Extended Joint Emergency Operational Plan

(EXT JEOP)

Commodity Management Minimum Standards

Extended Joint Emergency Operations (EXT JEOP) Commodity Management Minimum Standards 1
 Extended Joint Emergency Operational Plan (EXT JEOP)
Commodity Management Minimum Standards

Table of Contents

I. Physical Condition of the Warehouse or Distribution Center p. 3

II. Storage Condition & Food Handling p. 3

III. Vermin and Insect Control pp. 4 - 5

IV. Warehouse Materials and Equipment p. 5

V. EXT JEOP Minimum Standards for Documentation pp. 5 - 11

VI. Distributions p. 11

VII. Quarterly Web Interfaced Commodity Reporting: QWICR pp. 11 – 12

VIII. EXT JEOP Best-if-Used-By (BUBD) Tracking System Guidance pp. 12 - 13

IX. Minimum Standards for Reconstitution p. 13

Extended Joint Emergency Operations (EXT JEOP) Commodity Management Minimum Standards 2
 Extended Joint Emergency Operational Plan (EXT JEOP)
Commodity Management Minimum Standards

I. Physical Condition of the Warehouse or Distribution Center

1. Assessing Warehouse Capacity: The standard formula for assessing warehouse capacity is [L x W x (H – 1) -
15%] / 1.8
2. Doors and Windows: Doors and windows should be made of tightly fitting materials so that they may remain
closed. There should be no visible gaps around the edges of door or window frames large enough to permit
entry of vermin or insects.
3. Ventilation: Warehouses and distribution centers should be well ventilated.
4. Roofs: Warehouse and distribution center roofs should not have any leaks or holes.
5. Walls: Warehouse and distribution center walls should not have any holes that will allow rodents, insects and/or
birds to enter.
6. Drainage: The area outside of the warehouse or distribution centers should have proper drainage channels that
prevent water from collecting in the yard of the warehouse or from getting inside the warehouse.
7. Floors: Warehouse and distribution center floors should be sufficiently hard-packed to prevent burrowing by
rodents.
8. Lighting: Warehouses and distribution centers should be well lit.
9. Security: Warehouses and distribution centers should be well-guarded.
10. Communication: At the very least, the warehouse keeper should be contactable by mobile phone.
11. Emergency contact: The warehouse or distribution center should have a contact in case of emergency.

II. Storage Condition & Food Handling

1. Pallets: Pallets (dunnage) are the required standard for food storage at all levels in order to contribute to food
quality assurance; all food must be stacked on pallets. EXT JEOP partners should negotiate with local
government representatives to ensure that if a warehouse or distribution center closes that the pallets remain the
property of USAID. As such, pallets should be branded with the USAID identity. Pallets should be well-
maintained and kept free of termites, protruding nails and large splinters. It is recommended that plastic sheeting
be placed underneath the pallets, but never on top of the pallets.
2. Stacking: Stacking of commodities should ensure safety in handling, facilitate easy stock control, identification
and quick removal of food commodities. Further, stacking is maintained to minimize any possible damage to
commodities, to ease counting of commodities, and to economize space. The following standards apply:
2.1. There should at least 1 meter of open space between the stack and the wall of the warehouse
2.2. There should at least 1 meter of open space between stacks
2.3. Vegetable oil/carton (22kg) stack to a maximum height of 16 layers (6 tins -4 liters each), stacked in an
upright position
2.4. Cereals/standard jute bag (50kg) stack to a maximum height of 35 layers
2.5. CSB/standard paper bag (25kg) stack to a maximum height of 40 layers
2.6. The same number of bags should be stacked in each pallet
2.7. Layers should be set perpendicular to the layer below
2.8. Bags should not hang over the edge of the pallets
2.9. Only one commodity per stack; different commodities should never be stacked together.
2.10. Commodities should be stacked by shipment; different shipments should not be stacked together.

Extended Joint Emergency Operations (EXT JEOP) Commodity Management Minimum Standards 3
 2.11. Any torn bags, damaged packing or leaking tins should be reconditioned (see minimum standards for
reconditioning); these should be set aside from the sound commodities on a different pallet and priority for
distribution should be given to reconditioned commodities
3. First-In-First-Out: The ordinary procedures for dispatch and distribution should follow the First-In-First-Out
(FIFO) principle, meaning that the commodities that first arrived in country should be the first sent out for
distribution. This prevents commodities being kept beyond their safe shelf life.
4. Periodic Inspection: Periodic inspection by the warehouse keeper or other responsible officer should be
performed at least once per month.

