Document Code: NeftalyP226
Approved By: Neftaly Malatjie, Chief Executive Officer
Policy Owner: Neftaly Chief Human Capital Officer (NeftalyCHCO)
Last Reviewed: 28 November 2025
Next Review Date: 28 May 2026
NeftalyP226-1 Purpose
NeftalyP226-1-1 The purpose of this policy is to provide a structured framework for the creation, management, monitoring, engagement, and dissolution of all groups formed within Neftaly. These groups may include working groups, committees, task teams, forums, clubs, learning groups, and project-specific groups. The policy ensures consistency, coordination, accountability, and alignment with Neftaly’s mission.
NeftalyP226-2 Scope
NeftalyP226-2-1 This policy applies to:
- NeftalyP226-2-1-1 All Neftaly departments and subsidiaries
- NeftalyP226-2-1-2 Internal employee groups
- NeftalyP226-2-1-3 Youth and community groups supported or managed by Neftaly
- NeftalyP226-2-1-4 External stakeholder groups established under Neftaly programmes
- NeftalyP226-2-1-5 Virtual and physical groups
NeftalyP226-3 Definitions
- NeftalyP226-3-1 Group: A collection of individuals convened for a specific purpose within Neftaly.
- NeftalyP226-3-2 Working Group: Temporary group formed to work on a specific task.
- NeftalyP226-3-3 Committee: A long-term group with a recurring mandate.
- NeftalyP226-3-4 Task Team: A short-term group formed for immediate problem-solving.
- NeftalyP226-3-5 Forum: A platform for discussion or engagement.
- NeftalyP226-3-6 Cluster: A collection of related groups organised under one umbrella.
NeftalyP226-4 Policy Statements
NeftalyP226-4-1 Group Establishment
- NeftalyP226-4-1-1 All groups must be approved by the NeftalyCHCO or delegated authority.
- NeftalyP226-4-1-2 A Group Charter must be completed prior to establishment.
- NeftalyP226-4-1-3 The group purpose must align with Neftaly’s strategic objectives.
NeftalyP226-4-2 Membership
- NeftalyP226-4-2-1 Membership must be clearly defined and updated regularly.
- NeftalyP226-4-2-2 Attendance rules must be observed based on group type.
- NeftalyP226-4-2-3 Members must adhere to Neftaly ethics, confidentiality, and conduct rules.
NeftalyP226-4-3 Roles and Responsibilities
- NeftalyP226-4-3-1 Each group must include at minimum:
- Chairperson
- Secretary
- Members
- Programme Coordinator or HR Liaison (if applicable)
- NeftalyP226-4-3-2 Additional roles may include:
- Project Manager
- Technical Expert
- Youth Representative
- Community Liaison
NeftalyP226-4-4 Meetings
- NeftalyP226-4-4-1 All groups must maintain an annual meeting schedule.
- NeftalyP226-4-4-2 Minutes must be recorded and submitted to the Human Capital Office within 48 hours.
- NeftalyP226-4-4-3 Quorum rules apply based on group type.
NeftalyP226-4-5 Reporting
- NeftalyP226-6-5-1 Groups must submit monthly or quarterly reports depending on mandate.
- NeftalyP226-6-5-2 Reports must include progress, challenges, decisions, risks, and recommendations.
- NeftalyP226-6-5-3 Major issues must be escalated to the NeftalyCHCO.
NeftalyP226-4-6 Confidentiality
- NeftalyP226-4-6-1 All discussions, records, and documentation remain confidential unless approved for external communication.
NeftalyP226-4-7 Performance Monitoring
- NeftalyP226-4-7-1 All groups will undergo quarterly performance assessments.
- NeftalyP226-4-7-2 Underperforming groups may be restructured or dissolved.
NeftalyP226-4-8 Dissolution
- NeftalyP226-4-8-1 A group may be dissolved when:
- Mandate is completed
- Non-performance continues despite interventions
- Strategic objectives change
- NeftalyP226-4-8-2 A closure report must be submitted.
NeftalyP226-5 Procedures
NeftalyP226-5-1 Procedure for Establishing a Group
- NeftalyP226-5-1-1 Initiator submits request with justification.
- NeftalyP226-5-1-2 NeftalyCHCO reviews and approves/declines.
- NeftalyP226-5-1-3 Group Charter is completed.
- NeftalyP226-5-1-4 Members are appointed.
- NeftalyP226-5-1-5 First meeting is held and inaugural minutes are recorded.
NeftalyP226-5-2 Group Management Procedure
- NeftalyP226-5-2-1 Maintain attendance register.
- NeftalyP226-5-2-2 Hold scheduled meetings.
