PIRAC_3ème proposition

start

Starting a new logistician position

A Logistics eLearningFor disaster preparedness and response

Discover the sKills

15 min

15 min

15 min

15 min

15 min

15 min

15 min

Chapter 7 : Epidemic

Chapter 6 : PGI

Chapter 5 : Stock Follow-up

Chapter 4 : Sending and Receiving

Chapter 3 : Stock Management

Chapter 2 : Storage Space Choice

Chapter 1 : Logistic Cycle Preparedness

Educational Goals

• Identify the stages of logistics preparedness

Chapter 1 : Logistic Cycle Preparedness

• Be aware of Protection, Gender and Inclusion

Chapter 6 : PGI

• Be aware of epidemic and pandemic preparedness

• Know the procedure of stock follow-up

• Understand the processes of sending and receiving

• Know the basics of stock management

• Understand the logic of storage space choice

Chapter 7 : Epidemic

Chapter 5 : Stock Follow-up

Chapter 4 : Sending and Receiving

Chapter 3 : Stock Management

Chapter 2 : Storage Space Choice

Relief Items and prepositionning

Logistic Preparadness

What is logistic?

• Identify the stages of logistics preparedness

Chapter 1 : Logistic Cycle Preparedness

Educational Goals

What is logistic?

Welcome to Chapter 1!We take you right away into the daily life of Alex, who is on his first mission as a logistician for National Red Cross.

He will be in charge of opening a new permanent branch in a department. More specifically, he will be in charge of the logistical management of the site.

New message from Layana Misye

08.21 Monday 20 August

He has just received a new message from Layana, his logistic coordinator.Let's discover it!

Hi Alex, I'm so sorry, I'll be a bit late this morning... But I'm so glad that we have someone trustworthy like you to do the stock management for the branch! I understand that you've only had a limited first experience in logistic previously so, first and foremost, we will start by catching up on the basics. How about you go the meeting room and I'll be there shortly...

Layana

New message from Layana Misye

08.21 Monday 20 August

Hi Ralph, I'm Layana, your logistic coordinator. I'm so sorry, I won't be free today for your first day... But I'm so glad that we have someone trustworthy like you to do the stock management for the branch! I understood that you only had a limited first experience in logistic previously so we will start by catching up on the basics of logistic first and foremost.

Click here to discover the documents

Once in the meeting room, please start having a look at the documents on the table. They will help you gain a better understanding of our mission here.

Logistic: what is the cycle?

read more

What is logistic?

Who exactly is responsible for that?

read more

read more

Hi Ralph, I'm Layana, your logistic coordinator. I'm so sorry, I won't be free today for your first day... But I'm so glad that we have someone trustworthy like you to do the stock management for the branch! I understood that you only had a limited first experience in logistic previously so we will start by catching up on the basics of logistic first and foremost.

05

At the right price

04

To the right place

03

At the right time

02

At the right quality

01

In the right quantity

Remember the logistic mantra

At the RIGHT time

Logistic Mantra

She is going to explain to you what it is and the part of logistic in it!

Before looking more into storage, I advise you to go and meet Maryse, our Preparedness coordinator.

Layana

Ok, I'm sorry but I won't be available this morning... but if you can remember correctly the scope of logistic and the 5 "rights" we just saw, I think you are going to be just fine!

New message from Layana Misye

08.40 Monday August 20

Hi Ralph, I'm Layana, your logistic coordinator. I'm so sorry, I won't be free today for your first day... But I'm so glad that we have someone trustworthy like you to do the stock management for the branch! I understood that you only had a limited first experience in logistic previously so we will start by catching up on the basics of logistic first and foremost.

Maryse, Preparedness Coordinator

Click on the following button to discover the logistic preparedness

Hey, now that you are cleared about logistic globally, I want us to take the time to discuss the preparedness aspect of it as it is crucial to our work.

Hi Ralph, I'm Layana, your logistic coordinator. I'm so sorry, I won't be free today for your first day... But I'm so glad that we have someone trustworthy like you to do the stock management for the branch! I understood that you only had a limited first experience in logistic previously so we will start by catching up on the basics of logistic first and foremost.

Logistic Preparedness

Develop arrangements/ understanding with suppliers and other agencies prior to a disaster

Collect all possible informations on logistical aspects that will help you in case we need to respond to a disaster

Anticipation

Hi Ralph, I'm Layana, your logistic coordinator. I'm so sorry, I won't be free today for your first day... But I'm so glad that we have someone trustworthy like you to do the stock management for the branch! I understood that you only had a limited first experience in logistic previously so we will start by catching up on the basics of logistic first and foremost.

During the disaster

After a disaster

Before the disaster

According to you, what is the right timeframe for preparedness?

next

That is correct!

We should always be prepared before a disaster.

TRY AGAIN

Well, not exactly!

Let's try again!

Although preparedness needs continuous updating in order to be relevant, normally the main part of it should be done before the hurricane season here, that is to say between December and June, in order for us to be:

we know ahead of time the specific difficulties we could encounter

efficient: we can plan and make quick decisions

prepared: we know our options and our limits

Great job!

