Storage Handbook en 2005
Content
Storage Handbook
May 2005
Logistic Department Action contre la Faim
Document revision history:
Revision date 25/15/2004 01/05/2005 Author Logistic Department Logistic Department Summary of changes Initial release Correction various mistakes, new format
Notes:
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 3 / 37 01/05/2005
Table of contents:
1. Introduction...............................................................................................6 2. Stock within the supply chain....................................................................6 3. Warehouse characteristics.........................................................................7 3.1. Warehouse location.............................................................................7 3.2. Requirements for the building.............................................................7 3.3. Construction of a warehouse...............................................................8 3.4. Storage volume and space needed.....................................................8 3.5. National or local legislation...............................................................10 3.6. Initialisation.......................................................................................11 4. Alternative storage..................................................................................13 4.1. Containers.........................................................................................13 4.2. Rubber hall........................................................................................13 4.3. Emergency storage............................................................................14 5. General organisation...............................................................................15 5.1. Human Resources..............................................................................15 5.2. Small equipment and materials.........................................................15 5.3. Warehousing materials......................................................................16 5.4. Space management...........................................................................16 5.5. Sharing with other NGO’s..................................................................18 5.6. Security.............................................................................................19 6. Physical stock management....................................................................20 6.1. Cleaning.............................................................................................20 6.2. Monitoring: warehouse control plan..................................................20 6.3. Reception of products - Inspection....................................................20 6.4. Storing items.....................................................................................21 6.5. Delivering items................................................................................22 6.6. Rodent eradication ...........................................................................22 7. Food storage specificities........................................................................24 7.1. Management of food items quality in the warehouse........................24 7.2. Storage requirements........................................................................25 7.3. Temperature and humidity monitoring..............................................25 7.4. Temperature and humidity regulation...............................................26 7.5. Inspection of food items....................................................................26 8. What to store and stock levels.................................................................29 8.1. What to store.....................................................................................29 8.2. Contingency and buffer stock............................................................29 8.3. How to determine the buffer stock?..................................................29 9. Drug storage............................................................................................31 9.1. Logistician role..................................................................................31 9.2. Medical & Nutritional Coordinator role..............................................31 10. Annexes.................................................................................................33 10.1. Storing Food and Equipment...........................................................33 10.2. Metric system and conversion tables for measures, surfaces, weights sand volumes..............................................................................35
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage Page 4 / 37 01/05/2005
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 5 / 37 01/05/2005
1. Introduction
This handbook is part of Action contre la Faim Logistic Kit. The objective is to provide technical support for the logisticians and storekeepers but also for project stocks such as Therapeutic Feeding Centre storage. This first version is the compilation of information previously included in Quality Control, General Logistic and Base Opening modules. Efficient storage depends on the following three factors: - Warehouse characteristics - Techniques of warehousing - Quality management of items in the warehouse This guideline refers to the technical aspects, the general organisation and the physical management of warehouses. It is valid for transit warehouse, central warehouse and base warehouse. Refer to the Quality Control module for quality aspects and sampling. Refer to the Storage procedures for forms, reports and administrative follow-up. Refer to Human Resources chapter for subject related to warehouse employees.
2. Stock within the supply chain
Humanitarian programmes deal with a high turnover of items in a short period of time. Basically, to respond to an order the logistician has two options: — To purchase the goods — To deliver them from stock The purchase can be direct or through another base or stock. Action contre la Faim supply chain procedures and procurement procedures are timeconsuming and very strict. Therefore a just in time, or no-stock supply chain management is usually not possible. The context of interventions, with bad road conditions and insecurity, plus the necessity of a quick response to the needs require the storage of items.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 6 / 37 01/05/2005
The stock acts as a regulating buffer between the supplies (stock entries) that are normally intermittent and the needs (stock deliveries) that are normally regular or oppositely unexpected (emergency). A stock has a cost for Action contre la Faim: the price of items plus the warehousing charges (building rental, human resources, materials). A good stock management requires the right balance between costs and response to the needs.
3. Warehouse characteristics
The list of requests for the best cost-effective warehouse is long. Most of the time, it is almost impossible to find a building matching all requirements and you'll have to settle for the most adequate building available. Afterwards, Action contre la Faim will take measures to enhance the existing storage conditions.
3.1. Warehouse location
Criteria for the location of the warehouse should take into account the following requirements: Easy access to the main entrance by road for delivery trucks Parking space in front of the warehouse Short distance between office and warehouse Soil conditions: humidity and stability Topographic conditions: risk of flooding, landslides Security consideration: neighbours, presence of potential targets or repeated looting area. No stagnant water in the surroundings (humidity and mosquitoes)
3.2. Requirements for the building
The following requirements will determine the choice of the building: Useful storage space Located inside a compound General good condition for roof and walls Drainage of rainfall Hard floor supporting heavy weight (minimum 1000 Kg/m2) Large entrance and solid doors, locks or padlocks
Page 7 / 37 01/05/2005
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
-
Orientation: wind and sun influence humidity and temperature Good natural lighting Good ventilation: openings and high ceilings Public services (if available) Sealed against pests (insects, rats) Easy maintenance and tidiness (concrete or plastered floors and walls)
In addition some specific requirements may depend on the items to be stored: cold chain for drugs, isolated building for fuel or explosives. Storage requirements for products are normally given with the technical specifications. Requirements mostly concern humidity, darkness and temperature.
3.3. Construction of a warehouse
It may happen that no building is suitable or even exists; in this case, the option is to build the warehouse. The construction method will depend on the duration of the activities and on the items to store. There are several choices from the light structure to the solid building. The basic requirement is a concrete floor to prevent soil humidity and rodents.
3.4. Storage volume and space needed
The items and quantities to store are based on: - The programs needs within a given period - The buffer stocks based on the time necessary to replenish - The security stock - Storage requirements and lifetime of products - Critical or non-critical goods (therapeutic milk is critical while floppy disks are not) To determine the warehouse size, the total weight of items to store is not the essential factor. The volume and the floor-space needed for storage are more accurate. The storage height depends on items and packaging. A 2-meter stacking height is appropriate for the majority of items.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 8 / 37 01/05/2005
Piling over 3 meters is dangerous and may jeopardise the packaging of the bottom layers. Table 1 shows various "volume and weight" for some goods regularly used for humanitarian projects. Note that these data are approximations. Volume fluctuates according to temperature and weight fluctuates according to humidity. For items not included here, the logistician can estimate the volume by comparison. If feasible, a sample of 10 litres of product can be weighted to give a good approximation. Table 1 Items
Sand Gravel Stone Stone (granite) Cement Wood: European Oak Wood: timber Brick (red) plain Steel Cement mortar Reinforced concrete Masonry, stone Masonry, hollow block Masonry, solid block Masonry, hollow brick Oils (including vegetable) Diesel Gasoline, Super 95; 98 Water Sugar Wheat in grain Wheat flour Lentil Rice Salt Vegetable oil (carton) Therapeutic Milk F75 Therapeutic Milk F100 Plumpy nut BP 5 SP 380 / SP 450 / THP 380 / THP 450 Pharmaceuticals (global est.) Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Volume m3/1000 kg
0.625 0.556 0.667 0.345 0.694 1.429 2.222 0.556 0.128 0.500 0.400 0.400 0.667 0.465 0.714 1.111 1.183 1.325 1.000 1.050 1.282 1.700 1.050 1.235 0.833 1.818 3.240 2.730 1.940 1.250 2.120 3.000
Weight kg/m3
1600 1800 1500 2900 1440 700 450 1800 7800 2000 2500 2500 1500 2150 1400 900 845 755 1000 952 780 588 952 810 1200 550 309 366 515 800 472 333
Remarks
15% humidity 15% humidity
(Latrine slab)
15° 15° 15° Net volume Gross volume Net volume Net volume Net volume Net volume Net volume Gross volume Gross volume Gross volume Gross volume Gross volume Gross volume Gross volume Page 9 / 37 01/05/2005
Dispensary tent kit 25 m2 Blankets (ballot of 30 pces, 465 gr./m2) Plastic sheeting (roll 50m x 4m)
3.200 3.570 3.27
313 280 305.81
1 tent = 125 Kg 1 ballot = 55 Kg 1 roll = 42 Kg
Additional space is necessary to load, unload, and re-pack damaged bags. This extra space will also facilitate the ventilation. A good ratio is 30 % for access and 70 % for storage.
Example:
Calculation of the storage space required
Action contre la Faim plans a distribution of 10 000 rations of: 4 litres of oil 15 kg of wheat flour 1 kg of iodised salt Note: Packaging weight and volume is negligible for wheat and salt. Oil m3 Wheat flour Iodised salt Total Net weight Volume 4 * 10 000 * 0.9 = 36 000 kg 36 * 1.818= 65.448 150 000 kg 10 000 kg 196 000 Kg 150 * 1.7 = 255 m3 10 * 0.833 = 8.33 m3 328.778 m3
Total weight for the distribution is a key factor for transportation as it will determine the number of trucks or trips needed. Storage space with a stacking height of 2 meters will be: 328.778 / 2 = 164.389 m2 This surface is only the space needed for storage. Suitable surface for access and ventilation is: 164.389 / 7 * 3 = 70.452 m2 The logistician will need roughly 235 square meters.
3.5. National or local legislation
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 10 / 37 01/05/2005
Besides the requirements for storage given by the technical specification of the products, a national legislation may apply and define standards. Action contre la Faim policy is to comply with the highest standards. Any other option in terms of storage requirements will place Action contre la Faim in a problematical position if a quality problem occurs.
3.6. Initialisation
Once the warehouse is chosen and the rental contract signed, it will take several days to make the building suitable. It is wise to allow one week before starting the storage of goods, the logistician having to: Recruit employees and train them Prepare the storage zones and various areas Organise the entire cleaning of the compound: - Cleaning of the surrounding (10 m around the building) - Disinfection with chlorine-based products and pesticides if required Perform a thorough checking for fissures Organise maintenance tasks 3.6.1. Roof The roof is of paramount importance. It must be completely watertight. The raising of temperature due to sunlight will be smaller with a light coloured roof which overhangs the walls. A ceiling below the covering itself reduces the temperature. The arrival and departure decks should be protected from rain by eaves. 3.6.2. Walls Internal painting makes the cleaning work easier. Pesticide paints exist; check conformity with food storage. A smooth-coated surface (internal and external) offers no place for pests to hide or lay their eggs. The external coating, waterproof and clear-coloured, reflects sunlight and prevents moisture from penetrating. Painting the walls and the floor with quicklime will get rid of all larvae and eggs, which insects could have laid. 3.6.3. Floor The floor must be perfectly smooth to be easily cleaned. It should have no cracks where insects could take refuge. Traces or residues on the floor can be signs of water infiltration. The risk of moisture infiltration by the floor is reduced if there is an empty space of 1 m high between the floor and the ground. This raised floor will simplify loading and unloading and make warehouse access more difficult to rats and others rodents.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 11 / 37 01/05/2005
3.6.4. Doors Metal doors offer a greater resistance to invasions of insects than wooden doors. Note that an opening of 6 mm is sufficient to allow the intrusion of a mouse. Wooden doors must be reinforced, in their lower part, with an iron sheet (at least 50 cm high). 3.6.5. Ventilation The openings of ventilation should have an adjustable opening/closing system to control ventilation when relative humidity is low inside the building and to evacuate the heat when needed. As an indication, the size of the openings for ventilation must be: - 0.5 m2 for 100 m2 of storage surface for air intake (lower openings). 50 cm above floor. - 1.5 m2 for 100 m2 of storage surface for air evacuation (higher openings). 50 cm below roof. 3.6.6. Loading/Unloading deck If the floor inside the warehouse is at ground level, building a loading deck will facilitate loading and off loading of heavy goods. The angle to access this deck should not exceed 25 %, extra precautions are needed when loading and unloading drums or rolling items.
