MONITORING AND EVALUATION PLAN - TBC India

1 Are the Manager and Accountant involved in obtaining quotations?
2 Has the Purchase Committee formed as per SR policy?
3 Has the Purchase Committee decision and meeting records maintained in minute’s books?
4 Is there evidence of formation and change of Purchase Committee?
5 Where large items are purchased, are two or more Project Staff involved?
6 Are all major purchases recommended by Purchase Committee?
7 Does Purchase Committee have control over cheques/ cash up to the point of purchase?
8 Is the Purchase Committee involved in getting the bills/vouchers and payments as per FFM?
9 Are approvals of major purchases done as per the purchase policy?
10 Have bogus quotations been obtained?
11 Have different quotations been obtained from same vendor?
12 Have quotations been obtained from relatives of vendors?
13 Are there three competitive quotations for major purchases above Rs.5,000/-?
14 Is there sufficient documentation available where three quotations were not received?
15 Was the relationship/familiarity of the vendor to the Project staff disclosed?
16 Are quotations obtained from shops which did not deal with the required items?
17 Are Purchase Orders issued to vendor in triplicate copy with pre-printed serial number?
18 Is there evidence of quantity & quality of goods received?
19 Were purchases made from shops, not approved by Purchase Committee?
20 Are agreements made for contract activities?
21 Are all contracts documented adequately?
22 Has TDS been deducted from the contractors for amount paid in excess of Rs. 20,000/-?
23 Was a distribution register maintained with all relevant details?
24 Does the distribution records tally with the purchase?
© World Vision India, Axshya India Project
Monitoring and Evaluation Plan, October 2010 Page No 110
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