A Logistics Handbook - HumanitarianResponse

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A LogisticshandbookA Logistics handbookFor disaster preparedness and response1

About this bookFor their enormous efforts in developing this book, wewould like to thank:- The entire trainer’s team of the Project with a specialmention of Jan Bouwman, the project coordinator.- Patricia Lauzes of YLANG YLANG for the graphic design.- Nicolas Martin for the illustrations.This handbook has been produced with the financialassistance of the European Commission. The contentsshould not be taken, in any way, to reflect the officialopinion of the European Commission.2How to use this book?The handbook is intended as a guide and tool foranyone involved in logistics activities that are linkedto disaster preparedness and response. It explainslogistics concepts and IFRC procedures in simpleterms using concrete examples.Practically speaking:t The handbook is divided in 9 colour-codedchapters.t Each chapter is as complete as possible andcan be read on its own. Aspects that overlap arerepeated in all relevant chapters. Where needed,references to other chapters are indicated.t Its specific structure and lay-out allow easyfinding of specific information.t It also contains concrete examples of the IFRCstandard logistics documents.t And checklists that can be copied and used whensending or receiving goods.A Logistics handbookThe handbook that you are holding isabout logistics in relation to disasterpreparedness and response. It focusesin particular on warehouse managementand stock movement control, according to IFRCstandards and procedures. In fact, it is in large partan adaptation of the IFRC Warehouse Manual. Itdoes however not substitute the official manual .It was developed as a handbook to accompany theBasic Logistics Training that the French Red Crossorganised in collaboration with Australian RedCross in 6 National Societies in the Pacific, withinthe framework of a capacity building project fundedby the European Commission.Although logistics is not limited to disasterpreparedness and relief operations, the handbookonly treats logistics in this context. The main reasonfor this choice was the urgent need felt by thePacific National Societies to improve their logisticsresponse capacity. “Disaster preparedness andresponse are among our main activities and it is oflife-saving importance that we do them right!”3

Logisticsp604p 161 Identifying the appropriate items the family kit2 Setting minimum stock levels3 Adequate storage space4 Stock management02p8Logisticspreparedness03p 104Relief items1 Sphere standards2 Core items for the Pacific3 Standardisation4 Emergency Items cataloguePrepositioningRelief itemsp 3007Stock managementp 3405p 22Storage areamanagement1 Characteristics of a good warehouse2 Volume and available space3 Preparing a warehouse4 Installing a container5 Maintenance of the storage area6 Warehouse SecurityThe logisticschain in reliefoperationsStoring goods1 The 11 major rules of runninga warehouse2 Storing goods3 Stacking goods4 Stock management5 Maintenance and securityof the goodsp 40Controlling stockmovement: receiving,sending and distributing goods1 The logistics chain in documents2 Checklist for Receiving goods3 Checklist for Sending goods4 Checklist for Distributing goods5 Checklist for Reporting09p 46The logisticsdocumentsA The RequisitionB The WaybillC The Goods Received NoteD The Stock CardE The Bin CardF The Loss CardG The Physical Inventory SheetH The Stock Movement ReportA Logistics handbook01Table of contents06085

01LogisticsLogistics is a supportservice, not a programin itself.Why?Accountabilitytowards donorsand beneficiaries.When?Continuouslysupportingother programs.It supports otherprograms anddepartments, suchas DM, health and firstaid in doing their work.The logistics departmentassists the other programswith:t Procurement(in collaboration withthe finance department)t Transportation (fleetmanagement andorganising externaltransportation)t Warehousing and stockmanagementt Reporting6We have aresponsibility touse the availablefunds in the bestpossible way!Who?The logisticsdepartment,the logisticsofficer and/orlogisticsvolunteers(depending onthe structureof each NS).If not availablethe DMdepartment isresponsible forall logisticslinked to relief.How?LogisticsAssessmentFollowingthe ogisticsAssessment Finding outwhat you need, where you canfind it and how to get it to itsfinal destination.Procurement/Mobilisation Getting what you need.Transport Getting it whereyou want it.Key functionsStorage Keeping it safe,secure and in good condition.WarehousingWhile keeping in mind the 5 “rights”:t To the RIGHT placet At the RIGHT timet In the RIGHT quantityt At the RIGHT qualityt At the RIGHT priceTransportReporting Informing HQ anddonors on where it came fromand where it went to.A Logistics handbookWhat?7

