Transcription
Next pageCommodity ManagementToolkitVersion V2.1 January 2018Go To:START page
Next pageThere are 10 sub-processes in the CM Lifecycle, as follows.1. Project Start-Up: CM-related activities involving Program Management staff, e.g., contracting service providers for commodityimport, finalizing eligibility criteria and CM budget, compiling master recipient list, establishing distribution monitoring system. Note:Ongoing CM-related activities that PM staff are responsible for are included in A. Internal Control and Quality Oversight.2. Sales Orders: Preparation, submission, and approval of Sales Orders3. Procurement: USDA tendering process and commodity swaps, loans, transfers, and diversions4. Ocean Shipment: Tendering shipping contracts with ocean carriers and loading commodity at US port5. Port Operations: Preparation for vessel arrival, commodity discharge, inspection, and dispatch from port6. Transport: Tendering, awarding, and administering private transporter contracts7. Warehousing: Establishing a warehouse; commodity receipt, storage, dispatch, and accounting8. Distribution: Distribution planning, site set-up, distribution procedures, and reporting9. Food Distribution Monitoring: Monitor training and scheduling; data collection, synthesis, feedback, and reporting10. Close-Out: Close-Out Plan preparation and submission, CM-related close-out activities, final reportingTwo additional sub-process cut across many of the 10 lifecycle sub-processes.A. Internal Control and Quality Oversight: Warehouse and distribution control systems, ongoing monitoring, and required reportingB. Internal Losses: Commodity testing, reconstitution, and disposal; loss reporting; investigations and claimsThis toolkit is specifically designed for USAID development food security activity commodities . It does not coveremergency programs like that of WFP commodities, or Local and Regional Procurement (LRP) commodities.This toolkit was developed by The TOPS Program with active involvement of the community of commodity managementpractitioners from the partner agencies. The Technical and Operational Performance Support (TOPS) Program was made possibleby the generous support and contribution of the American people through the U.S. Agency for International Development (USAID).The contents of this toolkit were created by The TOPS Program and do not necessarily reflect the views of USAID or the U.S. Government.Start
Next pageHOW TO NAVIGATEThe 12 sub-processes areillustrated here.From the START page,click a sub-process boxto view the map of itsactivities.Click NEXT below, tocontinue navigationinstructions.NEXTThe START page is shown below. Hyperlinks help you navigate back to this page,so that you may select another sub-process.
Next pageHOW TO NAVIGATEA thick border means the activity contains lower-level tasks.Click the box to access the corresponding map for these tasks.Each sub-process map isbroken down into“swimlanes.”Swimlanes indicate thefunction(s) responsible forthe activities or tasks withinthem.Click NEXT below,to continue navigationinstructions.NEXTClick “Go Back” to return to onelevel higher in the sub-process.GoBack
Next pageHOW TO NAVIGATECorresponding TOOLS are listed in a green box.All tools for a sub-process are located in a folder for that sub-process.Save the TOOLS to your computer, and adapt them to your local context.Click the NEXT box tobegin exploring theCommodityManagementInteractiveLife-Cycle ProcessMaps.NEXTGoBack