Loading/Unloadi ng deck
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 12 / 37 01/05/2005
4. Alternative storage
4.1. Containers
For small volumes, containers 20 or 40 feet can be alternative storage facilities. Containers offer a strong and waterproof structure. They are easy to secure and to transport. The negative point is poor ventilation, leading to high temperatures and humidity. Windows can correct this point. A second weightless roof above the container can reduce the temperature due to sunlight. Containers with shelves offer convenient storage for spare parts and nonfood items. Before purchasing a container, the logistician must check its condition. The container must be suitable enough for transportation and storage. A good inspection is only possible if the container is empty and clean. The metallic corners of a container are necessary for handling and transport. A fissure of these parts is not acceptable. The structure (chassis), the doors and their seals must be in good condition as well as the walls, the roof and the floor. No light should be visible inside the container. The handling of containers when the appropriate equipment is not available is very delicate. The weight of an empty 20 feet container is 2000 kg. Workers should use winches and highjack to pull the container. Once in the appropriate location the container is installed on stone or concrete blocks. Before using the container marking from previous contractors must be removed.
4.2. Rubber hall
The rubber hall is large tent designed for storage purpose. Small tents can be installed without special equipment. The weakness of the rubber hall is security. A thief with a knife can easily enter into the tent. The location of the tent will determine the quality of storage and its lifetime. It is necessary to prepare an efficient drainage around the tent for rainwater. To avoid mud, you must use gravel or light concrete on the access roads and surroundings.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 13 / 37 01/05/2005
When possible the tent must be placed: - On a dry, hard and flat surface - On high ground to avoid flooding After heavy rains or winds the structure might need some rectifications. Cables and bolts must be tightened. Periodic checking is also necessary to detect and repair potential perforations in the textile. After use the tent can be dismantled, washed, dried and stored. All elements of the tent must be stored together with appropriate identification to avoid problems after relocation to another project.
4.3. Emergency storage
For a brief period and if no better solution is found an emergency storage can be organised. The minimum material required is plastic sheeting and wood. Then the logistician must: - Prepare a flat surface - Prepare drainage around the surface for rainwater - If available, spread gravel on the surface - Lay the plastic sheeting on the flattened ground - Set the wooden pallets on the plastic sheeting - Pile up items on the pallets - Cover with a top plastic sheeting to protect the items from sunlight and rain - Remove top plastic sheeting regularly for ventilation This kind of solution is only acceptable for a short period, such as one-shot distribution.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 14 / 37 01/05/2005
5. General organisation
5.1. Human Resources
Job descriptions for the positions are given in the Human Resources chapter. 5.1.1. Storekeeper There must be an employee in charge of the warehouse and storage management. For a small volume of activity this function can be cumulative to another logistic function. Above a given volume in stock or frequency of deliveries, a storekeeper has to be recruited to take care only of the warehouse management. The main responsibilities and tasks are: To ensure a correct physical and administrative stock management To manage the team of loaders To check the safety of the warehouse and goods The storekeeper is responsible for the implementation of all necessary measures related to the maintenance of the quality of stored food items. If a problem cannot be solved at the storekeeper's level, the logistician has to be informed. The storekeeper is responsible for the items stored. A discrepancy with the stock book will lead to disciplinary sanctions. 5.1.2. Loaders The loaders are under the responsibility of the storekeeper. They have to load, move and unload goods. They also undertake minor repair and repacking of damaged bags. The number of persons will depend on the volume and also on the storage facilities. The status of the loaders — permanent employees, daily workers or a team paid per ton or unit carried — depends on the frequency of activities. Action contre la Faim generally hires a team of loaders to cover regular needs and extra loaders on a daily basis (or for a specific task) to face an additional workload.
5.2. Small equipment and materials
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 15 / 37 01/05/2005
To guarantee a correct stock management, some simple equipment and materials are necessary. The list below is non-exhaustive: Stock management procedures Basic stationary, adhesive tape, calculators, and other office supplies Stock cards, delivery notes and other forms Conversion tables (weights, measures and volume) Desk and chair Metallic archiving cupboard with a lock First-Aid Kit Sand, buckets, axes and appropriate fire extinguishers Small equipment for maintenance and repair of damaged packaging Cleaning materials Traps for rodents/rat glue Tools for opening/closing crates and cartons
For central warehouses, the storekeeper should computerise the data on a daily basis. A basic computer with spreadsheet software will save the logisticians time if stock reports are already in electronic format.
5.3. Warehousing materials
To perform adequate storage and safe handling some, materials are necessary. These materials will depend on the availability and practices in the country of operation: Pallets or wooden platforms Shelves Trailer or wheelbarrows Hydraulic loading and moving equipment Manual scale and precision scale Measuring tape Empty bags and boxes Ladder (to access the top of piles)
5.4. Space management
Inside the warehouse it is important to define zones for activities and areas for storage. These areas and zones can be identified by painting on the floor or when feasible by metallic chicken wire grids with a secure locking system.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 16 / 37 01/05/2005
The example given below is for a central warehouse with Watsan and Nutritional programs.
Arrival zone:
During unloading, the storekeeper will inspect the delivery for quality and quantity. If correct, the storekeeper will accept and register the products. For some deliveries the storekeeper must prepare the order. The packing zone can also be used for repacking.
Packing zone:
Delivery zone: To save time during loading and to avoid disorder, items ready to be delivered are stored per destination. The organisation of storage zones will depend on: - The volume and nature of products to store - The turnover of products, the highest turnover must be more accessible - The compatibility of products: • Food items cannot be stored with chemicals of any kind (including cement) • Drugs and medical supplies need a separate building or room. These products are usually under the responsibility of a pharmacist.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage Page 17 / 37 01/05/2005
• Fuel and spare parts for vehicles need a separate storage, if possible close to the workshop.
For high turnover stocks with numerous products, space identification can be organised. A reference will assign: - The precise division or building - The shelf or rack - The column and row or bin within the shelf This reference will be mentioned on the Stock card in order to find the product physical location within the warehouse. Example: The location reference for a product stored within the Non-Food item stock on the shelf 10, 3rd column in the 2nd row could be: NFI/10/3 2 When the difficulty is not the location of products but the confusion between similar batches the use of Bin cards is more accurate and simple to implement.
5.5. Sharing with other NGO’s
It may be a good solution to share a warehouse with several divisions or a compound with several buildings with another NGO. It could reduce significantly the cost for rental and security. However it should never involve sharing a single undivided space: MSF (or any organisation) and Action contre la Faim items in a same section, for example, for. it would be the source of further problems in terms of coordination, responsibility and procedure. In case an organisation asks for temporary storage in an Action contre la Faim warehouse, the logistician has to clarify: - Duration of storage - The person entitled by the other organisation to release the goods - The documentation used to release the goods - The cost in terms of pallets, cleaning, and labour if any. The logistician must also explain that Action contre la Faim cannot be responsible for the goods in case of war damage, natural disaster, looting, or theft.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 18 / 37 01/05/2005
5.6. Security
The value of the products in the warehouse is significant and the insurance system is usually not functional in the areas where Action contre la Faim is operating. Below is some advice for the logistician to reduce the risk caused by five common threats: 5.6.1. Internal pilfering Clear procedures, documentation and responsibility for the warehouse limit this threat. One person should be responsible for the keys; spare keys are kept in the administrative or logistic safe. Only authorised staff enter the warehouse. All vehicles entering the warehouse compound must be registered in a logbook. 5.6.2. Robbery A team of watchmen or a private company guard have a dissuasive effect, the number of people involved depends on the value of the stock. Reinforcing passive protection means strengthening the warehouse: high walls, barbed wire, metal gates and doors, strong padlock, grids on the windows and ventilation openings. 5.6.3. Looting by state or non-state armed groups Prevention is possible by reducing the quantities in stock and by choosing a warehouse located in a non-exposed area. It may lead to a zero stock policy in the operating zone. 5.6.4. Fire Prevention is essential. Smoking is forbidden inside a warehouse. Sensitive items (fuel, oils, chlorate) are kept in separate divisions. Fire extinguishers and sand must be available. 5.6.5. Natural disaster The choice of the location and the resistance of the building itself may protect the stock; this applies in particular to flooding or typhoons.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 19 / 37 01/05/2005
6. Physical stock management
This chapter only describes the physical management of a warehouse, please refer to the Storage procedures for administrative aspects.
6.1. Cleaning
A good warehouse is a clean warehouse. Walls, floor and piles (stacks) must be free of dust. The surroundings of the building must be cleared of any items and the vegetation must be controlled. (Immediate area with a 5 to 10 meters radius) Defining a periodicity for a complete cleaning should not be necessary: when the warehouse is dirty the storekeeper has to do or to organise the cleaning. The destruction of cleaning residue has to be immediate, i.e. burned, or buried if non toxic.
6.2. Monitoring: warehouse control plan
The storekeeper must: Control the installations (electricity, water) and warehouse infrastructure both inside and outside. Ensure the building is rain proof (fill cracks and holes in doors and walls) Maintain and repair the equipment and the building both inside and outside (roof, walls, doors, sewers, ventilation) or inform the logistic department. Sweep floors/Clean and sweep walls, ventilation passages, protection railings, stacks of bags and roof supports (with a broom specifically for that purpose which should be different from the one for cleaning the floor). Check the state of equipment (tarpaulin, pallets, lifting equipment etc.) and ensure that the machines and equipment are cleaned after use. Carry out controlled airing and ventilation.
