1. Welcome to Supply Fundamentals April, 2015

2. Introductions Name Current role in the Red Cross What do you think Supply does during a disaster operation?

3. Course Purpose Prepare you to support Logistics Supply operations by familiarizing you with the tasks you will perform as a Red Cross responder in Supply when assigned to a regional or larger disaster response. Give you an opportunity to build your knowledge through scenario based and hands on activities. Provide detailed training on the Disaster Requisition (Form 6409) procedures for requesting and obtaining supplies, tracking the requisition process, completing the Three-Way Match and closing down the Supply activity.

4. Objectives Recall the responsibilities and workflow of Logistics Supply Accurately complete and review Disaster Requisitions (Form 6409s) Use the Disaster Register tracking process Accurately complete the Three-Way Match process Understand the activities involved in the closing process

5. Logistics Su Supply In-Kind Donations Procurement Transportation Warehousing Facilities Life Safety and Asset Protection

6. How do you think Logistics supports the needs of our clients and the work of the Red Cross?

7. Supply Facilitates the requisition process (Form 6409) for expendable and non-expendable goods and services. Validates authorization, clarity, and adherence to service delivery. Determines the best way to obtain materials and services, makes decisions on sourcing of materials or services, and ensures the needs of the customer are met.

8. Why is Supply Important?

9. How Does Supply Get Requests? Disaster Requisition (Form 6409) Guides the placing, tracking, receiving, distributing, and final disposition of goods and services on a relief operation.

10. Supply Receives Form 6409 -Review for Accuracy -Group Like Items Supply Receives Form 6409 -Review for Accuracy -Group Like Items Complete Three-Way Match Process Requests -Disburse/Assign Requests Process Requests -Disburse/Assign Requests Close the Supply Activity Submit documents to the leading division/ region Close the Supply Activity Submit documents to the leading division/ region On Hand Inventory DFSC/DLC IKD Procurement

11. Your Role Monitor and replenish the supply table Manage the Disaster Requisition Inbox and monitoring Supply email for Disaster Requisitions Review Disaster Requisitions for accuracy and proper approval Work with customers to ensure Disaster Requisition are correct and providing guidance in completing the forms Enter the data from the submitted Form 6409 into the Requisition Register Complete the Three-Way Match after fulfillment Other tasks as directed by your manager

12. Keys to Success A key role of Supply is to assist in anticipating the supply needs of a disaster operation. You must be prepared to complete multiple tasks

13. Disaster Requisition – Form 6409

14. 1) Disaster Requisition Original requisition 2) Disaster Requisition (Form 6409-B) When the request is fulfilled a signature will be obtained from the receiver and returned to supply. 3) Disaster Requisition Bill of Lading for Disaster Operations (Form 6409-C) Completed by DFSC, DRO, or Vendor/Donor and person receiving items Disaster Requisition

19. Activity Complete a Disaster Requisition with five office supply items, with quantities, that would be needed at a DRO HQ with 100 workers. You are on DR 123-xx, Virginia 12.13 Flood Use this training class address as the HQ address Switch form and review for accuracy.

20. Keys to Success What elements of a Disaster Requisition are essential? What are some things that you can do to avoid delays with supply requests?

21. Sourcing Supplies Once Disaster Requisitions are received and reviewed for accuracy, Supply will need to determine the best sources to fill the request.

22. Expendable vs. Non-expendable Expendable goods and services are used up on the operation, such as food, paper products, cleanup kits, comfort kits and office supplies. Non-expendable goods and services have a life after the operation such as cots and food storage containers, called Cambros. They are collected and returned at the close of the operation.

23. Disaster Supplies Food, food service supplies and shelter supplies Cots and blankets Clean-up kits and comfort kits

24. Clean-up KitComfort Kit

25. Disaster Supplies cont. Equipment Office Furniture Office Supplies Red Cross Forms and Materials Dumpsters

26. Acquiring Supplies On Hand Inventory DFSC IKD Procurement  Best Source  Needs the most notice  Local Vendors  National Vendors  Purchase Orders  Direct Purchase  Cots and Blankets  Clean-up Kits  Comfort Kits  Forms  Immediate  Cots and Blankets  Clean-up Kits  Comfort Kits  Forms  Arrive in 24-48 hrs.

