Documentation and Record Keeping: Exercise Presentation WFP Logistics, We Deliver

Mewong Earthquake Map Entry corridor Primary transport road Secondary transport road

Documentation and Record Keeping: Exercise Presentation An Earthquake has hit the country of Mewong. You are deployed as the warehouse manager in Nakhon, where a logistics Hub, made of 4 standard MSUs, has been installed. Every unit can store 400 MT of rice or 500 cbm of NFIs. On the 15/04/17, you receive cargo from the capital, Meo, and you have instruction to dispatch trucks to delivers commodities in Rach Chuen. You have to complete the required documentation and explain your actions when facing problems   Timing Presentation exercise : 10 min Exercise: 40 min Debriefing: 40 min Handout The hand-out provided contains all the information you need for this exercise.

Documentation and Record Keeping: Exercise Presentation Questions: By the end of the day (15/04/17) you will ensure that all the needed documentation is filled in , updated and signed: Waybills receptions – filled in & signed Waybills summary and loading plan – completed Stock cards - Updated Daily stock report - Prepared Last night, you received a Release Order from the program unit and you need to prepare a dispatch of more than 430 cbm (close to 160 MT in total) To Rach Chuen. You have to use 10 MT trucks (40 cbm max) as the road to Rach Chuen is damaged and access is limited – Also, this morning at 08:00, you received 120 MT of rice from Meo. As you arrive to the warehouse, you find the trucks parked and awaiting your instructions. They are all 40 MT trucks (120 cbm max) as the road from Meo to Nakhon has no limitation. Note: While tallying the reception (120 MT of rice), you will find that 3 bags are damaged and 2 bags are missing. What will you do (actions and measures) about damaged? What is your off-loading/loading plan? For the exercise, consider that the trucks have not arrived for loading yet and driver/trucks details on the waybills will have to be filled as the trucks are physically loaded. For now you are preparing the waybill summary ahead and organizing the loading plan. Waybill book next reference number (and all subsequent) available: WB/RC/17/49 Signature is initials in capital letter

Documentation and Record Keeping: Exercise Presentation Solutions

Documentation and Record Keeping: Exercise Answers By the end of the day (15/04/17) you will ensure that all the needed documentation is filled in, updated and signed (I.e.: Waybill reception, stock cards, loading plan and daily stock report). See Answers on the Excel file (Answers – Documentation and Record Keeping Exercise). What will you do (actions and measures) about damaged and missing? Both the damaged and missing bags details have to be reported on the waybill “consignee comments” section. The (2) missing bags are not received (only 2398 bags actually received) whereas the (3) damaged bags are received and will be reconditioned. This need to be reported to procurement and finances as the transporter payment is made upon reception (waybill reception and accounting signature). What is you off-loading/loading plan? The 40 MT trucks (from TRANSMEWO Ltd) can’t access the road to Rach Chuen. Therefore, we will use the 10 MT trucks (from CHUEN Transport Ltd). The rice received and dispatched are from the same batch so the rice received today (15/04/17) is the same as the rice presently stored in Nakon Warehouse (MSU 4). The FIFO ruled can be waived here (same batch) and the plan is therefore to load the 10 Mt trucks to Rach Chuen (RO No. 0005879) not from the warehouse but directly from the 40 MT trucks bringing the rice from Meo. This truck to truck operation allows Nakhon warehouse management to just make a virtual reception and dispatch of the (120 MT) rice in the warehouse. The rice will appear as received in the stock card and then dispatched on the same day. In the reality only 15 MT will be taken from the stock to complete the RO No. 0005879 (135 MT requested) on top of the 120 MT received today.

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