Slide 1
Distribution
WFP Logistics, We Deliver
Slide 2
Lesson Plan: Distribution
LEARNING OBJECTIVES:
By the end of the session, participants will be able to:
 Describe the distribution system types, selection criteria and cost implications
 Describe the considerations for distribution planning and setup
 Describe the various distribution layouts and actors involved in the distribution cycle
Structure
Timing
Introduction
5 minutes
Activities
Explain lesson objectives
Distribution Systems
10 minutes
Who to distribute to, distribution types, selecting a distribution system and elements
and cost implications for distribution
Distribution Planning
10 minutes
Outline the planning process, frequency, considerations, resource requirements, and
coordination of preparing for a distribution
Setting up and Conducting a
Distribution
10 minutes
Outline the design of the layout of the site to setting up the site, registration of
beneficiaries, security considerations and post distribution activities
Exercise: Distribution Planning
30 minutes
Groups to draw a distribution plans taking into consideration the points provided and
list all materials and resources required
Distribution Layouts
10 minutes
Discuss the various types of distribution layouts (single flow, multiple flow, segregated
flow) pros and cons for each and reasons for selecting each type
Actors involved throughout the
Distribution Process
10 minutes
Lesson End/Plenary
5 minutes
Total Lesson Length
90 minutes
Outline the various actors (beneficiaries, community leaders, NGO, INGO, RCRC), and
interactions and what to expect from them in a distribution
EVALUATION / RECAP QUESTIONS:
The facilitator should ask the questions below, or similar questions to the class to recap
the lesson to ensure participants have understood the lesson content.
 What are the different types of distributions and when are they used?
 What are the keys for a successful distribution?
 What are the 2 main things to control during a distribution?
Facilitators should familiarize themselves with the lesson well in advance of the training to
become familiar with the content, exercise requirements (printing etc.) and timing of the lesson.
It is important to become familiar with the lesson objectives. This slide is meant only for the
facilitator and should not be printed in the participant work book and should not be displayed in
class. In the following slide the lesson objectives are displayed and this should be used to
introduce the lesson and give a brief overview of what participants can expect for the lesson.
When practicing the lesson prior to the training, facilitators should use the timing listed in this
slide to ensure they have enough time for each element to avoid facilitating the lesson too
quickly or running out of time.
Slide 3
Lesson Objectives
By the end of this lesson, you will be able to:
1
Describe the distribution system types, selection
criteria and cost implications
2
Describe the considerations for the distribution
planings and the possible setups
3
Describe the various distribution layouts and
actors involved in the distribution cycle
Slide 4
Who Do You Distribute To?
Blanket distribution
Targeted distribution
Who do you distribute to?
• First consideration is what is the affected population and what do they need.
• Do a quick assessment, including consulting communities and then later more detailed
assessments could be done.
• One of your first considerations is: Do you need distribution to entire population in an area or
only vulnerable groups?
• And if several commodities, does all go to all population or some items need to be targeted?
• You might also want to do a distribution to all – blanket distribution for the first period after
the emergency and then continue for longer to targeted vulnerable groups. Examples of
targeted distribution, could be additional nutritional products for pregnant and lactating
women, and children under 5.
Remember also what we discussed before on the difference between one-off distribution vs
pipeline, i.e. some items like a tent you will only give once to the beneficiaries, while food might
need to be given several times on intervals.
If you are doing food, you again have choices to make between providing meals vs giving
products that the beneficiaries will be preparing themselves. Make sure when choosing your
products that they have the means to prepare/cook it in the location they are residing and that
it is commodities they know or are thought have to prepare.
Also as discussed, you might be looking at distribution through a service, e.g. health facility.
Vs a direct distribution to beneficiaries of relief goods. We’ll in the continuation of this module,
mainly look at the distribution of goods.
Registration
Registration of your beneficiaries and issuing of ration cards / identifying the beneficiaries,
means you know how many people to plan sourcing, transport and distribution for. It also
ensures transparency of what relief aid money has gone to, with you being able to document
who was registered as needed, and after the distribution who got aid. It is also a measure that
makes it more difficult for people to claim multiple assistances.
