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Date: 22 May 2025

Time: 11:00am, Teams Meeting
Recording: Recap: SayPro Tshwane South TVET Meeting 22 May

Draft of the minutes : https://staff.saypro.online/drafts-of-the-minutes-21-05-2025/

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Agenda Items

1. SayPro Job Application Updates – Chief Human Capital Officer
2. SayPro Recruitment Management – Chief Marketing Officer
3. SayPro Interview Management – Chief Human Capital Officer
4. SayPro Contract Management – Chief Human Capital Officer
5. SayPro Onboarding and Work Commencement – Chief Marketing Officer

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Meeting Proceedings

Introductions

• Mr. Nkiwane opened the meeting and welcomed all attendees.
• Mr. Malatjie thanked everyone for attending and stated the purpose of the meeting was to confirm readiness for project commencement.

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Key Discussions & Decisions

1. CV Submissions
   • Sinenhlanhla: 35 CVs received out of 50; more are being submitted.
   • Deadline for submission: Monday, 26 May 2025.
   • Thomas confirmed he has contacted all learners and will ensure remaining CVs are submitted by the end of the day.
   • Action: Mr. Mabusela to send the list of the 35 submitted candidates to Thomas.
2. Document Submission
   • Thomas inquired about the document submission process.
   • Mr. Malatjie: If candidates submitted via SayPro Jobs, supporting documents must be emailed separately.
3. Interviews
   • Once all documents are received, the team will proceed with interviews (Step 3).
   • Interviews will be scheduled between Monday to Wednesday, 26–28 May 2025.
   • By 28–30 May 2025, appointment letters must be signed.
   • Induction is scheduled for 2 June 2025.
4. Communication & Reporting
   • Daily updates will be provided on attendance, document submissions, and general progress.
   • Introduction meetings with SayPro team scheduled for 3–6 June 2025.
   • Interns to check in weekly at the office, only when they do not have classes.
   • A weekly office attendance schedule will be created, inclusive of daily team meetings.
5. Learnership Duration
   • Thomas: The learnership spans five months, running from November 2024 to October 2025.
   • Only learners outside the core group of 50 are required to attend classes.
6. Performance Reporting
   • Performance reports will go through Thomas, with his supervisor copied.
   • Logbooks: SayPro prefers using logbooks for experiential learning, and Thomas confirmed he will send a logbook format.
   • All tasks must be signed off with supporting evidence.
7. Evidence & Documentation
   • Thomas requested clarification regarding letters from colleges.
   • Mr. Malatjie confirmed no college letter is required unless the learner is an N6 TVET student, which is not the case here.
8. Activities and Learning Material
   • SayPro requested clarification on whether tasks/activities come from the college or SayPro.
   • Thomas: Currently, there are two programs; one still to be shared.
   • SayPro requested a list of qualifications, program descriptions, and a textbook or info pack to guide placement.
   • Learning materials include cybersecurity, data analytics, and cloud computing.
9. Work Setup & Evidence
   • Work will be conducted face-to-face once a week.
   • Emphasis on evidence collection, attendance, and potentially monthly reports.
   • Mr. Malatjie confirmed SayPro can provide reports but requires a clear KPI directive.
10. Daily Reporting Tool – SayPro Ideas

• Daily activities to be reported via SayPro Ideas platform.
• Each learner will be tagged, and activities tracked.
• Thomas will be given access to monitor activities.
• Each department will report progress and updates daily.

11. IT Infrastructure

• Mr. Nkiwane asked about access to laptops and internet.
• Follow-up required on resource availability.

12. Recap & Next Steps

• CV finalization and interview invitations to be completed by 22 May 2025.
• Interviews on 28–30 May 2025.
• Induction on 2 June 2025.
• Daily reports, logbooks, and performance monitoring to be shared with Mr. Thomas.

13. Current Candidate Count

• Mr. Mabusela: 38 CVs currently submitted.
• Requested that qualifications be listed next to candidate names to assist with placement.

14. Final Comments

• Mr. Malatjie: Expressed gratitude for the collaboration and hopes for future partnership opportunities.
• Mr. Nkiwane: Thanked everyone and closed with a request for a song and prayer.
• Thomas: Confirmed that a song and prayer are welcome.

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Meeting Adjourned

22/05/2025

Agenda 

1. SayPro Job Application Updates – SayPro Chief Human Capital Officer
2. SayPro Recruitment Management – SayPro Chief Marketing Officer
3. SayPro Interview Management – SayPro Chief Human Capital Officer
4. SayPro Contract Management – SayPro Chief Human Capital Officer
5. SayPro Onboarding and Work Commencement – SayPro Chief Marketing Officer

Introdcutions 

Mr. Nkiwane – Purposes 

Mr. Malatjies – thank you for joining, we are here to present our readiness to start with the projects. 

