Office: SayPro Qualification Accreditation Strategic Partnerships Office
Division: Strategic Partnerships Royalty
Objective: Ensure all documentation submitted by partners aligns with SayPro’s compliance, quality, and qualification standards.
1. Purpose of Cross-Checking
- Ensure authenticity, validity, and completeness of submitted documentation.
- Verify alignment with SayPro’s operational, qualification, legal, and compliance frameworks.
- Identify risks, gaps, or red flags before formal accreditation.
- Standardize partnership expectations across all strategic categories.
2. Core Documents Required from Partners
| Document | SayPro Standard Reference | Purpose |
|---|---|---|
| Registration Certificate | SayPro Legal Verification Standard | Confirms legal status and legitimacy. |
| Tax Clearance / SARS Pin | SayPro Finance & Compliance Standard | Confirms financial compliance. |
| B-BBEE Certificate (SA only) | SayPro Transformation Policy | Confirms contribution to empowerment. |
| Company Profile | Strategic Alignment Review Standard | Assesses mission alignment and expertise. |
| MoU Draft (Template provided) | SayPro MoU Standard Format | Agreement basis for terms and obligations. |
| Programme Portfolio | Qualification Framework Matching Guide | Evaluates relevance to SayPro qualifications. |
| Risk & Compliance Declaration | SayPro Risk Management Protocol | Assesses ethical and operational integrity. |
3. Step-by-Step Cross-Check Procedure
Step 1: Document Upload & Indexing
- Partner uploads files via SayPro portal (or submits by email if offline).
- Documents are auto-indexed by category and assigned to an Accreditation Officer.
Step 2: Completeness Review
- Verify presence of all required documents.
- Check for outdated documents (older than 12 months).
- Flag missing or outdated files for follow-up.
Step 3: Validation Check (Against SayPro Standards)
| Validation Area | Check | Method |
|---|---|---|
| Legal Validity | Is the registration authentic and active? | Verify with CIPC or national registry. |
| Financial Compliance | Is the tax clearance valid and up to date? | SARS eFiling Pin verification. |
| Empowerment Status | Is B-BBEE status current and relevant? | Confirm certificate level and expiry. |
| Strategic Relevance | Does the partner align with SayPro goals and sectors? | Review profile, projects, beneficiaries. |
| Qualification Fit | Do programmes match SayPro’s QCTO/SAQA-aligned offerings? | Use Qualification Relevance Matrix. |
| Risk Check | Any adverse findings, conflicts, or red flags? | Check declarations, Google search, internal blacklist. |
Step 4: Internal Logging & Scoring
- Each document is scored for compliance (e.g., 0–3 scale).
- Overall partner readiness is calculated as a percentage.
- Colour-coded summary:
- ✅ Green (90–100%): Fully compliant
- 🟡 Amber (70–89%): Provisionally acceptable
- 🔴 Red (<70%): Incomplete or non-compliant
Step 5: Feedback to Partner
- A Compliance Feedback Report is auto-generated or manually issued.
- Partner is given 7–14 days to address gaps if below threshold.
- On success, documentation is locked and archived in SayPro’s accredited partner repository.
4. Key Compliance Tools Used
- SayPro Document Validation Checklist (updated quarterly)
- Compliance Scoring Matrix (CSM-21)
- Partner Risk Assessment Form (PRAF)
- Document Storage & Tracking System (DST-Online)
- Legal & Finance Reference Index for external verification
5. Governance and Oversight
- All checks are countersigned by the Accreditation Supervisor.
- Random audits are conducted quarterly by the SayPro Quality & Assurance Board (SQAB).
- Any discrepancies are reported to the Strategic Partnerships Risk Unit.
Conclusion
Cross-checking documentation ensures that SayPro maintains credible, compliant, and strategically aligned partnerships. This process protects the integrity of SayPro’s qualifications and programme delivery, while reducing operational and reputational risk.
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