Preparedness is useful in order to: - be prepared: we know our options and our limits - be efficient: we can plan and make quick decisions - know ahead of time the specific difficulties we could encounter

Who do you think should be responsible for it within our branch?

All Support and Program Departments

The Program Department

The Logistic Department

Exactly!

I want YOU in my team!

TRY AGAIN

Not exactly!

It sounds like you might want to think about this one a bit more 😉

I hope you remember all that Maryse told you because I want us to talk about relief items, we need to be ready for the upcoming cyclone season!!

First of all, do you know what are Relief Items?

Here you are! Thank you for waiting for me. If you don't mind, we'll spend the afternoon together. Do you want some coffee ?

Relief Items and prepositionning

What are Relief Items ?

Relief items are non-food items that brings relief, to people in need. Generally it can include all or some of the following depending on our capacities:

Blankets, kitchen sets, jerry cans, hurrican laps, mosquito nets, cleaning products, buckets, clothes

Hygiene kits (soaps, toothbrush, towels, hygien pads)

Household items

Items for personal hygiene

shelter kits, tarpaulins, tents, timber

Items for shelter

no

yes

People affected by disasters have the right to assistance and the right to a life with dignity. Therefore, the international community set certain minimum standards that need to be met in disaster assistance projects. These standards are called the SPHERE standards, do you know about them?

Watch

Watch

Whether you are familiar with the Sphere Standards or not, we recommend that you take a look at the following websites:

The IFRC learning platform where they have all the training you can wish for on Sphere standards

Sphere webpage

Let's discover together what is the standard kit composition

For the Caribeean region, the IFRC has decided that the following items should be the standard kit composition.

It is important to put them in perspective and then to adapt the different kits to the local culture and use.

Now Sphere is a very good place to start but they are presenting minimum standard and generalities.

New message from Layana Misye

10.30 Monday 20 August

Click here to discover

This is key information! We invite you to write it down.

Credit photo: https://www.paho.org/en/news/25-8-2021-pahowho-belize-donates-emergency-family-kits-belize-red-cross

Discover what is inside a Family kit for 1 household of 5 pax

Photo credit Red Cross by Scott Dalton

© Spanish Red Cross

Photo credit : https://www.redcross.ca/blog/2012/8/photo-of-the-day-the-role-of-logistics-in-emergency-response

Now, knowing what should be inside the kits is important, but we also need to respect some standardization rules as Red Cross. Standardization means respecting standards on quality, type, material, ... that all Red Cross relief items should respect.

To have less trouble for logistic

To make it easier to distribute rapidly

To insure quality

Do you know why we do this?

At the RIGHT price

At the RIGHT quality

At the RIGHT quantity

In the RIGHT quantity

At the RIGHT time

If we try to apply standardization to the the 5 rights principles, which ones does it helps us to cover?

Photo: Haiti Red Cross

next

Good job!

Actually, several of the propositions before were correct. We do this in order to:

• guarantee good quality
• make sure the items are appropriate
• save money (we buy cheaper when we buyin great quantities for all NS together)
• save time
• facilitate field operationsand logistics support(all is packed in the same way)
• facilitate coordination,communication and reporting(we all speak the same language)

We can use movement wide catalogue from the IFRC or the ICRC

For example, as a Red Cross movment partner, we do not have to buy the items separatly on the market and package them ourself!

With standardization, it actually makes it easier for us to operate!

This catalogue is available

• In book form or on CD (ask HQ, IFRC or ICRC) • Online at: www.ifrc.org/emergency-items

Ideas and options on how to use the items

Volume

Weight

Packaging

Estimated price

Quality

Size

Accessories

Item code

The catalogue describes in great detail the specifications of all the items:

Now that you have a better understanding of the principle of relief items, we are going to talk about items prepositionning!

You don't have time to do an IFRC order after a shock struck a community, we need to think about this before hand!

Remember during preparedness we need to anticipate and to have a certain number of things ready to go!

Prepositionning = Storing relief items in strategic places in the country.

To check stock regularly and replenish if needed.

To be prepared for disaster and save precious time.

To make sure that stock is always in good condition and ready to be sent out.

To start responding before international help arrives in case of big disasters.

To not depend on availability of relief items on the local market.

To be able to respond quickly to any disaster.

We do prepositionning...

No

Yes

Do you think we should have all core items from the catalogue in our stock at all times?

Working with family kits You 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 enough for 5 people that live together.

next

Correct!

Identifying the appropriate items You 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 conditions in your specific region.

TRY AGAIN

Well, not exactly!

Sorry, let's try again...

1 x kitchen set (for 5 persons)

3 x blankets

1 x tarpaulin

1 x rope (20m)

1 x hygiene kit (for 5 persons)

1 x jerry can (10 liters)

1 x bucket

1 x lantern

Are you ready to work on Family kits? First, learn about the composition of a family kit.