-
6.3. Reception of products - Inspection
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 20 / 37 01/05/2005
The storekeeper must be informed in advance by the logistician about deliveries, to be ready for storage (sufficient clean space) and to recruit loaders if necessary. The storekeeper must know: - The quantity of items - The delivery date - The supplier/organisation name for external deliveries In case of grain delivery, the storekeeper must know the final use: human consumption or seeds (food security projects) Delivery inspection The inspection is the crucial stage of a delivery. If the inspection indicates poor quality, the storekeeper must refuse the delivery. It is easier for Action contre la Faim to request the exchange of products at this stage. The storekeeper checks that the quantity delivered matches the quantity mentioned on the delivery note: count and/or weigh the items when needed. The storekeeper performs an administrative check: general documentation, consistency between the batch numbers, conformity certificates (or composition) and delivery notes. The storekeeper must refuse goods of an obviously poor quality: torn bundle, leaking drums, signs of bugs, rusty tins, bad smells, wet goods. Weakened packages must be repaired before storage. If a perishable item has no date on the package the storekeeper must write the date of entry in stock on all the bags/final packaging.
6.4. Storing items
The storekeeper must implement the following rules: Always store on pallets or shelves One pile per product, per packaging, per expiry date and per donor Regular stacks to facilitate the physical inventory On each layer, alternate the direction of boxes to prevent a stack from tipping over Leave 70 cm of empty space between stacks and walls Do not exceed a height of 3 meters for stacks Do not store above 1 MT per square meter
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 21 / 37 01/05/2005
When the number of pallets is not sufficient, the goods less vulnerable to humidity will stay temporarily on the floor. If available, the storekeeper will layer the floor with plastic sheeting.
BAD STORAGE PRACTICES - Non regular piles: impossible to count - Not stored on pallets - Not in a closed area
GOOD STORAGE PRACTICES - Regular piles: easy to count - Stored on pallets - Closed area and well ventilated ⇒ Could be improved by crossing the layers to increase stability
6.5. Delivering items
FIFO is the basic rule for delivery: FIRST IN, FIRST OUT. Besides this rule, the storekeeper must follow instructions on the Release Order: stocks are frequently earmarked for a donor and their use is restricted to the funded project. The storekeeper should prepare the order before loading: bring all the small items into the departure zone. Thus, loading is easier to supervise and the storekeeper can concentrate on checking quantities instead of organising the work of the loaders. The storekeeper must be vigilant with food items: the expiry date may not agree with the FIFO principle.
6.6. Rodent eradication
Prior to the eradication of rodents, the storekeeper must find out how they infiltrated the warehouse and implement necessary measures to prevent from further infiltration. Here are some common ways to destroy rodents: Poison should be used with extra care: - The storekeeper must sensitise all staff
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 22 / 37 01/05/2005
-
The poison must have instantaneous effect, otherwise rodents may die in non-accessible places and the storekeeper will face putrefaction problems The poison must not contaminate the food products or water storage items.
The local population have frequently developed their own traps. Local traps are usually low cost, and are reasonably effective. Rat glue. The glue is spread on large cardboard sheets placed on the floor. When walking on the cardboard, rodents are stuck by the glue. The storekeeper must check the warehouse every morning to remove the rodents from the sheet and exterminate them. Previous generations of logisticians usually had cats to catch rodents. There are several limitations, especially regarding food storage: animals can bring diseases and urinate on products. In addition, cats may avoid big rodents. Cats must be restricted to the compound, outside of the warehouse. The storekeeper must also consider birth control if male and female are present in the surroundings. Refer to Treatments & fumigation En 2005.doc for eradication of insect pests.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 23 / 37 01/05/2005
7. Food storage specificities
7.1. Management of food items quality in the warehouse
In a food aid or nutritional programme, losses of food items due to bad storage conditions have direct consequences for the beneficiaries. Implementing good storage techniques reduces the risks of food waste; it is the starting point of good practices but not yet the guarantee that food will not be damaged. Food quality management is the continuation of the physical stock management as it allows detection of any possible damage. Several steps can be taken to halt any spoilage and consequent loss. The storekeeper is responsible for the maintenance of stored food items quality. Even if already mentioned orally, the stock keeper must highlight on the stock report any quality problems and all goods close to the expiry date. A weekly detailed report gathers information about the area around the warehouse, the inside and outside infrastructure, general aspect of stacks of food items, possible presence of pests, any other problems and provided solutions… The storage of food items should: - Preserve the initial nutritional value of food - Preserve the initial quantity - Guarantee an efficient protection against insects and rodents - Guarantee a permanent access to the whole products - Protect the food from all harmful agents (fuel, chemicals, moistures) Daily monitoring The storekeeper must inspect the warehouse: check for flying or crawling insects, traces of rodents, birds, or other potential danger. If a good is contaminated and if there is a danger of contamination the storekeeper must remove the good from the stock and store it in a separate area outside of the warehouse. The destruction of the good occurs only after the agreement of the logistician.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 24 / 37 01/05/2005
7.2. Storage requirements
The majority of non-food items can be stored in a non-optimal way for several days without major damage regarding their future use, whereas food items deteriorate very quickly or immediately. Storage requirements are much more stringent for food items than for nonfood items. Their non-respect will jeopardise the quality of food items. As an example, if it rains on wheat flour bags, the flour must be used immediately and cannot be stored any longer. Generic storage requirements are listed in the annex 1; specific requirements are indicated on the packaging of food items. If no specification is mentioned, good practices require: - A mid dark place (no direct sunlight on the goods) - A dry environment (less than 70 % humidity) - A temperature between 0 and 30 °C
7.3. Temperature and humidity monitoring
A thermohygrometer is a tool measuring temperature and humidity. Digital and portable models are easy to use, give accurate results and are affordable. (Range price: 50-150 Eur)
Example of a digital thermohygrometer Technology Corp. Mod 310
When storage legislation exists, recording storage conditions with a thermohygrograph can be precious. Installation of the equipment may have to be certified by a private laboratory to avoid any contestation of the records. The choice of analogical and paper recording thermohygrograph is preferable to digital ones as they are easier to calibrate. (Range price: 400– 800 Eur)
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 25 / 37 01/05/2005
Example of a thermohygrograph Abbeon Inst. Mod 8145
7.4. Temperature and humidity regulation
In tropical regions, high temperature and humidity are not favourable to the conservation of food quality. Food humidity and temperature are directly and quickly linked to room temperature and humidity. Effective ventilation reduces temperature and eliminates humid air, thus reducing the risk of food items getting spoiled. If ventilation is not enough to control temperature, the logistician can set up an air-conditioned room for sensitive food items. The following has to be taken into account: - Duration of storage - Volume to store - Availability of electricity to run the air-conditioner - Thermo-isolation of the room - Technical knowledge for repair and maintenance Usually air-conditioned rooms are installed in the Capital warehouse to store specific nutritional items, watsan consumable and drugs.
7.5. Inspection of food items
The storekeeper must be very attentive to the quality: the delivery inspection of food items is meticulous. In addition to the usual quantity and administrative checking, the storekeeper will perform an organoleptic test. The purpose is to have a first overview of the quality. Organoleptic test = Sensory Evaluation, is the sensory analysis done on a sample (consisting of a number of sample units) taken to represent a batch, to determine the acceptability according to a recognised standard. For specific products, such as nutritional items, a quality protocol document helps the storekeeper to be attentive to particular signs of deterioration. Similar information should be available within the technical specification of the product.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage Page 26 / 37 01/05/2005
The storekeeper will look for - Suspicious quality - Contamination by insects or rats - Bad smell, such as rancid for powder milk - Strange aspects - Rust, leakage and pressure for tins The storekeeper must refuse items when the packaging is deteriorated or when the item obviously does not meet the requested quality. If a contaminated item enters the warehouse the risk is global contamination of all stored articles. The mission Logistic Coordinator must elaborate the inspection protocol for: - Humidity of the product delivered - Quick tests (Usually aflatoxin) The mission protocols will define whether the storekeeper has to perform these tests (product, certain quantity, origin) or the sampling method. 7.5.1. Humidity of the product. The storekeeper has to be vigilant when receiving flour and grains as humidity has a major influence on the storage of these products. Most of the products with more than 15% humidity will develop moulds and toxines (aflatoxins, ochratoxins etc.) while a dried out product can be stored without any inconvenience. There are several kinds of meters (moisture-meter) to measure the humidity of a product, some requesting a sampling and some using pins as sensor. A tester will give an approximate result while a meter will measure precisely the humidity level. The storekeeper has to verify that the instrument is calibrated to measure the grain or flour inspected. (Range price: 250 - 1000 Eur)
DELMHORST EIFS INSPECTION KIT (DIGITAL) M655K (GRAIN)
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 27 / 37 01/05/2005
G WON GMK-308 (FLOUR)
WILE 55 (GRAIN)
7.5.2. Aflatoxin content Aflatoxin “B1” is one of the more commonly spread contamination of food items. Aflatoxin can cause lever cancer. The storekeeper can proceed to a quick testing of aflatoxin levels when receiving a delivery and before accepting it. A half-day training is necessary to use the testing kit correctly. The sampling and testing will take one hour, depending on the volume to inspect. The results are immediate. If aflatoxin concentration is too high, the storekeeper must refuse the delivery.
R-biopharm France. Aflacard B1.
Note that other tests are available in this quick and simple kit format. 7.5.3. Laboratory test For sensitive food items, the logistician can request an independent quality control conducted by an independent and specialised organism before the delivery. Acceptance of the product will depend on the results. The storekeeper must verify the consistency between the documentation issued by the laboratory and the batch number of the delivery.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 28 / 37 01/05/2005
8. What to store and stock levels
8.1. What to store
The determination which articles to store in the warehouse is a very pragmatic process. Considering Action contre la Faim logistic is based on stock, it is easy to deem all articles used for a programme will transit or be stored in a warehouse. Regular exceptions are construction materials bought locally (sand, gravel) and fresh food items for nutritional programmes.
8.2. Contingency and buffer stock
The quantity per item in stock is based on two elements: 8.2.1. Contingency stock (or minimal stock) The contingency stock answers to unexpected events or situations. Only vital articles form contingency stock. The contingency stock level is the result of a coordination between the Logistic Department and the Technical department. The contingency stock depends mainly on the humanitarian and security situation. 8.2.2. Buffer stock The buffer stock is the necessary quantity to supply the on-going programs without using the contingency stock.