Next pageCommodity Management Interactive Life-Cycle Process MapsSigned Award1.0Project Start-Up2.0Sales tA.0Internal Control and Quality Oversight5.0PortOperations9.0Food g6.0TransportB.0Internal LossesGo To:Overview pageGo To:RESOURCES page
Next page.AwardeeHQ1.0 PROJECT START-UPFunding for commoditycomponent receivedCOP1.1Hirecommoditymanager(with HR)1.21.4Verify ALLhost (andtransit) countryrequirementsfor ogram ManagementCommodity ManagerCore Competencies(withProcurement)1.6Participationof distributionagencies?YESEstablish writtenagreements withagencies that willdistribute commodityAward ModificationGUIDELINESNO1.11Requestmodification ofprogram plan/budget1.3CompletePERSUAP andinitialFumigationManagementPlan(if not completedduring proposalstage)CommodityManagementUSAID Pesticide EvaluationReport and Safer Use ActionPlan (PERSUAP) TEMPLATEPhosphine FumigationManagement Plan TEMPLATEClick here for allsub-process tools1.5Conductprogram startup workshop (toclarify DIP)1.71.8Collecteligibility/graduationcriteria data aspart of emFFP Indicators AccessGUIDELINES(if unity-LevelCommittee GUIDELINES1.10CompilemasterrecipientlistGO TO A.0:Internal ControlGoBack
Next page.1.0 PROJECT START-UPAwardee HQ1.4 Contract necessary service providersService providers notcontracted duringproposal stage1.4.1Hire freightforwarderProgram ManagementFreight Forwarder Agreement EXAMPLE1.4.2Tender,approve, andcontractfumigationservice provider1.4.4Tender, approve,and contract C&Fagent(with Procurement)Commodity Management(withProcurement)1.4.31.4.5Tender, approve,and contract oneindependentsurveyor per vesselEND(with Procurement)Clearing & Forwarding Agent CHECKLISTIndependent Surveyor CHECKLISTClearing & Forwarding Agent Agreement EXAMPLEIndependent Surveyor Agreement EXAMPLEClearing & Forwarding on TB/L Agreement EXAMPLEIndependent Surveyor on TB/L Agreement EXAMPLEValidate portassessment,even if TB/LusedPort Assessment CHECKLISTGoBack
Next page1.0 PROJECT START-UPProgram Management1.6 Establish written agreements with agencies that will distribute commodityCommodity ncies identifiedDefine accountability,responsibilities, liabilitylimits, reporting, andprocedures for handlingcommodity distributionsand losses in agreementsDistribution Agency Agreement CHECKLIST1.6.2Train distribution agencystaff on recipientselection/registration,distribution, monitoring,reporting, andprocedures for handlingcommodity lossesENDGoBack
Next page.1.0 PROJECT START-UPCommodity ManagementProgram ManagementProgram TechnicalSectors1.7 Collect eligibility/graduation criteria data as part of project baselineProject baselinebeing designed1.7.11.7.2Clarify targeting(eligibility) criteriastated in proposalEnsure baselinequestions captureinformation on eligibility1.7.3Analyze baseline data oneligibility1.7.4Use data to map outdistribution centersENDGoBack
Next page.1.0 PROJECT START-UPProgram TechnicalSectors1.8 Establish distribution monitoring systemOn-Site Distribution Monitoring Questionnaire TEMPLATEDistribution Site Storage Monitoring Questionnaire TEMPLATEPost-Distribution Monitoring Questionnaire m MonitoringTeam1.8.1Project monitoringteam leader hiredDesign commoditydistribution monitoring plan(based on sample size andsampling techniques inproposal)1.8.2Design monitoringformsFood Distribution MonitoringSystem GUIDELINESA Practical Guide to ity Feedback &Complaint MechanismGUIDELINESGoBack