III. Vermin and Insect Control

1. Insects: Storekeepers should reduce insect infestation by keeping the storeroom clean and dry. Experience and
world-wide observations have shown that the principal source of infestation are piles of food remains in corners
or out of the way places that are being overlooked by those sweeping the storeroom. Any such accumulation will
soon be located by insects and used as a feeding and propagation area. Insects require food and if food is not
present they will leave the area.
2. Rodents: Rodents (rats and mice) eat lots of grain. They will be attracted by CSB residue and oil. Their urine,
excrement, fleas and hairs contaminate the food stock and storeroom. People who consume food contaminated
by rodents can catch many sicknesses. Rodents should be eliminated, preferably by means of mechanical traps
3. Birds: Birds like to nest in storerooms, as they are both a place of shelter from the elements and a source of
food. As with rodents, their urine, excrement, fleas and hairs contaminate the food stock and storeroom.
4. Inspection:
4.1. Make regular inspection to ensure the quality of the food. Inspections should be carried out weekly along
with the physical inventory
4.2. Clean the storeroom regularly. It should be cleaned after every loading and unloading operation, and at
least once a week prior to the physical inventory check
4.3. Clean spillage immediately. Do not allow spillage to remain overnight without cleaning
4.4. Regular inspection of the interior and exterior of the storeroom should be carried out and possible rat
nests, garbage, deteriorated equipment removed. No garbage or other items should be stacked against the
outside of external walls
4.5. Close any holes or openings in the walls, floors and ceilings that permits entry of rats or birds
5. Mechanical Methods:
5.1. Traps are fairly effective at controlling rats
5.2. Spring traps are the most common
5.3. Traps avoid the bad odor of hidden dead rats (killed by poison or bait)
5.4. Traps should be inspected daily. If dead rats are discovered, they should be removed immediately, the
area cleaned and the trap reset
5.5. Poisons or baits work well, but are not recommended. They have the disadvantage that the rat will often die
in their nests. This could be amongst the food stocks, where a decomposing rodent will add to the
contamination
5.6. Anyone handling traps, poisons, baits or dead rodents should clean their hands thoroughly before
carrying out any other duties
5.7. Cats SHOULD NEVER be used to fight rodents because their excrement, urine, and hairs contaminate the
food products. Also, cats are sensitive to many pesticides.
6. Chemical Methods:
6.1. Insecticides are chemicals that fight and exterminate the insects capable of destroying food stocks. The
two kinds of insecticides most used for insect control are the Contact Insecticides and Fumigants
(poisonous gases)
6.2. Only qualified personnel should carry out fumigation. Evidence of certification by an appropriate authority
should be obtained prior to making any contact for fumigation.

Extended Joint Emergency Operations (EXT JEOP) Commodity Management Minimum Standards 4
 6.3. No one should enter a storeroom that has been fumigated for at least three days following the fumigation,
unless otherwise instructed by the fumigation personnel
6.4. Following fumigation, food stocks should be examined by health officials to determine if they are fit for
human consumption.

IV. Warehouse Materials and Equipment

1. Office Equipment: Warehouses should have basic office equipment and furnishings to manage distributions
and facilitate proper documentation. Basic items should include the following:
1.1. Table/s, chair/s, & filing shelf
1.2. Stapler and staple pins
1.3. Hole punching machine and file clips
1.4. Calculator
2. Warehouse Equipment: Warehouses should be equipped with the necessary equipment required to manage
food commodities and their distribution. The necessary equipment includes the following:
2.1. First aid kit (up to date)
2.2. Ground weighing scale w/ minimum capacity of 50 kg
2.3. Fire extinguisher, fully functional and up to date expiry date; should be placed outside of the warehouse or
distribution center
2.4. Flashlight & batteries
2.5. Bucket with stand and water
2.6. Warehouse cleaning materials such as brooms, soap to clean vegetable oil residue on reconditioning
equipment, scoops, jerry cans, etc.
2.7. Rat glue1/rat trap2
2.8. Empty bags for reconditioning cereals, YSP and CSB; the proportion of empty bags should be 2% of the
total number of bags dispatched to the warehouse or distribution center
2.9. Clean jerry cans for reconditioning vegetable oil
2.10. Standard scooping materials in relation to ration sizes
2.11. Twine & needle for stitching open bags and reconstituted bags
2.12. Ladder
2.13. Sampling spear
2.14. Sieve/Sorter

V. EXT JEOP Minimum Standards for Documentation

Commodity management organizations should maintain documents and records that accurately reflect all
transactions involved in the receipt and disposition of all commodities up to the point where the commodities are
issued for distribution or issued for consumption.