8.3. How to determine the buffer stock?
The buffer stock can be broken down to three components: Working stock: Main part of the buffer stock, used to supply the projects Reserve stock: Program needs can increase, the reserved stock is a percentage of the estimated monthly consumption Anticipation stock: The anticipation stock covers the unpredictability of the demand. It’s usually a percentage of the estimated monthly consumption For the calculation, the reserved and anticipation stock are consolidated as a single factor.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 29 / 37 01/05/2005
The following data are necessary to determine the buffer stock per article: - Estimated monthly consumption of the article - Frequency of orders to replenish the stock - Standard delivery time of the orders
Example:
Calculation of the buffer stock for therapeutic milk F100 and preparation of a replenishment order
Considering that: - Estimated consumption is 160 cartons (of 30 individual packs) per month - Delivery time is 1 week (= 0.25 month) - Order frequency is one month - Stock for “reserve and anticipation” is ½ month of estimated consumption Calculation of the buffer: Anticipation and reserved stock = 160 * 0.5 Needs until delivery = 160 * 0.25 (Estimated consumption * delivery time) Needs during the order period = 160 * 1 (Estimated consumption * order frequency) TOTAL buffer stock needed cartons = 80 cartons = 40 cartons = 160 cartons
= 80 + 40 + 160 = 280
Considering that: - Actual quantity in stock is 150 cartons - There is no pipeline (order in process not yet arrived) - Contingency stock is 40 cartons Calculation of replenishment order: Quantity to order = buffer stock + contingency stock - actual stock pipeline Quantity to order = 280 + 40 - 150 - 0 = 170 cartons
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 30 / 37 01/05/2005
9. Drug storage
The pharmacy stock is under the control of the Nutritional and Medical Coordinator for the technical supervision and under the Logistic Coordinator for the administrative aspects. The institutional donors’ rules and the general physical stock management apply to drug storage. The additional specificities are: - Necessary temperature control - Strongly secured room (narcotics and high value items) - Commercial or usual denomination when different from the molecule name - Large variety of batch numbers and dosage A basic training is necessary for non-medical employees to be responsible for a pharmacy. Action contre la Faim has developed some particular administrative tools tailored to the pharmacy management.
9.1. Logistician role
It is essential to have a clear overview of the organisation of medical items on the mission. The first task of the logistician will be to define and implement a clear supply chain for medical items. To simplify management, Action contre la Faim asks all missions to have a central pharmacy based in the Capital. This central pharmacy will supply directly the programs or secondary pharmacies. The Logistic Coordinator is responsible for: Implementation and follow-up of logistic procedures Approval of all Release Orders Institutional donors reporting
9.2. Medical & Nutritional Coordinator role
Regarding the pharmacy, the CMN is responsible of: Recruitment and supervision of Human Resources for the pharmacy Control of physical storage practices Orders to replenish the stock, based on stock reports Validation of field orders to the central pharmacy
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage Page 31 / 37 01/05/2005
Control of program consumption Preparation of release orders Forecast of stock utilisation Refer to Pharmacy management for precise information regarding the procedures. Refer to MSF Cold Chain Management Guidelines for drugs requiring a cold chain.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 32 / 37 01/05/2005
10. Annexes
10.1. Storing Food and Equipment
Type of supply Desired condition Dry, without germinating, without impurities. Maximum 15% humidity. Dry, not too tightly stowed, sweetish odour. Maximum 15% humidity. No rust, no swelling, In good condition, expiry date OK, with labels identifying content. Humidity consideration s Dry place, cool, well aired. On pallets. Maximum 70% environmental humidity. Same as grain cereals. Useful Life Remarks
Grain cereals
Approx. 6 months
Inspect odour, humidity level, and evidence of parasites.
Cereal flour
Approx. 6 months
Same as grain cereal. Detect deformed tins. If when opening one, gas comes out, it means the content is spoiled. Can keep between 2-3 years in the dark at about 15° C. Milk sometimes hardens; this does not alter quality, as long as odour and colour do not change. Same as skimmed milk. Absorbs humidity very quickly. Lumpy humid sugar is fit for human consumption. Control temperature if products require refrigeration.
Page 33 / 37 01/05/2005
Canned food
Preferably on pallets.
6-12 months, depending on expiry date
Powered skimmed milk (In bags)
Dry, clear odour, ivory colour.
Dry place, cool, well ventilated, preferably in the shade.
One year.
Powdered whole milk (In bags)
Dry, clear odour, ivory colour. Dry, granulated, without lumps, shiny. Expiry date OK. In original packaging. Packs without
Dry place, cool, well ventilated, preferably in the shade. Dry place, wellaired stowage racks. Dry, cool, wellaired place. On pallets. Some require
8-10 months.
Sugar
Several years Depends on expiry dates
Drugs
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
tears; No exposure to the elements. Blankets Packed. Prevent humidity. Packed. Prevent humidity.
refrigeration Dry place, wellaired stowage racks. Dry place, wellaired stowage racks. Damp blankets should be dried immediately. Beware of fleas and moths. Damp packs should be dried immediately.
Tents
Data from: Handbook for Delegates. International Federation of Red Cross and Red Crescent Societies. (IFRC), Geneva, 1997
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 34 / 37 01/05/2005
10.2. Metric system and conversion tables for measures, surfaces, weights sand volumes.
1 metre = 1 kilometre = 1 litre = 1 cubic metre centimetres 100 centimetres 1000 metres 1000 cubic centimetres = 1000 litres = 1,000,000 cubic 100 square metre 10,000 square metre = 1,000,000 square metre 1000,000 grams
1 are = 1 hectare = 1 square kilometre
1 Kilogram = 1000 grams 1 ton = 1000 Kilograms= Measures United States and Imperial fi Metric system
1 Inch (in) - US 1 Inch (in) - Imp 1 Foot (ft) = (12 in) - US 25.40005 mm 25.39996 mm m m m m km km
Metric system fi United States and Imperial
1 millimetre (mm) 1 millimetre (mm) 1 metre (m) 1 metre (m) 1 metre (m) 1 metre (m) 1 kilometre (km) 1 kilometre (km) 1 kilometre (km) 0.03937 in (US) 0.03937 in (imp) 3.28083 ft (US) 3.28083 ft (imp) 1.093611 yd (US) 1.09361 yd (imp) 0.6213699 mi (US) 0.6213724 mi (imp) 0.5396127 n.mi (imp)
0.304800 6 0.304799 1 Foot (ft) = (12 in) - Imp 5 0.914401 1 Yard (yd) = (3 ft) - US 8 0.914398 1 Yard (yd) = (3 ft) - Imp 4 1 Mile (mi) = (1,760 yd) 1.609347 US 1 Mile (mi) = (1,760 yd) 1.609341 Imp 1 Nautical mile (imp)
1.853181 km
Surfaces U.S./Imperial fi Metric system
1 Acre - US 1 Acre - Imp 1 Square inch (sq. in) - US 0.404687 ha 3 0.404684 ha 2 6.451626 cm3
Metric system fi U.S./Imperial
1 hectare (ha) 1 hectare (ha) 1 square centimetre (cm2) 2.471044 acre (US) 2.4711 acre (imp) 0.1549997 sq. in (US)
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 35 / 37 01/05/2005
1 Square inch (sq. in) - Imp 1 Square foot (sq. ft) = 144 sq in - US 1 Square foot (sq. ft) = 144 sq in - Imp 1 Square yard (sq. yd) = 9 sq. ft - US 1 Square yard (sq. yd) = 9 sq. ft - Imp 1 Square mile (sq. mi) = 640 acres - US
6.451578 cm3 0.092903 41 0.092902 72 0.836130 7 0.836124 5 m3 m3 m3 m3
1 square centimetre (cm2) 1 square metre (m2) 1 square metre (m2) 1 square metre (m2) 1 square metre (m2) 1 square kilometre (km2)
0.155
sq.in (imp)
10.76387 sq. ft (US) sq. ft (imp) sq. yd 1.195985 (US) sq. yd 1.196 (imp) sq. mi 0.3861006 (US) 10.7639
2.589998 km3
Volumes U.S./Imperial fi Metric system
1 Cubic inch (cu. in) US 1 Cubic inch (cu. in) Imp 1 Cubic foot (cu. ft) US 16,871 cm3 16,38698 cm3 28,31702 dm3
Metric system fi U.S./Imperial
1 Cube centimetre (cm3) 1 Cube centimetre (cm3) 1 Cube centimetre (dm3) 1 Cube decimetre (dm3) 1 Cube metre (m
3 )
0.061025 cu. in (US) 09 0.061024 cu. in (imp) 1 0.035315 cu. ft (US) 44 0.035314 cu. ft (imp) 8 1.307943 cu. yd (US) 1.307957 cu. yd (imp)
1 Cubic foot (cu. ft 28,3167 dm3 (Imp) 1 Cubic yard (cu. yd) - 0,764559 3 US 4 m 1 Cubic yard (cu yd) - 0,764550 3 Imp 9 m 3 1 fluid ounce (fl oz) 295,735 cm (or US ml) 1 fluid ounce (fl oz) 284,131 cm3 (or ml) Imp 3 1 Bushel (US) 35,23829 dm (or litre) 3 1 Bushel (imp) 36,3677 dm (or litre) 3 1 Gallon (US) 3,785329 dm (or litre) 3 1 Gallon (imp) 4,545963 dm (or litre) 0,473166 dm3 (or 1 Liquid pint (US) 1 litre) 1 Pint(pt) = 20 fl oz 0,568245 dm3 (or Imp 4 litre)
1 Cube metre (m3) 1 Cube decimetre (dm3) 1 Cube decimetre (dm3) 1 Cube decimetre (dm3) 1 Cube decimetre (dm3) 1 Cube decimetre (dm3) 1 Cube decimetre (dm3) 1 Cube decimetre (dm3) 1 Cube decimetre (dm3)
33.814 oz 35.195 fl. oz 0.028378 bu. (US) 2 0.027496 bu. (imp) 92 0.264177 gal. (US) 9 0.219975 gal. (imp) 4 2.113423 liq. pt (US) 1.759803 pt (imp)
Weight conversions U.S./Imperial fi Metric system
1 Grain (gr.) – US = 1 Grain (gr) 64,79892 mg - Imp 1 Ounce (oz) – US = 1 Ounce 28,34953 g Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Metric system fi U.S./Imperial
1 milligram (mg) 1 gram (g) 0.015432 gr (US) 36 0.035273 oz av. (US) Page 36 / 37 01/05/2005
(oz) - Imp 1 Pound (Ib) = 16 oz - US = 16 oz - Imp 1 Cental (imp)
96 0,453592 kg 4 45,35924 kg 1 kilogram (kg) 1 kilogram (kg) 1 tonne (t) 1 tonne (t) 1 tonne (t) 2.204622 lb av. (US) 0.022046 22 0.984206 4 1.102311 238 0.984206 4 ctl (imp) l.tn (US) US Ton tn (imp)
1 Long ton (l tn) = 2240 Ib - US 1,016047 t 1 US Ton = 2000 Pounds 1 Ton (imp) 0.907184 t 8 1,016047 t
Data from www.thermexcel.com, for internal use only, not for publication.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 37 / 37 01/05/2005
May 2005
Logistic Department Action contre la Faim
Document revision history:
Revision date 25/15/2004 01/05/2005 Author Logistic Department Logistic Department Summary of changes Initial release Correction various mistakes, new format
Notes:
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 3 / 37 01/05/2005
Table of contents:
1. Introduction...............................................................................................6 2. Stock within the supply chain....................................................................6 3. Warehouse characteristics.........................................................................7 3.1. Warehouse location.............................................................................7 3.2. Requirements for the building.............................................................7 3.3. Construction of a warehouse...............................................................8 3.4. Storage volume and space needed.....................................................8 3.5. National or local legislation...............................................................10 3.6. Initialisation.......................................................................................11 4. Alternative storage..................................................................................13 4.1. Containers.........................................................................................13 4.2. Rubber hall........................................................................................13 4.3. Emergency storage............................................................................14 5. General organisation...............................................................................15 5.1. Human Resources..............................................................................15 5.2. Small equipment and materials.........................................................15 5.3. Warehousing materials......................................................................16 5.4. Space management...........................................................................16 5.5. Sharing with other NGO’s..................................................................18 5.6. Security.............................................................................................19 6. Physical stock management....................................................................20 6.1. Cleaning.............................................................................................20 6.2. Monitoring: warehouse control plan..................................................20 6.3. Reception of products - Inspection....................................................20 6.4. Storing items.....................................................................................21 6.5. Delivering items................................................................................22 6.6. Rodent eradication ...........................................................................22 7. Food storage specificities........................................................................24 7.1. Management of food items quality in the warehouse........................24 7.2. Storage requirements........................................................................25 7.3. Temperature and humidity monitoring..............................................25 7.4. Temperature and humidity regulation...............................................26 7.5. Inspection of food items....................................................................26 8. What to store and stock levels.................................................................29 8.1. What to store.....................................................................................29 8.2. Contingency and buffer stock............................................................29 8.3. How to determine the buffer stock?..................................................29 9. Drug storage............................................................................................31 9.1. Logistician role..................................................................................31 9.2. Medical & Nutritional Coordinator role..............................................31 10. Annexes.................................................................................................33 10.1. Storing Food and Equipment...........................................................33 10.2. Metric system and conversion tables for measures, surfaces, weights sand volumes..............................................................................35
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage Page 4 / 37 01/05/2005
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 5 / 37 01/05/2005
1. Introduction
This handbook is part of Action contre la Faim Logistic Kit. The objective is to provide technical support for the logisticians and storekeepers but also for project stocks such as Therapeutic Feeding Centre storage. This first version is the compilation of information previously included in Quality Control, General Logistic and Base Opening modules. Efficient storage depends on the following three factors: - Warehouse characteristics - Techniques of warehousing - Quality management of items in the warehouse This guideline refers to the technical aspects, the general organisation and the physical management of warehouses. It is valid for transit warehouse, central warehouse and base warehouse. Refer to the Quality Control module for quality aspects and sampling. Refer to the Storage procedures for forms, reports and administrative follow-up. Refer to Human Resources chapter for subject related to warehouse employees.