Next page.1.0 PROJECT START-UPCommodityManagement1.10 Compile master recipient list1.10.41.10.1STARTEnsure ration/IDcards comply withapproved donorbranding planHire and traindistributionteam membersMIS/MonitoringTeamCommunity and LocalStakeholdersDistribution TeamDistribution Team MemberResponsibilities GUIDELINESRecipient Ration or ID Card TEMPLATE1.10.51.10.31.10.2Mobilizecommunityinput nts, basedon eligibilitycriteria stated inAgreement andbaselineVerify andregisterrecipients1.10.7Issue recipient ration/IDcards against some form NESIdentifydistribution sitesDistribution Site Identification GUIDELINES1.10.8Produceelectronicmaster list/databaseENDGoBack
Next page.1.0 PROJECT START-UPCommodity ManagementProgram Technical Sectors1.11 Request modification of program plan/budget (if necessary)1.11.1Budget modificationnecessaryAlign activities,eligibility criteria,and numbers ofrecipients withbudget1.11.2Validatecommoditymanagement sectionof DIP and budgetbased on currentconditions1.11.3Update AER andcommodity pipelinebased on revision(s)to program planTAmodificationnecessary?NOFFPMIS RESOURCESCM Budget Preparation WORKSHEETYESCM Logistics Network Design GUIDELINESCOPCM Staff Functions and Responsibilities GUIDELINESFFPIB 18-01 Eligible Uses of Section 202(e) for FFP AwardsUSAID/FFPFFPIB 18-02 Eligible Uses of ITSH for FFP Awards1.11.4Submit TAmodification requestto FFP1.11.6Sign TAmodificationEND1.11.5Approve TAmodification requestGoBack
Next page2.1Commodity neededin 3 to 6 monthsRerun latest commoditycalculator (updated byUSAID) and compare tobudget to ensure fundingavailability2.72.2Send requestfor concurrenceto USAIDContract inlandtransportation tofinal destination(see 6.0)NOCommodity CalculatorOnline Access GUIDELINESAwardeeHQCommodity Management2.0 SALES ORDERThrough bill oflading?YESInlandTransportAgreementEXAMPLEGO TO 3.0:Procurement2.3FreightForwarderEnter sales order(SO) in WBSCMSales Order Preparation CHECKLIST2.6USAID2.42.5Approve SOAOR notifies FFP/POD of SOnumber via emailUSDAMission generatesconcurrence cable(or notes in free textfield on SO)Click here for allsub-process toolsGoBack
Next page.2.0 SALES ORDERAwardeeHQ2.6 Approve sales orderFreightForwarder2.6.3Revise andresubmit2.6.1USAIDSTARTGEO/CBO reviews, approves,and enters concurrence inWBSCMYESRevisionsneeded?2.6.2POD reviews and verifies allcertifications in order, andapproves (within 1 week)NOUSDA2.6.4DACO providesfinal approvalwithin 2 weeksENDGoBack
Next page.2.0 SALES ORDER2.6.4 DACO provides final approvalUSDA2.6.4.1STARTValidate sanitary andphytosanitary importrequirements for host(and, if applicable,transit) countries2.6.4.22.6.4.3Approve policyimplications andcertificationsRoute SO toUSDA/FSA/KCCOENDGoBack
Next page.Sales (s)Administercontract(s)USAID/FFPUSDAVendors3.0 PROCUREMENTNO3.53.4Pipeline analysis revealsshortage(or emergency need)Determinefeasibility ofcommodityswap or loanExpedited CommodityProcurement GUIDELINESFreightForwarderCommodityManagementGO TO 4.0:Ocean ShipmentSwap or loanfeasible?YESCompletecommodityswap or loan3.6Request transferor diversionfrom anotherfood assistanceprogramGO TO 6.0:TransportNOOceanshipmentinvolved?YESGO TO 5.0:Port OperationsClick here for allsub-process toolsGoBack
Next page.3.0 PROCUREMENTUSDA/DACO3.1 Create tenderSO routed fromDACO3.1.5Review andapproveinvitations3.1.1USDA/KCCORack up (combine) SOsfor the month3.1.63.1.23.1.4[Commodity Specialist]Provide feedback onunique specifications toinclude in invitationPublish invitations inWBSCM and emailnotificationCreate draftcommodity andfreight invitationsUSAID/FFPGO TO 3.23.1.3[POD and CountryBackstop Officer]Confirm listGoBack