The EXT JEOP receives commodities and other assets from USAID/FFP that are to be used for agreed-upon
purposes. These assets, therefore, while under the control of the recipient organizations should be accounted for
through an integrated system of financial recordkeeping at the field and headquarters levels. The books and records

1
Any form of rat poison is totally prohibited in the warehouse
2
Cats SHOULD NOT be used to fight rodents because their excrement, urine and hairs contaminate the food products.
Also cats are sensitive to many pesticides!

Extended Joint Emergency Operations (EXT JEOP) Commodity Management Minimum Standards 5
at these levels must be (1) accurately kept, (2) reflect at all times the quantities on hand and the amounts disbursed,
and (3) meet the needs of internal and external audits.

EXT JEOP consortium partners are required to have proper accounting system in order to track commodity
movements. Accountability commences from the arrival point to the final destination (beneficiaries). A proper
documentation system is a fundamental requirement for verifying accountability in commodity management. The
following documents are required as minimum standards for the EXT JEOP:

1. Waybill
2. Dispatch Note
3. Stack Card (Bin Card
4. Stock Card
5. Goods\Commodity Receiving Note
6. The Commodity Control Ledger
7. Physical Inventory Sheet
8. Monthly Center Commodity/Recipient Status Report
9. Commodity Loss Report
10. Monthly Commodity Movement Summary
11. Minimum Standards for Documentation

1. Waybill\Commodity Dispatch Form

The Waybill or Commodity Dispatch Form is a document for recording the receipt of commodities by the storekeeper.
A Waybill/Commodity Dispatch Form is issued by the port or central warehouse (Primary Distribution Point or PDP)
to a receiving PDP or distribution center. It contains the following information:

 Waybill Number
 Date
 Type of commodity
 Quantity, in units (bags/cartons) and weight in MT (DO NOT use quintals)
 Destination and person responsible
 Shipment/consignment number (Bill of Lading, Operation Number or Packing List reference)
 Name of driver
 Truck plate number
 Donor source
 BUBD

Procedures:
1. The warehouse manager and the truck driver each sign the waybill.
2. Upon receiving this document and confirming all the commodities arrived, storekeepers should sign and date the
waybill. Any discrepancies (damage, loss, shortage) should be noted.
3. Normally, a waybill comes in 4 copies. Copies 1, 2, & 3 are sent with the truck driver. Copy 4 is retained at the
issuing warehouse:
3.1. Copy 1: Returned signed by receiving storekeeper to central warehouse as confirmation of delivery
3.2. Copy 2: Retained by receiving storekeeper
3.3. Copy 3: Retained by trucking company for verification and submitted with invoice
3.4. Copy 4: Retained at central warehouse for record keeping
4. If necessary, such as when using a trucking company for delivery a fourth copy can be issued for the truck driver
for verification and submission with invoice.

Extended Joint Emergency Operations (EXT JEOP) Commodity Management Minimum Standards 6
 2. Dispatch Note
The Dispatch Note is important for recording the dispatch of commodities by the storekeeper. Storekeepers issue a
dispatch note when commodities are sent to distribution sites or when commodities leave the warehouse. There
should be at least three copies of the Dispatch Note; one copy for the party sending the food, one copy for the party
receiving the food and one copy for the transporter. Dispatch Notes contain the following information:
 Dispatch Note Number
 Date
 Destination Distribution Point
 Shipment/consignment number from which the goods are sent
 Quantity of each commodity sent (bags/cartons) and weight in (MT)
 Name of truck driver
 Truck Plate Number

