Bulk Distribution Operations Disaster Services. Participant Handouts

Transcription

1 Bulk Distribution Operations Disaster Services Participant Handouts July 2012

2

3 Scenario One: Opening a Fixed Distribution Site It has been raining for the last three days in Central County and widespread flooding has occurred throughout the area. Flooding has affected many neighborhoods and families have evacuated. The Central County chapter is scaling up to a larger relief operation because the scope of the disaster has now exceeded its resources and capacity. A disaster relief operation (DRO) has been established and a DR number has been assigned. You have been assigned to this relief operation (DR182 Central County floods) as a Bulk Distribution worker. Your supervisor, Tina Rodriquez, has communicated to you and three other Bulk Distribution workers that you will help set up a fixed distribution site. Your first task is to order supplies. All supplies will be shipped to the Bulk Distribution storage area at 1234 Red Cross Lane, Central County, Florida The contact person is Ken Wong, (123) Your supervisor gives you the following list of supplies that need to be ordered by 9:00 a.m. today: 75 cleanup kits 160 comfort kits (16 kits per case) 60 bottles of bleach (3 bottles per case) 72 bottles of hand sanitizer (24 bottles per case) 50 boxes of trash bags Task Assignment: Complete a Disaster Requisition (F6409) Directions: With your team, you have 10 minutes to discuss the scenario and complete the task assignment: o Complete a Disaster Requisition (F6409) by filling in all of the sections using the information given in the scenario. o On newsprint, make a list of additional supplies/equipment you think would be needed at a fixed distribution site for this flood event. Select a recorder to record your team s responses and a spokesperson to present your team s list. Resources: Bulk Distribution Handbook Disaster Requisition (F6409) (blank form) Bulk Distribution Matrix Worksheet

4 Scenario Two: Bulk Distribution Operations at a Fixed Site Logistics delivered the bulk supplies you ordered to the storage area at 11:30 a.m. today. To get the fixed distribution site set ready for clients, you and the other Bulk Distribution workers have been assigned the following tasks by your supervisor: Ensure you received the correct supplies and the number ordered matches the number received. Load the bulk supplies onto a 17 box truck. Deliver the supplies to the Central County Community Center by 2:00 p.m. Set up the site and distribute the bulk items to the clients. You arrive at the community center on time and find out that the multi-purpose room has been designated as the area for bulk distribution. The hours of operation today are from 3:00-7:00 p.m. You need to set up the area and be ready for clients by 3:00 p.m. Your supervisor has instructed your team to distribute bulk supplies to the clients in the following quantities: Cleanup kits 1 kit per family Comfort kits 1 kit per client Bleach 1 bottle per family Hand sanitizer 2 bottles per family Trash bags 1 box per family One hundred clients, consisting of 24 families, came to the community center to pick up supplies today. Many have been in Red Cross shelters for the past three days and were worried about what they will find when they return home. They had lots of questions about what to do next and the types of assistance that will be available to them. Task Assignment: Respond to the scenario questions about Bulk Distribution work at a fixed site. Directions: With your team, you have 15 minutes to discuss the scenario and complete the task assignment: o What do you need to do to ensure the accountability of Red Cross assets? o What are some safety measures Bulk Distribution workers should consider when setting up a fixed distribution site? o List on newsprint, some interpersonal skills that Bulk Distribution workers need for effective conversations with the clients at this distribution site? o List on newsprint, three or four questions you might ask the clients who show up at this distribution site. Select a recorder to record your team s responses and a spokesperson to present for your team. Resources: Bulk Distribution Handbook Disaster Requisition (F6409) (answer sheet) Disaster Requisition Receipt (F6409B)(completed)

