PIRAC_3ème proposition

Starting a new logistician position

A Logistics eLearningFor disaster preparedness and response

start

15 min

Chapter 1 : Logistic Cycle Preparedness

15 min

Chapter 2 : Storage Space Choice

15 min

Chapter 3 : Stock Management

Chapter 4 : Sending and Receiving

15 min

15 min

Chapter 5 : Stock Follow-up

15 min

Chapter 6 : PGI

15 min

Chapter 7 : Epidemic

Discover the sKills

Educational Goals

Chapter 1 : Logistic Cycle Preparedness

• Identify the stages of logistics preparedness

Chapter 2 : Storage Space Choice

• Understand the logic of storage space choice

Chapter 3 : Stock Management

• Know the basics of stock management

Chapter 4 : Sending and Receiving

• Understand the processes of sending and receiving

Chapter 5 : Stock Follow-up

• Know the procedure of stock follow-up

Chapter 6 : PGI

• Be aware of Protection, Gender and Inclusion

Chapter 7 : Epidemic

• Be aware of epidemic and pandemic preparedness

Educational Goals

• Identify the stages of logistics preparedness

Chapter 1 : Logistic Cycle Preparedness

Logistic Preparadness

Relief Items and prepositionning

What is logistic?

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.

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

08.21 Monday 20 August

New message from Layana Misye

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.

Layana

08.21 Monday 20 August

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...

New message from Layana Misye

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

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.

What is logistic?

Who exactly is responsible for that?

read more

read more

Logistic: what is the cycle?

read more

Logistic Mantra

Remember the logistic mantra

05

04

03

01

02

At the RIGHT time

At the right quality

At the right price

To the right place

At the right time

In the right quantity

Layana

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.

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!

08.40 Monday August 20

New message from Layana Misye

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.

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

Logistic Preparedness

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.

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?

After a disaster

Before the disaster

During the disaster

That is correct!

We should always be prepared before a disaster.

next

Well, not exactly!

Let's try again!

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:

efficient: we can plan and make quick decisions

prepared: we know our options and our limits

we know ahead of time the specific difficulties we could encounter

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?

The Logistic Department

The Program Department

All Support and Program Departments

Exactly!

I want YOU in my team!

Not exactly!

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

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 ?

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?

Relief Items and prepositionning

Items for shelter

shelter kits, tarpaulins, tents, timber

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:

Household items

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

Items for personal hygiene

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

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?

no

yes

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

Sphere webpage

Watch

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

Watch

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

10.30 Monday 20 August

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

New message from Layana Misye

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

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

Click here to discover

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

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.

Do you know why we do this?

To insure quality

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

To make it easier to distribute rapidly

© Spanish Red Cross

To have less trouble for logistic

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 quantity

In the RIGHT quantity

At the RIGHT time

At the RIGHT quality

At the RIGHT price

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)

next

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

Quality

Size

Item code

Estimated price

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

Accessories

Packaging

Ideas and options on how to use the items

Volume

Weight

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

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!

We do prepositionning...

To check stock regularly and replenish if needed.

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

To be able to respond quickly to any disaster.

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.

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

No

Yes

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.

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

Well, not exactly!

Sorry, let's try again...

TRY AGAIN

3 x blankets

1 x kitchen set (for 5 persons)

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.

10.30 Monday 20 August

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

New message from Layana Misye

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)

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)

Great job!

10.30 Monday 20 August

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

New message from Layana Misye

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

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!

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?

Programs

Logistics

Both

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

You are correct!

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

next

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

That's incorrect!

Take a breath and try again.

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.

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).

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.

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

The kind of disasters that might occur

Total population in the area

The probability of disasters happening

Total population at risk in case of disaster

The kind of items needed

Available storage space

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

Available transportation means

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

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 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!).

(Slide à construire)

Discover the solution

Chapter 1 : Logistic Cycle Preparedness

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

Chapter 2 : Storage Space Choice

Chapter 3 : Stock Management

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 4 : Sending and Receiving

Chapter 5 : Stock Follow-up

Chapter 6 : PGI

Chapter 7 : Epidemic

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!

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

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

Completed!

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

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

GO TO CHAPTER 2