Procedures:
1. The storekeeper and truck driver each sign the Dispatch Note.
2. Upon arrival at the distribution Point, the Distributor signs for any goods they receive. Any discrepancies
(damage, loss, shortage) should be noted.
3. A separate dispatch note should be filled in for each distribution center, even if several commodities are on the
same truck.
4. A separate dispatch note should be filled out for every truck; even if several trucks are going to the same
location.
5. Normally the Dispatch Note should be issued in 8 copies.
5.1. Copy 1: Returned signed by receiver for payment of transport invoice to the drive/carrier.
5.2. Copy 2: Retained at destination for file
5.3. Copy 3: Signed by receiver to the central storekeeper for records.
5.4. Copy 4: Signed by receiver to Logistics Department for file
5.5. Copy 5: For payment of Loading at issuance
5.6. Copy 6: Retained at destination for payment of Unloading
5.7. Copy 7: Driver/Carrier copy for file
5.8. Copy 8: Retain with Pad (book)

3. Stack Card (Bin Card)

A Stack Card (Bin Card) is a card that will be used to record inflow and outflow of a commodity. Each stack must
have a stack card even if there are several stacks of the same commodity in the same warehouse. The Stack Card
must be left on the stack in a position where it can be easily read during physical inventory.

 Records on the stack card should be made based on the waybills and dispatch notes.
 A stack card should have the heading "Commodity Type" and "Warehouse location" it then has columns for
Date, Waybill/Dispatch Note number, description (Distribution Point, Truck Number, etc), Quantity in,
Quantity out, Balance and Signature.
 It is advisable that stack cards have same information on the reverse so that more records can be added
easily.
 If more than one card is needed, the balance should be carried onto a new card and the process continued.
Multiple cards should be numbered, and all cards kept with a stack for easy verification.
 BUBD
 The Gregorian calendar should be used as the standardized dating.

Extended Joint Emergency Operations (EXT JEOP) Commodity Management Minimum Standards 7
Procedures:
1. Storekeepers should fill all the information in the columns and put their signatures on every line for accuracy of
the records.
2. Each transaction (arriving truck, distribution, etc) should be noted on a separate line.
3. Stack cards with nil balance should be filed for future reference.
4. A new stack card should be issued for goods arriving with a different shipment/consignment number.
5. Goods from separate shipments/consignments should not be mixed in one stack.

4. Stock Card
The Stock Card is different from a Stack Card/Bin Card. The Stock Card records all information relating to arrivals
and dispatches by operation number. The Stock Card is very important for reconciling each shipment at a later date.
 Port authority or clearing agents assign one shipment/operation number for a B/L quantity.
 The Stock Card will help to reconcile the total off-take per B/L quantity.
 Shipment/operation numbers can be found on the waybills and storekeepers should check the
shipment/operation numbers of each waybill when posting to stock cards.
 Stock cards with 'nil' balances should be filed labeled "inactive", the same as bin cards, for future
references.
 BUBD
 Program (MYAP or JEOP)

5. Goods\Commodity Receiving Note

The Goods Receiving Note is a printed form in a booklet and designed to serve as a confirmation for delivering
commodities between drivers and storekeepers. The Goods Receiving Note has a number of carbon copies with
different colors serving different purposes, which should be indicated on each copy. The Goods Receiving Note
should have a serialized reference number (could be the waybill number); there should be at least four copies.

Storekeepers and the agency should strictly follow the distribution copies as specified on the Receiving Notes. The
form should contain:
 Date of commodity received
 Name of dispatching port or place
 Truck/trailer number
 Transporting agency name
 Driver's name
 Operation number
 Location of warehouse
 Type of commodity
 Quantity received

There should also be sufficient space to write a remark of the commodities condition. Receiver and transporter
should sign goods Receiving Notes.

Procedures:
1. Storekeepers should correctly record the contents of receipt, i.e.
1.1. Number of units received sound
1.2. Number units damaged
1.3. Number of units short

Extended Joint Emergency Operations (EXT JEOP) Commodity Management Minimum Standards 8
6. The Commodity Control Ledger
The Commodity Control Ledger records all incoming and outgoing commodities by type and by shipment using the
information from waybills and dispatch notes. It should record any loss, damage or reconditioned units. The
Commodity Control Ledger enables reconciliation of all arrivals and distribution of commodity by bill of lading or
operation number.

