Documentation & Record Keeping WFP Logistics, We Deliver

DO NOT PRINT IN WORKBOOK Lesson Plan: Documentation & Record Keeping LEARNING OBJECTIVE/S: By the end of the session, participants will be able to: Describe the importance of documentation and reporting in the supply chain and in particular, in emergencies Describe the types documentation used across the supply chain and the elements of recording and reporting Structure Timing Activities Introduction 5 minutes Explain lesson objectives Documentation Flow in the Supply Chain 10 minutes Discuss the supply chain flow and the types of information flow throughout the chain. Recording and Reporting Discuss the types of information and methods of recording and reporting across the supply chain. Exercise: 50 minutes Participants in groups are to create a documentation flow of High Energy Biscuits, procured in France, shipped by sea to Mumbai, India and by road to Kathmandu, Nepal. They need to provide the type of documentation required throughout and the parties responsible for handling of each document? Documentation 20 minutes Outline each of the main documents used in the supply chain (Bill of Lading, Waybill, Commodity Management Report, Stock Cards, Distribution Report) and where and how they are used. Lesson End/Plenary EVALUATION / RECAP QUESTIONS What is the importance of documentation and reporting in the supply chain and in particular, in emergencies What are the types documentation used across the supply chain and the elements of recording and reporting Total Lesson Length 90 minutes   MEASURABLE OUTCOMES Ability to outline the benefits and types of documentation in the supply chain Ability to outline the benefits or reporting and recording in emergencies DO NOT PRINT IN WORKBOOK DO NOT DISPLAY IN CLASS

Lesson Objectives 1 2 By the end of this lesson, you will be able to: Describe the importance of documentation and reporting in the supply chain and in particular, in emergencies. 1 Describe the types documentation used across the supply chain and the elements of recording and reporting. 2

Documentation & Record Keeping Why do we use documentation and keep records? To allow transparency and ensure accountability To track all cargo movements and monitor stock levels To enable management in making decisions

Supply Chain Document Flow PURCHASE ORDER or RELEASE NOTE (Prepositioned) MODE SELECTION CUSTOMS CLEARING & FORWARDING SOURCING & PROCURMENT NEED IDENTIFIED TALLY SHEET WAYBILL ISSUED DISPATCH COMMENCED LOADING AUTHORIZATION ENTERED DIRECT DELIVERY DISTRIBUTION or WAREHOUSE TALLY SHEET WAYBILL SIGNED DRR PREPARED WAYBILL ENTERED DISPATCH REPORT CARGO DELIVERED RECEIPT ENTERED DRR PRINTED INVOICE PAYMENT MODULE INVOICE PAYMENT REQUEST PAYMENT FOR SERVICE

Exercise: Supply Chain information flow In your groups, create a documentation flow of High Energy Biscuits, procured in France, shipped by sea to Dakar, Senegal, then to Lagos and by road to Abuja, Nigeria. What kind of documentation do you need? Who is involved in the handling of each document? Where you will have warehouses and for what purpose? 30 minutes to prepare 20 minutes to present/discuss

Loading Authorisation Inventory Management Receipt Storage Dispatch Waybill Stack Card Release Note Tally Sheet Stock Card* Loading Authorisation Daily Receipts Report Daily Stock Position Tally sheet Daily Stock Position Waybill Daily Dispatch Report Daily Stock Position *Manual stock card in most Organisations now electronic

Recording, Reporting & Follow-up Procedures

Inventory Management: Documentation GOLDEN RULE: "IF IT MOVES - RECORD IT"

Bill of Lading / Waybill

Waybill

Daily Consolidated Movements & Stock Report Commodity Management Daily Consolidated Movements & Stock Report I. WAREHOUSE DETAILS 1. Warehouse Name 2. Location 3. Reporting Date II. STOCK MOVEMENTS/STOCK DETAILS 4. Commodity 5. S.I. Number 6. Project # 7. Unit-Wgt KG 8. Opening Stock 13. Receipts 16. Dispatches 17. Losses 18. Closing Balance 9. Good 10 Damaged 11. Spoiled 12. Unavailable 14. Good 15. Damaged 19. Good 20. Damaged 21. Spoiled 22. Unavailable III. CERTIFICATION 23. Prepared by 26. Certified by: 24. Title 27. Title 25. Signature 28. Signature

Stock Card

Distribution Report

Lesson Recap 1 2 Questions: What is the importance of documentation and reporting in the supply chain and in particular, in emergencies? 1 What are the types documentation used across the supply chain and the elements of recording and reporting? 2

Questions WFP Logistics, We Deliver