📅 Week 4 Tasks – January 22 to January 31, 2025
From: SayPro Monthly January SCMR-1
Focus Area: SayPro Quarterly Bidding Process Management
Objective: Prepare all documentation for awarded contracts and ensure proper storage on the SayPro website.
🔹 1. Finalize Contract Documentation for Awarded Bids
Task Description:
Collect, verify, and finalize all contract documents related to the awarded suppliers or service providers from the quarterly bidding process.
Sub-Tasks:
- ✅ Review bid evaluation reports to confirm awarded suppliers.
- ✅ Verify supplier compliance documents (tax clearance, B-BBEE, etc.).
- ✅ Draft final contract templates based on standard legal formats.
- ✅ Customize contract terms based on specific bid conditions (duration, pricing, deliverables).
- ✅ Obtain internal approvals (Legal, SCM Head, Executive Director).
Responsible Person(s):
SCM Officer, Legal Officer, Bid Adjudication Committee
Due Date:
January 26, 2025
🔹 2. Digitally Organize Contract Files
Task Description:
Ensure all contract documents are professionally formatted, properly labeled, and converted to PDF format for digital filing.
Sub-Tasks:
- ✅ File naming convention:
SayPro_Contract_[SupplierName]_[BidNumber]_Q1-2025.pdf - ✅ Consolidate all supporting documents into a single PDF per awardee.
- ✅ Compress files if needed to reduce size for upload.
Responsible Person(s):
Document Control Assistant, SCM Intern
Due Date:
January 28, 2025
🔹 3. Upload Contracts to SayPro Website
Task Description:
Upload all awarded contract documents to the designated section of the SayPro website for public access and internal reference.
Sub-Tasks:
- ✅ Coordinate with IT to access secure upload portal.
- ✅ Upload contracts under the “Quarterly Bid Awards – January 2025” folder.
- ✅ Ensure metadata is added (contract title, supplier, duration, contract value).
- ✅ Test file access (public and internal user permissions).
- ✅ Send confirmation email to SCM stakeholders once upload is complete.
Responsible Person(s):
SCM Web Admin, IT Support
Due Date:
January 30, 2025
🔹 4. Update Contract Register and Reporting Logs
Task Description:
Update SayPro’s internal contract register and include awarded bids in the SCMR January 2025 Report.
Sub-Tasks:
- ✅ Enter contract details into SayPro Contract Register spreadsheet.
- ✅ Tag contracts with relevant category codes and dates.
- ✅ Submit updated register to Compliance and Audit for review.
- ✅ Include summary in SCMR Monthly Report: number of contracts awarded, total value, top categories.
Responsible Person(s):
SCM Compliance Officer, Monitoring & Evaluation Officer
Due Date:
January 31, 2025
🔹 5. Backup and Archive
Task Description:
Ensure all contract documentation is backed up on SayPro’s secure server and external cloud storage for redundancy.
Sub-Tasks:
- ✅ Upload to SayPro SharePoint or designated secure drive.
- ✅ Backup to encrypted external cloud (e.g., Google Workspace/Dropbox Business).
- ✅ Confirm retention period settings (minimum 5 years).
Responsible Person(s):
SCM IT Liaison, Records Management Officer
Due Date:
January 31, 2025
Leave a Reply