2. Stock within the supply chain
Humanitarian programmes deal with a high turnover of items in a short period of time. Basically, to respond to an order the logistician has two options: — To purchase the goods — To deliver them from stock The purchase can be direct or through another base or stock. Action contre la Faim supply chain procedures and procurement procedures are timeconsuming and very strict. Therefore a just in time, or no-stock supply chain management is usually not possible. The context of interventions, with bad road conditions and insecurity, plus the necessity of a quick response to the needs require the storage of items.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 6 / 37 01/05/2005
The stock acts as a regulating buffer between the supplies (stock entries) that are normally intermittent and the needs (stock deliveries) that are normally regular or oppositely unexpected (emergency). A stock has a cost for Action contre la Faim: the price of items plus the warehousing charges (building rental, human resources, materials). A good stock management requires the right balance between costs and response to the needs.
3. Warehouse characteristics
The list of requests for the best cost-effective warehouse is long. Most of the time, it is almost impossible to find a building matching all requirements and you'll have to settle for the most adequate building available. Afterwards, Action contre la Faim will take measures to enhance the existing storage conditions.
3.1. Warehouse location
Criteria for the location of the warehouse should take into account the following requirements: Easy access to the main entrance by road for delivery trucks Parking space in front of the warehouse Short distance between office and warehouse Soil conditions: humidity and stability Topographic conditions: risk of flooding, landslides Security consideration: neighbours, presence of potential targets or repeated looting area. No stagnant water in the surroundings (humidity and mosquitoes)
3.2. Requirements for the building
The following requirements will determine the choice of the building: Useful storage space Located inside a compound General good condition for roof and walls Drainage of rainfall Hard floor supporting heavy weight (minimum 1000 Kg/m2) Large entrance and solid doors, locks or padlocks
Page 7 / 37 01/05/2005
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
-
Orientation: wind and sun influence humidity and temperature Good natural lighting Good ventilation: openings and high ceilings Public services (if available) Sealed against pests (insects, rats) Easy maintenance and tidiness (concrete or plastered floors and walls)
In addition some specific requirements may depend on the items to be stored: cold chain for drugs, isolated building for fuel or explosives. Storage requirements for products are normally given with the technical specifications. Requirements mostly concern humidity, darkness and temperature.
3.3. Construction of a warehouse
It may happen that no building is suitable or even exists; in this case, the option is to build the warehouse. The construction method will depend on the duration of the activities and on the items to store. There are several choices from the light structure to the solid building. The basic requirement is a concrete floor to prevent soil humidity and rodents.
3.4. Storage volume and space needed
The items and quantities to store are based on: - The programs needs within a given period - The buffer stocks based on the time necessary to replenish - The security stock - Storage requirements and lifetime of products - Critical or non-critical goods (therapeutic milk is critical while floppy disks are not) To determine the warehouse size, the total weight of items to store is not the essential factor. The volume and the floor-space needed for storage are more accurate. The storage height depends on items and packaging. A 2-meter stacking height is appropriate for the majority of items.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 8 / 37 01/05/2005
Piling over 3 meters is dangerous and may jeopardise the packaging of the bottom layers. Table 1 shows various "volume and weight" for some goods regularly used for humanitarian projects. Note that these data are approximations. Volume fluctuates according to temperature and weight fluctuates according to humidity. For items not included here, the logistician can estimate the volume by comparison. If feasible, a sample of 10 litres of product can be weighted to give a good approximation. Table 1 Items
Sand Gravel Stone Stone (granite) Cement Wood: European Oak Wood: timber Brick (red) plain Steel Cement mortar Reinforced concrete Masonry, stone Masonry, hollow block Masonry, solid block Masonry, hollow brick Oils (including vegetable) Diesel Gasoline, Super 95; 98 Water Sugar Wheat in grain Wheat flour Lentil Rice Salt Vegetable oil (carton) Therapeutic Milk F75 Therapeutic Milk F100 Plumpy nut BP 5 SP 380 / SP 450 / THP 380 / THP 450 Pharmaceuticals (global est.) Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Volume m3/1000 kg
0.625 0.556 0.667 0.345 0.694 1.429 2.222 0.556 0.128 0.500 0.400 0.400 0.667 0.465 0.714 1.111 1.183 1.325 1.000 1.050 1.282 1.700 1.050 1.235 0.833 1.818 3.240 2.730 1.940 1.250 2.120 3.000
Weight kg/m3
1600 1800 1500 2900 1440 700 450 1800 7800 2000 2500 2500 1500 2150 1400 900 845 755 1000 952 780 588 952 810 1200 550 309 366 515 800 472 333
Remarks
15% humidity 15% humidity
(Latrine slab)
15° 15° 15° Net volume Gross volume Net volume Net volume Net volume Net volume Net volume Gross volume Gross volume Gross volume Gross volume Gross volume Gross volume Gross volume Page 9 / 37 01/05/2005
Dispensary tent kit 25 m2 Blankets (ballot of 30 pces, 465 gr./m2) Plastic sheeting (roll 50m x 4m)
3.200 3.570 3.27
313 280 305.81
1 tent = 125 Kg 1 ballot = 55 Kg 1 roll = 42 Kg
Additional space is necessary to load, unload, and re-pack damaged bags. This extra space will also facilitate the ventilation. A good ratio is 30 % for access and 70 % for storage.
Example:
Calculation of the storage space required
Action contre la Faim plans a distribution of 10 000 rations of: 4 litres of oil 15 kg of wheat flour 1 kg of iodised salt Note: Packaging weight and volume is negligible for wheat and salt. Oil m3 Wheat flour Iodised salt Total Net weight Volume 4 * 10 000 * 0.9 = 36 000 kg 36 * 1.818= 65.448 150 000 kg 10 000 kg 196 000 Kg 150 * 1.7 = 255 m3 10 * 0.833 = 8.33 m3 328.778 m3
Total weight for the distribution is a key factor for transportation as it will determine the number of trucks or trips needed. Storage space with a stacking height of 2 meters will be: 328.778 / 2 = 164.389 m2 This surface is only the space needed for storage. Suitable surface for access and ventilation is: 164.389 / 7 * 3 = 70.452 m2 The logistician will need roughly 235 square meters.
3.5. National or local legislation
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 10 / 37 01/05/2005
Besides the requirements for storage given by the technical specification of the products, a national legislation may apply and define standards. Action contre la Faim policy is to comply with the highest standards. Any other option in terms of storage requirements will place Action contre la Faim in a problematical position if a quality problem occurs.
3.6. Initialisation
Once the warehouse is chosen and the rental contract signed, it will take several days to make the building suitable. It is wise to allow one week before starting the storage of goods, the logistician having to: Recruit employees and train them Prepare the storage zones and various areas Organise the entire cleaning of the compound: - Cleaning of the surrounding (10 m around the building) - Disinfection with chlorine-based products and pesticides if required Perform a thorough checking for fissures Organise maintenance tasks 3.6.1. Roof The roof is of paramount importance. It must be completely watertight. The raising of temperature due to sunlight will be smaller with a light coloured roof which overhangs the walls. A ceiling below the covering itself reduces the temperature. The arrival and departure decks should be protected from rain by eaves. 3.6.2. Walls Internal painting makes the cleaning work easier. Pesticide paints exist; check conformity with food storage. A smooth-coated surface (internal and external) offers no place for pests to hide or lay their eggs. The external coating, waterproof and clear-coloured, reflects sunlight and prevents moisture from penetrating. Painting the walls and the floor with quicklime will get rid of all larvae and eggs, which insects could have laid. 3.6.3. Floor The floor must be perfectly smooth to be easily cleaned. It should have no cracks where insects could take refuge. Traces or residues on the floor can be signs of water infiltration. The risk of moisture infiltration by the floor is reduced if there is an empty space of 1 m high between the floor and the ground. This raised floor will simplify loading and unloading and make warehouse access more difficult to rats and others rodents.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 11 / 37 01/05/2005
3.6.4. Doors Metal doors offer a greater resistance to invasions of insects than wooden doors. Note that an opening of 6 mm is sufficient to allow the intrusion of a mouse. Wooden doors must be reinforced, in their lower part, with an iron sheet (at least 50 cm high). 3.6.5. Ventilation The openings of ventilation should have an adjustable opening/closing system to control ventilation when relative humidity is low inside the building and to evacuate the heat when needed. As an indication, the size of the openings for ventilation must be: - 0.5 m2 for 100 m2 of storage surface for air intake (lower openings). 50 cm above floor. - 1.5 m2 for 100 m2 of storage surface for air evacuation (higher openings). 50 cm below roof. 3.6.6. Loading/Unloading deck If the floor inside the warehouse is at ground level, building a loading deck will facilitate loading and off loading of heavy goods. The angle to access this deck should not exceed 25 %, extra precautions are needed when loading and unloading drums or rolling items.
