Document Code: NeftalyP334
Issued By: Chief Human Capital Officer (CHCO)
Approved By: Chief Executive Officer (CEO)
Effective Date: [Insert Date]
Next Review Date: [Insert Date + 12 months]
NeftalyP334-1 Policy Statement
NeftalyP334-1-1 Neftaly is committed to maintaining a clear, updated, and accessible organizational structure to enhance accountability, communication, and operational efficiency. The Neftaly Human Capital Organogram Management Policy (NeftalyP334) establishes procedures, responsibilities, and processes for creating, maintaining, and managing organograms across all departments and programs.
NeftalyP334-1-2 This policy ensures that all Royals, Deputy Chiefs, Officers, and Human Capital understand reporting lines, hierarchical structures, and roles within Neftaly.
NeftalyP334-2 Purpose
NeftalyP334-2-1 The purpose of this policy is to:
- NeftalyP334-2-1-1 Ensure an accurate representation of Neftaly’s organizational hierarchy.
- NeftalyP334-2-1-2 Promote clarity in roles, reporting lines, and responsibilities.
- NeftalyP334-2-1-3 Facilitate operational efficiency and communication across all units.
- NeftalyP334-2-1-4 Provide a standardized process for updating and maintaining organograms.
- NeftalyP334-2-1-5 Align organizational structures with strategic objectives and human capital requirements.
NeftalyP334-3 Scope
NeftalyP334-3-1 This policy applies to:
- NeftalyP334-3-1-1 All Neftaly Royals, Deputy Chiefs, Officers, and Human Capital.
- NeftalyP334-3-1-2 All departments, branches, and programs within Neftaly.
- NeftalyP334-3-1-3 All organogram-related processes, including creation, updates, approvals, and archiving.
NeftalyP334-4 Definitions
- NeftalyP334-4-1 Organogram: A visual representation of the organizational hierarchy showing reporting lines, positions, and relationships.
- NeftalyP334-4-2 Royal Director: Head of a division or department responsible for maintaining organogram accuracy within their unit.
- NeftalyP334-4-3 Deputy Chief: Assists the Royal Director in managing organogram updates and approvals.
- NeftalyP334-4-4 Officers: Personnel responsible for providing accurate reporting data for the organogram.
- NeftalyP334-4-5 Governance Office: Office responsible for maintaining organogram records, approval logs, and compliance.
NeftalyP334-5 Guiding Principles
- NeftalyP334-5-1 Accuracy: Organograms must accurately reflect current reporting lines, roles, and responsibilities.
- NeftalyP334-5-2 Transparency: Organograms must be accessible to relevant Royals, Officers, and Human Capital.
- NeftalyP334-5-3 Accountability: All updates must be approved and tracked to ensure integrity.
- NeftalyP334-5-4 Compliance: Organogram management must follow Neftaly policies, governance, and legal requirements.
- NeftalyP334-5-5 Continuous Improvement: Organograms must be reviewed regularly and updated based on organizational changes.
NeftalyP334-6 Roles and Responsibilities
| Role | Responsibilities |
|---|---|
| CEO | Approves organizational structure and major structural changes. |
| CHCO | Oversees organogram management, ensures accuracy, and monitors updates. |
| Royal Directors | Review and approve organogram updates for their divisions. |
| Deputy Chiefs | Assist with organogram updates and communicate changes to officers. |
| Officers / Human Capital | Provide accurate position and reporting information; notify of changes. |
| Governance Office | Maintain organogram records, approval logs, and archive historical versions. |
NeftalyP334-7 Procedures
NeftalyP334-7-1 Organogram Creation
- NeftalyP334-7-1-1 Royal Directors and Officers provide details of positions, roles, and reporting lines.
- NeftalyP334-7-1-2 Governance Office drafts the initial Organogram (NeftalyD334-01) using standardized templates.
- NeftalyP334-7-1-3 CHCO reviews and approves the organogram before publication.
NeftalyP334-7-2 Organogram Updates
- NeftalyP334-7-2-1 Any organizational changes (new positions, role changes, or reporting line modifications) must be submitted using the Organogram Update Request Form (NeftalyF334-01).
- NeftalyP334-7-2-2 Royal Directors verify the changes, and the CHCO approves.
- NeftalyP334-7-2-3 Updated organograms are published and archived in the Organogram Records (NeftalyD334-02).
NeftalyP334-7-3 Communication and Access
- NeftalyP334-7-3-1 Current organograms must be accessible to all Royals, Officers, and Human Capital.
- NeftalyP334-7-3-2 Updates and changes must be communicated through approved Neftaly channels.
- NeftalyP334-7-3-3 Officers are responsible for ensuring their teams are aware of any updates.
NeftalyP334-7-4 Review and Audit
- NeftalyP334-7-4-1 Governance Office conducts a quarterly review of organograms to ensure accuracy and compliance.
- NeftalyP334-7-4-2 Discrepancies or outdated information must be corrected promptly.
- NeftalyP334-7-4-3 Findings and updates are documented in the Organogram Audit Report (NeftalyD334-03).
NeftalyP334-8 Processes
| Stage | Action | Responsible Person | Output Document |
|---|---|---|---|
| Creation | Draft initial organogram | Royal Directors / Governance Office | NeftalyD334-01 |
| Update | Submit and approve changes | Officers / Royal Directors / CHCO | NeftalyF334-01, NeftalyD334-02 |
| Communication | Share updated organogram | Governance Office / Officers | Updated Organogram Distribution Log |
| Review | Audit accuracy and compliance | Governance Office / CHCO | NeftalyD334-03 |
NeftalyP334-9 Templates, Documents, and Forms
| Code | Document Name | Purpose |
|---|---|---|
| NeftalyD334-01 | Organogram | Visual representation of organizational hierarchy. |
| NeftalyF334-01 | Organogram Update Request Form | Request and document organizational changes. |
| NeftalyD334-02 | Organogram Records | Archive of current and historical organograms. |
| NeftalyD334-03 | Organogram Audit Report | Document results of organogram reviews and audits. |
NeftalyP334-10 Compliance
- NeftalyP334-10-1 All Royals, Officers, and Human Capital must adhere to organogram management procedures.
- NeftalyP334-10-2 Unauthorized changes or misrepresentation of positions may result in corrective action.
- NeftalyP334-10-3 All organogram records must comply with NeftalyP137 (Data Management Policy).
NeftalyP334-11 Monitoring and Review
NeftalyP334-11-1 The CHCO, together with the Governance Office, will review organogram management practices annually to ensure accuracy, accessibility, and alignment with organizational objectives.
NeftalyP334-12 Approval
Policy Owner:
Neftaly Chief Human Capital Officer (CHCO)
Approved By:
Neftaly Malatjie
Chief Executive Officer