During the registration you would normally register following data:
Total population (both family size and number of individuals) –you need to be able to calculate
how much of each item you will require…food is generally done per person while other items
tends to be per household …need to have the Total Population figures to prepare your
distribution calculations.
Names of your beneficiaries, depending on the distribution modalities, you might identify the
head of household, family member or leaders that will collect on behalf of the others.
Break down by sex/age – additional relief programs might make use of the data (E.g.: medical)
so if time permits do it.
More detailed information might be required depending on your targeting, but time is also a
factor and you might not have time to do a full survey of beneficiary needs.
Needy / abusers – Confirm the needs assessment …Who and why might someone abuse the
registration system? The powerholders within the camp may have more than their fair share of
food vouchers and will be reluctant to give them up or...
Learn about the beneficiary pop. – You might for example, learn through the process of
registration, about particular conditions in a camp…and through this identify the need for
additional program work
Vulnerable groups – who are they? What is their vulnerability and why are they vulnerable?
Phases of Registration
Estimating the pop – first rough estimation
Planning & information campaign – inform on how you will be doing the formal registration and
where and when
“Fixing” the population – full registration
Collection of information and issue of registration cards
Computerization
Verification
Slide 5
Type of Distributions
Distribution Type 1: To groups through the group leadership
Distribution Type 2: To groups of heads of families
Distribution Type 3: To individual beneficiaries or individual heads of families
Distribution Type 1: To groups through the group leadership.
Commodities are given in bulk to the leader of a group who further divides them among the
group, also called indirect distribution.
Indirect - Items are handed over to representatives of the beneficiaries, local organisations or
authorities who are then entrusted with the final distribution to individual beneficiaries. This
system of distribution is faster and easier, but obviously results in less control over the
distribution of the goods to the beneficiaries.
Distribution type 2: To groups of heads of families.
More or less the same as type 1, but smaller groups with this model. One is not giving to
community leaders, but bundling groups of families together. Commodities for a group of
families are distributed to group representatives, who immediately redistribute them to
individual family heads
Distribution type 3: To individual beneficiaries or individual heads of families.
Direct- Items are handed over directly to the beneficiary, usually through the family head. This
system allows for efficient control of the flow of supplies to the final beneficiary. However, this
method requires a good working knowledge of the affected population and experienced staff, as
well as a comprehensive logistical, administrative and infrastructure capacity.
Slide 6
Selecting a Distribution System
Min
Max
Individual heads of families
(Type 3)
Level of
control by
the
population
Groups of heads of families
(Type 2)
Resources
needed to
implement
system
Groups through the leadership
(Type 1)
Max
Min
Finding the balance between systems will often be a affected by cultural and security
considerations.
Vulnerable can have special distributions at different locations.
Slide 7
Elements of Distribution & Cost Implications
Order
Processing
Costs
Customs
Handling
Costs
Storage
Costs
(Dist Site)
Storage
Costs
Cost/Value of Goods
External
Transport
Costs
Internal
Transport
Costs
Shipping
Costs
Cost of
goods
Distance/Process Stages
Each step adds to the cost, and all add to total overhead
• Distribution, in addition to representing the highest value of the goods, also represents the
most vulnerable point.
• This vulnerability may be due to lack of security, a difficult environment and lack of adequate
monitoring.
• It is the most likely area for supplies to be diverted from the end user, and the most distant
area from your organization’s oversight.
A good distribution plan is therefore not simply a document that indicates what has to go
where and when, but a key document that allocates supplies, outlines the responsibility
points for supplies, and serves as the main justification for related expenditure, e.g.
transport, warehousing.
• One of the main functions of distribution is to ensure economic operations for goods to
reach the end point at the right price.
Slide 8
Distribution Set-up
Involvement of
local stakeholders
Beneficiary
Involvement
Assessment
Frequency
Registration
Method
Site &
Planning
•Waiting Area
•Set-up
•Flow
•Stocks
•Equipment
•Facilities
Supplies
Distribution Plan
produced
Staffing
•Specification
•Sourcing
•Lead-time
•Customs
•Transport
•Storage
Security
Distribution
Reporting and Monitoring
Facilitator should use this slide to pick-up where the discussion left to go through a few more
considerations and principles and put it all together.
