Document Code: NeftalyP332
Approved By: Chief Executive Officer (CEO)
Date Approved: 30 October 2025
Review Date: 29 November 2026
Policy Owner: Neftaly Chief Human Human Capital, NeftalyCHCR
NeftalyP332-1 Policy Statement
NeftalyP332-1-1 Neftaly is committed to ensuring effective planning, coordination, and execution of all organizational activities through proper management of event organisers and organisational tools. The Neftaly Human Capital Organiser Management Policy (NeftalyP332) establishes standards, procedures, and responsibilities for managing organisers, schedules, and related resources to ensure seamless operations across all divisions.
NeftalyP332-1-2 This policy ensures that all Royals, Deputy Chiefs, Officers, and Human Capital involved in organizing events, programs, or internal activities perform consistently and efficiently.
NeftalyP332-2 Purpose
NeftalyP332-2-1 The purpose of this policy is to:
- NeftalyP332-2-1-1 Provide a structured approach to organiser management and event coordination.
- NeftalyP332-2-1-2 Define roles, responsibilities, and accountability for organisers and associated activities.
- NeftalyP332-2-1-3 Promote efficiency, accuracy, and transparency in planning and execution.
- NeftalyP332-2-1-4 Ensure compliance with Neftaly policies, governance requirements, and operational standards.
- NeftalyP332-2-1-5 Facilitate smooth communication and collaboration across all departments and programs.
NeftalyP332-3 Scope
NeftalyP332-3-1 This policy applies to:
- NeftalyP332-3-1-1 All Neftaly Royals, Deputy Chiefs, Officers, and Human Capital involved in organising events or managing schedules.
- NeftalyP332-3-1-2 All events, workshops, programs, and activities conducted by Neftaly.
- NeftalyP332-3-1-3 All tools, software, and templates used for planning, scheduling, and coordination.
NeftalyP332-4 Definitions
- NeftalyP332-4-1 Organiser: An individual or team responsible for planning, coordinating, and executing an event, program, or activity.
- NeftalyP332-4-2 Event: Any internal or external program, meeting, workshop, or activity conducted under Neftaly.
- NeftalyP332-4-3 Operational Schedule: A documented timeline of events and associated tasks.
- NeftalyP332-4-4 Task Assignment Form: A form used to allocate responsibilities for organiser-related tasks.
- NeftalyP332-4-5 Event Log: A record of all events, schedules, and organiser activities.
NeftalyP332-5 Guiding Principles
- NeftalyP332-5-1 Accountability: All organiser tasks and activities must have clearly defined responsibilities.
- NeftalyP332-5-2 Transparency: Schedules, plans, and updates must be shared with relevant stakeholders.
- NeftalyP332-5-3 Efficiency: Organisers must plan and execute activities with minimal resource wastage and maximum effectiveness.
- NeftalyP332-5-4 Collaboration: Organisers must coordinate with departments, Royals, and Human Capital for successful execution.
- NeftalyP332-5-5 Compliance: All organiser activities must follow Neftaly policies, ethical standards, and operational guidelines.
- NeftalyP332-5-6 Continuous Improvement: Post-event evaluations should inform improvements for future activities.
NeftalyP332-6 Roles and Responsibilities
| Role | Responsibilities |
|---|---|
| CEO | Approves overall organiser management framework and major events. |
| CHCO | Oversees organiser management processes and ensures compliance. |
| Royal Directors | Supervise organiser activities within their divisions and approve operational schedules. |
| Deputy Chiefs | Support event planning, allocation, and monitoring of organisers. |
| Officers / Organisers | Plan, coordinate, and execute events or activities according to assigned tasks. |
| Human Capital | Participate in events, execute assigned tasks, and provide feedback on organiser performance. |
| Governance Office | Maintain records of events, organiser activities, and compliance documentation. |
NeftalyP332-7 Procedures
NeftalyP332-7-1 Event Planning
- NeftalyP332-7-1-1 Organisers submit an Event Proposal Form (NeftalyF332-01) including objectives, timeline, resources, and responsible personnel.
- NeftalyP332-7-1-2 Royal Directors review and approve event proposals.
- NeftalyP332-7-1-3 Approved events are added to the Operational Schedule (NeftalyD332-01).
NeftalyP332-7-2 Task Allocation
- NeftalyP332-7-2-1 Organisers assign tasks using the Task Assignment Form (NeftalyF332-02).
- NeftalyP332-7-2-2 Officers and Human Capital acknowledge receipt and understanding of assigned tasks.
- NeftalyP332-7-2-3 Progress and completion of tasks are monitored weekly.
NeftalyP332-7-3 Execution and Coordination
- NeftalyP332-7-3-1 Organisers execute the event according to the approved plan and timeline.
- NeftalyP332-7-3-2 Organisers coordinate with all stakeholders and provide updates to Royal Directors.
- NeftalyP332-7-3-3 Any deviations or issues must be documented in the Event Issue Log (NeftalyD332-02) and reported immediately.
NeftalyP332-7-4 Post-Event Review
- NeftalyP332-7-4-1 Organisers complete the Event Review Report (NeftalyD332-03) including attendance, outcomes, lessons learned, and recommendations.
- NeftalyP332-7-4-2 Governance Office archives reports and updates the Event Log (NeftalyD332-04).
- NeftalyP332-7-4-3 Feedback from participants is collected using the Event Feedback Form (NeftalyF332-03) to improve future organiser processes.
NeftalyP332-8 Processes
| Stage | Action | Responsible Person | Output Document |
|---|---|---|---|
| Planning | Submit and approve event proposals | Organisers / Royal Directors | NeftalyF332-01, NeftalyD332-01 |
| Task Allocation | Assign and acknowledge tasks | Organisers / Officers | NeftalyF332-02 |
| Execution | Conduct event and coordinate stakeholders | Organisers | Event Issue Log (NeftalyD332-02) |
| Post-Event Review | Document outcomes and feedback | Organisers / Governance Office | NeftalyD332-03, NeftalyD332-04, NeftalyF332-03 |
NeftalyP332-9 Templates, Documents, and Forms
| Code | Document Name | Purpose |
|---|---|---|
| NeftalyF332-01 | Event Proposal Form | Capture objectives, resources, and personnel for proposed events. |
| NeftalyF332-02 | Task Assignment Form | Allocate and track organiser tasks. |
| NeftalyF332-03 | Event Feedback Form | Collect participant feedback for post-event evaluation. |
| NeftalyD332-01 | Operational Schedule | Record and track scheduled events and timelines. |
| NeftalyD332-02 | Event Issue Log | Document and track any issues arising during events. |
| NeftalyD332-03 | Event Review Report | Summarize event outcomes, lessons learned, and recommendations. |
| NeftalyD332-04 | Event Log | Archive all event records and organiser activities. |
NeftalyP332-10 Compliance
- NeftalyP332-10-1 All organiser activities must comply with Neftaly policies, ethical standards, and operational guidelines.
- NeftalyP332-10-2 Failure to follow approved procedures or complete documentation may result in corrective action.
- NeftalyP332-10-3 All event records must comply with NeftalyP137 (Data Management Policy) for data accuracy and retention.
NeftalyP332-11 Monitoring and Review
NeftalyP332-11-1 The CHCO, together with the Governance Office, will review organiser management annually to ensure effectiveness, efficiency, and continuous improvement.
NeftalyP332-12 Approval
Policy Owner:
Neftaly Chief Human Capital Officer (CHCO)
Approved By:
Neftaly Malatjie
Chief Executive Officer