Next page.3.0 PROCUREMENT3.2 Award contract(s)Offers (bids) received (viaWBSCM) from vendors3.2.8USDA/KCCO3.2.1[Specialists]Review bids forerrors3.2.63.2.7Manually evaluatesocioeconomicprograms (e.g.,HubZone or 8(a), ifapplicable)Create, review,and approvecontracts;release tovendors3.2.2Send bidsreceived toBEOS (Bid te forlowest landedcostReview awardrecommendations atad hoc meetingCreate purchasecontract awardin WBSCM andsend email toawardee(s)within 27 hoursfrom bidopeningGO TO 3.3USAID/FFP3.2.5Send “authorizationto purchase” emailfor agreed-uponawardeesGoBack
Next page.3.0 PROCUREMENTVendors3.3 Administer contract(s)3.3.1USDA/KCCOContracts releasedto vendorsDefine shipping periodsbased on dates ininvitation(within 3 days after award)3.3.2Post CAR (cargo availability reportfor booking vessel) on websiteUSDA/DACO(within 1 week after flagging)3.3.3Provide unique documents toAwardee freight forwarderGO TO 4.0:Ocean ShipmentGoBack
Next page.3.0 PROCUREMENT3.4 Determine feasibility of commodity swap or loanCommodity ManagementPipeline analysisreveals shortage3.4.53.4.23.4.1Locate agencythat can swap/loan commodityAgencyavailable?YESIf possible, for packagedcommodities, ensure packaging isappropriately marked as havingbeen provided through thefriendship of the American peopleas food for peaceVerify quality ofavailable commodity(e.g., BUBD,infestation)COPUSAID/FFPArrange logistics tomove commodity towarehouseEND3.4.3NO3.4.6Seek approval/concurrence from AOR3.4.4GO TO 3.6NOSwap or loanapproved?YESAOR sendsswap or loanagreement toAwardeeGoBack
Next page.3.0 PROCUREMENT3.6 Request transfer or diversion from another food assistance programFreight ForwarderUSAID/FFPCOP3.6.1Swap or loan notfeasibleNotify HQ andAOR3.6.53.6.2[OAA/T]Notify applicableFF and oceancarrier[AOR]Approve and notifymission3.6.63.6.3Notify USAID/PODOceanshipmentinvolved?YES3.6.4Notify OAA/TInform receiving Awardee ofETA, and send shippingdocumentsNOGO TO 6.0:TransportGO TO 5.0:Port OperationsGoBack
Next page.USAID/FFP4.0 OCEAN SHIPMENTCreate tender(RFP)4.2Review offers(bids)4.3Awardee HQFreightForwarder4.1Sales orderapprovedOcean CarrierAward contract4.5CommodityVendorsLoad cargoGO TO 5.0:Port Operations4.4Deliver cargo toU.S. portClick here for allsub-process toolsGoBack
Next page.4.0 OCEAN SHIPMENTFreight Forwarder4.1 Create tender (RFP)4.1.2Complete FreightRFP RequirementsspreadsheetMaster Solicitation Terms Applicable for All PL480 Title II CargoU.S. Food Aid Booking Note for Packaged Commodities, Part IU.S. Food Aid Booking Note for Packaged Commodities, Part IIUSAID4.1.1STARTEnter freightsolicitations(from approvedsales orders) inWBSCM4.1.3Compile and postFreight RFPRequirementsSummary on USAIDwebsiteGO TO 4.2GoBack
Next page.4.0 OCEAN SHIPMENTAwardee HQ4.2 Review offers (bids)4.2.2Freight ForwarderReview offers againsttender, followingconsistent,transparent, fair, andeffective proceduresand USAID uniformstandard bookingguidelinesSend notificationof freight award toPVOUSAIDIncoterms QuickReference CHART4.2.5Review andfinalize anyconcerns withUSAIDGO TO 4.34.2.3Agree onpotentialfreight awardplan (viaconferencecall)USDAOcean Carrier4.2.44.2.1Freight RFP postedon USAID websiteEnter freightoffers in WBSCM(via fax or emailfor bulk)GoBack
Next page.4.0 OCEAN SHIPMENTFreight Forwarder4.3 Award contract4.3.14.3.24.3.4Receive notice of CARfor vessel bookingposted on USDAwebsite (seePROCUREMENT 3.3)Make booking contractwith ocean carrier,subject to approvalIssue bookingnote (or charterparty for bulk)Bulk Commodity Charter PartyShipping Contract EXAMPLEAwardee HQ4.3.5Sign bookingnote (or charterparty)4.3.3(with oceancarrier)USAIDReview andapprovebookingcontractFreight awardfinalizedGO TO 4.4GoBack