Sinenhlanhla – We have 35 CVs out of 50 and they are still submitting. 

Mr. Malatjie – when is the deadline

Sine- By Monday 26/05/2025 we need all the CVs to be submitted. 

Mr. Malatjie – Thomas kindly update us on the progress on your side. 

Thomas – I have communicated with all the learners to submit, but i’ll check and ensure that they submit by today. 

Mr. Malatjie – Mabusela send the list of 35 candidates to Thomas

Thomas – regarding documents, i was going to ask whether they should send their documents. 

Malatjie – if the submitted on SayPro Jobs, then they should send them via email. 

Malatjie – now that we have received, we need to get documents and then conduct step 3. We would like to interview them if they don’t have class. 

Thomas – palcement is a priority and you are allowed to invite them for interviews. 

Malatjie – We will update you on the progress. 

Mabusela – push that we set interviews for Monday – Wednesday next week. 

By 28.29.30 May,  they must have signed appointment letters. 

We can schedule an induction for the 02nd June 2025. 

All in agreement. 

Malatjie – we will give you daily updates, confirmed attendance, submission and ensure that all processes are followed. 

02/06/2025 – induction and 

3/4/5/6 meeting with us for introductions. 

Ones a week they must come in and check in and work in the office. 

Create a weekly schedule of who will be coming to the office, this will be inclusive of daily meetings. Only when there are no classes.

Malatjie – How long is the learnership 

Thomas – 5 months and a few days. they started November 2024- October 2025.

Malatjie – so we have until October, Do they go to classes 

Thomas – only those that are not a part of the 50. 

Malatjie – Who we report to in terms of performance

Thomas – it will be through me, but my boss should be copied.

Malatjie – Do they have a log-book 

Thomas – do you have a logbook on your side and we only use a register. 

Malatjie – we normally have a logbook for them to use a guide for experiencial learning.

Thomas – will send a logbook 

Malatjie – there are tasks that they need to do and we need to have them sign and that will be supported by supporting evidence.

Malatjie – we will be with the for 5 months, what do you need from us.

Thomas – Evidence of practicals. Letter from College, should we get a generic one or should it be individually submitted.

Malatjie – No, that is only for N6 TVET student and so no need for a letter.  This does not require a letter from you. 

Malatjie – another things we want to check with you is regarding , the activities, is it according to your directive or from us, to avoid clashing.

Thomas – so far is two programs, the other one is still to be shared. 

Malatjie – share a textbook or infopack, list and qualifications they do.

Thomas- i will shared it with you. 

Malatjie – this is to place them in them right positions. 

Thomas – learning material linked to cyber and cloud.

Malatjie – what do you require from us.

Thomas – work set-up has been explained, ones a week and f2f interaction. 

The main thing is evidence and attendance. I am not sure if we might need to prepare a monthly report. 

Malatjie – we are able to provide a report but we need directive on KPI. 

Thomas – daily actives and performance 

Malatjie – SayPro has Ideas for daily activity reports. I will share my screen to demonstrate: Reporting – each person reports from SayPro ideas – we will tag them, they will be able to report each and every activity they do. 

You will be linked to have access so that you can monitor activities. We have scheduled tasks to each person, that are available on SayPro-Ideas. 

Malatjie – registers will be shared with Thomas everyday.

Each departments will be able to report. 

there will be tags for them and tags for you and we will provide daily updates and progress.

Clifford – Reporting, Mr. Malatjie is referring to specific indicators and requirements. 

Thomas – monthly reports will be preferred

Activities -KPI – Set Activities, Consolidated Report. 

Nkiwane – do they have access to laptops and internet.

Malatjie – recap, we will finalize and send invitations by  today and tomorrow. Wed, Thur, Fri we are done with everyone. Monday the 02/06/2025. Daily reports, performance, registers and logbooks will be shared by Mr. Thomas. 

Mabusela- We have 38.

Malatjie – Kindly write qualifications on this list. You said they are doing, cybersecurity, data analytics and cloud computing. 

Thank you so much for the opportunity and we would like to meet and collaborate on more projects.

Nkiwane – Thank you to everyone and we shall submit the required information, request for song and prayer. 

Malatjie – please confirm with Thomas. 

Thomas – its ok to sing and pray.