02Logistics preparednessWhat?Collecting all possibleinformation on logisticalaspects that will help youin case you need torespond to a disaster.Developing arrangements/understandings withkey suppliers and otheragencies prior toa disaster.Why?To be prepared: toknow your optionsand limits.To be efficient: youcan plan and makedecisions quickly.To be prepared forspecific difficulties.When?Before everycyclone season.In the first daysafter a disaster.Who?HQ and eachbranch for theirrespective areas.How?Gathering and writing down information on:t Available transportation meanst Transportation infrastructures (e.g. bridges, runways, wharfs, )and their conditiont Relief items in stockt Local availability of relief itemst Available storage areas and their conditiont Communication optionst Available human resources (volunteer database)t Support material for the teams in the fieldt Laws and regulations, such as customs lawt Partners and stakeholders in disaster preparedness and responseLogistics Assessment: Transport infrastructure Sanma Province, 2012A Logistics handbookSharing this informationwith Red Cross andother partners.89

Relief itemsRelief items are non-fooditems that bring relief topeople in need.Includes:t Items for shelter:tarpaulins, tents, timber, t Household items:blankets, kitchen sets,cleaning products,buckets, clothes,jerry cans, hurricane lamps,mosquito nets, t Items for personalhygiene: hygiene kits(soap, toothbrush, towels,hygiene pads, )t Tools: machetes,hammers and nails, 10Why?To save lives.To give basic comfort.To restore dignityin difficult situations.To help affectedpeople to rebuildtheir lives.When?Needed duringa humanitarianresponse toa disaster orconflict.Who?All those involvedin planning,managing orimplementinga humanitarianresponse.How?1 Sphere StandardsPeople affected by disasters have the rightto assistance and the right to a life with dignity.Therefore, the international community set certainminimum standards that need to be met in disasterassistance projects.There are standards for 4 key sectors:t Water supply, sanitation and hygiene promotiont Food security and nutritiont Shelter, settlement and non-food itemst Health ActionThe Sphere Standards are available:t In book form or on CD (ask HQ, IFRC, ICRC)t Online at www.spherehandbook.orgYou always needto keep thesestandards in mindwhen you plan andorganise reliefoperations.A Logistics handbookWhat?0311

Relief itemsHow?How?Some examplesof Sphere Standards2 Core items for the PacificExample 1:Survival needs waterintake (drinking and food)2,5–3 litresper dayDepends on theclimate and individualphysiologyBasic hygiene practices2–6 litres per dayDepends on socialand cultural normsBasic cooking needs3–6 litres per dayDepends on foodtype and social andcultural normsTotal basic water needs7,5–15 litres perdaySpecific topic: Water supplyt A verage water use for drinking,cooking and personal hygienein any household is at least15 litres per person per day.Example 2:Sector: ShelterThe National Societies of the pacific decided that the following items should bein the Red Cross containers and warehouses:t Tarpaulins with ropet Bucketst Water containers/Jerry canst Kitchen sets (for 5 persons)t Blanketst Mosquito netst Hygiene parcelst Hurricane lamps/Solar lanternst Shelter tool kitsSpecific topic: Clothingt Women, girls, men and boys have at least one full set of clothing in the correct size,appropriate to the culture, season and climate.t Infants and children up to two years old also have a blanket of a minimum 100 cm x 70 cm.12The list can vary in different regions and other items can be added according to specific needsand context.A Logistics handbookBasic survival water needs according to Sphere StandardsSector: Water and sanitation0313

03Relief itemsHow?3 Standardisation4 Emergency Items CatalogueStandardisation means setting certain standardson quality, size, type, material, that all Red Crossrelief items should respect.List of all the relief items that respect RedCross standards and that IFRC and ICRCcan provide.We do this:The catalogue describes in great detailthe specifications of all the items:t To guarantee good qualityt To make sure the items are appropriatet To save money (we buy cheaper when we buyin great quantities for all NS together)t To save timet To facilitate field operationsThe idea is that alland logistics support(all is packed in the same way)National Societiest To facilitate coordination,use the same kind andcommunication and reportingquality of items, or(we all speak the same language)However, we need to be flexibleand adapt to local culturesand specific needs(appropriate hygiene kits, ).14even better, the exactsame products!Note that Standardisation influences3 of the 5 “rights”for good logistics:right time, rightquality, right price!t Item codet Sizet Qualityt Estimated pricet Packagingt Weightt Volumet Accessoriest Ideas and options on howto use the itemIt makes the selection of items easy and helpsin the planning, budgeting and implementationof any program in disaster preparedness anddisaster response.The catalogue is available:t In book form or on CD (ask HQ, IFRC or ICRC)t Online at: www.ifrc.org/emergency-itemsBelow an example of a page out of the EmergencyItems Catalogue.[Homepage]My items listSearchItem nameororContactAdvanced searchPlastic tarpaulins and sheetingVolume 1Warehouse and AdministrationRelief and Logistics Kits, ERU, RDUPersonnel security equipmentRadio and TelecommunicationPower supply and electrical equipmentTools and HardwareFoodHouseholdShelter and construction materialsIntroductionItem code(Shelter and construction materials Shelters, tent, kits, accessories)Printlast updated : 28/06/12Product pageSpecificationsQuality ControlShelters, tent, kits, accessoriesCollective service tentsConstruction materialsLivelihoodVehicles and consumablesWater and SanitationVolume 2Drug productsMedical disposable suppliesMedical equipmentCold chainLaboratoryPhysical RehabilitationCodeDescriptionInd. priceHSHETARPW406TARPAULINS, woven plastic, 4 x 6 m,white/white, pieceCHF 15,00Ship. weight4,2kg 0,0112m³HSHETARPW460PLASTIC SHEETING, woven, 4x60m,white/white, rollCHF 220,0055kg 0,18m³Volume 3Basic health care ERUEmergency care and triageRapid Deployment Emergency HospitalReferral hospital ERUSurgical hospital, weapon woundedMedical kitsFeeding and nutrition KitsMedical setsSurgical instruments and setsGeneral informationReinforced flexible tarpaulins for temporary shelter or personal protection.-For individual shelter purpose, it is recommended to use the 4m x 6m tarpaulins.Ship. vol.A Logistics handbookHow?15