Loading/Unloadi ng deck
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 12 / 37 01/05/2005
4. Alternative storage
4.1. Containers
For small volumes, containers 20 or 40 feet can be alternative storage facilities. Containers offer a strong and waterproof structure. They are easy to secure and to transport. The negative point is poor ventilation, leading to high temperatures and humidity. Windows can correct this point. A second weightless roof above the container can reduce the temperature due to sunlight. Containers with shelves offer convenient storage for spare parts and nonfood items. Before purchasing a container, the logistician must check its condition. The container must be suitable enough for transportation and storage. A good inspection is only possible if the container is empty and clean. The metallic corners of a container are necessary for handling and transport. A fissure of these parts is not acceptable. The structure (chassis), the doors and their seals must be in good condition as well as the walls, the roof and the floor. No light should be visible inside the container. The handling of containers when the appropriate equipment is not available is very delicate. The weight of an empty 20 feet container is 2000 kg. Workers should use winches and highjack to pull the container. Once in the appropriate location the container is installed on stone or concrete blocks. Before using the container marking from previous contractors must be removed.
4.2. Rubber hall
The rubber hall is large tent designed for storage purpose. Small tents can be installed without special equipment. The weakness of the rubber hall is security. A thief with a knife can easily enter into the tent. The location of the tent will determine the quality of storage and its lifetime. It is necessary to prepare an efficient drainage around the tent for rainwater. To avoid mud, you must use gravel or light concrete on the access roads and surroundings.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 13 / 37 01/05/2005
When possible the tent must be placed: - On a dry, hard and flat surface - On high ground to avoid flooding After heavy rains or winds the structure might need some rectifications. Cables and bolts must be tightened. Periodic checking is also necessary to detect and repair potential perforations in the textile. After use the tent can be dismantled, washed, dried and stored. All elements of the tent must be stored together with appropriate identification to avoid problems after relocation to another project.
4.3. Emergency storage
For a brief period and if no better solution is found an emergency storage can be organised. The minimum material required is plastic sheeting and wood. Then the logistician must: - Prepare a flat surface - Prepare drainage around the surface for rainwater - If available, spread gravel on the surface - Lay the plastic sheeting on the flattened ground - Set the wooden pallets on the plastic sheeting - Pile up items on the pallets - Cover with a top plastic sheeting to protect the items from sunlight and rain - Remove top plastic sheeting regularly for ventilation This kind of solution is only acceptable for a short period, such as one-shot distribution.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 14 / 37 01/05/2005
5. General organisation
5.1. Human Resources
Job descriptions for the positions are given in the Human Resources chapter. 5.1.1. Storekeeper There must be an employee in charge of the warehouse and storage management. For a small volume of activity this function can be cumulative to another logistic function. Above a given volume in stock or frequency of deliveries, a storekeeper has to be recruited to take care only of the warehouse management. The main responsibilities and tasks are: To ensure a correct physical and administrative stock management To manage the team of loaders To check the safety of the warehouse and goods The storekeeper is responsible for the implementation of all necessary measures related to the maintenance of the quality of stored food items. If a problem cannot be solved at the storekeeper's level, the logistician has to be informed. The storekeeper is responsible for the items stored. A discrepancy with the stock book will lead to disciplinary sanctions. 5.1.2. Loaders The loaders are under the responsibility of the storekeeper. They have to load, move and unload goods. They also undertake minor repair and repacking of damaged bags. The number of persons will depend on the volume and also on the storage facilities. The status of the loaders — permanent employees, daily workers or a team paid per ton or unit carried — depends on the frequency of activities. Action contre la Faim generally hires a team of loaders to cover regular needs and extra loaders on a daily basis (or for a specific task) to face an additional workload.
5.2. Small equipment and materials
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 15 / 37 01/05/2005
To guarantee a correct stock management, some simple equipment and materials are necessary. The list below is non-exhaustive: Stock management procedures Basic stationary, adhesive tape, calculators, and other office supplies Stock cards, delivery notes and other forms Conversion tables (weights, measures and volume) Desk and chair Metallic archiving cupboard with a lock First-Aid Kit Sand, buckets, axes and appropriate fire extinguishers Small equipment for maintenance and repair of damaged packaging Cleaning materials Traps for rodents/rat glue Tools for opening/closing crates and cartons
For central warehouses, the storekeeper should computerise the data on a daily basis. A basic computer with spreadsheet software will save the logisticians time if stock reports are already in electronic format.
5.3. Warehousing materials
To perform adequate storage and safe handling some, materials are necessary. These materials will depend on the availability and practices in the country of operation: Pallets or wooden platforms Shelves Trailer or wheelbarrows Hydraulic loading and moving equipment Manual scale and precision scale Measuring tape Empty bags and boxes Ladder (to access the top of piles)
5.4. Space management
Inside the warehouse it is important to define zones for activities and areas for storage. These areas and zones can be identified by painting on the floor or when feasible by metallic chicken wire grids with a secure locking system.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 16 / 37 01/05/2005
The example given below is for a central warehouse with Watsan and Nutritional programs.
Arrival zone:
During unloading, the storekeeper will inspect the delivery for quality and quantity. If correct, the storekeeper will accept and register the products. For some deliveries the storekeeper must prepare the order. The packing zone can also be used for repacking.
Packing zone:
Delivery zone: To save time during loading and to avoid disorder, items ready to be delivered are stored per destination. The organisation of storage zones will depend on: - The volume and nature of products to store - The turnover of products, the highest turnover must be more accessible - The compatibility of products: • Food items cannot be stored with chemicals of any kind (including cement) • Drugs and medical supplies need a separate building or room. These products are usually under the responsibility of a pharmacist.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage Page 17 / 37 01/05/2005
• Fuel and spare parts for vehicles need a separate storage, if possible close to the workshop.
For high turnover stocks with numerous products, space identification can be organised. A reference will assign: - The precise division or building - The shelf or rack - The column and row or bin within the shelf This reference will be mentioned on the Stock card in order to find the product physical location within the warehouse. Example: The location reference for a product stored within the Non-Food item stock on the shelf 10, 3rd column in the 2nd row could be: NFI/10/3 2 When the difficulty is not the location of products but the confusion between similar batches the use of Bin cards is more accurate and simple to implement.
5.5. Sharing with other NGO’s
It may be a good solution to share a warehouse with several divisions or a compound with several buildings with another NGO. It could reduce significantly the cost for rental and security. However it should never involve sharing a single undivided space: MSF (or any organisation) and Action contre la Faim items in a same section, for example, for. it would be the source of further problems in terms of coordination, responsibility and procedure. In case an organisation asks for temporary storage in an Action contre la Faim warehouse, the logistician has to clarify: - Duration of storage - The person entitled by the other organisation to release the goods - The documentation used to release the goods - The cost in terms of pallets, cleaning, and labour if any. The logistician must also explain that Action contre la Faim cannot be responsible for the goods in case of war damage, natural disaster, looting, or theft.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 18 / 37 01/05/2005
5.6. Security
The value of the products in the warehouse is significant and the insurance system is usually not functional in the areas where Action contre la Faim is operating. Below is some advice for the logistician to reduce the risk caused by five common threats: 5.6.1. Internal pilfering Clear procedures, documentation and responsibility for the warehouse limit this threat. One person should be responsible for the keys; spare keys are kept in the administrative or logistic safe. Only authorised staff enter the warehouse. All vehicles entering the warehouse compound must be registered in a logbook. 5.6.2. Robbery A team of watchmen or a private company guard have a dissuasive effect, the number of people involved depends on the value of the stock. Reinforcing passive protection means strengthening the warehouse: high walls, barbed wire, metal gates and doors, strong padlock, grids on the windows and ventilation openings. 5.6.3. Looting by state or non-state armed groups Prevention is possible by reducing the quantities in stock and by choosing a warehouse located in a non-exposed area. It may lead to a zero stock policy in the operating zone. 5.6.4. Fire Prevention is essential. Smoking is forbidden inside a warehouse. Sensitive items (fuel, oils, chlorate) are kept in separate divisions. Fire extinguishers and sand must be available. 5.6.5. Natural disaster The choice of the location and the resistance of the building itself may protect the stock; this applies in particular to flooding or typhoons.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 19 / 37 01/05/2005
6. Physical stock management
This chapter only describes the physical management of a warehouse, please refer to the Storage procedures for administrative aspects.
6.1. Cleaning
A good warehouse is a clean warehouse. Walls, floor and piles (stacks) must be free of dust. The surroundings of the building must be cleared of any items and the vegetation must be controlled. (Immediate area with a 5 to 10 meters radius) Defining a periodicity for a complete cleaning should not be necessary: when the warehouse is dirty the storekeeper has to do or to organise the cleaning. The destruction of cleaning residue has to be immediate, i.e. burned, or buried if non toxic.
6.2. Monitoring: warehouse control plan
The storekeeper must: Control the installations (electricity, water) and warehouse infrastructure both inside and outside. Ensure the building is rain proof (fill cracks and holes in doors and walls) Maintain and repair the equipment and the building both inside and outside (roof, walls, doors, sewers, ventilation) or inform the logistic department. Sweep floors/Clean and sweep walls, ventilation passages, protection railings, stacks of bags and roof supports (with a broom specifically for that purpose which should be different from the one for cleaning the floor). Check the state of equipment (tarpaulin, pallets, lifting equipment etc.) and ensure that the machines and equipment are cleaned after use. Carry out controlled airing and ventilation.
