Business Process Mapping
Process Descriptions
This chapter details the existing flow of commodities, documents and information.
| Throughout this section, references are made to the documents that move from location to location – For example, "GIN [2,3]":
|
The main food assistance supply chain processes for the regular Relief and Safety Net programmes are shown in Diagram 1: DRMFSS Food Assistance Supply Chain – Regular Relief and Safety Net Programme on Page , along with the high-level physical movement of commodities. Each of the main processes (shown as a box in the diagram) is described in more detail below and broken-down into sub-processes as applicable. The reference numbers on the diagram correspond to each of the process headers below (the first number "3" has been removed so reference "1.1" corresponds to heading "3.1.1" below). A key to the symbols used in the process diagrams can be found in Appendix B -Mapping Key.
The processes relate to the regular Relief and Safety Net programmes (emergency processes are detailed separately under 3.7 Mobilize Emergency Response) and are grouped according to those processes aimed at 'Acquiring Commodities' and those processes aimed at 'Dispersing Commodities'.
The following processes relate to either the Relief or Safety Net programme only (whilst their names are similar, the processes themselves, including the process owners and participants, differ). All other processes span both programmes.
Relief Only | Safety Net Only |
1.1 Determine Food Needs and Raise Resources | 2.1 Determine Food Needs and Plan Food Transfers |
In general the processes are sequential, with the exception of 2.1 and 2.2. Purchase Commodities (using bilateral cash contributions for Relief or World Bank Trust Fund resources for Safety Net) and 3 Assign Receiving Hub and Approve Duty-Free Imports (applies to commodity contributions under both programmes and the duty-free approval of all international shipments i.e. both international commodity donations and purchases) which occur at the same time. In practice however, and since both programmes are operational throughout the year, many of the processes will be taking place at the same time.
Diagram 1: DRMFSS Food Assistance Supply Chain – Regular Relief and Safety Net Programme
The sub-processes, process owners and participants are listed below for ease of reference.
The reference numbers on the diagram above (see Diagram 1: DRMFSS Food Assistance Supply Chain – Regular Relief and Safety Net Programme) correspond to each of the process headers below (the first number "3" has been removed so reference "1.1" corresponds to heading "3.1.1" below)
Ref. | Process | Ref. | Sub-Process | Pg. | Process Owner | Other Process Participants |
|---|---|---|---|---|---|---|
3.1 Acquire Relief Commodities |
|
|
|
|
|
|
3.1.1 | Determine Food Needs and Raise Resources | 3.1.1.1 | Conduct Needs Assessment (W/Z/R) | GoE Regional Bureau Officials |
| |
|
| 3.1.1.2 | Prepare HRD | DRMFSS Early Warning & Response Monitoring Case Team |
| |
|
| 3.1.1.4 | Record HRD | DRMFSS ICT |
| |
|
| 3.1.1.3 | Launch Appeal | DRMFSS Early Warning & Response Monitoring Case Team |
| |
|
| 3.1.1.5 | Record Pledges | DRMFSS Early Warning & Response Monitoring Case Team |
| |
|
| 3.1.1.6 | Record Contributions | DRMFSS Early Warning & Response Monitoring Case Team |
| |
3.1.2 | Purchase Commodities (Bilateral Cash Contributions) |
|
| DRMFSS Logistics |
| |
3.2 Acquire Safety Net Commodities |
|
|
|
|
|
|
3.2.1 | Determine Food Needs and Plan Food Transfers | 3.2.1.1 | Market Information Collection | GoE Regional Bureau Officials |
| |
|
| 3.2.1.2 | Targeting / Re-Targeting |
| ||
|
| 3.2.1.3 | Crop Yield Assessment | GoE Regional Bureau Officials | ||
|
| 3.2.1.4 | Graduation Assessment | GoE Regional Bureau Officials Security Task Force | ||
|
| 3.2.1.5 | Wage Rate Study | FSCD | ||
|
| 3.2.1.6 | Determine Food Needs |
| ||
|
| 3.2.1.7 | Plan Food Transfers | DRMFSS Safety Net and Household Asset Building Case Team (FSCD) |
| |
3.2.1 | Purchase Commodities (World Bank Trust Fund Donations) |
|
| DRMFSS Safety Net and Household Asset Building Case Team (FSCD) |
| |
3.3 Assign Receiving Hub & Approve Duty-Free Imports (Relief and Safety Net) |
