PIRAC_3ème proposition

A Logistics eLearningFor disaster preparedness and response

Starting a new logistician position

start

Chapter 1 : Logistic Cycle Preparedness

Chapter 2 : Storage Space Choice

Chapter 3 : Stock Management

Chapter 4 : Sending and Receiving

Chapter 5 : Stock Follow-up

Chapter 6 : PGI

Chapter 7 : Epidemic

15 min

Discover the sKills

Chapter 2 : Storage Space Choice

Chapter 3 : Stock Management

Chapter 4 : Sending and Receiving

Chapter 5 : Stock Follow-up

Chapter 7 : Epidemic

Understand the logic of storage space choice

Know the basics of stock management

Understand the processes of sending and receiving

Know the procedure of stock follow-up

Be aware of epidemic and pandemic preparedness

Chapter 6 : PGI

Be aware of Protection, Gender and Inclusion

Chapter 1 : Logistic Cycle Preparedness

Identify the stages of logistics preparedness

Educational Goals

Chapter 1 : Logistic Cycle Preparedness

Identify the stages of logistics preparedness

What is logistic?

Logistic Preparadness

Relief Items and prepositionning

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

08.21Monday 20 August

New message from Layana Misye

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.

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.

08.21Monday 20 August

New message from Layana Misye

Layana

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...

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.

Click here to discover the documents

Who exactly is responsible for that?

What is logistic?

Logistic: what is the cycle?

The logistic department include the logistic officer and/or logistic volunteers (depending on the structure of each NS). If it's not existing / available, the DM department is responsible for all logistics linked to relief.

What is the cycle of logistic : 1. Assessment: finding out what you need, where you can find it and how to get it to its final destination 2. Procurement/mobilisation: getting what you need 3. Transport: getting it where you want it to be 4. Storage: keeping it safe, secure and in good conditions 5. Reporting: information HQ

Logistic is a support service, not a program in itself. It supports other programs and departments, such as DM, health and first aid in doing their work. The logistic department assists the other programs with:

Procurement (collaboration with finance department)
Transportation (fleet management and organising external transportation)
Warehousing and stock management
Reporting

Logistic Mantra

At the RIGHT time

Remember the logistic mantra

In the right quantity

At the right quality

At the right time

To the right place

At the right price

At the RIGHT price

To the RIGHT place

In the RIGHT quantity

At the RIGHT quality

At the RIGHT time

08.40Monday August 20

New message from Layana Misye

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!

Layana

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

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

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.

Click on the following button to discover the logistic preparedness

Maryse, Preparedness Coordinator

Logistic Preparedness

Anticipation

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

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

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

Before the disaster

After a disaster

During the disaster

We should always be prepared before a disaster.

That is correct!

Let's try again!

Well, not exactly!

TRY AGAIN

prepared: we know our options and our limits

efficient: we can plan and make quick decisions

we know ahead of time the specific difficulties we could encounter

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:

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

Great job!

The Logistic Department

The Program Department

All Support and Program Departments

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

I want YOU in my team!

Exactly!

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

Not exactly!

TRY AGAIN

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 ?

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

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!!

Relief Items and prepositionning

Items for shelter

shelter kits, tarpaulins, tents, timber

Items for personal hygiene

Household items

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

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

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:

What are Relief Items ?

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?

yes

Sphere webpage

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

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

Watch

10.30Monday 20 August

New message from Layana Misye

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

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

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

Let's discover together what is the standard kit composition

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

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

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

Click here to discover

Family kit for 1 household of 5 pax:

1 BOX, heavy duty, plastic, for the household kit
1 BUCKET, plastic,
14L with clip cover and 50mm outlet
1 JERRYCAN, collapsible, 10L, food grade LDPE, screw cap
13 SOAP, body soap, 100g,
2 SOAP, laundry soap, 200g,
3 BLANKET, SYNTHETIC, 1.5X2m, medium thermal
20 ROPE, POLYPROPYLENE, black, diam. 12mm, twisted
1 TARPAULINS, woven plastic, 4 x 6 m, white/white,
1 KITCHEN SET familly of 5 persons, type "A"

Do you know why we do this?

To insure quality

To make it easier to distribute rapidly

To have less trouble for logistic

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.

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

Photo credit Red Cross by Scott Dalton

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

At the RIGHT time

In the RIGHT quantity

At the RIGHT quantity

At the RIGHT quality

At the RIGHT price

Note that Standardisation influences 3 of the 5 “rights” for good logistics:right time, right quality, right price!

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)

Good job!

Photo: Haiti Red Cross

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

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

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

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

This catalogue is available

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

Item code

Accessories

Size

Quality

Estimated price

Packaging

Weight

Volume

Ideas and options on how to use the items

It makes the selection of items easy and helps in the planning, budgeting and implementation of any program in disaster preparedness and disaster response.

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

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

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

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

We do prepositionning...

To be able to respond quickly to any disaster.

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

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

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

To be prepared for disaster and save precious time.

To check stock regularly and replenish if needed.

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

Yes

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 conditions in your specific region.

Correct!

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 enough for 5 people that live together.

Sorry, let's try again...

Well, not exactly!

TRY AGAIN

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

1 x lantern

1 x bucket

1 x jerry can (10 liters)

1 x hygiene kit (for 5 persons)

1 x rope (20m)

1 x tarpaulin

3 x blankets

1 x kitchen set (for 5 persons)

10.30Monday 20 August

New message from Layana Misye

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

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

1 x lantern

1 x bucket

1 x jerry can (10 liters)

1 x hygiene kit (for 5 persons)

1 x rope (20m)

1 x tarpaulin

3 x blankets

1 x kitchen set (for 5 persons)

10.30Monday 20 August

New message from Layana Misye

Great job!

50 x lanterns

50 x buckets

50 x jerry cans

50 x hygiene kits (for 5 persons)

50 x ropes (20m)

50 x tarpaulins

150 x blankets

50 x kitchen sets (for 5 persons)

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

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

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!

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.

Click here to understand the distribution mechanism

Examples of family package

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!

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?

Logistics

Programs

Both

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

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

You are correct!

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

Take a breath and try again.

That's incorrect!

TRY AGAIN

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

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.

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

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

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

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).

The kind of disasters that might occur

Total population in the area

The probability of disasters happening

The kind of items needed

Total population at risk in case of disaster

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

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

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

Available storage space

Available transportation means

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.

Let's practice

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.

Exercise

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!).

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

(Slide à construire)

Discover the solution

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

Chapter 1 : Logistic Cycle Preparedness

Chapter 2 : Storage Space Choice

Chapter 3 : Stock Management

Chapter 4 : Sending and Receiving

Chapter 5 : Stock Follow-up

Chapter 6 : PGI

Chapter 7 : Epidemic

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.

Stock managementIf 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!

Chapter 1 : Logistic Cycle Preparedness

Chapter 2 : Storage Space Choice

Chapter 3 : Stock Management

Chapter 4 : Sending and Receiving

Chapter 5 : Stock Follow-up

Chapter 6 : PGI

Chapter 7 : Epidemic

Completed!

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

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

GO TO CHAPTER 2

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

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Transcript