Prepositioning Relief itemsStoring relief items instrategic places in thecountry.Why?To be able torespond quickly toany disaster.To be preparedfor disaster andsave precioustime.To not dependon availabilityof relief items onthe local market.To startresponding beforeinternational helparrives in case ofbig disasters.When?Make sure thatstock is alwaysin good conditionand ready to besent out.Who?HQ and branchmanagementtogether.Check stockregularly andreplenish ifneeded.How?1 Identifying the appropriate itemsYou need to identify the items you want to store in your container/warehouse.Make sure they respect the standards and are appropriate to the culture and the conditionsin your specific region (see chapter 3).Working with family kitsYou can consider each item as an individual item or you can put them together in family kits.IFRC uses a standard family size of 5 persons. This means that each kit should be enoughfor 5 people that live together.Make sure that youare prepared beforethe cyclone seasonstarts!The composition of the kit will vary according to the requirementsof each region, but a possible family kit for 5 persons could be:t 1 x lanternt 1 x buckett 1 x jerry can (10 liters)t 1 x tarpaulint 1 x rope (20 m)t 1 x hygiene kit (for 5 persons)t 1 x kitchen set (for 5 persons)t 3 x blanketsIn this case, having 50 family kits having 50 lanterns, 50 buckets, 50 jerry cans, 150 blankets, 16A Logistics handbookWhat?0417

04Prepositioning Relief itemsHow?Using the concept of family kits makes your stock planning and stock management easiersince you consider a family package, not many different items individually.1 family kit 1 kit per familyWorking with family kits does not mean that you always distribute 1 kit per affected family.The number of items per family depends on the size of the family and the specific needs as identifiedin the needs assessment!For example:Family sizeFamily kits2 personsIndividual items based on their needs4 or 5 persons1 kit6, 7, 8 persons1 kit with some extra blankets and extrajerry cans according to their needs9 or 10 persons2 kits2 Setting minimum stock levelsBefore storing anything, you should decidethe minimum stock levels for each item in yourwarehouse. This means the number of each itemthat you always want to have in your possessionto be able to respond to a disaster.If after distribution, you have fewer items thanthese minimum stock levels, you need to replenish( order and purchase more of these items).Some factors you needto consider when settingthe stock minimum:t 5 PUBM QPQVMBUJPO JO UIF BSFBt 5 PUBM QPQVMBUJPO BU SJTL JO DBTF PG EJTBTUFSt 5 IF LJOE PG EJTBTUFST UIBU NJHIU PDDVSt 5 IF QSPCBCJMJUZ PG EJTBTUFST IBQQFOJOH t 5 IF LJOE PG JUFNT OFFEFESetting the minimum stock levels is linked tostrategic planning and therefore done by HQ.t 3 FQMFOJTINFOU UJNF UIF UJNF JU XPVME UBLF UP HFU SFMJFG JUFNT GSPN )2 PS PUIFS QBSUOFST UP ZPVS BSFBAsking for replenishment because the actual stockis approaching or below this minimum level is theresponsibility of the person managing the storagearea.t 5 IF SFTQPOTF DBQBDJUZ PG UIF CSBODI OVNCFS PG BDUJWF WPMVOUFFST USBJOFE JO FNFSHFODZ SFTQPOTF BOE PS MPHJTUJDT t " WBJMBCMF TUPSBHF TQBDFIn some cases, you might only distribute 1 specific item not the whole kit. For example, if there’sa problem with the water system in town, people only need jerry cans, not blankets!18See an example on the next page.t " WBJMBCMF USBOTQPSUBUJPO NFBOTyA Logistics handbookHow?19

