Monitoring and Evaluation Systems Strengthening Tool - Pepfar

C.2 – CHECKLIST – DATA REPORTING SYSTEMS – COMMUNITY SETTINGS
ANSWER
Yes - completely
Mostly
Partly
No - not at all
COMMENTS
(compulsory for
all answers)
REVIEW AND
VERIFICATION
COMMENTS
18
19
20
There are quality controls in place for when data from paperbased
forms are entered into a computer (e.g., double entry, postdata
entry verification).
There is a written back-up procedure for when data-entry or
data-processing is computerized.
All reporting forms used for aggregating or analysis are available
for auditing purposes at all levels at which data is being reported.
II. Systems for Reporting on Numbers of Commodities Distributed (e.g., Condoms, ITNs)
21
22
23
24
Distributors systematically use log sheets to record the number
of commodities distributed (i.e., to commercial and community
sites).
Distribution log sheets received from distributors are
systematically verified for completeness and obvious mistakes.
Mechanisms/Procedures are in place to reconcile discrepancies
in distribution log sheets.
Distribution numbers (from aggregated log sheets) are
reconciled with the numbers from the inventory control systems
(i.e., the numbers of commodities retrieved from warehouses for
distribution purposes).
25
26
27
28
There are quality controls in place for when data from
distribution log sheets are entered into a computer (e.g., double
entry, post-data entry verification).
All data source documents (e.g., distribution log sheets) are
available for auditing purposes.
There is a complete list of points of distribution/sale that is
systematically updated (i.e., the name, location/address and
characteristics of points are periodically checked).
Stock-outs at points of distribution/sale are regularly monitored
and reported.
Checklist to Assess Data Reporting Systems per Program Area
47