PARCEL Standards – Warehousing
Procedures are in place to ensure that warehousing meets project needs. Warehouse selection is based on analysis of options against a list of criteria, including, in an emergency, the anticipation of future requirements / scaling up.
Warehouse Layout / Design
The Warehouse is organised in a way which allows easy access to and flow of goods, including receiving, kitting and dispatch. Goods are separated as needed by type (e.g. food from non-food) and by project / donor where possible. Goods are stored safely and securely to prevent material loss, damage and personal injury. Layout is efficient and makes use of shelving, pallets and racking.
Receipt of Goods
On receipt or as soon as practical:
- Goods are checked for quantity, quality, and conformity with the purchase order.
- A written record of receipt, signed for by an authorised person, is generated and retained.
- Stock is put away without delay after checking and the stock records are updated promptly.
- Any discrepancies or deficiencies identified in goods received are reported for follow-up.
Picking, Packing, and Dispatch
Goods are only requisitioned or removed from the warehouse with written authorisation against an active project. A written record of dispatch (e.g. Waybill) is generated, signed and a copy accompanies the goods to their end destination. Goods are packed or repacked in a way that minimises the risk of loss or damage in transit and stock records are updated promptly when goods are issued.
Stock Obsolescence / Transfer / Disposal
Stocks are actively managed and reviewed to minimise obsolescence and wastage. Where stocks are identified as either obsolete or requiring disposal, written procedures are in place, which include, as a minimum:
- Clear authorisation roles (internal and external)
- Handling of specific donor requirements (e.g. Environmental disposal)
- Disposal method decision (Donate / Transfer / Sell / Destroy)
- Details of which documentation to keep on file
- Staff can explain these processes and paperwork supports current process compliance.
Procedures are in place to:
- Plan stock and storage needs in the context of all project needs.
- Monitor stock levels and reorder when required to meet the project needs.
- Where stocks are held for different donors, keep records separately for each.
- Rotate stock as goods are received/despatched to minimise wastage.
- Reconcile stock records with actual physical counts regularly (frequency may be determined by donor requirements for a specific project and/or by the volume of stock movements).
- Stock Discrepancies are reported and investigated and corrective action is taken to reduce the risk of further loss.
The organisation is able to produce management reports on stocks per Project, including Stock Movements and Current levels by:
- Ensuring that all stock receipts, issues, transfers, disposals and adjustments are documented and authorised.
- Updating stock records on a daily basis.
- Consolidating stock records information into a system / excel spreadsheet.
Special Types of Goods
Procedures are in place, understood and followed by relevant staff, for handling and storing Special Goods, including:
- Fuels and other hazardous and harmful goods (e.g. chemicals).
- Foodstuffs and Seeds.
- Pharmaceuticals and medical supplies.
- Tools / sharp or hazardous objects which could cause injury to staff if not handled correctly.
Procedures include consideration of:
- Goods separation and labelling / signage
- Refrigeration and temperature / humidity control
- Pest control
- Fire prevention
Direct to Site Delivery of Goods
A full paper trail is created and retained for goods delivered direct to field sites or “transiting” the warehouse without being taken into stock.