Procedures:
 Record any losses or damaged commodities.
 Record any reconditioning of commodities.
 Any wrong entries on the Commodity Control Ledger must be corrected or adjusted with all the detailed
information.
 The corresponding correction or adjustment must be also be made on the Stock Card pertaining to that
particular operation or shipment number where the error was made.

7. Physical Inventory Sheet

Each week a Physical Inventory of commodities should be taken by central storekeepers; at the end of the month
another is performed jointly with their supervisors. A Physical Inventory should double check the stack card and
Perpetual Inventory balances. In principle, Physical Inventory totals should agree with the recorded balance. Any
adjustments should be made based on Physical Inventory. The storekeeper and the supervisor should sign this form.

8. Monthly Center Commodity/Recipient Status Report

The Monthly Center Commodity/Recipient Status Report is a monthly report prepared by the storekeeper together
with the distribution supervisor.

 The Commodity Status section of the form records the physical inventory of commodities at beginning of the
month, arrivals during the month, distribution and loss during the month and the book balance and inventory
at the end of the month; the Storekeeper is responsible for filling out the Commodity Status section of the
document.
 The Recipient Status report section of the form records the amount of commodities distributed, the category
of distribution, the number of beneficiaries' served by the commodities, and the categories of beneficiary;
the Distribution Supervisor fills out the Recipient Status section of the report.
 Consortium members should complete and submit to CRS by the 15th of the month (15 calendar days).

Procedures:
1. These forms must be submitted by each distribution center to the respective agency and then to CRS-Ethiopia
by the 15th of each month for the preceding month.
2. CRS-Ethiopia compiles all reports into one report and submits to USAID/FFP no later than 30 days after the
close of the quarter being reported.

9. Commodity Loss Report

The Commodity Loss Report is a form designed to report different type of losses of any kind as they occur.
Commodities should be recorded as Losses when:
 When commodities are damaged beyond recovery
 When they are stolen
 When any other event occurs that prevents them being distributed as intended.

Losses can be categorized into the following:

 Transit losses (during transport)
 Warehouse and Distribution Centers losses (spillage, leakage)

Extended Joint Emergency Operations (EXT JEOP) Commodity Management Minimum Standards 9
  Unfit (infestation, water damage, etc)
 Misuse
 Theft

All losses must be reported on the Commodity Status Report. The reporting format should include the following
information:
 Identify the location of the warehouse or distribution that is reporting the loss
 Commodity type
 PL and BL numbers
 Date received
 Date the loss was determined
 Shipping information
 The status of the commodities
 Quantity determined to be lost (using metric system)
 Actions taken
 Explanation for why/how the loss occurred
 if unfit, why---if lost, how
 if unfit did you obtain certificate

Procedure:
1. Loss forms should be filled by shipment/consignment number to enable easy posting to the stack card, perpetual
inventory and Monthly C/RSR.
2. Senior supervisors, such as each partner’s Emergency Manager, JEOP Manager or Head of Logistics should
approve losses.
3. Where losses are declared unfit for human consumption, a declaration to this effect must be obtained from the local
health officials.
4. Losses reflected in the monthly Commodity/Recipient Status Report should be supported by an approved loss report
form and an explanatory cover letter.

10. Monthly Commodity Movement Summary

The Monthly Commodity Movement Summary is a monthly report submitted by each Counterpart to CRS/Ethiopia,
along with the combined Monthly Commodity Status Report/Recipient Status Report. In it the commodity movements
are summarized for each distribution center storage facility. The report shows the following details:
 Period covered
 Counterpart Name
 Distribution center name
 Number of beneficiaries
 Opening Balance
 Total Arrivals received during the month
 Total available for Distribution during the month
 Total Distribution during the month
 Total Losses during the month
 Closing Balance for the month

Extended Joint Emergency Operations (EXT JEOP) Commodity Management Minimum Standards 10
11. Minimum Standard for Documentation Storage

Documentation is the key to accountability; therefore documents must be stored properly, labeled for easy reference
and be made readily available. Documents should be kept filed in either box files stored on shelves, or in file
cabinets. Documents MUST BE segregated by program (JEOP or MYAP).