Prepositioning Relief itemsA concrete exampleThe initial situation:t In Sinapai branch, they decided to stock at least 50 family kits( 50 lanterns, 50 buckets, 50 jerry cans, 150 blankets, ).t Their actual stock is 60 complete family kits.The distribution:t After a small disaster, the branch distributed 10 family kits with 15 extrajerry cans and 10 extra blankets.The new situation:t They only have 35 complete family kits left.Replenishment needs:t They absolutely need to replenish 15 jerry cans and 10 blankets to reachtheir stock minimum of 50 complete family kits.t They can also decide to replenish the 10 complete family kits theydistributed to get back to their original level of 60.(It’s always better to have a bit more than your minimum stock level!But it depends on your available space!).20How?3 Adequate storage spaceIf you want to store relief items you needadequate storage areas. This can bea warehouse, a container or a storage room.These storage areas need to have certaincharacteristics and need to be maintainedto be functional. These aspects are treatedin more detail in chapter 5.4 Stock managementIf you preposition stock, you also needto manage this properly. You need to keepyour relief items in good condition.This means that you need to work with them.This is treated in detail in chapter 7.Remember that logistics isnot just about relief items!This is valid also for otherprogram materials.Just think about thematerials for your first aidtraining or your stationery!A Logistics handbookHow?0421

05Storage area managementWhat?Creating andmaintainingadequatestorage space.Why?To keep reliefitems in goodcondition.Before you decide to storerelief items.Regularly checking thecondition of the storage area.At least once a month!Repairing where necessaryin order to keep it in goodcondition.Who?HQ and branches:the logisticsofficer, thelogistics volunteeror the person incharge of thestorage area.How?1 Characteristics of a good warehouseSolid building with a flat, firm floor.Dry and well ventilated.Gives protection against animals, insects and birds.Gives protection against humidity, extreme temperaturefluctuations and local weather conditions.Easy access for trucks.Easy loading and unloading.Secure against theft (locked, gate, ).In an appropriate site (low disaster vulnerability:above flood level, away from salt spray, ).Also consider:t Size of the warehouset Accessibility 24/7t Red Cross visibilityt Ownership of the warehouseor the land it is ont Avoid sharing with otheragencies. If not possible markvery well the area that belongsto youA Logistics handbookThis also applies totemporary storage areasthat might be set up tofacilitate the responsein case of a big disaster.When?2223

Storage area managementHow?2 Available spaceHow?In any kind of warehouse:Make sure you have enough space beforereplenishing your warehouse.You can calculate available space andvolume of your items easily.70% storage space30% open space for ventilation, passageways, handling and repacking053 Preparing a warehouseBefore any warehouse is used:t Floors, ceilings, doors and frames should be checked and thoroughly cleanedt If necessary they need to be repairedt The exterior should be cleared of weeds and rubbish to avoid attracting rats, mice and insectst If necessary, walls and floors can be treated with insecticides4 Installing a containerVolume of a box Length x Width x HeightExample: IFRC kitchenset:L 30 cm ( 0,3 m); W 30 cm ( 0,3 m); H 27 cm ( 0,27 m)t Unit volume 1 kitchenset 0,3 x 0,3 x 0,27 0,0243 m3t Total volume of 50 kitchensets 0,0243 m3 x 50 1,215 m3t Total volume of all your items sum of all total volumes per itemAvailable space length x width x height of the empty space in your storage areaAn example: internal of a 20 ft container: L 5,87 m; W 2,33 m; H 2,35 mt Total available space 5,87 x 2,33 x 2,35 32,14 m3 (This is completely filled!)t Total space for storage 70% of 32,14 m3 22,49 m3t Total space available in a half filled container - Sum of the volume of the empty spaces you can use for storage- Or total space for storage – volume of space already occupiedThe same rules apply when using feet, yards and cubic yards!24If a container is used for long-term storage, you need to install it in a certain manner to createoptimal conditions for its maintenance and the relief items stored in it.Some important points for ideal storage in a containerYou need air circulation around and in the container (very important in tropical climates).t The container should be off the ground and placed on reinforced concrete blockst It should be at least 1 meter away from other structurest It should have waterproof lateral air vents (for cooler air to enter)t It should have a waterproof turbine ventilator on the roof (for hotter air to g

A Logistics handbook 3 T he handbook that you are holding is about logistics in relation to disaster preparedness and response. It focuses in particular on warehouse management and stock movement control, according to IFRC standards and procedures. In fact, it is in large part an adaptation of the IFRC Warehouse Manual. It

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