BASIC should have
a procurement policy. BASIC’s procurement policy is fair, competitive basis and
of a competitive price, for goods and / or services. To ensure fair and
competitive price, offers should be made to genuine dealers/suppliers/vendors, through tender or quotation. BASIC has a procurement plan. This plan
should be prepared on the basis of approved budget.
Planning, Reporting, Monitoring and Evaluation:
BASIC practices participatory approach in project planning. BASIC collects information from stakeholders through Survey, Focus Group Discussion (FGD) and reflected their opinion during planning. Beneficiaries are involved in project implementation process.
BASIC has Monitoring and Evaluation section. For monitoring purpose following methods and tools are in practice at present:
Field Visit, Focus Group Discussions with different stakeholders, Monthly and Quarterly Report, Report Review, Monthly and Quarterly staff meeting, Internal and External Audit, Direct Interview with beneficiaries etc.
BASIC conducts mid-term evaluation by its internal evaluation team. The external expert selected by the funding partners or BASIC EC generally conducts project end evaluation.
BASIC provides report to the funding partners as per the requirements of the contract. Generally these reports include Progress/Activities Report, Financial Report on monthly or quarterly basis, Annual Audit Report, Monitoring Report ctc.
BASIC is maintaining the coordination with central and field offices by:
(1) Close monitoring through field visit: BASIC has a head office based strong monitoring team. They have regular visiting schedule and practicing this schedule very seriously. After the visit they prepare a monitoring report and send it to the ED. Then sharing meeting with field coordinator arranges and by this way effective implementation of the program ensured.
(2) Regular coordination meeting: In every quarter, BASIC arranges a coordination meeting where all field managers and central office staffs present. Every field manager has presented a progress report and after their presentation findings and queries of central office have discussed. By this way a good coordination between the field and central office achieved.
(3) Reporting system: Every project has prepared a monthly progress report and sends it to the head office. So the monthly reporting system also helps to maintain regular coordination.
(4) Sufficient communication materials: All field office has sufficient communication materials such as mobile phone, land phone and internet facilities where possible. So field office managers can communicate with the head office when required. This helps to keep close communication that leads effective monitoring.
(5) Project wise separate monitoring guideline, tools and strategies: All programs have separate monitoring system. According to the guideline concern, head office staffs conduct monitoring visit to the field regularly.