Templates to Use: A checklist for ensuring all required documents and forms are submitted
Document and Form Submission Checklist
- General Project Details:
- Project Title: Ensure the project title is correctly entered and matches the official project documentation.
- Project Description: A brief summary of the project goals and scope, ensuring clarity and alignment with the proposal.
- Project Manager/Lead Information: Include the name, contact details, and department of the project manager or lead.
- Compliance and Regulatory Forms:
- SCMR-1 Form for January Submission: Ensure the SCMR-1 form for the monthly submission is fully completed and signed.
- Regulatory Compliance Certifications: All relevant certifications and compliance forms, such as industry-specific regulatory approvals, are included.
- Company Compliance Statement: A signed statement confirming that the project and its activities will comply with SayPro’s internal policies and external regulations.
- Proposal Documentation:
- SayPro Quarterly Project Proposal Document: Verify the project proposal includes all required sections such as objectives, deliverables, and timelines.
- Project Budget Overview: Include a comprehensive budget breakdown, with estimates for each phase of the project.
- Risk Assessment and Mitigation Plan: Ensure a risk assessment has been completed, along with identified risks and mitigation strategies.
- Tender Support Documents:
- Tender Proposal and Bidding Information: Ensure that the full tender document is included and matches the project scope and requirements.
- Tender Compliance Check: Review the tender to confirm it aligns with the project goals and adheres to all relevant rules and regulations.
- Supporting Documents for Tender Submission:
- Copies of past project successes, case studies, or testimonials.
- Any relevant certifications or awards that demonstrate the company’s ability to execute the proposed work.
- Letters of Recommendation or References: Include at least two letters of recommendation or references from previous clients or partners.
- Legal and Financial Documentation:
- Signed Contract Agreement (if applicable): Ensure all contract details are filled out and signed by both parties.
- Insurance Documentation: Provide proof of relevant insurance, including project and liability coverage.
- Tax and Financial Compliance Documents: Include the most recent tax returns, financial statements, or any other documents verifying financial stability.
- Supporting Documents for Submission:
- Team Members’ Qualifications and Resumes: Ensure that all project team members’ qualifications, CVs, or resumes are included.
- Work Breakdown Structure (WBS): Provide the WBS to outline tasks, timelines, and dependencies for the project.
- Gantt Chart/Timeline: Include a project timeline in the form of a Gantt chart or other visual tools to indicate milestones, deadlines, and deliverables.
- Submission Details:
- Deadline for Submission: Ensure all documents are submitted before the specified deadline for the SCMR-1 and the quarterly proposal.
- Submission Format Requirements: Verify whether the submission is to be made digitally, in print, or both. Confirm file formats (PDF, DOCX, etc.) for digital submissions.
- Recipient Information: Double-check the recipient details to ensure the submission is directed to the correct department or person.
- Approval Signatures:
- Internal Review and Approval: Verify the required internal approvals are obtained (e.g., project manager, department head).
- Stakeholder Sign-off: Confirm that any required stakeholders or external partners have signed off on the documentation and proposal.
- Additional Considerations:
- Any Special Compliance or Regulatory Requirements: Double-check for any specific industry regulations or regional compliance that might apply to the project.
- Changes or Amendments to Original Proposal: Ensure any revisions made to the initial proposal are clearly documented, with justification for changes.
Submission Summary:
- Documents Submitted:
- (List of all documents submitted)
- Status:
- (Completed/In Progress/Not Submitted)
- Date of Submission:
- (DD/MM/YYYY)
- Final Notes/Comments:
- (Any important comments or items that require further attention)
Compliance Verification:
- Final Review by Compliance Officer: Ensure the compliance officer has reviewed and signed off on the final checklist.
- Compliance Officer’s Notes:
- (If any discrepancies or compliance concerns were noted, outline here.)
Signatures and Acknowledgments:
- Project Manager:
- Name: ____________
- Signature: ____________
- Date: ____________
- Compliance Officer:
- Name: ____________
- Signature: ____________
- Date: ____________
- Department Head:
- Name: ____________
- Signature: ____________
- Date: ____________
Additional Remarks:
(Any additional notes or clarifications related to the project proposal, SCMR-1, or tender support.)
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