Each team plays an important role in the process of upholding transparency, and so they each have their own functions. The descriptions of the various teams involved in the transparency process are given below.
Execution Team
- Execution Team submits its request for required items in Stores
- The items list must be submitted to the Stores Team at least 3 days before the required date if:
- If the items requested are not daily-use items
- If the quantity of the items (even daily-use items) required is more than the regular quantity
- Contacts Authorization Team regarding changes required in the Execution process
- Informs the Authorization Team about the progress of work done
- Updates information in the portal about the work done
Stores Team
- Stores Team maintains hard copies of the following:
- Item Stockbook (includes all items for common use apart from Kitchen Items.)
- Asset Master Book
- Asset Moving Register
- Daily Usage Register
- Donation (Item) Book
- Kitchen Item Stockbook
- Updates the Store Inventory Management document and website regarding item usage
- When the Execution Team requests the Stores Person for the required items:
- If the items are available at stores, the Stores Person submits the requirement list to the Authorization Team. Once the items are authorized, the Stores Person issues the items to the Execution Team after entering it in the respective book / register
- If the items are not available at the Stores, the Stores Person submits the requirement list to the Purchase Team after entering the details in Store Inventory Management File
- Stores Person is responsible for maintaining the predetermined amount of items at all times in the Stores
Purchase Team
- Once the Purchase Team gets the request to purchase the materials from the Stores then the Purchase Team checks if the item cost is less than 10,000/- or not
- If the item cost is less than 10,000/- then the Purchase Team will submit their request to the Authorization Team for authorization.
- Once the authorization is done, the Purchase Team will submit it to the Accounts Team for the issual of money
- After the purchase, the Purchase Team intimates the Verification Team which verifies the items purchased with the bills and authorized sheets.
- After the verification, the bills are submitted to the Accounts Team
- If there is any balance, the money is given by the Purchase Team at the time of the submission of bills. If the money is to be reimbursed, then the money will be reimbursed by the Accounts Team within three days of getting the request authorised
- If the item cost is more than 10,000/- then the Purchase Team fills and submits at least three quotations to the Accounts Team for the issual of the money. Then the process continues as is given above.
- Bill contains
- Date
- Name [ Example : Make The World Wonderful Society ]
- Description and Cost of Items
- Signature of the Shopkeeper/ Seller
Accounts Team
- The accounts teams verifies the authorisation from the Purchase team before giving them the money.
- After the purchase, the Purchase team submits the bills to the Accounts Team, which checks the bills and
- If balance has to be given, the Purchase Team submits the balance amount to the Accounts Team.
- If the reimbursement has to be given by the Accounts Team, it gets the reimbursement authorized and reimburses the money within three days.
- Transaction Data records maintained by the Accounts Team
Verification Team
- Verification Team verifies all the purchases and the materials received.It verifies the bills in terms of:
- Bill date
- Quantity of materials purchased
- Cost of items
- Quality of items
- Verifies if
- All the purchased items are recorded in the stockbooks
- All the stockbooks are maintained correctly
- Vehicle logbooks are maintained correctly
- Utilization of material by the Execution Team in terms of efficiency of use
- All the transactions are being recorded by the Accounts Team
- Authorization is done correctly in terms of
- Quantity of items being authorized
- Rate of items being authorized