TAYOA Enterprise Resource Planning (ERP) System Code of Conduct

1. Introduction

1.1. Purpose This Code of Conduct establishes the principles, expectations, and guidelines for all users of the Tanzania Youth and Adolescent Organization (TAYOA) Enterprise Resource Planning (ERP) system. The ERP is a critical tool that houses our programmatic, financial, and operational data, enabling us to effectively fulfill our mission. This Code ensures the system is used responsibly, ethically, and securely to protect the organization, its staff, its partners, and, most importantly, the youth and women we serve.

1.2. Scope This Code applies to all TAYOA employees, volunteers, interns, contractors, and any other authorized individuals who are granted access to the TAYOA ERP system, regardless of their location or role.

1.3. Alignment with Our Mission Our mission is to unleash the potential of youth and women through information technology, mindset and behavior change, leadership, entrepreneurship, and employability. The proper use of our ERP system is fundamental to achieving this. It allows for efficient operations, transparent reporting, and effective program management, ensuring we can dedicate more resources to our beneficiaries. Our vision is of empowered and resilient youth and women leading prosperous and healthy lives. The data we manage is a direct reflection of this vision, and we must treat it with the utmost respect and integrity.

2. Guiding Principles

All use of the TAYOA ERP shall be guided by our core organizational values:

• Empowerment: The ERP is a tool for empowerment, providing access to information that helps us make better decisions and serve our communities more effectively.
• Accountability: We are accountable to our stakeholders, funders, and beneficiaries. The ERP is a primary tool for demonstrating this accountability through accurate data and transparent reporting. Every user is accountable for their actions within the system.
• Professionalism & Integrity: Users must act with professionalism and integrity at all times. This includes entering accurate data, respecting the privacy of others, and using the system solely for legitimate TAYOA business.
• Teamwork & Collaboration: The ERP is a shared resource. Users are expected to use it in a manner that supports collaboration and does not hinder the work of their colleagues.
• Creativity & Innovation: We encourage the use of the ERP to find innovative solutions and improve our processes, within the bounds of this Code.

3. User Responsibilities

3.1. General Responsibilities All users are responsible for:

• Reading, understanding, and adhering to this Code of Conduct.
• Completing all required ERP training for their role.
• Using the ERP system only for authorized TAYOA business purposes.
• Reporting any suspected violations of this Code to their supervisor or the designated ERP administrator.
• Maintaining the accuracy and integrity of the data they enter and manage.

4. Data Confidentiality and Privacy

4.1. Commitment to Privacy Given the sensitive nature of our work, particularly concerning the health and personal details of adolescents and young women (e.g., HIV status, reproductive health information), maintaining confidentiality is paramount. Unauthorized access, use, or disclosure of this data can cause significant harm.

4.2. Handling of Sensitive Data All users must:

• Access only the data that is necessary to perform their job duties (“Principle of Least Privilege”).
• Never share or discuss sensitive beneficiary or personnel information outside of authorized channels.
• Ensure that any reports or data extracts are handled securely, stored in approved locations, and anonymized where possible and appropriate.
• Never attempt to access data for which they do not have authorization.
• Use strong, unique passwords and never share their login credentials with anyone.
• Log out of the ERP system when it is not in use and ensure their workstation is secure.

5. Acceptable Use

5.1. Data Entry and Management

• Data must be entered in a timely, accurate, and complete manner.
• Users must follow all established data entry standards, formats, and procedures.
• Intentionally entering false or misleading information is strictly prohibited.

5.2. System Resources

• The ERP system must not be used for personal activities, commercial purposes, or any illegal or unethical activities.
• Users must not intentionally introduce malicious software (viruses, malware, etc.) into the system.
• Users should not attempt to degrade system performance or circumvent security measures.

6. System Security

Each user is a critical part of our security defense. All users must:

• Create strong, unique passwords and change them as per TAYOA’s IT policy.
• Never share their password or user account with anyone, including colleagues or IT staff.
• Be vigilant against phishing attempts and other forms of social engineering.
• Immediately report any lost or stolen devices used to access the ERP.
• Report any suspected security breaches, unauthorized access attempts, or strange system behavior to the IT department or their supervisor without delay.

7. Reporting Violations

TAYOA is committed to creating an environment where concerns can be raised without fear of retaliation. If you witness or suspect a violation of this Code of Conduct, you must report it promptly through one of the following channels:

• Your direct supervisor.
• The designated ERP System Administrator.
• The Human Resources department.

All reports will be investigated confidentially and thoroughly.

8. Consequences of Violations

Violations of this Code of Conduct are a serious matter and may lead to disciplinary action, up to and including termination of employment or contract. Depending on the severity of the violation, legal action may also be pursued.

9. Acknowledgment

I, the undersigned, acknowledge that I have received, read, and understood the TAYOA ERP System Code of Conduct. I agree to abide by its principles and guidelines as a condition of my access to the system. I understand that failure to comply with this Code may result in disciplinary action.