-
6.3. Reception of products - Inspection
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 20 / 37 01/05/2005
The storekeeper must be informed in advance by the logistician about deliveries, to be ready for storage (sufficient clean space) and to recruit loaders if necessary. The storekeeper must know: - The quantity of items - The delivery date - The supplier/organisation name for external deliveries In case of grain delivery, the storekeeper must know the final use: human consumption or seeds (food security projects) Delivery inspection The inspection is the crucial stage of a delivery. If the inspection indicates poor quality, the storekeeper must refuse the delivery. It is easier for Action contre la Faim to request the exchange of products at this stage. The storekeeper checks that the quantity delivered matches the quantity mentioned on the delivery note: count and/or weigh the items when needed. The storekeeper performs an administrative check: general documentation, consistency between the batch numbers, conformity certificates (or composition) and delivery notes. The storekeeper must refuse goods of an obviously poor quality: torn bundle, leaking drums, signs of bugs, rusty tins, bad smells, wet goods. Weakened packages must be repaired before storage. If a perishable item has no date on the package the storekeeper must write the date of entry in stock on all the bags/final packaging.
6.4. Storing items
The storekeeper must implement the following rules: Always store on pallets or shelves One pile per product, per packaging, per expiry date and per donor Regular stacks to facilitate the physical inventory On each layer, alternate the direction of boxes to prevent a stack from tipping over Leave 70 cm of empty space between stacks and walls Do not exceed a height of 3 meters for stacks Do not store above 1 MT per square meter
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 21 / 37 01/05/2005
When the number of pallets is not sufficient, the goods less vulnerable to humidity will stay temporarily on the floor. If available, the storekeeper will layer the floor with plastic sheeting.
BAD STORAGE PRACTICES - Non regular piles: impossible to count - Not stored on pallets - Not in a closed area
GOOD STORAGE PRACTICES - Regular piles: easy to count - Stored on pallets - Closed area and well ventilated ⇒ Could be improved by crossing the layers to increase stability
6.5. Delivering items
FIFO is the basic rule for delivery: FIRST IN, FIRST OUT. Besides this rule, the storekeeper must follow instructions on the Release Order: stocks are frequently earmarked for a donor and their use is restricted to the funded project. The storekeeper should prepare the order before loading: bring all the small items into the departure zone. Thus, loading is easier to supervise and the storekeeper can concentrate on checking quantities instead of organising the work of the loaders. The storekeeper must be vigilant with food items: the expiry date may not agree with the FIFO principle.
6.6. Rodent eradication
Prior to the eradication of rodents, the storekeeper must find out how they infiltrated the warehouse and implement necessary measures to prevent from further infiltration. Here are some common ways to destroy rodents: Poison should be used with extra care: - The storekeeper must sensitise all staff
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 22 / 37 01/05/2005
-
The poison must have instantaneous effect, otherwise rodents may die in non-accessible places and the storekeeper will face putrefaction problems The poison must not contaminate the food products or water storage items.
The local population have frequently developed their own traps. Local traps are usually low cost, and are reasonably effective. Rat glue. The glue is spread on large cardboard sheets placed on the floor. When walking on the cardboard, rodents are stuck by the glue. The storekeeper must check the warehouse every morning to remove the rodents from the sheet and exterminate them. Previous generations of logisticians usually had cats to catch rodents. There are several limitations, especially regarding food storage: animals can bring diseases and urinate on products. In addition, cats may avoid big rodents. Cats must be restricted to the compound, outside of the warehouse. The storekeeper must also consider birth control if male and female are present in the surroundings. Refer to Treatments & fumigation En 2005.doc for eradication of insect pests.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 23 / 37 01/05/2005
7. Food storage specificities
7.1. Management of food items quality in the warehouse
In a food aid or nutritional programme, losses of food items due to bad storage conditions have direct consequences for the beneficiaries. Implementing good storage techniques reduces the risks of food waste; it is the starting point of good practices but not yet the guarantee that food will not be damaged. Food quality management is the continuation of the physical stock management as it allows detection of any possible damage. Several steps can be taken to halt any spoilage and consequent loss. The storekeeper is responsible for the maintenance of stored food items quality. Even if already mentioned orally, the stock keeper must highlight on the stock report any quality problems and all goods close to the expiry date. A weekly detailed report gathers information about the area around the warehouse, the inside and outside infrastructure, general aspect of stacks of food items, possible presence of pests, any other problems and provided solutions… The storage of food items should: - Preserve the initial nutritional value of food - Preserve the initial quantity - Guarantee an efficient protection against insects and rodents - Guarantee a permanent access to the whole products - Protect the food from all harmful agents (fuel, chemicals, moistures) Daily monitoring The storekeeper must inspect the warehouse: check for flying or crawling insects, traces of rodents, birds, or other potential danger. If a good is contaminated and if there is a danger of contamination the storekeeper must remove the good from the stock and store it in a separate area outside of the warehouse. The destruction of the good occurs only after the agreement of the logistician.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 24 / 37 01/05/2005
7.2. Storage requirements
The majority of non-food items can be stored in a non-optimal way for several days without major damage regarding their future use, whereas food items deteriorate very quickly or immediately. Storage requirements are much more stringent for food items than for nonfood items. Their non-respect will jeopardise the quality of food items. As an example, if it rains on wheat flour bags, the flour must be used immediately and cannot be stored any longer. Generic storage requirements are listed in the annex 1; specific requirements are indicated on the packaging of food items. If no specification is mentioned, good practices require: - A mid dark place (no direct sunlight on the goods) - A dry environment (less than 70 % humidity) - A temperature between 0 and 30 °C
7.3. Temperature and humidity monitoring
A thermohygrometer is a tool measuring temperature and humidity. Digital and portable models are easy to use, give accurate results and are affordable. (Range price: 50-150 Eur)
Example of a digital thermohygrometer Technology Corp. Mod 310
When storage legislation exists, recording storage conditions with a thermohygrograph can be precious. Installation of the equipment may have to be certified by a private laboratory to avoid any contestation of the records. The choice of analogical and paper recording thermohygrograph is preferable to digital ones as they are easier to calibrate. (Range price: 400– 800 Eur)
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 25 / 37 01/05/2005
Example of a thermohygrograph Abbeon Inst. Mod 8145
7.4. Temperature and humidity regulation
In tropical regions, high temperature and humidity are not favourable to the conservation of food quality. Food humidity and temperature are directly and quickly linked to room temperature and humidity. Effective ventilation reduces temperature and eliminates humid air, thus reducing the risk of food items getting spoiled. If ventilation is not enough to control temperature, the logistician can set up an air-conditioned room for sensitive food items. The following has to be taken into account: - Duration of storage - Volume to store - Availability of electricity to run the air-conditioner - Thermo-isolation of the room - Technical knowledge for repair and maintenance Usually air-conditioned rooms are installed in the Capital warehouse to store specific nutritional items, watsan consumable and drugs.
7.5. Inspection of food items
The storekeeper must be very attentive to the quality: the delivery inspection of food items is meticulous. In addition to the usual quantity and administrative checking, the storekeeper will perform an organoleptic test. The purpose is to have a first overview of the quality. Organoleptic test = Sensory Evaluation, is the sensory analysis done on a sample (consisting of a number of sample units) taken to represent a batch, to determine the acceptability according to a recognised standard. For specific products, such as nutritional items, a quality protocol document helps the storekeeper to be attentive to particular signs of deterioration. Similar information should be available within the technical specification of the product.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage Page 26 / 37 01/05/2005
The storekeeper will look for - Suspicious quality - Contamination by insects or rats - Bad smell, such as rancid for powder milk - Strange aspects - Rust, leakage and pressure for tins The storekeeper must refuse items when the packaging is deteriorated or when the item obviously does not meet the requested quality. If a contaminated item enters the warehouse the risk is global contamination of all stored articles. The mission Logistic Coordinator must elaborate the inspection protocol for: - Humidity of the product delivered - Quick tests (Usually aflatoxin) The mission protocols will define whether the storekeeper has to perform these tests (product, certain quantity, origin) or the sampling method. 7.5.1. Humidity of the product. The storekeeper has to be vigilant when receiving flour and grains as humidity has a major influence on the storage of these products. Most of the products with more than 15% humidity will develop moulds and toxines (aflatoxins, ochratoxins etc.) while a dried out product can be stored without any inconvenience. There are several kinds of meters (moisture-meter) to measure the humidity of a product, some requesting a sampling and some using pins as sensor. A tester will give an approximate result while a meter will measure precisely the humidity level. The storekeeper has to verify that the instrument is calibrated to measure the grain or flour inspected. (Range price: 250 - 1000 Eur)
DELMHORST EIFS INSPECTION KIT (DIGITAL) M655K (GRAIN)
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 27 / 37 01/05/2005
G WON GMK-308 (FLOUR)
WILE 55 (GRAIN)
7.5.2. Aflatoxin content Aflatoxin “B1” is one of the more commonly spread contamination of food items. Aflatoxin can cause lever cancer. The storekeeper can proceed to a quick testing of aflatoxin levels when receiving a delivery and before accepting it. A half-day training is necessary to use the testing kit correctly. The sampling and testing will take one hour, depending on the volume to inspect. The results are immediate. If aflatoxin concentration is too high, the storekeeper must refuse the delivery.
R-biopharm France. Aflacard B1.
Note that other tests are available in this quick and simple kit format. 7.5.3. Laboratory test For sensitive food items, the logistician can request an independent quality control conducted by an independent and specialised organism before the delivery. Acceptance of the product will depend on the results. The storekeeper must verify the consistency between the documentation issued by the laboratory and the batch number of the delivery.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 28 / 37 01/05/2005
8. What to store and stock levels
8.1. What to store
The determination which articles to store in the warehouse is a very pragmatic process. Considering Action contre la Faim logistic is based on stock, it is easy to deem all articles used for a programme will transit or be stored in a warehouse. Regular exceptions are construction materials bought locally (sand, gravel) and fresh food items for nutritional programmes.
8.2. Contingency and buffer stock
The quantity per item in stock is based on two elements: 8.2.1. Contingency stock (or minimal stock) The contingency stock answers to unexpected events or situations. Only vital articles form contingency stock. The contingency stock level is the result of a coordination between the Logistic Department and the Technical department. The contingency stock depends mainly on the humanitarian and security situation. 8.2.2. Buffer stock The buffer stock is the necessary quantity to supply the on-going programs without using the contingency stock.
