Transcription
Warehouse Management
Opening and Organizing a Warehouse Different possibilities to get Warehouses– Provided by National Authorities– Provided by a UN agency– Renting space in Private CommercialWarehouse– Rented Warehouse
Warehouse provided by Authorities Actions to be taken by Logistics Officer (LO)– Inventory of the furniture’s availability suchas shelves, racks, pallets ,tables )– Assess the staffing requirements and ifnecessary coordinate with the Admin Officer(AO) for temporary additional staff– Organize the space into clear and distinctstorage areas and transit zones Receiving and sending zones
Warehouse provided by Authorities (cont) A closed and secure area for controlledsubstances could be necessary Secure the PAHO/WHO designated space andorganize the management of the keys (buy newlockers !!!) If required train staff on specific PAHO/WHOmedical stock management and documentationrequirements (air-waybills, stock-cards, ) Organize with AO daily workers hiring,schedule.
Warehouse provided by UN Agency Frequently in response to an emergency theWFP installs pre-fabricated buildings (Rubhalls) and provide UN agencies with free spaceof storage These buildings are not suitable for itemsrequiring cold chain! Need of a MOU (Memorandum ofUnderstanding) with the UN agency for thespecific warehouse operating procedures
Warehouse provided by UN Agency (cont) The specific operating procedures shouldspecify the following :– Maximum area/volume required / available– List of items accepted in the warehouse– Who does what Loading, offloading trucksQuality & quantity control reportStock reports
Warehouse provided by UN Agency (cont)– The time limit for (if WFP is managing) Transmitting a pre-shipment advise Establishing and transmitting the reports– Eventual costs recoveries for special services– Duration of the MOU– The LO should have a close supervision onall warehouse activities
Renting a Private Commercial Warehouse Generally 2 options possible– Option 1. renting a determinate storage area Secure and easy to supervise The LO needs to know precisely the area/volumeneeded– Option 2. renting storage space on daily basis Cheaper more cost realistic but more difficult tocontrol and supervise PAHO/WHO supplies could be mixed with othersupplies and physical stock check difficult
Renting a Private Comm. Warehouse (cont) In collaboration with AO, LO should carry outfield assessment of available commercialstorage facilities and include:– Estimation of the storage area/volumeneeded of anticipated shipments– Check if other UN agencies are usingcommercial storage facilities– Ask for field assessment of privatewarehousing and or storage contract– Check if customs clearing agent has storagefacilities
Renting a Private Comm. Warehouse (cont) Consider the location of each facility– Security, ask advice with UNDSS/RSS officer– Distance from port of entries, office – Prices and type of insurances– Truck accessibility, parking facilities– Availability of internet, telephone landlines,– Availability of performance of a stockmanagement software (LSS)– Hygiene, ventilation, temperatures– Determine warehouse working hours
Rented Warehouse Should be the last option!Expensive and complexRequires experience, knowledge and skilled staffShould be considered for operations expected to last forminimum 6 months and with anticipation of largeshipments of supplies Once the decision to open and operate a PAHO/WHOwarehouse is confirmed and the funds are available thestaff recruitment process shall begin Interviews and selection jointly AO & LO
Rented warehouse (cont) In close collaboration with AO and Security,LO should carry out a field assessment byconsidering the following concerns:– Warehouse location, distance from port ofentries, from office– Condition of the warehouse facilities– Large vehicles accessibility– Hygiene, ventilation, temperature
Rented warehouse (cont)– Special attention of rodents and/orproliferation of insects which coulddamage products– Physical arrangements within thefacility and availability of equipmentand furniture– Availability of telephone landlines andinternet connectivity– Parking facilities
Rented warehouse (cont) Once facility has been agreed upon and acontract negotiated LO should take actions inorder to comply with following requirements– Requirements for improving/repairing thebuilding– Prepare inventory of existing material andequipment– Special attention for procurement of palletsfor warehouse and transport
Rented warehouse (cont)– Cost estimate to install and secure office equipmentsuch as computers, voltage regulators, UPS, )– Power supply back –up (generator)– Prepare inventory to identify material and recordin LSS asset tracking system– Develop staff training and supervision Store keeperWorkersSecurity guards
Warehouse Management Security guards 24h/7days Space organization– Ideally 2 accesses Entry with “offloading and control area” Exit with ready to ship area– These areas need truck accessibility Storage areas have to be divided in differentzones according to the type of goods In emergencies PAHO would deal with :
Warehouse Management (cont) Pharmaceuticals Psychotropic drugs have to be stored in asecured and locked area Medical equipment and material (If Kits don’tdismantle them) Non food items Food items Fuel and cooking gas
Warehouse Management (cont) Pharmaceuticals require special storagetemperatures– Room temperature 15-30 C (59-86 F)– Fresh temperature 8-15 C (46-59 F)– Positive Cold room 2-8 C (35-46 F)– Negative cold room below 0 C (32 F) Some installation equipment should be installedand foreseen in the cost estimate and the work plansuch as:– Fans, air-conditioners, fridges or cold rooms(NEED OF POWER BACK UP!!! Generator)
Warehouse Management (cont) IF further emergencies are predicted– Earthquake aftershocks– Second hurricane– Extension of a conflict– Necessity to foresee an additional area forthe EMERGENCY PREPARDNESS This would allow the store manager to managethe warehouse according to the following 3different stock categories (Strategic Stock,Security Stock, Emergency Stock)
Warehouse management (cont) Strategic Stock : quantities of items needed forongoing relief operations Security Stock : minimum quantities of itemsneeded for ongoing relief operations In a Different area controlled by different LSSwe should have: Emergency Stock : minimum quantities ofitems needed for an additional predicted event
Warehouse management (cont) Additional issues to take into consideration:– Need of secure office space inside warehousestructure– Communication means (VHF, Internet, )– Fire Extinguishers should be available inevery rooms and clearly marked and easy toaccess– In the fuel store need buckets with sand
THANK YOU
Warehouse provided by Authorities (cont) A closed and secure area for controlled substances could be necessary Secure the PAHO/WHO designated space and organize the management of the keys (buy new lockers !!!) If required train staff on specific PAHO/WHO medical stock management