Next page.4.0 OCEAN SHIPMENTAwardee HQ4.4 Deliver cargo to U.S. port4.4.1USDAOcean CarrierFreight ForwarderNotify USDA immediately4.4.5NOMonitor deliveries and enter Over,Short & Damage Report in WBSCMSTARTVessel at portaccording toagreed shippingschedule?4.4.2YES[KCCO] Determine dispositionof scheduled commodityCommodity Vendors4.4.44.4.3Transport commodities to contracteddelivery point/U.S. portWBSCM generates dailyadvance shipping notice(ASN) of commodity that hasleft suppliers4.4.6Pass title to the commodityto Awardee (generally FAS orFOB vessel at U.S. port)GO TO 4.5GoBack
Next page.4.0 OCEAN SHIPMENT4.5 Load cargoUSDA4.5.1STARTContracted inspection company conductsVessel Loading Observation (VLO)(continues until vessel is loaded)Freight Forwarder4.5.74.5.6Verify piececount4.5.9Immediately notifyCCC of loss or damagecaused by the act oromission of a thirdparty, and assign toCCC any claim againstthe third partySend shippingdocuments toPVO in sufficienttime to adviseof arrival ofshipmentGO TO 5.0:PortOperations4.5.2(If containers) Applydesiccant4.5.5Ocean CarrierIssue piece count (orlifting report forcontainers)NO4.5.3Loadcommoditiesonto sel sailsGoBack
Next page.5.0 PORT OPERATIONSCommodityManagementCargo loadedin U.S. port5.1Establish and maintain good networking relations with all concerned donor, government, and port representatives; attend in-countryPVO consortium meetings; communicate daily with ocean carrier shore captain, independent surveyor, and C&F agent to review/plandaily workspace (ongoing)5.2Update (or issue)C&F agent andindependentsurveyor contracts5.3C&F AgentProcess allnecessaryclearancesCommodityAuthorizationfor ClearanceTEMPLATEIndependent harge andDispatch PlanningGUIDELINES5.5Dispatchcommodityfrom portPrepare forvesselarrival5.65.7Inspectand clearvesselDischargecommodityfrom ey reportLocal OfficialsTypes and Causesof CommodityDamage at PortGUIDELINESIndependent SurveyReport GUIDELINESGO TO 7.3:Receive commodity(at warehouse)Click here for allsub-process toolsGoBack
Next page.5.0 PORT OPERATIONS5.3 Process all necessary clearancesCommodityManagement5.3.1At least 1 month inadvance of vesselarrivalThrough bill oflading?Establish (andmaintain)shipment filefor 5Gather requiredagency andshippingdocumentsfrom HQC&F AgentNO5.3.4Obtain authorizationin all transitcountriesObtain healthcertificates andother clearancesfrom governmentofficialsEND5.3.3Apply for customsclearanceGoBack
Next page.5.0 PORT OPERATIONSGO TO 5.6Vessel departsfrom U.S. port5.5.8CommodityManagementIndependentSurveyor5.5 Prepare for vessel arrivalPrepare final warehouseto receive cargo5.5.3C&F Agent5.5.1Check updateson vesselmovementweekly5.5.2Maintain regularcommunicationwith portauthorities(ongoing)Inform U.S.freightforwarder ofpotentialdelays at port(due to strikes,weather, orportcongestion)5.5.4If bulkcommodity,finalize storageand baggingfacilities withport officials5.5.65.5.5Confirm berthwith shorecaptain, andobtain portpassesEnsure internaltransportschedulematches vesselarrival5.5.7If necessary, preparetransit warehouse toreceive cargoLocal OfficialsVessel MovementGUIDELINESGoBack
Next page.5.0 PORT OPERATIONSC&F AgentIndependentSurveyor5.6 Inspect and clear vessel5.6.2Inspect ship andcaptain’s log, andconduct hatchsurveyVessel arrivesOcean CarrierLocal Officials5.6.35.6.1[Port Authorities]Authorize cargomanifest and directvessel to berth[Customs andHealth Officials]Inspect cargo onvessel5.6.5Is fumigationnecessary?NO[CustomsOfficials]Process bill ofentryGO TO 5.7YES5.6.4Move commodity toquarantinewarehouse at portGoBack