Beneficiary participation is essential during the planning and implementation of a distribution
to:
1- Increase the effectiveness of the distribution, especially when women are involved
2- Reinforce beneficiaries’ sense of dignity and self-worth in times of need,
3- Stimulate civil society and build capacity and generate a sense of community and ownership,
which can help ensure the safety and security of beneficiaries and distributors.
Principles of Distribution System
Equitability – The distribution process must be equitable. Beneficiaries must be identified on
the basis of need and not on the basis of political or religious beliefs, ethnicity or nationality.
Participation – Beneficiaries should be involved in the planning and decision-making process.
Transparency – Beneficiaries should be informed of quantity and type of commodities to be
distributed, any changes to previous distributions and why, and how the distribution will be
conducted.
Appropriateness –taking into account local customs, habits and traditions.
Accountability – The distribution process needs to be accountable. Beneficiaries should be
registered and monitoring and control mechanisms must be in place at each stage of the
distribution.
Coordination – Distributions are chaotic and therefore need to be planned carefully and staff
must be aware of their responsibilities and what to do in the event of problems and disputes.
Slide 9
Preparation Planning
Preparation &
Planning
Layout
Registration &
Distribution
Post
Distribution
Security
Type & Frequency
Special
Considerations
Distribution Plan
Distribution
Schedule
Link to Programme
Resource
Requirements
Initial Planning:
• Determine the most appropriate distribution system to use (e.g. direct to distribution point.)
• Determine distribution frequency and number of distribution points, and identify primary, secondary and
tertiary distribution points.
• Distribution points? (Where, how many)?
• Distribution cycle? (How often are supplies to be distributed)?
• Special Considerations
• Are there any special groups to consider? (Which are the most vulnerable?)
• Consideration of local customs?
• Type of assistance delivered (weight, volume, packaging, how they will carry it back…)
• Develop and document a distribution plan, including supply chain and logistics aspects such as roads and
warehouses.
• Design and implement a distribution schedule depending on priorities and
• taking into consideration delivery dates
• Ensure that distribution planning is based on program plans and program distribution schedules
• Ensure that the quantity of goods available on the day is enough to supply the needs of all those eligible. A
perceived shortage could cause tension or a disturbance. Work with programs according to quantities in their
distribution plans
• Resource Requirements and Constraints
•
Access (Roads/ bridges/ runways) for trucks
•
Access for beneficiaries (how they will access and carry relief items back)
•
Warehouse availability and capacity
•
Resources available (Fuel, Food, medical facilities, Water, shadow)
•
Transport available (car, trucks, boats, others)?
Slide 10
Preparation Planning
Preparation &
Planning
Layout
Registration &
Distribution
Security
Location
Cooperation &
Coordination
Beneficiary
Participation
Timing
Information Sharing
Human Resources
Stocks, Lists and Spare
Capacity
Safety & Security
Post
Distribution
Spend time days in advance to streamline and verify your beneficiary list. Ensure that enquiries are directed at
registration staff, not at distributors. Tension will occur when there are people not on the list, or if the list is done
poorly, or when there is a delay in the smooth flow of people through the distribution site.
Sound planning is essential for an effective distribution, it is important to consider the following:
Location:
• Identify appropriate distribution point/centre based on the location and number of beneficiaries,
• Availability of storage, site access, water and sanitation facilities and security considerations (neutral area)
• In open areas away from crowded places but easily accessible. In highly populated areas.
Cooperation & Coordination
• Strong coordination between different units.
• Cooperate with other humanitarian organisations, and key stakeholders (local leaders, other govt. officials,
police forces, distribution committee)
• Coordination with other organisation operating in the same region (to avoid overlap and/or scheduling major
distributions on the same day).
Beneficiary participation
• Assign responsibilities to the beneficiaries, such as crowd control, movement of supplies etc.
• Food Committees Considerations for discussion – bulk /wt /containers, distance to carry, security on route, mix
of commodities
Timing
• Consider the timing and schedule of the distribution to avoid long queues and crowds, and excessive waiting in
the heat.
