Source

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

Workflow Processes

The following are identified processes within Hub :

1. Receipt Preparation process 
2. Dispatch preparation process
3. Starting balance 
4. Internal movement 
5. Losses and Adjustment 
6. Stack events
7. Report preparation process (see reports section)
   

Receipt preparation process

Receipt from Donation

• Hubs will receive approved receipt plan from logistics.

• Hubs will be informed about incoming shipment (donation) to prepare their store.

• If the volume of the commodity is greater than the capacity of the warehouse,they will rent external warehouse.

•  The shipping information contains the name of the ship,ETA, waybill no.,quantity and SI no.

• The hub data encoder will check the SI,waybill no.,quantity and the name of the ship when receiving the commodity.
• Hub data encoder will issue GRN for the transporter when receiving the commodity.
• If the quality of the commodity is not good,it will be rejected.

• Hub data encoder will enter the receiving data and reports to logistics.

Receipt from Local Purchase

• Local purchase is done by DRMFSS and WFP.
• Agreement made with the suppliers will be submitted to hubs containing detail information about the commodity.
• The quality of the commodity will be checked when received.
• GRN will be issued when received.
• Local purchase is weighted when received at hubs.

Receipt from loan

• Loan agreement will be made.

Receipt from transfer

• Logistics storage and distribution expert will prepare transfer request containing SI/PC,commodity and quantity information.
• Separate requisition is prepared for transfer requests.
  

Dispatch

• Approved requisitions will be sent to allocated/assigned hubs for dispatch from logistics
• Hubs will receive transport requisition fax from logistics.
• Transporter information will be submitted within the distribution period from logistics.
• Hub manager will allocated from warehouses to issue commodity.
• One requisition can be divided into more than one warehouses.
• The transporter will receive GIN from hubs and GRN from FDPs.
• The transporter will submit GIN and GRN documents to logistics when requesting payment.
• If the transporter didn't start transporting within 3 days,logistics will be informed to take action.

Starting Balance 

• Free stock is balanced is calculated based on GIN and GRN records
• Its hared to identify the physical stock.
• Check free stock at each store.
• Cross check free stock status with data encoder.
• Reconcile the difference amount.

Internal Movement 

• Commodity movement done from warehouse to warehouse

Losses and Adjustment 

• When receiving some of the commodity will be lose due to several reasons.
• Check if the received quantity and the allocated amount show discrepancy.
• Record loss with reason.
• The difference amount will be calculated.