|
|
|
|
|
|
3.3.1 | Assign Receiving Hub |
|
| DRMFSS Logistics |
| |
3.3.2 | Approve Duty-Free Imports |
|
| DRMFSS Early Warning & Response Monitoring Case Team |
| |
3.5 Receive and Store Commodities (Relief and Safety Net) |
|
|
|
|
|
|
3.5.1 | Organise External Storage Space | 3.5.1.1 | Organise Use of EFSRA Storage Space | DRMFSS Logistics |
| |
|
| 3.5.1.2 | Organise Rental of Private Storage Space | DRMFSS Hubs |
| |
3.5.2 | Receive and Store Cargo | 3.5.2.1 | Assign Store | DRMFSS Hubs |
| |
|
| 3.5.2.2 | Approve Cargo Receipt | DRMFSS Hubs |
| |
|
| 3.5.2.3 | Register Cargo Receipt | DRMFSS Hubs |
| |
|
| 3.5.2.4 | Perform Stock Take | DRMFSS Hubs |
| |
3.4 Request 70% ITSH Payment (WFP Donated Commodities) |
|
|
|
|
|
|
3.4 | Request 70% ITSH Payment (WFP Donated Commodities) |
|
| DRMFSS Finance (Disbursements) |
| |
3.6 Disperse Commodities |
|
|
|
|
|
|
3.6.1 | Release Regular Relief Allocation | 3.6.1.1 | Send Relief Allocation Release Request (Regions) | GoE Regional Bureau Officials |
| |
|
| 3.6.1.2 | Check Allocation Release Request Against HRD | DRMFSS Early Warning & Response Monitoring Case Team |
| |
|
| 3.6.1.3 | Plan Resource Prioritization | DRMFSS Early Warning & Response Monitoring Case Team |
| |
|
| 3.6.1.4 | Organise EFSRA Loans (Relief) | WFP Pipeline |
| |
|
| 3.6.1.5 | Organise WFP Transfers or Loans (Relief) | WFP Pipeline |
| |
|
| 3.6.1.6 | Release Allocation | DRMFSS Early Warning & Response Monitoring Case Team |
| |
|
| 3.6.1.7 | Notify Wereda | GoE Regional Bureau Officials |
| |
3.6.2 | Release Regular Safety Net Allocation | 3.6.2.1 | Send FDP Notification | GoE Regional Bureau Officials |
| |
|
| 3.6.2.2 | Organise EFSRA Loans (Safety Net) | DRMFSS Safety Net and Household Asset Building Case Team (FSCD) |
| |
|
| 3.6.2.3 | Release Allocation (WFP-and GoE-Supported Weredas) | DRMFSS Safety Net and Household Asset Building Case Team (FSCD) |
| |
|
| 3.6.2.5 | Notify Weredas | GoE Regional Bureau Officials |
| |
3.6.3 | Organise Dispatch | 3.6.3.1 | Assign Source Hub | DRMFSS Logistics |
| |
|
| 3.6.3.2 | Organize Swaps with EFSRA (if needed) | DRMFSS Logistics |
| |
|
| 3.6.3.3 | Organize Swaps with WFP (if needed) | DRMFSS Logistics |
| |
|
| 3.6.3.4 | Organize Internal DRMFSS Loans, Swaps or Inter-Hub Transfers | DRMFSS Logistics |
| |
|
| 3.6.3.5 | Implement Transport Tender | DRMFSS Finance (Procurement) |
| |
|
| 3.6.3.6 | Inform Hub | DRMFSS Logistics |
| |
|
| 3.6.3.7 | Sign Transport Contract | DRMFSS Logistics |
| |
3.6.4 | Dispatch Commodities | 3.6.4.1 | Record Dispatch Instructions | DRMFSS Hubs |
| |
|
| 3.6.4.2 | Dispatch Cargo (DRMFSS/Private Hub) | DRMFSS Hubs |
| |
|
| 3.6.4.3 | Dispatch Cargo (EFSRA/WFP Hub) | DRMFSS Hubs |
| |
|
| 3.6.4.4 | Record Dispatch | DRMFSS Hubs |
| |
|
| 3.6.4.5 | Notify Weredas | GoE Regional Bureau Officials |
| |
3.6.5 | Deliver Commodities | 3.6.5.1 | Deliver Cargo | GoE Wereda/FDP Storekeepers |
| |
|
| 3.6.5.2 | Approve Cargo Receipt | GoE Wereda Officials |
| |
3.6.6 | Distribute Commodities | 3.6.6.1 | Distribute Cargo | GoE FDP Distributors |
| |
|
| 3.6.6.2 | Report Delivery and Distribution | GoE Wereda Officials |
| |
3.6.7 | Pay Transport Company |
|
| DRMFSS Logistics |
| |
3.6.8 | Prepare Utilisation Report (30% ITSH Payment) | 3.6.8.1 | Send Regional Utilisation Reports (R/Z/W) | GoE Regional Bureau Officials |
| |
|
| 3.6.8.2 | Prepare DRMFSS Utilisation Report | DRMFSS Logistics |
| |
|
| 3.6.8.3 | Request ITSH Payment (30%) | DRMFSS Logistics |
| |
3.7 Mobilize Emergency Response |
|
|
|
|
|
|
3.7.1 | Release Emergency Safety Net Allocation | 3.7.1.1 | Send Instruction to Release Food Contingency Budget | GoE Regional Bureau Officials |
| |
|
| 3.7.1.2 | Release Food Contingency Budget | DRMFSS Safety Net and Household Asset Building Case Team (FSCD) |
| |
|
| 3.7.1.3 | Activate Risk Financing Mechanism | DRMFSS Safety Net and Household Asset Building Case Team (FSCD) |
| |
3.7.2 | Mobilize Emergency Relief | 3.7.2.1 | Request Emergency Allocation (Regions) | GoE Regional Bureau Officials |
| |
|
| 3.7.2.2 | Release Emergency Allocation | DRMFSS Early Warning & Response Monitoring Case Team |
| |
|
| 3.7.2.3 | Assign Emergency Supplies | DRMFSS Logistics |
|