5 Scenario Three: Closing the Fixed Distribution Site You completed your first day at the fixed distribution site. It was busy with 100 clients, consisting of 24 families, showing up for bulk items. Tina, your supervisor, has called a meeting to brief your crew on the day s activities and the steps for closing down for the day. The following items were included in the briefing: Thanks for a great day. 25 cleanup kits and 25 comfort kits from your site s inventory were given to the supervisor at the fixed distribution site located at Central County High School to replenish their supplies. 100 more clients are expected to show up tomorrow to pick up bulk supplies. This site will open again at 10:00 a.m. tomorrow and the same crew will return to distribute the bulk items. Before leaving for the evening, all remaining bulk supplies and equipment must be secured and all reporting must be completed and submitted to your supervisor or the appropriate group/activity on the relief operation. Task Assignment: Complete the Bulk Distribution Daily Site or Route Record and discuss how to close down a fixed distribution site at the end of the day. Directions: With your team, you have 15 minutes to discuss the scenario and complete the task assignment: o Fill in a blank Bulk Distribution Daily Site or Route Record reflecting the total number of bulk items issued to the clients and to Central County High School distribution site today. Use the Disaster Requisition (F6409) answer sheet from the first scenario and the distribution criteria listed in the second scenario to help you fill in this form. o What tasks need to be completed at the end of the day to ensure the site is ready for bulk distribution tomorrow? o What information should you share with your supervisor about the clients who stopped by today? Select a recorder to record your team s responses and a spokesperson to present for your team. Resources: Bulk Distribution Handbook Disaster Requisition (F6409) (answer sheet) Bulk Distribution Daily Site or Route Record (blank form)

6

7 Disaster Requisition (F 6409) I) Basic Information DR #: DR Name: Today s Date: Requisition #: SCREM Trip #: Requisition Type (This requisition is for): Shipment Return Transfer II) Ship to Information (To be filled by the Requester) Name: Phone #: Address: City: State: Zip: Special Instructions: Drop Trailer: IKD: (Check the box if items are needed only if sourced as an in-kind donation) III) Requester s Information (To be filled by the Requester) Prepared by (Print name): Prepared by (Signature): Group: Activity: IV) Description of Item(s) Unit (U) of Total Qty Quantity Stock No. Measure Item Description (Q) (EA/PK/CS/BK) (Q x U = E) Need by (Date) Status V) The following information must be filled in by the APPROVER ONLY I hereby verify that the items requested above are in concurrence with the Service Delivery Plan. Approved by (Print name & title): Approved by (Signature): Please send original completed form to LOG Supply on the disaster relief operation. LOG Supply should fax the form to DLC at or at DLC@usa.redcross.org. Disaster Requisition (F 6409) Rev. 9/2010

8 Instructions for completing the form Disaster Requisition (F 6409) Use the Disaster Requisition (F 6409) to ship items to and from disaster relief operations, Disaster Field Supply Centers (DFSCs) or other related disaster sites. An authorized person must complete this form. The Disaster Requisition (F 6409) is located on the disaster services form pages on CrossNet. Use a different Disaster Requisition (F 6409) for each shipping address. Use and attach multiple forms if all items do not fit on one form. The person who requisitions the purchase of goods or services should not be the person who approves the purchase. Use the instructions below to complete all the sections of this form: I) Basic Information DR #: Enter the DR # and year DR Name: Enter the DR Name Today s Date: Enter date in mm-dd-yy format Requisition #: Enter a unique Requisition #. This block is to be filled by NHQ DLC personnel only. SCREM Trip #: This is to be filled in by SCREM Requisition Type: Check the appropriate box for the type of requisition: Shipment, Return or Transfer II) Ship to Information (to be filled by the Requester) Ship to Contact Information: Enter the contact name, phone # and the complete shipping address for where the items are being shipped. Special Instructions: Enter any special instructions (up to 60 characters), e.g., specific instructions for the driver Drop Trailer (Checkbox): Check if a drop trailer is being requested IKD (Checkbox): Check if items are needed only if sourced as an in-kind donation III) Requester s Information (to be filled by the Requester) Prepared by (Print name): Enter the Requester s Name. Please write legibly. Prepared by (Signature): Enter the Requester s Signature (digitally typed or digital signature is acceptable) Group: Enter the Requester s Group Activity: Enter the Requester s Activity IV) Description of Item(s) Stock No.: Enter the Stock No. for the item if known Quantity: Enter the # of Units of Measure Unit of Measure: Enter the Unit of Measure (EA-; PK- Pack; CS-Case; BX-Box) Total Qty (): Enter the number Quantity x Unit of measure = Total Item Description: Enter the description of the item Need by: Enter the date and time for when the items are needed Status: Enter the order fulfillment status of the item (this block is for disaster relief operation and SCREM use only) V) Approver Checkbox: Certifies items are in concurrence with the Service Delivery Plan Approved by (Print name and title): Enter the Name and Title of the Approver Approved by (Signature): Enter the Signature of the Approver (digitally typed or digital signature is acceptable) When you have completed the information on this form and received approval, forward to LOG Supply on the disaster relief operation. LOG Supply should then fax the form to DLC at or at DLC@usa.redcross.org. Disaster Requisition (F 6409) Rev. 9/2010