27. Activity Break into groups List 10 – 15 of the most immediate supplies needed for your assigned disaster Determine where you can acquire each of the supplies List the supply and where you will source it on a newsprint

28. Keys to Success Your leadership will be anticipating needs. Be sure to keep in communication with your supervisor as requests come in. Notify the customer in a timely manner if materials and services cannot be acquired by the “Date Needed.” Provide options to the customer for alternative requests.

29. Requisition Register Master list of all items Review throughout the day

30. ReQuest Web-based Procurement System for: – Supply Chain Management (SCM) – Bulk IKD items – DFSC Orders – Purchase Orders over $10,000

31. Procurement will provide Supply with the purchase requisition, purchase order and receipt confirmation number to enter on the requisition and Registration Register

32. File System Set-up file and tracking system Disaster Requisition Files by Group  Incoming, In-Process, On-Hold, Completed Orders P-Card Users Vendor Files Purchase Orders Authorized Signers Transfer of Donated Goods Salvage Replenishment Non-Expendable Files

33. Three-Way Match 1)Original Disaster Requisition with authorizing signatures properly filled out to include POC and shipping addresses. 2) Receipt such as a store receipt, invoice or rental agreement. 3)Disaster Requisition Receipt (Form 6409-B) signed by the person receiving the supplies and/or Disaster Requisition Bill of Lading (Form 6409-C) signed by those people responsible for transporting and receiving the supplies. Copies are filed and sent to Division/Region at the end of the DRO One exception - P-Card user will keep original Invoice/Receipt(s) and copy of the Form 6409

34. Keys to Success If someone comes to Supply and asks about the status of a requisition they submitted the previous day, where do you find the information to respond? What is one of the ways that supply can prove that an item that was requested was received?

35. Closing the Supply Operations Once the disaster operation comes to a close, there will be excess supplies that will need to be returned or disposed of appropriately. Unused Red Cross forms, materials, and office supplies flow back to Supply for final disposition. The Disaster Logistics Center may direct that some materials or equipment be shipped to another relief operation. Returns can be made to a DFSC.

37. Closing Checklist Equipment and Materials Follow guidance of Operation Director/division Inspect, clean and/or service Return items loaned in the same condition in which it was received Get signed receipt indicating the return

38. Other Items Recover non-expendable property Ensure Supply records and files are current Ensure Supply disaster responders have received an exit interview and evaluations Closing Checklist cont.

39. Keys to Success Are you allowed to return or transfer any supplies that remain at the end of a disaster operation? Name a few of the items that will go in the “Job Book” once the disaster operation is closed?

40. Bringing it All Together Activity In your groups: 1.Review each Scenario Part 2.Address questions with each scenario 3.Be prepared to report out

41. Scenario Part I 1.Review the Disaster Requisitions for accuracy. Mark errors on the forms and note how to get the errors corrected. 2.Where will you obtain the items on the forms? 3.How are you going to track the forms?

42. Scenario Part II 1.Review the Disaster Requisitions for accuracy. Mark errors on the forms and note how to get the errors corrected. 2.Review the Disaster Requisition and notice that the items that are listed are mixed with DFSC product and procurement items.

43. Scenario Part III 1.What do you do with the requests? 2.The staging area staff are scheduled to arrive tomorrow and you are informed the DLC has pushed several DFSC items. What do you do?

44. When you arrive… Check in with Logistics leadership Establish where you will be working and with whom Receive a job induction from your supervisor Identify contacts for procurement, IKD, transportation, and staging area Secure the list of authorized signers

45. During the Operation… Track Disaster Requisition (Form 6409) progress Complete Three-Way Match Close Requisitions File Documents

46. After the Operation… Complete Closing Checklist Receive a Performance Evaluation from your Supervisor Out-process through Staff Services Travel Safely!

47. Keys to Success Prepare! Organize! Communicate effectively! Follow-up! Provide Great Customer Service!

48. Course Summary You should now be able to: Recall the responsibilities and workflow of Logistics Supply Accurately complete and review Disaster Requisitions (Form 6409s) Use the Disaster Register tracking process Accurately complete the Three-Way Match process Understand the activities involved in the closing process

49. Questions?