ☐ Titles and reporting lines are updated and aligned with SayPro structure ☐ Vacant, redundant, or duplicate roles are clearly identified ☐ All acting roles are labeled with “(Acting)” ☐ Interns, volunteers, and contract staff are included where relevant ☐ The organogram reflects alignment with current strategic and operational goals ☐ Departmental inputs were submitted to HR/Strategic Planning on time ☐
SECTION C: Comments (if any)
Use this space to note any structural concerns, planned changes, or requests:
[Free text field — e.g., “Requesting HR review of two overlapping data roles before Q3 restructuring.”]
SECTION D: Department Head Certification
I hereby confirm that the attached departmental organogram is accurate as of the date above, reflects current workforce structure, and aligns with SayPro’s operational priorities and strategic workforce mapping requirements.
Name of Department Head Signature Date [Full Name]
SECTION E: Strategic Planning Office Review (Internal Use Only)
Field Details Organogram Uploaded to HRIS ☐ Yes ☐ No Discrepancies Identified? ☐ Yes ☐ No (If yes, attach notes) Validated by [Name, Strategic Planning Officer] Signature Validation Date [DD/MM/YYYY]
📎 Submission Instructions:
- Attach updated organogram (.pdf/.doc/.png) with this signed form.
- Submit to the SayPro Strategic Planning Office and copy HR.
- Due no later than the 5th working day of each new quarter.
-
SayPro Recruitment Justification Sheets (if requesting new roles)
📄 SayPro Recruitment Justification Sheet
Use this form to propose the addition of new roles to the SayPro structure.
SECTION A: Requestor Information
Field Details Department / Unit [e.g., Community Training Division] Submitted By [Full Name] Job Title [e.g., Senior Program Manager] Contact Email / Phone [email@example.com / +27 000 0000] Submission Date [DD/MM/YYYY]
SECTION B: Position Request Details
Field Details Proposed Job Title [e.g., Youth Development Officer] Number of Positions Requested [e.g., 2] Employment Type ☐ Full-Time ☐ Part-Time ☐ Contract ☐ Internship Proposed Salary Band [e.g., R240,000 – R280,000 annual] Intended Start Date [DD/MM/YYYY] Reporting Line [e.g., Reports to Regional Program Lead] Duty Station / Location [e.g., Limpopo Office / Remote]
SECTION C: Strategic Justification
Criteria Narrative Justification Alignment with Strategic Goals [e.g., Supports Pillar 2: Scaling Training Access in Rural Regions] Evidence of Need [e.g., Current staff-to-project ratio exceeds 1:6, affecting quality] Budget Availability [e.g., Funded through Q2 donor allocation; verified by Finance] Programmatic / Operational Impact [e.g., Will increase youth participation by 40% in targeted areas]
SECTION D: Role Profile Summary
Key Duties & Responsibilities Essential Qualifications & Experience – Deliver training workshops – Bachelor’s in Education / Development Studies – Support community mobilization efforts – 3+ years fieldwork experience – Collect and report program data – Strong facilitation and M&E skills – Coordinate with regional program staff – Local language proficiency preferred
SECTION E: Alternative Options Explored
Have alternatives to recruitment been considered?
✅ Yes ☐ NoIf yes, explain:
- Internal reassignment explored but no qualified candidates available
- Outsourcing considered but cost and quality risks identified
SECTION F: Approval Workflow
Approver Name Position Signature Date Decision Line Manager ☐ Approve ☐ Reject Department Director ☐ Approve ☐ Reject HR Business Partner ☐ Approve ☐ Reject Finance Representative ☐ Confirmed Budget
SECTION G: HR Office Use Only
Field Details Job Description Finalized? ☐ Yes ☐ No Vacancy Approved for Posting? ☐ Yes ☐ No Recruitment Timeline (Estimated) [e.g., 4 weeks] HR Remarks [e.g., Recommend bundling with Q2 recruitment drive]
📌 Notes:
- Attach a draft job description and organogram showing where the role fits.
- Final approvals must be logged in the SayPro HRIS and Quarterly Workforce Plan.
- Submit to HR & Strategic Planning Office for processing.
-
SayPro Internal Mobility/Promotion Proposals
SayPro Internal Mobility / Promotion Proposal Form
SECTION A: Employee Information
Field Details Full Name [Employee Name] Employee ID [e.g., SAY-01027] Current Job Title [e.g., Training Coordinator] Department / Unit [e.g., Capacity Building] Supervisor Name & Title [e.g., Jane Dlamini, Program Manager] Office Location [e.g., Eastern Cape Regional Office]
SECTION B: Type of Internal Mobility Request
☐ Promotion
☐ Lateral Transfer
☐ Cross-functional Assignment
☐ Secondment (Temporary)
☐ Project-based Assignment
☐ Job Enrichment (Expanded Role)
☐ Other (please specify): ______________________
SECTION C: Proposed New Assignment
Field Details Proposed Job Title [e.g., Senior Training Manager] New Department / Unit (if any) [e.g., Leadership & Skills Division] New Supervisor [Name & Title] Effective Date (Proposed) [DD/MM/YYYY] Duration (if temporary/acting) [e.g., 6 months]
SECTION D: Justification
Provide a narrative explaining the rationale for the promotion or mobility proposal:
Performance Record:
[e.g., Demonstrated outstanding performance on 3 national projects in Q1 & Q2.]