The location of documents is also important, as they must be readily available. The below indicates what documents
should be kept at which level:

PDP Secondary Warehouse: Final Distribution Point:

a. Waybill a. Waybill a. Waybill
b. Goods Receiving Note b. Goods Receiving Note b. Ledger
c. Survey Report c. Fumigation Report (if applicable) c. Stock Card (Bin Card)
d. Fumigation Reports (if applicable) d. Stock Card d. Distribution List
e. Stock Cards e. Stack Card e. PVO Authorization (request from
f. Stack Cards f. Warehouse Ledger Book woreda officials)
g. Warehouse Ledger g. Physical Inventory f. Issue Slip (pre-numbered like waybill
h. Physical Reports (weekly, monthly, h. Commodity Loss Report (if allowing food to leave warehouse)
quarterly) applicable) g. Signed Payroll list (list that
i. Warehouse Inspection Reports i. Warehouse Inspection Reports beneficiaries sign)
j. Dispatch Authorization (waybill) j. Dispatch Authorization h. Return Slip (for bringing food back to
Commodity Loss Report k. Beneficiary List the warehouse, signed by distributor)
i. Commodity Loss Report
j. Commodity Status Report
k. Recipient Status Report

VI. Distributions

The following minimum standards for distribution apply:

1. Beneficiary list: The beneficiary list authorized by the local government must be present at the distributions.
The beneficiary list should determine the eligibility of beneficiaries. Receipt of food should be validated by a
signature or thumbprint.
2. Rations: The rations size should correspond to the ration size indicated in the program plan. Rations should not
be distributed to or handled by police or soldier.
3. Branding/Marking: Distributions must recognize USAID as the donor and that the food that beneficiaries are
receiving is gift from the American people. USAID banners and signs should be displayed during the
distributions; however this message should be augmented by announcements to beneficiaries during distribution
periods. Each beneficiary should know the source of the food that they are receiving.

VII. Quarterly Web Interfaced Commodity Reporting: QWICR

QWICR (Quarterly Web Interfaced Commodity Reporting) is a secure, online commodity reporting system accessible
to USAID Washington and Missions, Title II Cooperating Sponsors (CSs). It can be used simultaneously by several
users across the globe.

QWICR contains standardized formats for required reports and a robust ad-hoc consolidated analysis report-
generation mechanism. It allows the user to analyze submissions, track loss trends, and create tables to proactively
comply with Regulation 11 monitoring, oversight and accountability requirements. QWICR enables CSs to submit

Extended Joint Emergency Operations (EXT JEOP) Commodity Management Minimum Standards 11
Regulation 11-required commodity reports (CSR, RSR, LSR, and DMCR) to their responsible USAID Mission in an
accurate and timely manner online
1. Commodity Status Report (CSR)
2. Recipient Status Report (RSR)
3. Loss Report (LSR)
4. Damage or Misused Commodity Reports (DMCR)

Procedure
1. All JEOP partners should track and compile their quartet reports for JEOP commodity from distributions
centers
2. All JEOP partners are required to submit the above mentioned reports to CRS on quarterly basis (15th day
of the next month after end of a quarter) which also in turn to be submitted to USAID
3. Commodity accountants are responsible to manage this system.

VIII. EXT JEOP Best-if-Used-By (BUBD) Tracking System Guidance

As stated in USAID Commodities Reference Guide, Section III: Storage/Shelf Life Specifications, the "Best if Used by
Date”, or BUBD, is different from shelf life. The BUBD is intended to tell warehouse managers how long the product
will retain best flavor or quality. The BUBD is not a food safety date, but can be used as a helpful guideline for
commodity management.

A number of factors can shorten the life of a food product, such as improper handling and inadequate storage
temperatures. As the expiration date is not always noted on the container/bag, the inventory control methods of "first-
in, first-out" (FIFO) should be practiced by those responsible for managing commodity inventories and distribution at
all levels. Products kept past the "Best if Used by Date" are not necessarily "out of condition". Food products may be
eaten after the "Best if Used by Date" if the product has been properly stored, handled, and the primary container is
in good condition. However, food commodities with past BUBD should not be distributed until health officials from
Ethiopian Health and Nutrition Research Institute test and certify that the food is fit for human consumption.