9 American Red Cross Bulk Distribution Matrix Worksheet Disaster Type: Item: * As indicated by MC Admin Earthquake Flood Hurricane Ice Storm Tornado Volcano Wildfire HAZMAT Pandemic WMD Cleanup kit X X X X X X * * Comfort kit X X X X X X X * * Baby formula X X X X X X X * X * Baby wipes X X X X X X X * X * Bathroom tissue X X X X X X X * X * Bleach, chlorine X X X X * * Bucket, w/ handle (5 gallon) X X X X X X * * Lip Balm, SPF 15+ X X X X X X X * * Container, storage (plastic, stackable, w/lid) X X X X X X * * Cooler X X X X X X X * * Diapers, adult X X X X X X X * X * Diapers, baby X X X X X X X * X * Eye Drops, saline X X X X X X * * Feminine hygiene products X X X X X X X * X * Flashlights/batteries X X X X X X X * * Gloves, work X X X X X X X * * Hand sanitizer X X X X X X X * X * Hose, garden with nozzle X X X X X X * * Insect repellant X X X X X X * Lanterns/batteries X X X X X X X * * Mask, dust * * * * * * * * Paper towels X X X X X X X * * Pedialyte or equivalent, unflavored (1 liter) X X X X X X X * X * Rake, garden (rigid tine) X X X X X X * Rope, nylon X X X X X X * Shovel (square flat nose) X X X X X X X * * Sunscreen X X X X X X * Tape, duct X X X X X X * * Tarps X X X X X * * Trash bags (32+ gallon, package of 20) X X X X X X * Water (1+ gallon) X X X X X X X * * December 2007

10

11 Disaster Requisition Receipt (Form 6409-B) I) Basic Information DR #: DR Name: Today s Date: Requisition #: II) Description of Item(s) Stock No. Quantity (Q) Unit (U) of Measure (EA/PK/CS/BK) Total Qty (Q x U = E) Item Description Status III) Acknowledgement by person receiving items I hereby certify that I have received all of the items listed above. (If all the items listed above have not been received, please provide an explanation in the space below) Received by (Print name): Received by (Signature): Date: Group: Time of arrival: Activity: Disaster Requisition Receipt (Form 6409-B) Rev. 9/2010

12 Instructions for completing the form Disaster Requisition Receipt (Form 6409-B) Use the Disaster Requisition Receipt (Form 6409-B) to acknowledge receipt of materials requested on the Disaster Requisition (Form 6409) by Groups/Activities on the disaster relief operation. Disaster Requisition Receipt (Form 6409-B) is for field use only. Use the instructions below to complete all the sections of this form: I) Basic Information DR #: Enter the DR # and year DR Name: Enter the DR Name Today s Date: Enter date in mm-dd-yy format Requisition #: Enter a unique Requisition #. II) Description of Item(s) Stock No.: Enter the Stock No. for the item if known Quantity: Enter the # of Units of Measure Unit of Measure: Enter the Unit of Measure (EA-; PK- Pack; CS-Case; BX-Box) Total Qty (): Enter the number Quantity x Unit of Measure = Total Item Description: Enter the description of the item Status: This is to be filled in by supply on a disaster relief operation III) Acknowledgement by person receiving item Checkbox: Certifies receipt of items Received by (Printed name): Enter the name of the recipient Received by (Signature): Enter the signature of the recipient (digitally typed or digital signature is acceptable) Date: Enter date in mm-dd-yy format Time of Arrival: Enter arrival time Group: Enter the Requester s Group Activity: Enter the Requester s Activity Disaster Requisition Receipt (Form 6409-B) Rev. 9/2010