Skills & Qualifications:
[e.g., Holds a certified Project Management Professional (PMP) designation.]
Strategic Alignment:
[e.g., Supports SayPro’s 2025 strategic pillar on national youth skills delivery.]
Organizational Need:
[e.g., Filling a skills gap in the newly expanded regional development program.]
SECTION E: Required Endorsements
Endorser Name Position Endorsement Signature Date Immediate Supervisor ☐ Support ☐ Do Not Support Department Head ☐ Support ☐ Do Not Support Human Resources (HRBP) ☐ Support ☐ Do Not Support Director (if applicable) ☐ Support ☐ Do Not Support
SECTION F: HR Use Only
Field Details Job Description Updated ☐ Yes ☐ No Salary Band Adjustment (if any) [e.g., M3 → M4] Employment Contract Amendment Sent ☐ Yes ☐ No ☐ N/A Effective Date Confirmed [DD/MM/YYYY] HR Remarks [e.g., Aligned with Q2 mobility plan]
SECTION G: Final Recommendation
✅ Approved
❌ Declined
🔄 Returned for RevisionFinal Approval by HR/Executive:
Signature: ____________________
Date: _________________________
📝 Notes:
- Submit all proposals at least two weeks before the intended change.
- Use in conjunction with SayPro’s Quarterly Human Capital Mapping Plan.
- All final decisions must be recorded in the SayPro HRIS.
-
SayPro Workforce Reassignment/Exit Report (if applicable)
📄 SayPro Workforce Reassignment / Exit Report
SECTION A: Employee Information
Field Details Full Name [Employee Name] Employee ID [e.g., SAY-001245] Department / Unit [e.g., Training & Development] Position Title [e.g., Program Officer] Supervisor’s Name & Title [e.g., Jane Dlamini, Programs Manager] Office Location [e.g., Cape Town Regional Office]
SECTION B: Type of Exit or Change
Reassignment or Exit Type (tick applicable box) ☐ Internal Reassignment (New Department/Role) ☐ Voluntary Resignation ☐ Retirement ☐ Contract Expired ☐ Termination (with cause) ☐ Termination (without cause) ☐ Death ☐ Other (please specify): ____________________
SECTION C: Reason for Exit or Reassignment
Please provide a brief narrative or explanation:
[Free text field: e.g., “Transferred to Monitoring & Evaluation Unit as part of quarterly workforce optimization.”]
SECTION D: Exit Checklist
Item Status Comments Notice letter received (if applicable) ☐ Yes ☐ No [Date Received] Handover report submitted ☐ Yes ☐ No [Details of recipient] Exit interview conducted ☐ Yes ☐ No [Date & Interviewer] All SayPro assets returned (IT, etc.) ☐ Yes ☐ No [List returned items] Final payslip issued ☐ Yes ☐ No [Date of issuance] Knowledge transfer completed ☐ Yes ☐ No [To whom, when, how] Access rights revoked (email, CRM, etc.) ☐ Yes ☐ No [Date completed]
SECTION E: Reassignment Details (If Applicable)
New Department / Role New Supervisor Effective Date [e.g., Monitoring & Evaluation] [Name & Title] [DD/MM/YYYY]
SECTION F: HR & Operations Sign-Off
Name Role Signature Date Line Manager HR Officer IT/Operations Officer (For asset clearance)
SECTION G: Final Comments / Notes
[Free text field for HR, supervisor, or leadership notes.]
🔒 Confidential Document – Internal Use Only
This form must be submitted within 3 working days of the reassignment/exit date and stored in the employee’s official file.
-
SayPro Inventory Submission Template
SayPro Inventory Submission Template
Section A: General Information
Field Details Department / Office Name [Enter Department Name] Submitted By [Full Name of Person Completing] Position / Title [Job Title] Contact Email [Email Address] Submission Date [DD/MM/YYYY] Reporting Period [e.g., Q2 2025]
Section B: Inventory List
Item No. Asset Name / Description Asset Category Quantity Asset Condition Location Assigned To Asset ID / Serial No. Date Acquired Remarks 1 Dell Laptop Latitude 5530 IT Equipment 5 Good Head Office John Mokoena IT-2023-001 15/03/2023 Needs OS update 2 Projector – Epson EB-E10 Training Equipment 2 Fair Cape Town Office Unassigned EQ-2022-007 04/11/2022 Lamp replacement due soon 3 Office Desk (wooden) Office Furniture 10 Excellent Training Centre Hall Multiple Users OF-2021-109 10/01/2021 New batch from vendor
Section C: Inventory Totals
Asset Category Total Items Total Value (if known) IT Equipment [X] [e.g., R80,000] Training Equipment [X] [e.g., R25,000] Office Furniture [X] [e.g., R40,000] Stationery Supplies [X] [e.g., R5,000] Other (Specify) [X] [e.g., R12,000]
Section D: Submission Checklist
✅ Asset list reviewed and verified
✅ All serial numbers recorded where applicable
✅ Condition of each item assessed
✅ Department head approved the submission
✅ Digital and physical copies stored
Section E: Approvals
Name Role Signature Date Inventory Officer (Submitter) [Inventory Officer] Department Manager [Line Manager] SayPro Asset Coordinator [Ops or Finance Officer]
📎 Format Options
- Excel/Google Sheets (recommended for automated consolidation)
- Fillable PDF (for field teams)
- Web form integration (via SayPro internal portal)