8.3. How to determine the buffer stock?
The buffer stock can be broken down to three components: Working stock: Main part of the buffer stock, used to supply the projects Reserve stock: Program needs can increase, the reserved stock is a percentage of the estimated monthly consumption Anticipation stock: The anticipation stock covers the unpredictability of the demand. It’s usually a percentage of the estimated monthly consumption For the calculation, the reserved and anticipation stock are consolidated as a single factor.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 29 / 37 01/05/2005
The following data are necessary to determine the buffer stock per article: - Estimated monthly consumption of the article - Frequency of orders to replenish the stock - Standard delivery time of the orders
Example:
Calculation of the buffer stock for therapeutic milk F100 and preparation of a replenishment order
Considering that: - Estimated consumption is 160 cartons (of 30 individual packs) per month - Delivery time is 1 week (= 0.25 month) - Order frequency is one month - Stock for “reserve and anticipation” is ½ month of estimated consumption Calculation of the buffer: Anticipation and reserved stock = 160 * 0.5 Needs until delivery = 160 * 0.25 (Estimated consumption * delivery time) Needs during the order period = 160 * 1 (Estimated consumption * order frequency) TOTAL buffer stock needed cartons = 80 cartons = 40 cartons = 160 cartons
= 80 + 40 + 160 = 280
Considering that: - Actual quantity in stock is 150 cartons - There is no pipeline (order in process not yet arrived) - Contingency stock is 40 cartons Calculation of replenishment order: Quantity to order = buffer stock + contingency stock - actual stock pipeline Quantity to order = 280 + 40 - 150 - 0 = 170 cartons
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 30 / 37 01/05/2005
9. Drug storage
The pharmacy stock is under the control of the Nutritional and Medical Coordinator for the technical supervision and under the Logistic Coordinator for the administrative aspects. The institutional donors’ rules and the general physical stock management apply to drug storage. The additional specificities are: - Necessary temperature control - Strongly secured room (narcotics and high value items) - Commercial or usual denomination when different from the molecule name - Large variety of batch numbers and dosage A basic training is necessary for non-medical employees to be responsible for a pharmacy. Action contre la Faim has developed some particular administrative tools tailored to the pharmacy management.
9.1. Logistician role
It is essential to have a clear overview of the organisation of medical items on the mission. The first task of the logistician will be to define and implement a clear supply chain for medical items. To simplify management, Action contre la Faim asks all missions to have a central pharmacy based in the Capital. This central pharmacy will supply directly the programs or secondary pharmacies. The Logistic Coordinator is responsible for: Implementation and follow-up of logistic procedures Approval of all Release Orders Institutional donors reporting
9.2. Medical & Nutritional Coordinator role
Regarding the pharmacy, the CMN is responsible of: Recruitment and supervision of Human Resources for the pharmacy Control of physical storage practices Orders to replenish the stock, based on stock reports Validation of field orders to the central pharmacy
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage Page 31 / 37 01/05/2005
Control of program consumption Preparation of release orders Forecast of stock utilisation Refer to Pharmacy management for precise information regarding the procedures. Refer to MSF Cold Chain Management Guidelines for drugs requiring a cold chain.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 32 / 37 01/05/2005
10. Annexes
10.1. Storing Food and Equipment
Type of supply Desired condition Dry, without germinating, without impurities. Maximum 15% humidity. Dry, not too tightly stowed, sweetish odour. Maximum 15% humidity. No rust, no swelling, In good condition, expiry date OK, with labels identifying content. Humidity consideration s Dry place, cool, well aired. On pallets. Maximum 70% environmental humidity. Same as grain cereals. Useful Life Remarks
Grain cereals
Approx. 6 months
Inspect odour, humidity level, and evidence of parasites.
Cereal flour
Approx. 6 months
Same as grain cereal. Detect deformed tins. If when opening one, gas comes out, it means the content is spoiled. Can keep between 2-3 years in the dark at about 15° C. Milk sometimes hardens; this does not alter quality, as long as odour and colour do not change. Same as skimmed milk. Absorbs humidity very quickly. Lumpy humid sugar is fit for human consumption. Control temperature if products require refrigeration.
Page 33 / 37 01/05/2005
Canned food
Preferably on pallets.
6-12 months, depending on expiry date
Powered skimmed milk (In bags)
Dry, clear odour, ivory colour.
Dry place, cool, well ventilated, preferably in the shade.
One year.
Powdered whole milk (In bags)
Dry, clear odour, ivory colour. Dry, granulated, without lumps, shiny. Expiry date OK. In original packaging. Packs without
Dry place, cool, well ventilated, preferably in the shade. Dry place, wellaired stowage racks. Dry, cool, wellaired place. On pallets. Some require
8-10 months.
Sugar
Several years Depends on expiry dates
Drugs
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
tears; No exposure to the elements. Blankets Packed. Prevent humidity. Packed. Prevent humidity.
refrigeration Dry place, wellaired stowage racks. Dry place, wellaired stowage racks. Damp blankets should be dried immediately. Beware of fleas and moths. Damp packs should be dried immediately.
Tents
Data from: Handbook for Delegates. International Federation of Red Cross and Red Crescent Societies. (IFRC), Geneva, 1997
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 34 / 37 01/05/2005
10.2. Metric system and conversion tables for measures, surfaces, weights sand volumes.
1 metre = 1 kilometre = 1 litre = 1 cubic metre centimetres 100 centimetres 1000 metres 1000 cubic centimetres = 1000 litres = 1,000,000 cubic 100 square metre 10,000 square metre = 1,000,000 square metre 1000,000 grams
1 are = 1 hectare = 1 square kilometre
1 Kilogram = 1000 grams 1 ton = 1000 Kilograms= Measures United States and Imperial fi Metric system
1 Inch (in) - US 1 Inch (in) - Imp 1 Foot (ft) = (12 in) - US 25.40005 mm 25.39996 mm m m m m km km
Metric system fi United States and Imperial
1 millimetre (mm) 1 millimetre (mm) 1 metre (m) 1 metre (m) 1 metre (m) 1 metre (m) 1 kilometre (km) 1 kilometre (km) 1 kilometre (km) 0.03937 in (US) 0.03937 in (imp) 3.28083 ft (US) 3.28083 ft (imp) 1.093611 yd (US) 1.09361 yd (imp) 0.6213699 mi (US) 0.6213724 mi (imp) 0.5396127 n.mi (imp)
0.304800 6 0.304799 1 Foot (ft) = (12 in) - Imp 5 0.914401 1 Yard (yd) = (3 ft) - US 8 0.914398 1 Yard (yd) = (3 ft) - Imp 4 1 Mile (mi) = (1,760 yd) 1.609347 US 1 Mile (mi) = (1,760 yd) 1.609341 Imp 1 Nautical mile (imp)
1.853181 km
Surfaces U.S./Imperial fi Metric system
1 Acre - US 1 Acre - Imp 1 Square inch (sq. in) - US 0.404687 ha 3 0.404684 ha 2 6.451626 cm3
Metric system fi U.S./Imperial
1 hectare (ha) 1 hectare (ha) 1 square centimetre (cm2) 2.471044 acre (US) 2.4711 acre (imp) 0.1549997 sq. in (US)
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 35 / 37 01/05/2005
1 Square inch (sq. in) - Imp 1 Square foot (sq. ft) = 144 sq in - US 1 Square foot (sq. ft) = 144 sq in - Imp 1 Square yard (sq. yd) = 9 sq. ft - US 1 Square yard (sq. yd) = 9 sq. ft - Imp 1 Square mile (sq. mi) = 640 acres - US
6.451578 cm3 0.092903 41 0.092902 72 0.836130 7 0.836124 5 m3 m3 m3 m3
1 square centimetre (cm2) 1 square metre (m2) 1 square metre (m2) 1 square metre (m2) 1 square metre (m2) 1 square kilometre (km2)
0.155
sq.in (imp)
10.76387 sq. ft (US) sq. ft (imp) sq. yd 1.195985 (US) sq. yd 1.196 (imp) sq. mi 0.3861006 (US) 10.7639
2.589998 km3
Volumes U.S./Imperial fi Metric system
1 Cubic inch (cu. in) US 1 Cubic inch (cu. in) Imp 1 Cubic foot (cu. ft) US 16,871 cm3 16,38698 cm3 28,31702 dm3
Metric system fi U.S./Imperial
1 Cube centimetre (cm3) 1 Cube centimetre (cm3) 1 Cube centimetre (dm3) 1 Cube decimetre (dm3) 1 Cube metre (m
3 )
0.061025 cu. in (US) 09 0.061024 cu. in (imp) 1 0.035315 cu. ft (US) 44 0.035314 cu. ft (imp) 8 1.307943 cu. yd (US) 1.307957 cu. yd (imp)
1 Cubic foot (cu. ft 28,3167 dm3 (Imp) 1 Cubic yard (cu. yd) - 0,764559 3 US 4 m 1 Cubic yard (cu yd) - 0,764550 3 Imp 9 m 3 1 fluid ounce (fl oz) 295,735 cm (or US ml) 1 fluid ounce (fl oz) 284,131 cm3 (or ml) Imp 3 1 Bushel (US) 35,23829 dm (or litre) 3 1 Bushel (imp) 36,3677 dm (or litre) 3 1 Gallon (US) 3,785329 dm (or litre) 3 1 Gallon (imp) 4,545963 dm (or litre) 0,473166 dm3 (or 1 Liquid pint (US) 1 litre) 1 Pint(pt) = 20 fl oz 0,568245 dm3 (or Imp 4 litre)
1 Cube metre (m3) 1 Cube decimetre (dm3) 1 Cube decimetre (dm3) 1 Cube decimetre (dm3) 1 Cube decimetre (dm3) 1 Cube decimetre (dm3) 1 Cube decimetre (dm3) 1 Cube decimetre (dm3) 1 Cube decimetre (dm3)
33.814 oz 35.195 fl. oz 0.028378 bu. (US) 2 0.027496 bu. (imp) 92 0.264177 gal. (US) 9 0.219975 gal. (imp) 4 2.113423 liq. pt (US) 1.759803 pt (imp)
Weight conversions U.S./Imperial fi Metric system
1 Grain (gr.) – US = 1 Grain (gr) 64,79892 mg - Imp 1 Ounce (oz) – US = 1 Ounce 28,34953 g Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Metric system fi U.S./Imperial
1 milligram (mg) 1 gram (g) 0.015432 gr (US) 36 0.035273 oz av. (US) Page 36 / 37 01/05/2005
(oz) - Imp 1 Pound (Ib) = 16 oz - US = 16 oz - Imp 1 Cental (imp)
96 0,453592 kg 4 45,35924 kg 1 kilogram (kg) 1 kilogram (kg) 1 tonne (t) 1 tonne (t) 1 tonne (t) 2.204622 lb av. (US) 0.022046 22 0.984206 4 1.102311 238 0.984206 4 ctl (imp) l.tn (US) US Ton tn (imp)
1 Long ton (l tn) = 2240 Ib - US 1,016047 t 1 US Ton = 2000 Pounds 1 Ton (imp) 0.907184 t 8 1,016047 t
Data from www.thermexcel.com, for internal use only, not for publication.
Action contre la Faim - Kit Log V 2.0 V 2.0 English/ 03 storage
Page 37 / 37 01/05/2005