- NeftalyP226-5-2-3 Submit reports and minutes.
- NeftalyP226-5-2-4 Conduct periodic reviews.
- NeftalyP226-5-2-5 Engage stakeholders as required.
NeftalyP226-5-3 Conflict Resolution Procedure
- NeftalyP226-5-3-1 Report conflict to Chairperson.
- NeftalyP226-5-3-2 Mediation facilitated by Human Capital Office.
- NeftalyP226-5-3-3 If unresolved, escalate to NeftalyCHCO.
- NeftalyP226-5-3-4 Document all proceedings.
NeftalyP226-6 Processes
NeftalyP226-6-1 Group Lifecycle Process
- NeftalyP226-6-1-1 Request →
- NeftalyP226-6-1-2 Approval →
- NeftalyP226-6-1-3 Formation →
- NeftalyP226-6-1-4 Operation & Engagement →
- NeftalyP226-6-1-5 Monitoring & Evaluation →
- NeftalyP226-6-1-6 Reporting →
- NeftalyP226-6-1-7 Closure/Dissolution
NeftalyP226-6-2 Communication Process
- NeftalyP226-6-2-1 Use official Neftaly communication channels (email, portal, WhatsApp Business, SMS).
- NeftalyP226-6-2-2 Share agendas 48 hours before meetings.
- NeftalyP226-6-2-3 Share minutes 48 hours after meetings.
NeftalyP226-6-3 Documentation Process
- NeftalyP226-6-3-1 All documents must be filed digitally in Neftaly Drive under Human Capital.
- NeftalyP226-6-3-2 Naming convention: Neftaly_GroupName_Date_Version.
NeftalyP226-7 Templates
NeftalyP226-7-1 Group Charter Template
- NeftalyP226-7-1-1 Group Name
- NeftalyP226-7-1-2 Purpose
- NeftalyP226-7-1-3 Objectives
- NeftalyP226-7-1-4 Membership List
- NeftalyP226-7-1-5 Chairperson
- NeftalyP226-7-1-6 Secretary
- NeftalyP226-7-1-7 Duration
- NeftalyP226-7-1-8 Mandate
- NeftalyP226-7-1-9 Reporting Requirements
- NeftalyP226-7-1-10 Approval Signatures
NeftalyP226-7-2 Meeting Agenda Template
- NeftalyP226-7-2-1 Date & Time
- NeftalyP226-7-2-2 Venue/Platform
- NeftalyP226-7-2-3 Apologies
- NeftalyP226-7-2-4 Previous Minutes
- NeftalyP226-7-2-5 Matters Arising
- NeftalyP226-7-2-6 New Agenda Items
- NeftalyP226-7-2-7 Closure
NeftalyP226-7-3 Minutes Template
- NeftalyP226-7-3-1 Group Name
- NeftalyP226-7-3-2 Meeting Date
- NeftalyP226-7-3-3 Attendance
- NeftalyP226-7-3-4 Discussion Summary
- NeftalyP226-7-3-5 Action Items
- NeftalyP226-7-3-6 Decisions
- NeftalyP226-7-3-7 Next Meeting
- NeftalyP226-7-3-8 Signatures
NeftalyP226-7-4 Monthly/Quarterly Report Template
- NeftalyP226-7-4-1 Summary
- NeftalyP226-7-4-2 Achievements
- NeftalyP226-7-4-3 Challenges
- NeftalyP226-7-4-4 Risks
- NeftalyP226-7-4-5 Action Plan
- NeftalyP226-7-4-6 Recommendations
NeftalyP226-7-5 Group Closure Report Template
- NeftalyP226-7-5-1 Group Summary
- NeftalyP226-7-5-2 Outputs Delivered
- NeftalyP226-7-5-3 Lessons Learned
- NeftalyP226-7-5-4 Recommendations
- NeftalyP226-7-5-5 Final Approval
NeftalyP226-8 Forms
NeftalyP226-8-1 Group Establishment Request Form
NeftalyP226-8-2 Group Membership Update Form
NeftalyP226-8-3 Attendance Register Form
NeftalyP226-8-4 Issue and Conflict Reporting Form
NeftalyP226-8-5 Group Activity Tracking Form
NeftalyP226-9 Records Management
- NeftalyP226-9-1 All documents must be retained for a minimum of 5 years.
- NeftalyP226-9-2 Sensitive documents must be stored securely with controlled access.
NeftalyP226-10 Compliance
NeftalyP226-10-1 Non-compliance may lead to:
- NeftalyP226-10-1 Group suspension
- NeftalyP226-10-2 Disciplinary action
- NeftalyP226-10-3 Withdrawal of Neftaly resources