SayPro Tasks to be Completed During the Period: Training Delivery (02-01-2025 to 02-05-2025):
Conduct the first set of compliance training sessions. This will include an introduction to regulatory compliance, detailed sessions on procurement laws, and how to apply these regulations in day-to-day operations, particularly in tenders and proposals
1. Conduct Introduction to Regulatory Compliance
Objective: Provide an overview of the importance of regulatory compliance and set the foundation for the detailed sessions that follow.
- Trainer Introduction:
- Begin each session with an introduction of the trainer(s), outlining their qualifications and expertise in compliance-related matters.
- Briefly introduce the training agenda and outline the goals of the training to set expectations.
- Overview of Regulatory Compliance:
- Define regulatory compliance and explain its significance to SayPro’s business operations.
- Discuss the role of compliance in preventing legal issues and maintaining SayPro’s reputation and trustworthiness in the market.
- Emphasize how failure to comply with regulations can lead to legal consequences, financial penalties, and reputational damage.
- Overview of the SayPro Compliance Framework:
- Present SayPro’s internal compliance framework, including the company’s commitment to following legal and regulatory standards.
- Highlight key compliance policies and procedures relevant to the employees’ roles, particularly in the areas of procurement, bidding, quotations, and proposals.
- Interactive Q&A:
- Allow employees to ask questions and raise concerns regarding compliance in their specific roles.
- Use real-time polls or open discussions to gauge the employees’ understanding and to engage them in the conversation.
Responsible Team: Compliance Trainers, Training and Development Team, HR Department.
2. Conduct Sessions on Procurement Laws
Objective: Provide detailed training on procurement laws, focusing on how these laws impact SayPro’s tendering, bidding, and proposal processes.
- Overview of Procurement Laws:
- Introduce key procurement laws that govern the public and private sectors, including national and international regulations.
- Explain the legal basis for competitive bidding, procurement procedures, and contracting.
- Discuss the impact of procurement law violations, including the risk of contract disputes, lawsuits, and the loss of future business opportunities.
- Procurement Process Overview:
- Provide an in-depth explanation of the procurement process at SayPro, emphasizing compliance at every stage from pre-tendering to contract finalization.
- Explain the role of employees in ensuring procurement procedures comply with legal requirements, such as advertising tenders, evaluating bids, and awarding contracts.
- Best Practices for Compliance:
- Discuss best practices for ensuring compliance with procurement laws, including proper documentation, transparent evaluation processes, and adherence to deadlines.
- Provide tips for avoiding common pitfalls such as conflicts of interest, unjustified exclusions, and undue influence during the procurement process.
- Case Studies:
- Introduce real-world case studies where procurement laws were violated and the resulting consequences.
- Encourage participants to discuss how the violations could have been avoided through compliance and best practices.
- Interactive Discussions:
- Create opportunities for employees to ask questions, share experiences, and discuss challenges they face in ensuring procurement compliance.
Responsible Team: Legal Team, Compliance Trainers, Procurement Department.
3. Apply Procurement Laws in Daily Operations
Objective: Focus on how employees can apply procurement laws in their day-to-day responsibilities, particularly in tendering, quotations, and proposal processes.
- Practical Application:
- Provide examples of how procurement laws directly impact daily operations in SayPro’s tendering and bidding processes.
- Discuss the steps employees should follow to ensure their actions and decisions align with legal standards, including:
- Preparing compliant tender documents.
- Conducting proper evaluations of bids.
- Adhering to timelines and deadlines during the procurement process.
- Compliant Tendering and Bidding:
- Emphasize the importance of transparency and fairness when handling tenders and quotations.
- Discuss specific procedures and checklists employees should use when submitting or evaluating tenders, ensuring full compliance with procurement laws and SayPro’s internal policies.
- Hands-on Scenario:
- Use a mock tendering exercise or group activity where participants work through a real-world scenario involving procurement law compliance in the tendering or proposal process.
- This hands-on exercise allows participants to apply what they have learned and better understand the importance of following legal procedures in practice.
- Key Compliance Checkpoints:
- Create a list of compliance checkpoints for employees to use in their daily work, ensuring they consistently adhere to procurement laws. This could include:
- Ensuring proper documentation of the bidding process.
- Following the correct procedures for bid evaluation.
- Maintaining transparency in all communications and decisions.
- Create a list of compliance checkpoints for employees to use in their daily work, ensuring they consistently adhere to procurement laws. This could include:
Responsible Team: Legal Team, Compliance Trainers, Procurement Department.
4. Monitor Employee Participation and Engagement
Objective: Ensure that employees are actively participating and engaging with the training content.
- Engagement Strategies:
- Polls and quizzes: Conduct short, interactive quizzes and polls to keep participants engaged and assess their understanding in real-time.
- Live Feedback: Use tools like Slido or Mentimeter to gather live feedback on the session, allowing trainers to adjust the pace and content delivery based on employee needs.
- Group Discussions and Breakouts:
- If the training is virtual, breakout rooms should be set up to allow small groups to discuss specific compliance challenges, such as how to apply procurement laws in their daily work.
- Assign a facilitator to each group and encourage employees to share their experiences and insights.
- Individual Reflection:
- Ask employees to spend a few minutes reflecting on how they can implement the lessons learned from the session in their daily work.
- Encourage participants to write down two to three actionable steps they will take to improve compliance in their roles.
Responsible Team: Trainers, IT Support, Training and Development Team.
5. Post-Session Feedback Collection
Objective: Collect feedback from employees to evaluate the effectiveness of the training session and make necessary improvements for future sessions.
- Feedback Surveys:
- At the end of each session, distribute a post-training survey to collect feedback on the content, delivery, and overall experience.
- Include questions related to:
- Clarity of the training content.
- Engagement level during the session.
- Areas of improvement for future sessions.
- Suggestions for additional training topics.
- One-on-One Follow-Up:
- Offer one-on-one follow-up sessions for employees who may have additional questions or require clarification on specific compliance topics.
Responsible Team: Training and Development Team, HR Department.
6. Ensure Technical Support for Virtual Sessions
Objective: Provide seamless technical support to ensure virtual sessions run smoothly and without interruptions.
- Technical Troubleshooting:
- Ensure that IT support is available throughout the training sessions to address any technical issues such as audio or video problems.
- Check that all participants are able to access the virtual training sessions with minimal difficulty, and provide troubleshooting tips if necessary.
- Platform Monitoring:
- Continuously monitor the virtual platform for any issues and ensure the breakout rooms and interactive tools are functioning as planned.
Responsible Team: IT Support Team, Trainers, Event Management Team.
7. Conclusion
The Training Delivery phase from February 1st to February 5th, 2025, will lay the groundwork for employees to understand and apply procurement laws and regulatory compliance in their day-to-day roles. Through a combination of lectures, case studies, hands-on exercises, and interactive sessions, participants will be equipped with the knowledge needed to navigate legal requirements in tenders, bidding, quotations, and proposals. Monitoring engagement and collecting feedback will ensure that the training is effective and continuously improved for future sessions.
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