• Frequency
Information Sharing
• Inform beneficiaries in advance of the timing, distribution procedures and their entitlements – and if possible –
regularity information campaign 3 prong approach.
• Use of local media, awareness of location and requirements
• Targeting criteria – transparency
• Number that can be assisted on one day
• Alternate chain of information women and vulnerable groups.
• Identify local contacts to verify road conditions and information on security or liaise closely with the security
point person in the organisation for the required information.
Human Resources
• HR Capacities (in the communities, NGO’s INGO’s, RCRC volunteers…)
• Storekeepers, Security, Distributers, Registration staff etc.
• Ensure that all staff are familiar with all the distribution documentation and reporting requirements as mistakes
can cause major problems later.
• Where possible, have the labour force that unloaded the trucks to double as security, to prevent unauthorized
access and possible swarming and looting of the goods. An incentive may need to be given for this work
Stock, lists and spare capacity
•
Make sure the commodities are ready at location for distribution and that you have extra capacity so do not
run out during the distribution.
• Make sure you have the latest updated beneficiary list, ration cards, stamps etc and all other documentation
needed for the distribution.
• If you are running a computer based system, a back up system is good to have in case of system failure.
• Prepare key documentation (distribution plan, registration card, distribution report, waybill, coupon, etc.)
Safety and security
• Ensure effective communication equipment is available for staff (VHF handsets) to ensure their safety
• Crowd control plan and ensure you have crowd control personnel who are easily identified (hats, armbands
etc).
• Deal with potential problems early.
• Consider having a separate team of staff who deal only with beneficiaries’ concerns and complaints.
• Consider having medical staff on hand for large distributions.
• Evacuation plan should things deteriorate significantly and make sure that all staff are fully briefed
• Coordination with local authorities / police
Slide 11
Layout
Preparation &
Planning
Registration &
Distribution
Layout
Security
Post
Distribution
Waiting
Area
Relief
Item 3
ID Check
Relief
Item 1
Exit
Relief
Item 2
Storage Zone
Enter
Registration
Call
Monitoring
Identity Check
Beneficiary Flow
Security perimeter
Arrival and set-up:
• Distribution must be carried out in an efficient and organized manner. Try to minimize the
amount of time which beneficiaries will need to spend queuing – consider what the cost of
that time will be to the beneficiaries
• Staff should arrive ahead of time.
• Site set up correctly and equipment ready.
• Make sure that all staff are fully aware of the Distribution Plan (role, responsibilities, security
plan.)
• Ensure relief items are available and accounted for.
• Shade, water, latrine while queuing
• Ensure team comfort (water, food, regular pauses and switches). Also ensure they have an
area available where they can take a rest/ eat not in front of the beneficiaries
• Make sure there is enough Water, Sanitation facilities and shadow provided (or more widely,
any weather relevant situation: cold, sun, rain, etc..)
• Make sure there are some people designated to go through the lines and check on people
(pregnant, elderly, etc…)
• All staffs and volunteers involved ARE CLEARLY IDENTIFIED
• Make sure everyone involved understand its role. That includes the staff, the community’s
leaders, the authorities, the security, etc…
Layouts vary (will be covered later in the lesson) but the basic layout considerations are:
• (Click 1) Make sure basic facilities are available in the waiting area, such as water and shelter
from sun/weather
• (Click 2) If waiting is expected, toilet facilities should also be available in the area.
• (Click 3) Make sure the area has a layout that ensures crowd control and that it is clear for
everybody where they should be going. Clear entry and exit. Sign boards etc. ONLY ONE
ENTRANCE AND ONE EXIT. Site is organised so that people cannot move back
• (Click 4) An area where questions could be asked, grievances address, and clear separation of
waiting area, registration area and distribution point is advisable.
• (Click 5) The distribution area need to be separated from trucks/ storage (when possible).
The Storage area should be restricted to only authorised people. Actual distribution zone
should be adjacent to the registration site but with controlled access, so that only registered
people line up for distribution. This may well require a substantial crowd control element as
well as barriers (make use of ropes, trucks, available walls, insides of buildings)
• (Click 6) Think of how the staff will communicate with the crowd (megaphone, batteries,
etc..)