13 # /Cs Issue Unit Cleanup Kit 1 /cs Comfort Kit 16 /cs Batteries Bleach Bucket (5 gallon) Lip balm Container, storage Cooler Flashlight Gloves, work Hand sanitizer Hose, garden Hose nozzle Insect repellant Mask, dusk Paper towels Rake Shovel Sunscreen Tape, duct Tarp, plastic Trash bags Water (1+ gallon) Water (bottled) case Other Bulk Distribution Daily Site or Route Record Date: DR#: County and State: Fixed Site Location or Mobile Route and Vehicle Number: Completed By and Phone #: Crew Member(s): Pack Pack Pack Roll Pack Case Beginning Count Additional # Issued In # Transferred Out to Other Sites Ending Count Total Issued Other BD Items Total Bottled water, each Beverage, each Snacks, each Total Snacks Shelf Stable Meals Notes:

14

15 mission The American Red Cross prevents and alleviates human suffering in the face of emergencies by mobilizing the power of volunteers and the generosity of donors. vision The American Red Cross, through its strong network of volunteers, donors and partners, is always there in times of need. We aspire to turn compassion into action so that......all people affected by disaster across the country and around the world receive care, shelter and hope;...our communities are ready and prepared for disasters;...everyone in our country has access to safe, lifesaving blood and blood products;... all members of our armed services and their families find support and comfort whenever needed; and... in an emergency, there are always trained individuals nearby, ready to use their Red Cross skills to save lives. values We reaffirm our commitment to the Fundamental Principles of the International Red Cross and Red Crescent Movement and add to these principles five values that are essential to our continued success in meeting our mission. Compassionate: We are dedicated to improving the lives of those we serve and to treating each other with care and respect. Collaborative: We work together as One Red Cross family, in partnership with other organizations, and always embrace diversity and inclusiveness. Creative: We seek new ideas, are open to change and always look for better ways to serve those in need. Credible: We act with integrity, are transparent guardians of the public trust and honor our promises. Committed: We hold ourselves accountable for defining and meeting clear objectives, delivering on our mission and carefully stewarding our donor funds. H21232

16 Global Red Cross and Red Crescent Network Fundamental Principles humanity impartiality neutrality independence voluntary service unity universality The Red Cross, born of a desire to bring assistance without discrimination to the wounded on the battlefield, endeavors in its international and national capacity to prevent and alleviate human suffering wherever it may be found. Its purpose is to protect life and health and to ensure respect for the human being. It promotes mutual understanding, friendship, cooperation and lasting peace amongst all peoples. It makes no discrimination as to nationality, race, religious beliefs, class or political opinions. It endeavors to relieve the suffering of individuals, being guided solely by their needs, and to give priority to the most urgent cases of distress. In order to continue to enjoy the confidence of all, the Red Cross may not take sides in hostilities or engage at any time in controversies of a political, racial, religious or ideological nature. The Red Cross is independent. The national societies, while auxiliaries in the humanitarian services of their governments and subject to the laws of their respective countries, must always maintain their autonomy so that they may be able at all times to act in accordance with Red Cross principles. The Red Cross is a voluntary relief movement not prompted in any manner by desire for gain. There can be only one Red Cross society in any one country. It must be open to all. It must carry on its humanitarian work throughout its territory. The Red Cross is a worldwide institution in which all societies have equal status and share equal responsibilities and duties in helping each other. The American Red Cross is part of the global Red Cross and Red Crescent network, which works to prevent and alleviate human suffering around the world. This network includes national Red Cross and Red Crescent societies like the American Red Cross in almost every country; the International Federation of Red Cross and Red Crescent Societies, which coordinates international assistance; and the International Committee of the Red Cross, which focuses exclusively on areas of armed conflict. The network is united by a shared commitment to the fundamental principles listed above. H /12