Next page.5.0 PORT OPERATIONSFumigationrequired5.6.4.15.6.4.10Arrange quarantinewarehouse anddischarge commodityArrange andconductfumigationC&F AgentOcean Carrier5.6.4 Move commodity to quarantine warehouse (upon vessel arrival)5.6.4.9Bulkcommodity?NOTally actual numberof break bulk unitsdischarged bystevedoresPortAuthoritiesIndependent SurveyorYES5.6.4.35.6.4.2Observecommoditydischarge tosilo, andrecorddischargingmethodObtain copies ofport and shiprecords(including scaleweights andscalecalibration) toshow quantitydischarged5.6.4.85.6.4.55.6.4.4Verify cargoholds areemptyCalculate quantityof cargo lostduring discharge,and specify howsuch lossesoccurred5.6.4.6Furnish dailytally totals andother pertinentinformationabout thebaggingComplete bulkdraft survey, andrequest calibrationreportGO TO 5.85.6.4.115.6.4.7Bag cargo[CustomsOfficials]Process billof entryGoBack
Next page.5.0 PORT OPERATIONS5.7 Discharge commodity from vesselSTARTBulk commodity?YESGO TO 5.7.1YESGO TO 5.7.2NOContainerizedcommodity?NOGO TO 5.7.3GoBack
Next page.5.0 PORT OPERATIONS5.7.1 Discharge BULK commodity from vesselSTART5.7.1.4Independent Surveyor5.7.1.1Verifycalibrationof intakescales5.7.1.2Observe commoditydischarge to silo, andrecord discharging methodObtain copies ofport and shiprecords(including scaleweights) toshow quantitydischarged5.7.1.5Verify cargoholds areempty5.7.1.65.7.1.7Calculate quantityof cargo lostduring discharge,specify how suchlosses occurred,and issue notice oflossNotify the Awardeeimmediately ifadditional servicesare necessary toprotect cargo or ifthe correct quantitywas not discharged5.7.1.8Complete bulkdraft survey andrequest calibrationreport5.7.1.3Furnish daily tally totalsand other pertinentinformation about thebaggingPortAuthorities5.7.1.9Bag cargoGO TO 5.8GoBack
Next page.5.0 PORT OPERATIONS5.7.2 Discharge CONTAINERIZED commodity from vesselIndependent SurveyorSTARTEvidence oftampering?YESGO TO 5.8NO5.7.2.35.7.2.1C&F AgentTally actualnumber ofcontainersdischarged bystevedores5.7.2.2Movecontainersto containeryardRecordcontainer andseal numbers,verifynumbers withB/L, andinspect sealsfor tampering5.7.2.65.7.2.4Resealcontainers anddraft dischargesurveyIf tampering onvessel, notify oceancarrier and port andcustoms officials; iftampering at port,follow local laws5.7.2.85.7.2.7Ship containersto warehouse5.7.2.5ExaminecontentsNOTally actualnumber ofbreak bulkunitsremovedfromcontainerLocal OfficialsGO TO 7.3:Receive commodity(at warehouse)Containersdestuffedat port?YESGoBack
Next page.5.0 PORT OPERATIONSSTART5.7.3.15.7.3.2Tally actual numberof break bulk unitsdischarged bystevedoresIf necessary,movecommodity toportwarehouse/transit shedGO TO 5.8Local OfficialsC&F AgentIndependent Surveyor5.7.3 Discharge BREAK BULK commodity from vesselGoBack
Next page.5.0 PORT OPERATIONS5.8 Inspect commoditySTARTIndependent t, oroverweightunits from otherstockCommodity ona through billof lading?NONOGO TO 5.95.8.3Commoditylooks or smellsbad?NOSample unitweight te delivery survey reportGO TO 5.8.25.8.55.8.4C&F AgentReconstituteComplete reconstitution report(for reimbursement of cost)Marine Reconstitution GUIDELINES5.8.7CommodityManagementComplete lossreport5.8.6File notice of loss/damage (letter ofprotest) with oceancarrierNotice of Loss (Letter of Protest) EXAMPLEGoBack
