SayProCDR – SayProCMR Handover Meeting Minutes by Linah Ralepelle – SayPro Development Manager – 13 June 2025

To the CEO of SayPro Neftaly Malatjie, the Chairperson Mr Legodi, SayPro Royal Committee Members and all SayPro Chiefs

Kgotso a ebe le lena

Date: 13 June 2025
Time: 14:00
Chairperson: SayProCMR – Mr. Nkiwane

1. Purpose of Meeting

Handover of the Training Capacity Building Project under HWSETA from SayProCMR to SayProCDR. The focus was on finalizing the invitation processes and ensuring all documentation and systems are correctly followed.

2. Task Instructions and Processes

2.1. Invitation List to Organizations

• A list of 103 invitations was handed over to SayProCDR.
• Action by staff: Open a new tab, paste the invitation email, and send to all listed delegates.
• Purpose of invitation: Attend SayPro HWSETA Training Capacity Building Event.

2.2. Policy Compliance

• Reference used: Policy 189 – Event Management Policy.
• Staff instructed to:
  • Navigate to Policy 189, section 4.5.
  • Highlight, copy, and paste the relevant section into a notepad.
  • Replace placeholder “XX” with “Graduation Ceremony”.
  • Use Find & Replace (Ctrl + F) to replace all dates with 24 June 2025.

2.3. Name and Surname Processing

• Excel list of participants copied and names pasted into a notepad.
• Names dragged down to fill all 103 rows and paired with the phrase:
  “to attend the SayPro Graduation Ceremony Event – 24 June 2025.”
• Action by Nkiwane: To submit the final list to SayPro Human Capital Department.

2.4. List Formatting

• Instruction to copy the entire list.
• Paste into a new notepad.
• Use Ctrl + H to remove all unnecessary spaces.

3. Sponsorship and Stakeholder Engagement

3.1. Sponsorship Companies

• Request: ChatGPT to generate 100 companies in South Africa for sponsorship.
• Companies copied from ChatGPT output > pasted to Excel > transferred to Notepad > processed using Ctrl + Cut and Ctrl + Paste.
• All 239 entries were refined using Replace All to clean formatting.

3.2. Thank You Note

• Instruction to prepare a thank you note addressed to all identified companies.

3.3. Stakeholder List

• Request: ChatGPT to generate 200 stakeholder names and surnames for engagement and networking purposes.

4. HWSETA Handover Discussion

4.1. Project Scope

• First rollout phase includes:
  • 2 Universities
  • 3 TVET Colleges

4.2. Roles and Staffing

• Human Resources:
  • 2 staff from IT (University)
  • 2 staff from HR
  • 1 staff from Finance
• Implementation pending HWSETA endorsement and payment release.

4.3. Documentation and Contracts

• All documentation completed and included in the handover package.
• Contracts must reference roles and responsibilities under the Southern Africa Youth Project Template (aligned with HWSETA standards).

5. General Discussions

• Netshiozwe raised a question regarding HWSETA endorsement timelines.
• SayProCMR and SayProCOR confirmed that once payment is approved by HWSETA, the rollout will begin.
• Responsibility officially handed over to SayProCHCR and SayProCDR for execution and reporting.

My message shall end here

Linah Ralepelle | Development| SayPro