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Tag: vacant
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.
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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 Identify vacant, redundant, or duplicated positions within SayPro
SayPro Workforce Optimization and Efficiency Initiative
Title:
Identify Vacant, Redundant, or Duplicated Positions Within SayProPrepared by: SayPro Strategic Planning Office
Under the Authority of: SayPro Operations Royalty
Date: 21 May 2025
1. Purpose
This initiative aims to enhance organizational efficiency and strategic workforce deployment by systematically identifying positions within SayPro that are:
- Vacant (unfilled roles currently on the organogram),
- Redundant (no longer aligned with strategic or operational needs),
- Duplicated (overlapping roles across departments or functions).
The goal is to enable resource reallocation, reduce structural inefficiencies, and support evidence-based HR decision-making.
2. Objectives
- To develop a centralized inventory of all positions, including filled, vacant, redundant, and duplicated roles.
- To identify cost-saving opportunities and enhance workforce productivity.
- To ensure SayPro’s structure is aligned with current and future strategic priorities.
- To inform decisions on recruitment, redeployment, and rationalization.
3. Methodology
3.1 Data Sources
- SayPro Human Capital Mapping Plan
- HRIS records and payroll system
- Departmental organograms and SCOR-1 Reports
- Performance reviews and job descriptions
- Departmental consultation workshops
3.2 Tools Used
- Role Functionality Assessment Matrix
- Vacancy Tracker
- Redundancy and Duplication Audit Tool (RDAT)
- SayPro Digital Organogram and HR Dashboard
4. Definitions
Category Description Vacant Position Approved and budgeted role currently unfilled for 60+ days Redundant Position A role with no strategic or operational justification under the current structure Duplicated Position Two or more roles with overlapping functions, titles, or outputs within or across departments
5. Findings Overview (Illustrative)
5.1 Vacant Positions
Department Role Title Vacancy Duration Strategic Priority Recommendation Finance Budget Analyst 4 months High Expedite recruitment Community Engagement Field Coordinator (x3) 3–5 months Medium Consolidate and redeploy Communications Events Officer 6 months Low Freeze or revise role scope
5.2 Redundant Positions
Department Role Title Reason for Redundancy Recommendation Admin Archive Clerk Functions now digitized Eliminate Training Face-to-Face Learning Supervisor Shift to e-learning delivery Phase out or redeploy Logistics Manual Inventory Assistant Fully automated inventory system Reassign or exit
5.3 Duplicated Positions
Roles Identified Departments Involved Duplication Type Recommendation Communications Officer & Media Officer Comms & Partnerships Content overlap Merge into Integrated Communications Role Project Assistant (x4) Youth, Training, Outreach, Innovation Same role under different titles Standardize and redeploy Admin Officer & Admin Support All units General admin duplication Create shared service model
6. Strategic Implications
- Operational Efficiency: Addressing redundancies and duplications reduces unnecessary costs and clarifies accountability.
- Workforce Agility: Vacant and misaligned roles can be restructured or reallocated to meet emerging priorities.
- Performance Enhancement: Eliminates confusion caused by overlapping responsibilities and underutilized positions.
7. Recommendations
7.1 Vacancy Management
- Implement a 90-day rule for urgent recruitment or role redesign.
- Freeze or restructure low-priority unfilled positions.
- Prioritize vacancies in strategic areas (e.g., Data, Compliance, Outreach).
7.2 Redundancy Rationalization
- Conduct a staff consultation and transition planning process.
- Provide options for redeployment or upskilling for affected employees.
- Update organograms to reflect post-redundancy structure.
7.3 Duplication Elimination
- Standardize job titles and role scopes across departments.
- Merge overlapping functions into cross-departmental roles where appropriate.
- Implement a shared services model for support functions (Admin, Logistics).
8. Implementation Roadmap
Task Timeline Lead Unit Finalize Vacancy and Redundancy Report June 2025 HR + Strategic Planning Conduct Role Alignment Workshops July 2025 Department Heads Update Organogram and HRIS August 2025 Digital Transformation Rollout Shared Services Pilot September 2025 Operations Royalty
9. Monitoring and Reporting
- Quarterly Workforce Rationalization Report: Tracks changes in vacant, redundant, and merged roles.
- Organogram Compliance Tracker: Ensures real-time updates to organizational structure.
- Staff Feedback Mechanism: Gathers input from affected employees to inform change management.
10. Conclusion
Identifying and addressing vacant, redundant, and duplicated positions is critical to building a leaner, more effective, and strategically aligned workforce. This initiative ensures that every SayPro role is purposeful, productive, and contributes meaningfully to the organization’s impact and sustainability.
Prepared by:
SayPro Strategic Planning Office
Reviewed and Approved by: SayPro Operations Royalty