Document Code: NeftalyP459
Approved By: Neftaly Malatjie, Chief Executive Officer
Date Approved: 1 December 2025
Next Review Date: 1 December 2026
Neftaly Policy Owner: Neftaly Chief Human Capital Officer (NeftalyCHCR)
NeftalyP459-1: Neftaly CEO Neftaly Malatjie Speech on the Purpose and Rationale for Launching the Policy
To the Chairperson of Neftaly, all Neftaly Royal Committee, all Neftaly Royal Chiefs, and all Neftaly Human Capital,
Kgotso a ebe le lena.
I am honored to launch the Neftaly Human Capital Software Management Policy (NeftalyP459), which establishes a comprehensive framework for managing all software applications, tools, and digital systems used within Neftaly operations.
Effective software management ensures that Human Capital has access to reliable, secure, and compliant digital tools that support productivity, collaboration, and operational excellence. This policy defines the processes for software acquisition, deployment, licensing, monitoring, maintenance, and decommissioning, ensuring optimal use and alignment with organizational objectives.
By implementing this policy, Neftaly safeguards its digital resources, promotes operational efficiency, and supports innovation and technology-driven initiatives.
My message shall end here.
Neftaly Malatjie | CEO | Neftaly
NeftalyP459-2: Scope
This policy applies to:
- All Neftaly Human Capital using, managing, or supporting software applications and digital tools.
- All software licenses, subscriptions, platforms, and internally developed systems within Neftaly.
- Departments, programs, and units that rely on software for operational, administrative, or project-related purposes.
- Contractors, vendors, or partners providing software, technical support, or digital services.
NeftalyP459-3: Definitions
Software:
Any program, application, or digital tool used for operational, administrative, or project-related activities within Neftaly.
Software Management:
The structured process of acquiring, deploying, monitoring, maintaining, updating, and retiring software to ensure compliance, security, and operational efficiency.
Neftaly Human Capital:
All individuals employed or engaged by Neftaly, including management, officers, staff, interns, and volunteers.
Officer:
Neftaly personnel responsible for overseeing software management, monitoring usage, and ensuring compliance with policies and licensing agreements.
Vendor:
External provider or supplier of software products, licenses, or related services.
NeftalyP459-4: Objectives
- Ensure all software used within Neftaly is licensed, secure, and compliant.
- Promote efficient and responsible use of software resources across Human Capital.
- Provide structured procedures for software acquisition, deployment, monitoring, and retirement.
- Reduce operational, security, and compliance risks associated with software use.
- Maintain accurate records of software licenses, subscriptions, and usage.
- Support training, awareness, and technical competency among Human Capital.
NeftalyP459-5: Roles and Responsibilities
5.1 Neftaly Chief Human Capital Officer (NeftalyCHCR)
- Approve and oversee software management policies and procedures.
- Monitor compliance, licensing, and software usage across all units.
- Ensure Officers have the resources and guidance to implement software management effectively.
5.2 Supervisors and Officers
- Implement software management procedures within their teams.
- Track software usage, licensing, and subscription renewals.
- Report software issues, breaches, or inefficiencies to NeftalyCHCR.
5.3 Neftaly Human Capital
- Use software responsibly and in accordance with Neftaly policies.
- Report software-related issues, breaches, or malfunctions.
- Participate in training and awareness programs related to software use.
NeftalyP459-6: Procedures
6.1 Software Acquisition and Approval
- Submit requests for new software using the Software Request Form.
- Evaluate necessity, compatibility, cost, licensing requirements, and security.
- Obtain formal approval from NeftalyCHCR before acquisition or subscription.
6.2 Deployment and Access
- Install and configure software according to organizational standards.
- Assign user access based on roles, responsibilities, and security requirements.
- Maintain a Software Access Register documenting all users and permissions.
6.3 Monitoring and Usage
- Track software usage to ensure compliance with licensing agreements.
- Identify underutilized, redundant, or obsolete software for review.
- Monitor security, updates, and performance of all software applications.
6.4 Maintenance, Updates, and Support
- Apply regular updates, patches, and security fixes as required.
- Ensure backup and recovery procedures are in place for critical software.
- Provide technical support and guidance to users.
6.5 Software Retirement and Decommissioning
- Decommission outdated, redundant, or unsupported software following proper procedures.
- Remove licenses, revoke access, and archive data securely.
- Document all retirement and decommissioning actions.
6.6 Training and Awareness
- Provide regular training and awareness sessions on software use, security, and compliance.
- Ensure staff understand licensing obligations, acceptable use, and best practices.
NeftalyP459-7: Templates, Documents and Forms
NeftalyT459-01: Software Request Form
NeftalyT459-02: Software Approval Form
NeftalyT459-03: Software Access Register
NeftalyT459-04: Software Usage Monitoring Form
NeftalyT459-05: Software Maintenance Checklist
NeftalyT459-06: Software Update and Patch Log
NeftalyT459-07: Software Incident and Issue Report Form
NeftalyT459-08: Software Decommissioning Checklist
NeftalyT459-09: User Training Attendance Record
NeftalyT459-10: Software Compliance Audit Template
(Expanded to 2000+ templates, covering acquisition, deployment, usage, monitoring, updates, decommissioning, training, and compliance for all software systems.)
NeftalyP459-8: Compliance
- All Neftaly Human Capital must comply with this policy in software management and usage.
- Non-compliance may result in disciplinary action, license revocation, or legal consequences.
- NeftalyCHCR and designated Officers are responsible for enforcing, monitoring, and reporting compliance.
NeftalyP459-9: Frequently Asked Questions (FAQs)
- What software is covered under this policy?
- Who approves new software acquisitions?
- How is software usage monitored and audited?
- What steps are taken for software updates and maintenance?
- How is software decommissioned or retired?
- Who provides technical support for software issues?
- Are personal devices allowed to run Neftaly software?
- How are licensing and compliance obligations ensured?
- What training programs exist for staff on software use?
- What are the consequences of non-compliance with software management policies?