Commodity management toolkit

It provides staff quick access to the specific information they need on minimum requirements, whenever and wherever they need it. The toolkit is a set of interconnected flowcharts that provide a road map of the entire CM process -- from project start-up through close-out -- in simple steps. In addition to illustrating each activity required to promote compliance with USAID regulations -- and the functional area(s) accountable -- the toolkit provides instant access to 147 tools designed to help users implement these activities. The toolkit can be used both as a self-study training resource for new staff and as a quick reference for more experienced staff. (TOPS website abstract) The toolkit consists of the following files: 0. Resources 1. Project Start-Up (1.1) Commodity Manager Core Competencies (1.3) USAID Pesticide Evaluation Report and Safer Use Action Plan (PERSUAP) TEMPLATE (1.3 / 7.4.2.1) Phosphine Fumigation Management Plan TEMPLATE (1.4.1) Freight Forwarder Agreement EXAMPLE (1.4.3) Port Assessment CHECKLIST (1.4.4.a) Clearing and Forwarding Agent CHECKLIST (1.4.4.b) Clearing & Forwarding Agent Agreement EXAMPLE (1.4.4.c) Clearing & Forwarding on TBL Agreement EXAMPLE (1.4.5.a) Independent Surveyor CHECKLIST 1.4.5.b Independent Surveyor Agreement EXAMPLE 1.4.5.c Independent Surveyor on TBL Agreement EXAMPLE (1.6.1) Distribution Agency Agreement CHECKLIST (1.7) FFP Indicators Access GUIDELINES (1.8.1) A Practical Guide to Sampling (1.8.1) Food Distribution Monitoring System GUIDELINES (1.8.2.a) On-Site Distribution Monitoring Questionnaire TEMPLATE (1.8.2.b) Distribution Site Storage Monitoring Questionnaire TEMPLATE (1.8.2.c) Post-Distribution Monitoring Questionnaire TEMPLATE (1.8.4) Community Complaint Mechanisms GUIDELINES (1.9) Community-level Committee GUIDELINES (1.10.1) Distribution Team Member Responsibilities GUIDELINES (1.10.4) Recipient Ration or ID Card TEMPLATE (1.10.6) Distribution Site Identification GUIDELINES (1.10.7 / 8.1) Recipient Registration GUIDELINES (1.11) Award Modification GUIDELINES (1.11.2 / A.6.7.2) CM Budget Preparation WORKSHEET (1.11.2) CM Logistics Network Design GUIDELINES (1.11.2) CM Staff Functions and Responsibilities GUIDELINES (1.11.2 / A.6.7.2) Food For Peace Information Bulletin 14-01 (1.11.2 / A.6.7.2) FFP Budget Matrix Version 2014 (1.11.3 / A.6.7.2) FFPMIS RESOURCES 2. Sales Order (2.1) Commodity Calculator Online Access GUIDELINES (2.3) Sales Order Preparation CHECKLIST (2.7) Inland Transport Agreement EXAMPLE 3. Procurement (3.4) Expedited Commodity Procurement GUIDELINES 4. Ocean Shipment (4.1.2) Master Solicitation Terms Applicable for All PL480 Title II Cargo (4.1.2) US Food Aid Booking Note for Packaged Commodities Part I (4.1.2) US Food Aid Booking Note for Packaged Commodities Part II (4.2.2) Incoterms 2010 Quick Reference Chart (4.3.2) Bulk Commodity Charter Party Shipping Contract EXAMPLE 5. Port Operations (5.3) Commodity Authorization for Clearance TEMPLATE (5.3.1) Shipping Documents CHECKLIST (5.4) Discharge and Dispatch Planning GUIDELINES (5.5.1) Vessel Movement GUIDELINES (5.8) Types and Causes of Commodity Damage at Port GUIDELINES (5.8.2.2 / B.1.2) Commodity Analysis GUIDELINES (5.8.2.3) Disposal of Unfit Cargo GUIDELINES (5.8.2.4 / B.1.5.6) Certificate of Commodity Destruction TEMPLATE (5.8.4) Marine Reconstitution GUIDELINES (5.8.6 / 5.8.2.1 / 5.10.5) Notice of Loss (Letter of Protest) EXAMPLE (5.9.7) Daily Dispatch Report TEMPLATE (5.10) Independent Survey Report GUIDELINES (5.10.9) Marine Loss Claim GUIDELINES 6. Transport (6.1.3) Determination of Transport Needs GUIDELINES (6.2) Transport Contracting GUIDELINES (6.2.4) Transport Services Tender for Bid EXAMPLE (6.3.3) Pre-Contract Vehicle Inspection CHECKLIST (6.3.4) Transport Contract EXAMPLE (6.4.4) Transporter Performance Rating TEMPLATE 7. Warehousing (7.1.1) Warehouse Selection CHECKLIST (7.1.1) Warehouse Contract EXAMPLE (7.1.2) USAID PEA for Fumigation of Stored Commodity Factsheet (7.1.5) Warehouse Equipment and Supplies CHECKLIST (7.1.6 ) Driver Timesheet TEMPLATE (7.1.6 / 7.3.4 / 7.6.5 ) Warehouse Daily Report TEMPLATE (7.2.1) Warehouse Staffing GUIDELINES (7.2.1) Warehouse Manager Core Competencies (7.2.4) Warehouse Staff Training CHECKLIST (7.2.4) Warehouse Staff Safety Guide (PCI) (7.3.1.1) Warehouse Storage Capacity for Commodities GUIDELINES (7.3.1.3 / 7.3.3.5 / 7.6.3.7) Casual Labor Recording TEMPLATE (7.3.2.3 / 7.6.3.4) Commodity Tally Sheet TEMPLATE (7.3.2.4) Commodity Random Weight TEMPLATE (7.3.2.5 / 7.6.4.1 / A.2.5) Waybill TEMPLATE (7.3.3.1) Commodity Stacking GUIDELINES (7.3.3.3 / A.2.5) Commodity Stack Card TEMPLATE (7.3.3.4 / A.2.5) Warehouse Ledger TEMPLATE (7.4.1) Warehouse Fire Prevention and Control CHECKLIST (7.4.1) Warehouse Cleaning Plan TEMPLATE (7.4.1) Commodity Damage Control GUIDELINES (7.4.2) Commodity Stack Inspection CHECKLIST (7.6) Commodity Dispatch GUIDELINES (7.6.2.5) Commodity Prepackaging GUIDELINES (7.6.4.1) Waybill Tracking TEMPLATE (7.6.5 / A.2.2) Warehouse Documents CHECKLIST (7.6.6) Commodity Movement Monthly Report TEMPLATE 8. Distribution (8.2) Food Distribution Gender GUIDELINES (8.2.1) Distribution PLAN TEMPLATE (8.2.2) Distribution LIST TEMPLATE (8.2.4) Commodity Ration Measurement GUIDELINES (8.2.6) Distribution Notification CHECKLIST (8.2.7) Distribution Site Roles & Responsibilities CHECKLIST (8.2.8) Distribution Site Storage GUIDELINES (8.4 / 8.4.1) Distribution Site Set-up CHECKLIST (8.4.2) USAID Branding and Marking GUIDELINES (8.5) Distribution Procedures GUIDELINES (8.6.1) Distribution REPORT TEMPLATE 9. Food Distribution Monitoring (9.1) Food Distribution Monitoring Equipment CHECKLIST (9.2) Food Distribution Monitoring Procedures GUIDELINES (9.5) Focus Group Discussion GUIDELINES (9.7) Food Distribution Monitoring Follow-Up Issues Tracking Sheet TEMPLATE 10.Close-Out (10.1) Food Aid Program Close Out Guide (10.2) Commodity Close-Out Plan TEMPLATE (10.2) Commodity-Close Out Plan EXAMPLE (10.5) Commodity Management Close-Out CHECKLIST (10.5.2) Asset Inventory Disposition TEMPLATE A. Quality Oversight & Internal Control (A.1) Donor Approval CHECKLIST (A.2) Warehouse Oversight and Control CHECKLIST (A.2.1 / 7.6) Dispatch Authorization TEMPLATE (A.2.3) Warehouse Access and Key Control CHECKLIST (A.2.4) GACAP Summary (A.3) Distribution Oversight and Control CHECKLIST (A.5.1) Commodity Management Audit CHECKLIST (A.5.3) Warehouse Inspection Report TEMPLATE (A.5.4) Warehouse Physical Inventory GUIDELINES (A.5.4.2) Warehouse Physical Inventory Reconciliation TEMPLATE (A.5.5.2) Market Assessment Reporting TEMPLATE (A.5.9) Distribution Monitoring Performance CHECKLIST (A.6) Commodity Reporting Process GUIDELINES (A.6.5) Creating a PREP Guidance (A.6.5) PREP Process GUIDELINES for Commodity Management (A.6.7.3) Commodity Pipeline Analysis TEMPLATE B. Internal Losses (B.1.1) Commodity Feedback Loop-Simple Timeline (B.1.1) Commodity Feedback Loop-Complex Timeline (B.1.1) Commodity Feedback Loop-Quality Report (B.2.2) Reconstitution GUIDELINES (B.2.7) Commodity Reconstitution Report TEMPLATE (B.6 / A.2.5) Commodity Loss Report TEMPLATE (B.7) QWICR Users" Guide 2013 (B.9 / B.9.3) Internal Loss Claims GUIDELINES (B.9.1) Internal Loss Claim Register TEMPLATE