1. EXT JEOP BUBD Tracking System

CRS and its JEOP partners have agreed to implement that system that will track and monitor BUBD of CSB,
Vegetable oil and YSP. The systems requires strict recording of pertinent information on commodity dispatch
form that enable all partners to track BUBD for corresponding food item. Indicating BUBD, Contract \Lot
numbers, operations\packing list number are the ones significantly important. Since food dispatch is made from
CRS PDPs to partners secondary\tertiary warehouses, it is the responsibilities of CRS to specify the mentioned
information on the dispatch form. All partners then compile this information from all food distributions
centers\warehouses and fill in the spread sheet intended to track BUBD. An excel spread sheet has been
devised to help partner implement this system. The spread sheet must raise red flags when it becomes apparent
that commodities are entering their last 6 months before the end of their BUBD. Tips that guide to fill this spread
sheet are inserted as comment.

The BUBD tracking and monitoring report compiled at CRS level should also include contingency plans for
dealing with: a) commodity approaching BUBD, particularly given the duration of time between JEOP distribution
rounds and b) GOE retractions and adjustments to beneficiary numbers once commodities have gone out.

2. Plan for Rolling Out the EXT JEOP BUBD Tracking System
 All staff members working with commodity management in different operational areas of JEOP
partners should be aware of this system by 25th of March 2011

Extended Joint Emergency Operations (EXT JEOP) Commodity Management Minimum Standards 12
  Additional separate agenda is prepared to deal the same issue during in a workshop that has been
arranged to take place on March 29, 2011.
 Commencing March 31, 2011, at the end of each month all partners will submit the BUBD tracking
and monitoring report to CRS which in turn submits to USAID.

3. Verifying that Partners Have Adopted the System and Are Using the System Correctly
To verify whether this system is adopted by the partners, CRS will review monthly reports on BUBD tracking and
monitoring and also cross check the report with weekly PDP reports which tracks the same information for
existing and dispatch balance of concerned food. CRS will verify the implementation of this system by visiting
warehouses at partners’ level.

4. Monitoring Use of the System

BUBD monitoring and tracking would be part of commodity management minimum standards and hence will be
monitored during the JEOP food monitoring process that is going to be executed by independent firms. The
documentations and practice of the above required procedures will be monitored by USAID, CRS and each
consortium member.

IX. Minimum Standards for Reconstitution

In order to minimize losses, it is important that any damaged commodity be reconditioned immediately. Priority for
dispatch should be given to reconditioned goods. Storage facilities should be equipped with extra empty bags,
sewing materials and containers for reconditioning. Scales should also be available for accurate weighing of
reconditioned commodities. It is advisable that the extra containers be of the same size as the original containers and
clean. Stacks containing reconstituted commodities should be clearly marked, indicating the reason for reconstitution.
It is important for the storekeeper to identify the nature of the damage of the goods for appropriate action.

1. Wet bags
1.1. If bags are wet by rain during delivery the contents can be dried and repacked
1.2. If bags are contaminated with petroleum products, they should be separated and certified by health officials
for destruction. They must not be given for human or animal consumption
1.3. If wet bags are found inside storage facility due to humidity the contents can be dried and repacked.
However, certification for human consumption, animal feed or destruction should be sought from health
officials prior to any distribution
1.4. If wet bags are found inside storage facility due to roof leakage or flooding they can be dried and repacked.
However, certification for animal feed or destruction should be sought from health officials prior to any
distribution.
2. Torn Bags
2.1. Repack the CSB in clean bags. Refilled bags should be the same weight as non-damaged bags
2.2. Reconditioned bags should be kept separately and should be dispatched as soon possible
2.3. Personnel repackaging the CSB should be clean and wear protective clothing (aprons/overalls), clean
rubber gloves, hair nets or caps into which all hair is placed and dust masks
2.4. The area where repacking of CSB is carried out must be clean and hygienic
3. Punctured Tins
3.1. Pour oil from punctured tins into undamaged, clean containers that can be sealed
3.2. If the puncture occurred during handling, in the presence of the storekeeper, the oil should be poured into
containers and put in one stack.
3.3. They should be authorized by health officials for human consumption, animal feed or destruction prior to
any distribution
3.4. If the tins arrive punctured, the oil should be poured into containers and set aside in a different stack. The
oil should be authorized by health officials for human consumption, animal feed or destruction prior to any
distribution.

Extended Joint Emergency Operations (EXT JEOP) Commodity Management Minimum Standards 13