Next page.5.0 PORT OPERATIONSIndependent Surveyor5.8.2 Commodity looks or smells bad5.8.2.1STARTFile notice of loss/damage (letter ofprotest) with oceancarrierNONotice of Loss (Letter of Protest) EXAMPLE5.8.2.3YESCommodityManagement5.8.2.2Notify port health officialsand USDA; collect samples,submit for analysis, andobtain certificationregarding the condition ofthe commodityCertification statescommodity unfit forhumanconsumption?Dispose ofcommodity inmanner agreedupon withUSAIDDisposal of UnfitCommodity tificateofcommoditydestruction5.8.2.5Completeloss reportCertificate ofCommodityDestructionTEMPLATEC&F AgentNOCommodity Analysis GUIDELINESCONTINUE TO 5.8.3GoBack
Next page.5.0 PORT OPERATIONSIndependent Surveyor5.9 Dispatch commodity from port5.9.1STARTIf commodity in portwarehouse or transitshed, conduct ex-shedsurvey5.9.7C&F Agent5.9.2Coordinate dispatchplan with portauthoritiesLoad soundcommodity ontotransportCommodityManagementAwardee HQNO5.9.6Daily Dispatch Report TEMPLATEDocument alldispatchedcommodity withwaybills5.9.3Receive dispatchauthorization fromport authorityDischarge surveydiffers from sumof waybills for alltrucks?Issue dailydispatch reportto er,vehiclecondition, andcargo loading5.9.8Complete lossreport5.9.9File claim against portand collectreimbursementGoBack
Next page.5.0 PORT OPERATIONSC&F AgentCommodityManagementIndependent Surveyor5.10 Complete discharge survey reportSTART5.10.15.10.7Comparedischarge tallyto port/vesseltally, andreconciledifferencesObtain copiesof all portdocuments,and attach todischargesurvey reportReconciled tally bill of lading?NOReconciled tally bill of lading?YESYES5.10.55.10.2File written notice ofloss/damage (letter ofprotest) with oceancarrierNotify HQ of receipt ofquantities 5% ofnormal tolerance B/Lfor packaged (or 2%of B/L for bulk)NONotice of Loss (Letter of Protest)EXAMPLE5.10.65.10.8Submit finaldischarge (extackle) surveyreport5.10.9Promptly initiateclaims againstocean carrier fordamage/lossComplete lossreportMarine Loss ClaimGUIDELINES5.10.3ENDRequest clearance foradditional commodity, andarrange additional transportCOP5.10.4If applicable, requestadditional ITSH funds tocover excess landedcommodityGoBack
Next page.5.0 PORT OPERATIONSAwardee HQCommodityManagementIndependent Surveyor5.10.9 Promptly initiate claims against ocean carrier for damage or loss5.10.9.1STARTRecord the names andaddresses ofindividuals present atthe time of dischargeand during survey whocan verify the quantitylost or damaged5.10.9.2If damage or loss 500, notify FFP/AOR5.10.9.3Provide USDA informationon the commodityquantity, loss reason, and,if applicable, cause ofdamaged cargo5.10.9.4If loss estimated at 5,000, provide anarrative chronology orother commentary toassist in theadjudication of claims5.10.9.5Prepare claimpackage, and (withwaiver from USAID)assign claim rightsto USDAENDGoBack
Next page.Logistics6.0 TRANSPORT6.1Determinetransport mmodityManagementSTARTTransport ContractingGUIDELINESClick here for allsub-process toolsGoBack
Next page.6.0 TRANSPORTProcurement6.1 Determine transport needs6.1.4STARTDetermineavailability oftransport andmarket ratesLogistics6.1.26.1.1Program TechnicalSectorsCommodityManagementMap storageand distributionpointsConduct routeassessment (identifyalternative orstandby asnecessary)6.1.3Establish transportcapacity requirements(based on tonnagecapacity per link andtype of transport)Determination of Transport Needs GUIDELINES6.1.5Conduct planning meetingto finalize transport plan: Number of units andtype of transport Total quantity to betransported Storage/delivery points Frequency oftransportationGO TO 6.2GoBack
