Supplies and Materials Section

This guidance provides detailed instructions on filling out the Supplies and Materials Form, with practical examples for each item category. It ensures the form is filled out accurately, aligned with operational requirements and workplans.

Step 1 of 3: Add a supply or material

Step 2 of 3: Input the details*

*SAVE after every input to avoid loss of data

Detailed instructions and examples on how to use the form (Step 2 of 3)

Field Name	Steps for Input	Best Practices	Example
Item	Select the item from the drop-down list (e.g., stationery, toner/cartridges, or other supplies).	Choose the most relevant item category. For “Other,” specify the type of material (e.g., IT spare parts, medical supplies, public information supplies).	-Stationery: "Office stationery budgeted per person" -Toner/Cartridges: "Printer toner cartridges" -Other: "IT spare parts for computer maintenance" "Medical supplies for first-aid kits" "Public information pamphlets"
Additional Notes	Provide any relevant details or justifications for the item.	Mention specific requirements like frequency, or targeted use.	-Stationery: "Stationery for 10 staff members, replenished monthly." -Toner: "Five units of toner for office printers." -IT Spare Parts: "Replacement hard drives for aging laptops."
Cost per Unit (USD)	Enter the estimated or agreed cost per unit.	Obtain multiple quotes from vendors to ensure competitive pricing.	-Stationery: "$5 per person per month" -Toner: "$50 per cartridge" -IT Spare Parts: "$120 per hard drive"
Number of Units	Input the number of units required.	Ensure the quantity matches the office's needs for the selected period.	-Stationery: "120 units (10 staff x 12 months)" -Toner: "5 cartridges" -IT Spare Parts: "5 hard drives"
Total Cost (USD)	Calculates the cost per unit times the number of units.	Verify the total aligns with the request. Double-check calculations for errors.	-Stationery: "$600" -Toner: "$250" -IT Spare Parts: "$600"

Supplies and materials cover following items

Category	Description
Digital Imaging and Mapping	Services for digital imaging, mapping, and data processing.
Library and Reference Books	Includes library book sets and reference books
Medical Supplies	Includes medical supplies for healthcare or emergency response.
Packaging Materials	Packaging materials used for various logistics purposes.
Petroleum, Oil, and Lubricants	Includes petrol, oil, and lubricants for infrastructure (i.e. generators) and for vehicles
Public Information Supplies	Supplies for public information and communication initiatives.
Sanitary and Cleaning Supplies	Supplies for sanitation, cleaning, and hygiene purposes.
Spare Parts (IT and Communication)	Spare parts for IT, communication equipment, and networks.
Stationery and Office Supplies	Stationary, office supplies, and consumables for daily operations.
Uniforms and Gear	Uniforms, badges, and gear used by personnel.

*Ensure to assign one or multiple AWP activities and the total of all weightages adds up to 100%.

Step 3 of 3: Assign one or multiple AWP activities*

AWP Activity Sub Section