Division: Strategic Partnerships Royalty
Office: Qualification Accreditation Strategic Partnerships Office
Purpose: To ensure that all non-compliant accredited partners receive clear, constructive feedback and are supported through structured action plans to meet SayPro’s standards.
1. Identification of Non-Compliance
Triggers:
- Failure to submit required reports or documentation
- Breach of MoU terms and conditions
- Underperformance on Key Performance Indicators (KPIs)
- Non-alignment with SayPro’s Qualification Framework
- Risk alerts (e.g., fraud, misconduct, reputational damage)
Detection Tools:
- SayPro Partner Monitoring Reports
- Risk and Compliance Audit Logs
- Partner Performance Dashboards
- Internal or external whistleblower mechanisms
2. Initial Notification to Partner
Responsible: Partner Compliance Officer
Timeline: Within 3 working days of non-compliance identification
Format:
- Formal email or letter
- Reference to relevant clause(s) or KPI(s) violated
- Status updated in SayPro Partner Portal
Includes:
- Summary of non-compliance
- Documented evidence (if applicable)
- Deadline for response (typically 7 working days)
3. Partner Response Window
Partner must:
- Acknowledge receipt
- Submit a brief explanation or rectification plan
- Request a review if they contest the finding
Failure to respond escalates the case to the Strategic Partnerships Risk Review Panel.
4. Feedback & Action Plan Development
Responsible: SayPro Accreditation & Development Officer
Timeframe: Within 5 working days of receiving partner response
Components of the Feedback Report:
| Section | Details |
|---|---|
| Summary of Non-Compliance | What was found, when, and how |
| SayPro Standards Breached | Reference to specific policies, KPIs, or frameworks |
| Impact | Operational, reputational, or programmatic consequences |
| Corrective Recommendations | Specific areas for partner action |
| SayPro Support Offered | Training, technical assistance, mentorship, etc. |
5. Improvement Action Plan (IAP) Structure
| Component | Details |
|---|---|
| Goal | What the partner must achieve to regain compliance |
| Timeline | Specific deadlines (e.g., 30, 60, or 90 days) |
| Required Actions | Step-by-step tasks (e.g., update documentation, attend training) |
| SayPro Support | Tools, resources, and liaison persons assigned |
| Review Dates | Scheduled monitoring check-ins |
| Consequences of Non-Compliance | Clear escalation steps if the plan fails |
Format: PDF or digital form submitted via SayPro’s Partner Portal
6. Monitoring of Improvement Plan
Responsible: Partner Monitoring Officer
- Bi-weekly or monthly check-ins (based on risk level)
- Logs progress in SayPro Compliance Tracker
- Updates partner status (e.g., “Under IAP Monitoring”)
7. Final Review & Resolution
After the IAP period:
- If resolved: Partner returns to “Compliant” status; certificate remains valid
- If partially resolved: Extend IAP once (max 90 days total)
- If unresolved: Escalate to Disciplinary Action (revocation, suspension, or downgrade)
Documentation: All stages logged for audit and institutional memory
8. Reporting and Learning
- Quarterly report submitted to SayPro Executive Team
- Non-compliance trends analyzed to inform training and system improvements
- High-risk partners flagged for long-term monitoring
Templates Provided to Partners
- Compliance Feedback Report
- Improvement Action Plan Template
- Monitoring and Review Log
- Reinstatement Request Form (if applicable)
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