Next page.6.0 TRANSPORT6.2 Prepare tender(s)Logistics6.2.1STARTDetermine method of contracting (MT,MT/km, trip charter, or time ement6.2.2Detail transporterqualifications andduties6.2.66.2.36.2.5Determinestandard clausesto include incontractReview andfinalize tenderdocumentsCreate bid/tendercommitteerepresented byFinance,Administration,Program, SeniorManagement, and(where applicable)Internal Audit6.2.46.2.7Prepare tenderdocumentsAdvertisetenderTransport Services Tender for Bid EXAMPLEGO TO 6.3GoBack
Next page.6.0 TRANSPORT6.3.1START6.3.4Collect andrecordsubmitted bidsFinalizecontractsTransport Contract EXAMPLECommodityManagementBid/Tender Committee6.3 Award contract(s)6.3.6Conduct briefingmeeting with 6.3.2Verify bidders arenot on any U.S.governmentblocked persons/entities listConduct in-personverification oftrucks, andinsurance andownershipdocumentsGO TO 6.46.3.5Vehicle InspectionCHECKLISTDistributecontracts torelevant partiesGoBack
Next page.6.0 TRANSPORTBid/Tender Committee6.3.1 Collect and record submitted bids6.3.1.1STARTOpen bids in thepresence of allcommittee members6.3.1.26.3.1.3All committeemembers sign everybid envelope and alldocumentsDraft minutes ofthe entire process,signed by allcommittee members6.3.1.4File envelopes,documents, andminutes along withother tenderdocumentsENDGoBack
Next page.6.0 TRANSPORT6.4 Administer contract(s)Contract(s)signedLogistics6.4.4Conduct periodicperformance reviewTransporterPerformance RatingTEMPLATECoordinate 4.2RoutinelymonitortransporterperformanceReceive transporterinvoices, confirmdelivery and lossesrecorded onwaybills, and submitto Finance6.4.5Providefeedback toProgram,budget Management6.4.1GoBack
Next page.ProgramManagement7.0 estaffProcesscommoditiesinto differentend products(e.g., flour)CommodityManagementCommoditymanager hired7.2YESWarehouseManagement7.47.3Casual LaborReceivecommodityMaintaincommodityin patchcommodityGO TO 8.0:DistributionCommodity Dispatch GUIDELINESDispatch Authorization TEMPLATEClick here for allsub-process toolsGoBack
Next page.7.0 WAREHOUSINGProgram Management7.1 Establish warehouse(s)7.1.4If necessary,obtain USAIDapproval t7.1.27.1.1STARTSelect andcontractwarehouseWarehouseSelection CHECKLISTWarehouse ContractTEMPLATEArrange forfumigation,pest, androdent controlservices asnecessaryUSAID ProgrammaticEnvironmental Assessment(PEA) for Fumigation ofStored Commodity FACTSHEET7.1.3Hire/contractadequatesecurity s, andreconstitutionmaterials7.1.6Establish standardoperating procedures(SOP) for commodityreceipt and dispatchDriver TimesheetTEMPLATEWarehouse DailyReport TEMPLATEWarehouse Equipment andSupplies CHECKLISTENDGoBack
Next page.7.0 WAREHOUSINGProgram Management7.2 Hire warehouse staffSTARTCommodityManagement7.2.27.2.1Determine staffingrequirements (i.e.,positions/number ofstaff to ensureadequatemanagement,supervision, andsegregation of duties)Add to jobdescriptions: specificcommodity duties(with performancelevels for each),commodity controlresponsibilities, andclear lines and limitsof authority7.2.3Select and (withHR) hire staff ina transparentprocess7.2.4Provide staff withformal and/or on thejob trainingWarehouse Manager Core CompetenciesWarehouse Staff Training CHECKLISTWarehouse Staffing GUIDELINESWarehouse Staff Safety GuideENDGoBack
Next page.7.0 WAREHOUSINGWarehouseManagement7.3 Receive commodityReceive dispatch information(from port C&F agent, secondarywarehouse, FDP,or other agency)
Commodity Management Program Management Distribution Agencies 1.6 Establish written agreements with agencies that will distribute commodity Distribution Agency Agreement CHECKLIST 1.6.2 Train distribution agency staff on recipient selection/registration, distribution, monitoring, reporting, and procedures for handling commodity losses Distribution
