Commodity Management Toolkit
The Commodity Management (CM) Toolkit is a one-step operational guide for anyone working on programs using food commodity. 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.
Please ensure you have the most up-to-date version of Adobe Acrobat Reader. Navigation instructions are provided in the first few pages of the toolkit.
For a quick overview of the toolkit, check out the infographic below!
The TOPS Program hosted a launch event for the CM Toolkit. You can access the event recording here.
For your convenience, you can download any individual tool (such as checklists, templates, and examples) directly from the list below.
I. Project Start-Up
- (1.1) Commodity Manager Core Competencies
- (1.3) USAID Pesticide Evaluation Report and Safer Use Action Plan (PERSUAP) TEMPLATE
- (1.3) 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 Feedback & 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.4.5.2) 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.4.5.2) FFPIB 17-01 202e
- (1.11.2 / A.4.5.2) FFPIB 17-02 ITSH
- (1.11.3 / A.4.5.2) 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
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 / B.1.4.1) Disposal of Unfit Commodity 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 / 7.3.2.1 / 7.6.3.2) 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.2.1.5) Waybill TEMPLATE
- (7.3.3.1) Commodity Stacking GUIDELINES
- (7.3.3.3 / A.2.1.5) Commodity Stack Card TEMPLATE
- (7.3.3.4 / A.2.1.5) 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
- (7.4.2.1) Overview of Phosphine Fumigation Management Plan
- (7.6) Commodity Dispatch GUIDELINES
- (7.6.2.5) Commodity Prepackaging GUIDELINES
- (7.6.4.1) Waybill Tracking TEMPLATE
- (7.6.5 / A.2.1.2) 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. Internal Control & Quality Oversight
- (A.1) Donor Approval CHECKLIST
- (A.2.1) Warehouse Oversight and Control CHECKLIST
- (A.2.1.1 / 7.6) Dispatch Authorization TEMPLATE
- (A.2.1.3) Warehouse Access and Key Control CHECKLIST
- (A.2.1.4) GACAP Summary
- (A.2.2) Distribution Oversight and Control CHECKLIST
- (A.3.1) Commodity Management Audit CHECKLIST
- (A.3.3.2) Market Assessment Reporting TEMPLATE
- (A.3.5.1) Warehouse Inspection Report TEMPLATE
- (A.3.5.2) Warehouse Physical Inventory GUIDELINES
- (A.3.5.2.2) Warehouse Physical Inventory Reconciliation TEMPLATE
- (A.3.5.5) Distribution Monitoring Performance CHECKLIST
- (A.4) Commodity Reporting Process GUIDELINES
- (A.4.5) Creating a PREP Guidance
- (A.4.5) PREP Process GUIDELINES for Commodity Management
- (A.4.5.3) 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.2.1.5) 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
Resources
- Abbreviations and Acronyms
- Glossary
- References
- FFPMIS PREP Training Slides
- Fumigation PEA Tool Annexes
- Generally Accepted Commodity Accountability Principles
- Managing the Supply Chain of Specialized Nutritious Foods (WFP)
- OIG Fraud Indicators
- OMB Uniform Cost Principles and Audit Requirements for Federal Awards
- PREP Guidance 2017
- Preventing Corruption in Humanitarian Operations
- The Essential Guide to Managing Your USAID Award
- TOPS Commodity Management Handbook
- USAID ADS Chapter 203 Assessing and Learning
- USAID ADS Chapter 320 Branding and Marking
- USAID Graphics Standards Manual and Partner Co-Branding Guide
- USAID Regulation 11 Part 211
- USAID Regulation 11 Part 226