Absolutely! Here’s a detailed section you can include under “SayPro Audit Planning & Coordination” that focuses on coordination with relevant departments to ensure all resources are in place for successful audits.

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SayPro Audit Planning & Coordination

Section: Coordination with Departments for Resource Readiness
Under: SayPro Development – Strategic Partnerships Office (SCDR-2)

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I. Purpose

Effective coordination with internal departments is essential for the smooth execution of monthly health and safety audits. Ensuring the availability of logistical, human, and technical resources prevents delays, supports accurate reporting, and improves overall audit quality.

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II. Key Departments Involved in Audit Preparation

Department	Role in Audit Preparation
Operations / Logistics	Transportation, site access, and inspection tools distribution.
Facilities Management	Prepares buildings for inspection, provides infrastructure records and access.
Human Resources	Shares training logs, staff rosters, and health & safety policy updates.
Finance	Approves audit-related travel expenses, supplies, and third-party auditor fees (if needed).
IT / Technical Support	Provides electronic devices, data access, and audit tracking software (if applicable).
Communications / Admin Support	Sends notifications, schedules meetings, and supports documentation tasks.
Partner Coordination Unit (PCU)	Communicates with partner organizations to ensure their readiness and documentation.

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III. Coordination Steps & Timeline

Timeline	Action
3 Weeks Before Audit	Notify all involved departments and partner organizations of the upcoming audit.
2 Weeks Before Audit	Confirm staff assignments, access to audit tools, and readiness of facilities.
1 Week Before Audit	Final check with departments for last-minute support, documents, and logistics.
Day of Audit	Ensure all team members and facility contacts are available and properly briefed.
Post-Audit (Within 3 Days)	Follow up with departments for any required corrective actions or data clarification.

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IV. Required Audit Resources

Resource Type	Responsible Department	Examples
Audit Checklists & Forms	Strategic Partnerships Office	Standardized paper or digital checklists
Transportation	Logistics / Fleet Management	Vehicles to reach audit sites
Inspection Tools	Facilities or HSE	Flashlights, fire extinguisher testers, PPE
HR Records	Human Resources	Training logs, attendance registers
Data Capture Devices	IT / Technical Support	Tablets, phones, or laptops
Budget Approvals	Finance	Per diems, travel allowances, third-party service invoices
Communications	Admin / Communications	Audit schedules, briefing notes, confirmation emails

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V. Communication Protocol

1. Monthly Coordination Meetings: A standing meeting between SCDR-2 Audit Team and departmental liaisons to review audit timelines and resource needs.
2. Shared Audit Calendar: Updated monthly and distributed to all key departments.
3. Point of Contact List: Each department assigns one liaison for audit coordination.
4. Emergency Protocols: Clear communication channels established in case of last-minute audit schedule changes or incidents.

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VI. Contingency Planning

• Backup Transportation Arrangements
• Alternative Staff Assignments (for illness or absence)
• Remote Access to Documentation (Cloud / Shared Drives)
• Stock of Extra Audit Materials and PPE

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This framework ensures SayPro’s audit team can execute audits efficiently, consistently, and professionally—with the full support of all departments.

Would you like me to format this into a departmental coordination checklist or SOP (Standard Operating Procedure)?