In summary, it should be an enclosed area with separate areas for queuing, dist., stocks and
emergency exits, Water, shelter, sanitation, 1st aid available
The actual layout would depend a lot of your location for distribution and if you have any
existing buildings that could be used, or if the distribution would need to take place in the open.
Slide 12
Registration & Distribution
Preparation &
Planning
Enters
distribution site
Layout
Registration &
Distribution
Family
representative
registers
Security
Post
Distribution
Local leader
confirms
registration
Receives ration
card
Distribution
staff call and ID
check
Exits
distribution site
Collects
commodities
Family
representative
signs records
Slide 13
Security
Preparation &
Planning
Layout
Registration &
Distribution
Security
Information
&
Transparency
Staff
Management
Crowd Control
Security
Monitoring
Post
Distribution
Security and safety of the staff, beneficiaries and the commodities must be considered at every stage of the
planning and be a priority for all staff.
Crowd control:
• local leader to organize and maintain crowd.
• Security staff from the community and beneficiary.
• Organise people inside the waiting area per group (base on their community.)
• Small group of people in giving time.
• Call people to collect their entitlement.
• Sufficient crowd-control personnel.
• Adequate supervision and assistance during the distribution.
• Keep onlookers and others not involved in the distribution at suitable distance.
• Schedule distribution in such way to minimize waiting and queuing.
Information and transparency:
• Discuss right away with local leader about any expected shortages
• Hire female and male locally (information, assistance, facilitate the movement of people)
• Always inform beneficiary (delay, lead-time etc.)
• Hold activities in waiting area (if possible.)
• Ensure that all beneficiaries know what their entitlements are.
• Show each beneficiaries the commodities have been measured out.
• Provide weighting scale.
Staff management:
• Make sure that only one person is in charge (arbiter in case of dispute and decision in case of evacuation.)
• Detailed TOR (role and responsibilities.)
• Clear line of communication between staff
• Provided helper for handicapped, women, elders etc.
• Never surprise the population with sudden change in the system.
• Deal promptly and fairly with cases of cheating and disorder.
• Evacuation route for staff
• Security personal briefed of distribution methods and possible issues arising (Insist on the Government VS
Humanitarian perspectives on security personal)
Security Monitoring
• Regularly ensure that there is no issues down the tracks (looting when people are leaving the site)
• In case of danger (rioting) stopping distribution, withdrawing to safety away from the distribution point
• Maintain constant contact with communities leaders
•
•
•
•
•
Always monitor the mood of the crowd.
Make sure that local leader is involved and present during the distribution (some case police force
too.)
Stop distribution if needed.
Remain calm and rationale.
Always ensure that you drivers and car are not park far away from the DP.
Slide 14
Post Distribution
Preparation &
Planning
Registration &
Distribution
Layout
Security
Post
Distribution
Reverse
Logistics
Clean Up
Post
Distribution
Reporting
Monitoring
&
Evaluation
Post Distribution
Reverse Logistics:
•
How to deal with items left over (if any)?
•
How to deal with requests to give what’s left?
•
How to deal with requests from staff and volunteers (to also receive something)
Clean up
Monitoring & Evaluation & Reporting
•
Did people receive all (especially in case of indirect distribution)]
•
Are people satisfied with contends/ quality/ information
•
Design and implement effective monitoring systems, including delivery monitoring to verify user satisfaction
and identify any issues to be addressed
•
Ensure inventory control systems and site storage accounting procedures are in place for all relief items at all
stages in the supply chain, including at delivery points.
Slide 15
Responsibilities
Needs
assessment
Key
Pipeline
report
Logistics
Task
Output
(Programme or
Logistics
Programme
requirement
plan
Transport
goods
Programme
Task
Joint Task
Task
Logistics
mobilisation
plan
Customs
clearance
Stock
report
Receive and
warehouse
Local
distribution
plan
Programme
location ID
Distribution
Control
Requisition
Task order
Reconcilliation &
plan info
Delivery
Delivery
report
Distribution
Donor / audit
report
Distribution
report
Facilitator should describe the activities that both logistics and programme are responsible for
throughout the distribution process.
