Standard Operating Procedure (SOP) for the Operations Team, with a practical collection checklist and transparent terms & conditions for artisans.
Document purpose: To standardise the process of receiving handmade products directly from artisans at rural Uthhan Crafts Collection Centres.
Uthhan Crafts Collection Centres are being established in rural areas to enable artisans to submit their handmade products directly to Uthhan. The centres will serve as collection points where products are inspected, artisan details are verified, inventory information is recorded, and products are documented before being accepted into the Uthhan system.
The Operations Team must follow the below procedure for every artisan and every product collection.
Before starting operations, ensure that the following are available at the centre.
Display a clearly visible board identifying the location as an official Uthhan Crafts Collection Centre.
Display the terms and conditions applicable to product submission, inspection, acceptance, acknowledgement and other relevant collection policies.
Keep the approved acknowledgement format ready for issuing a physical copy or sending an acknowledgement by email after the collection process is completed.
Follow all eight steps for each artisan submission. No products should enter approved inventory before the required verification, documentation and acceptance process is complete.
Ask the artisan whether they are already registered with Uthhan.
Verify the artisan's ID and bank account details.
If the artisan is not registered, explain the Uthhan registration process and ensure that registration is completed and a Uthhan ID is issued as required by the applicable procedure.
Record or update the artisan's details before proceeding.
Accept products only when the artisan submits a minimum of 50 units.
Count the products and record the total quantity submitted.
If the minimum quantity is not met, do not proceed with the standard collection process unless an authorised exception is approved.
Physically inspect every product before accepting it.
Check for:
Complete the approved Google Form for the products being submitted.
Capture the required information, including:
Verify that the information entered matches the actual products received.
Take clear photographs of every product type.
Capture additional images of important features, designs and visible defects, if any.
Record videos where necessary to show the product's appearance, functionality or craftsmanship.
Ensure that the photos and videos can be matched to the correct artisan and product entry.
Ensure that all products have been uploaded to the Uthhan system before the physical products are handed over to the collection centre.
Confirm that the product information, images, quantities and artisan details are correctly recorded.
Check for duplicate entries or missing information.
Do not hand over the products for further processing until the required upload is completed and verified.
After the products have passed inspection and all required records have been completed:
The acknowledgement must accurately reflect the products and quantities actually accepted.
Reconcile the physical product count with the Google Form and Uthhan system records.
Ensure product photographs and videos are saved against the relevant entries.
Confirm the acknowledgement has been issued.
Record the final handover details and transfer the accepted products to the designated collection centre inventory custodian.
Store the products safely and separately from rejected or pending-inspection products.
Apply these rules consistently at every Uthhan Crafts Collection Centre.
Minimum quantity: A minimum of 50 units is required per artisan submission, subject to authorised exceptions.
Quality control: Every product must be inspected before acceptance.
Registration: Artisan identity, bank details and Uthhan registration must be verified.
Digital records: Google Form entries, product photos, videos and Uthhan system uploads are mandatory.
Upload before handover: Products must be uploaded to the Uthhan system before physical handover to the collection centre.
Acknowledgement: The artisan must receive an acknowledgement for the products and quantities accepted.
Inventory accuracy: Physical stock, digital records and acknowledgement quantities must match.
No undocumented collection: Products must not be accepted into inventory without the required records and approvals.
Every product received at a Uthhan Crafts Collection Centre must be traceable to a verified artisan, inspected for quality, documented digitally, uploaded into the Uthhan system before handover, and supported by an acknowledgement. This ensures transparency, inventory accuracy and a consistent process across all rural collection centres.
Use this on-screen checklist to review whether all required steps have been completed for the collection.
These terms set out the requirements for submitting handcrafted products to an Uthhan Crafts Collection Centre.
Uthhan Registration: Artisans must be registered with Uthhan and possess a valid Uthhan ID to submit products.
Minimum Quantity: A minimum of 50 units per submission is required for product collection.
Product Quality: All products will be inspected by Uthhan representatives before acceptance.
Damaged Products: Cracked, broken, damaged or defective products may be rejected during inspection.
Authentic Craftsmanship: Artisans must ensure that the submitted products are handmade as represented and that all product details provided are accurate.
Product Information: Artisans must provide complete and correct product details, including product name, category, quantity and other information required by Uthhan.
Photographs and Documentation: Product photographs and videos may be taken for identification, inventory records, quality verification and product listing purposes.
Product Acceptance: Submission of products does not guarantee acceptance. Only products approved after inspection and completion of the required documentation will be accepted.
Acknowledgement: An acknowledgement specifying the accepted products and quantities will be provided by email or physical copy. Artisans should retain it for future reference.
Final Records and Compliance: Artisans must cooperate with the collection process and comply with Uthhan's applicable policies. All accepted products and quantities will be recorded in the Uthhan system, and any further terms regarding pricing, payment and product handling will be communicated separately.
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