1 x kitchen set (for 5 persons)

3 x blankets

1 x tarpaulin

1 x rope (20m)

1 x hygiene kit (for 5 persons)

1 x jerry can (10 liters)

1 x bucket

1 x lantern

When you are finished with your calculation, click here to verify your response

Now I want you to do the calculation and write your answer on a piece of paper

New message from Layana Misye

10.30 Monday 20 August

1 kit isn't equal to 1 family no matter the size!

Now we have been talking about family kits but don't forget to adapt to local culture and family size numbers.

50 x kitchen sets (for 5 persons)

150 x blankets

50 x tarpaulins

50 x ropes (20m)

50 x hygiene kits (for 5 persons)

50 x jerry cans

50 x buckets

50 x lanterns

Great job!

New message from Layana Misye

10.30 Monday 20 August

Click here to understand the distribution mechanism

Using the concept of family kits makes your stock planning and stock management easier since you consider a family package, not many different items individually.

Working 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 identified in the needs assessment!

In some cases, you might only distribute one specific item and not the whole kit. For example, if there’s a problem with the water system in town, people only need jerry cans, not blankets!

Examples of family package

Credit photo : https://www.breakingbelizenews.com/2021/08/25/paho-who-belize-donates-emergency-family-kits-to-belize-red-cross/

Both

Programs

Logistics

Who do you think is the responsability to define / attribute the number and kind of items to the affected population after a disaster within RC teams?

Credit photo : https://www.breakingbelizenews.com/2021/08/25/paho-who-belize-donates-emergency-family-kits-to-belize-red-cross/

next

You are correct!

Program based on the stock inventory given by Logistic and needs assessment on the ground.

Credit photo : https://www.breakingbelizenews.com/2021/08/25/paho-who-belize-donates-emergency-family-kits-to-belize-red-cross/

TRY AGAIN

That's incorrect!

Take a breath and try again.

Now part of preparedness is to insure that our branch can intervene quickly in case of a disaster. As logistic officers, it is our job to insure we have enough to cover part of the affected population directly: that is why we set up minimum stock level for each items.

This means the number of each item that you always want to have in your possession to be able to respond to a disaster. If after distribution, you have fewer items than these minimum stock levels, you need to replenish (= order and purchase more of these items).

Asking for replenishment because the actual stock is approaching or below this minimum level is the responsibility of the person managing the storage area.

Setting the minimum stock levels is linked to strategic planning and therefore done by HQ.

Before storing anything, you should decide the minimum stock levels for each item in your warehouse.

Available transportation means

Available storage space

The response capacity of the branch (number of active volunteers trained in emergency response and/or logistics)

Replenishment time = the time it would take to get relief items from HQ or other partners to your area

Some factors you need to consider when setting the stock minimum:

Total population at risk in case of disaster

The kind of items needed

The probability of disasters happening

Total population in the area

The kind of disasters that might occur

Let's practice

Do a math exercice to calculate how to replenish stock after a distribution when items are missing. You can follow the instructions on the next slide.

The distribution: - Following a local disaster, the branch distributed 10 family kits, as well as 15 additional jerry cans and 10 additional blankets.

The new situation: - They only have 35 full family kits left. Replenishment needs:- They absolutely need to replace 15 jerry cans and 10 blankets to get back to their minimum stock of 50 family kits in stock, - They may also decide to replace the 10 full family kits they distributed, to get back to the original level of 60.(It is better to always be slightly above your minimum stock! But this depends on the space available!).

Exercise

Initial situation: - In the Contingency Plan it was decided that the Sava branch should stock a minimum of 50 family kits (= 50 lamps, 50 buckets, 50 jerry cans, 150 blankets...), - Currently they have 60 complete family kits in stock.

Discover the solution

(Slide à construire)

If you want to go further... Storage space ideal If you want to store relief items you need adequate storage areas. This can be a warehouse, a container or a storage room. These storage areas need to have certain characteristics and need to be maintained to be functional. These aspects are covered in more detail in Chapter 5.

Chapter 7 : Epidemic

Chapter 6 : PGI

Chapter 5 : Stock Follow-up

Chapter 4 : Sending and Receiving

Chapter 3 : Stock Management

Chapter 2 : Storage Space Choice

Chapter 1 : Logistic Cycle Preparedness

Ok, Alex, I have to go...But you have almost completed Chapter 1.

Chapter 7 : Epidemic

Chapter 6 : PGI

Chapter 5 : Stock Follow-up

Chapter 4 : Sending and Receiving

Chapter 3 : Stock Management

Chapter 2 : Storage Space Choice

Chapter 1 : Logistic Cycle Preparedness

Stock management If you preposition stock, you also need to manage this properly. You need to keep your relief items in good condition. This means that you need to work with them. This is reviewed in detail in chapter 7. I hope you have enjoyed your first journey with us!

Let's go to Chapter 2 to understand Storage Space Choice.

GO TO CHAPTER 2

Well Done! You finished the first chapter and Alex finished his first day with us!

To make sure you don't forget anything, you can download the checklist dedicated to the constitution of family kits and Sphere standards

Completed!