Source

The contents of this page are sourced from the following meeting:

Workflow Processes

The following are identified processes within Logistics case team:

1. Warehouse administration process
2. Lease/rent warehouses
3. Receive incoming commodities at hubs
4. Stock balance preparation process
5. Annual stock take process
6. Fulfil resource need through local purchase, swap or loan
7. Dispatch allocation preparation process
8. Commodity transportation processTransport order preparation process
   1. DRMFSS own vehicles
   2. Third party transport service providers
9. Transport order contracting process
10. Dispatch commodity/resource from hubs
11. Commodity transport followup process
12. Dispatch and delivery report preparation process
13. Process ITSH payment from transporters
14. Report preparation process (see reports section)

Stock Balance   

1. Logistics data encoder receives stock status requests from Directorate ,CTL  and WFP
2. Directorate’s request might be concerning capacity, concerning fulfilling plans, to identify the available resource on hand or could be delegation issue mentioned on meetings.
3. The two main questions usually concerns logistics are :
   1. • How much do we have currently?
      • How much are we expecting? What are we hoping for?
4. At present, current stock is used for different operations but in the future both current stock and pipeline information is needed to make important decisions.
5. The total amount on gift certificate might not be for DRMFSS to distribute, it could be loan repayment or WFP might distribute it by itself.
6. Identify amount distributed by DRMFSS from the gift certificate. 

Dispatch allocation preparation process 

1. Once EW submits requisition to logistics ,Storage and distribution expert will assign hubs for distribution
2. Data encoder will contact hubs to check availability of commodities and their SI/PC.
3. After checking the stock status, logistics data encoder will assign SI/PC and submits for approval with cover letter.
4. Approved distribution request will trigger transport requisition preparation.

Transport Requisition Preparation Process 

1. After SI/PC is been assigned, the data encoder will prepare transport requisition.
2. Transport requisition is prepared for every region per round.
3. Approved transport requisition will trigger preparation of transport order.

Transport Order Preparation Process 

1. Transport agreement document is prepared for the selected transport winner.
2. Agreement processor will prepare transport order  from the approved transport requisition
3. Transport order is prepared for each transport requisition and region.
4. Each transport order is uniquely identified.
5. Agreement processor will fax the transport order and other attachments for hubs.
6. Agreement processor will inform transporters to sign the agreement.
7. If the transporter fails to sign the agreement, procurement will be notified.
8. The second winner will take the first place and the agreement will be made.
9. There is a start date and end date/deadline for pickup when signing a contract.
10. The transporter will be penalized 10 % of performance bond if did not meet the deadline.
11. If the distribution deadline is extended ,it should be approved 
12. Transport order is approved by LCTL or deputy minister based on the agreement.

Process Payment Request for Transporters 

1. Agreement Processor expert prepares transport order for commodities to be dispatched.
2. The transporter who won for the specific Woreda/FDP is informed to sign the contract according to Framework Bidding process.
3. Transporter picks up commodities from hub and delivers to hubs.
4. Follow up expert monitors delivery of the transported commodities and receives notification from warehouses/hub when delivered.
5. After the commodities have been delivered , the transporter requests for payment by submitting expense documents (issue ticket, receiving notes, labor cost, freight order ).
6. Accounts Verification Expert validates transporter supplied documents
7. If there is a problem with the documents the transporter will be asked to provide justifications and supporting documents.
8. Once the documents are verified, Logistics will submit the request to Finance accompanying it with a cover letter. This triggers payment process within Finance.

Dashboard

Dashboard Mockup

• • List of requisitions submitted by EW
  • Dispatch report from hubs
  • Delivery report from hubs 
  • Published HRD
  • Notification documents are received by procurement (transport contracting).
  • Bid winners list with address.
  • Transporters who signed agreement 
  • Relief and PSNP allocation
  • List of transporters who received transport order and transporters who didn't.
    
    

Items requiring action 

• Notify hubs incoming shipment  
  
  

Items requiring approval

• Transport requisition requires approval by Storage and distribution expert.
• Transport order requires approval by CTL
  
• Documents submitted by the transporter for payment requiring approval by logistics Transit Accountant 
• Transport agreement for six month requires approval by procurement CTL

Status

• Delivery status
• Dispatch status 
• Current stock status
• Distribution status 
• Non- food stock status 
  
  

Key reports to be produced 

Internal consumption

External consumption

• Inventory report for WFP

Other Considerations

• Changes to the number of beneficiaries allocated on the dispatch plan causing changes to transport destination and the amount commodity being distributed while the operation is underway
• Cancellation of dispatch allocation in the middle of operation
• Distribution location might be changed due to several circumstances.
• Allocation might be modified after being processed due to resource availability.
• Differentiate between transport operations conducted by DRMFSS own vehicles and that of third party transporters
• Only WFP commodities received at the hubs have unique identifier while others (local purchase, loan or transfer) proves to be lacking such an identifier
• Preposition (already requested request ) should be validated
• Winner transporter fails to sign transport agreement.
• The transporter requests distribution date extension due to several reasons 
• Woredas which doesn’t have any bid (tariff) offer.
• Woredas which has more than one winner.
  • Currently, quantity to be transported is divided by the no. of winners
    
• There are cases when committed stock might be changed to uncommitted( free stock)