Slide 16
Relief
Item 3
Relief
Item 1
Distribution Layout: Single Flow
Relief
Item 2
Storage Zone
Call
Monitoring
Identity Check
Beneficiary Flow
Security perimeter
There are several ways of organizing your distributions
What is important to keep in mind is a clear layout and keeping your beneficiary informed on
the process and any delays.
You have gone through some of these elements before, but facilitator should use the
opportunity to repeat a few of the basic principles in good distribution layout and practice:
Distribution Site Layout
• Truck access: vehicles positioned towards the exit
• Basic facilities: water and shelter
• Entrance and exit are clear
• Distance between waiting area, registration and distribution point
• Complaints/grievances
Crowd Control
• Involve community leaders
• Thorough briefing for all staff and community volunteers
• Information in advance
• Increase beneficiary registration/verification points
• Use barriers
• Separate line for males and females/children
• Start distribution early
• When shortages are expected, let local leaders know in advance.
• Keep beneficiaries informed on how long they have to wait & why.
• Discourage parents from bringing their children along to the distribution site.
• Hold activities, in the waiting area.
• Sign boards in local language.
• Organize beneficiaries outside the distribution perimeter (controlled entry).
• Only allow small numbers of people to enter distribution site at a time.
• Cater for amenities (water, toilet, sunshade).
• Volunteers/Labors to have ID/Visibility items.
• Position sufficient crowd personnel to ensure orderly movement.
• Ensure adequate supervision and assistance for the vulnerable.
• Never surprise the population with a sudden change in system.
• Deal promptly and fairly with cases of cheating and disorder (involve leaders).
• Increase entrances/exits.
• Use rope/barbed wire for separation.
• Profiling – identify troublemakers early, inform security
Staff management
• Make sure that only one person is in charge.
• Give detailed job descriptions to staff, explaining their specific roles.
• Ensure clear lines of communication.
Source drawing: ACF manual
Slide 17
Distribution Layout: Multiple Flow
Food Items
Food Items
Storage Zone
Food Items
Food Items
Call
Monitoring
Identity Check
Beneficiary Flow
Security perimeter
Here is another example of layout – Multiple flow
Slide 18
Distribution Layout: Segregated
Basic Facilities
Commodities
Female
Waiting Area
Male
Waiting Area
Commodities
Basic Facilities
Call
Monitoring
Identity Check
Beneficiary Flow
Security perimeter
Here is another example of layout - Segregated
Facilitator could also use this to highlight the need for sometimes splitting beneficiaries in
different groups (both for cultural reasons and for protection).
Source drawing: WFP Pakistan
Slide 19
Actors Throughout the Distribution Process
Local
Authorities
Community
leaders &
members
UN agencies
Local NGO’s
International
NGO’s
Outline the various actors potentially involved (beneficiaries, community leaders, NGO, INGO,
IFRC, UN), how they could/ should interact with those, and what they can expect from them in a
distribution
Slide 20
Exercise: Distribution Set-up
Eastern
Phousat
Gum
Balagan: 20,000
Obiang
Rach Chuen
Balagan
Rach Chuen: 18,000
Hainan: 13,000
Ossandre
Hainan
Maleninkoga
Lokodi
Domsa
Gamuca
•
Southern
Nah dang: 22,000
Gamuca: 20,000
•
•
•
Nah Dang
Sadway
Yomiti
Sebore
Yomiti: 10,000
Sarki
Site layout for distribution at
Balagan (from Rach Chuen Hub)
5,000 beneficiaries for initial
distribution (5 people per family)
Family Kits – 1 per family
Tents – 1 per family
Newborn kits – est 60 required
• Allocated land 70m x 50m
Gangoy
Mann
Gangoy: 15,000
Fom
TOTAL BENEFICIARIES: 350,000
Explain the parameters for the exercise:
• Need to establish an initial distribution to 5000 beneficiaries in Balagan
• Site identified with the dimensions given (note for facilitator: these dimensions must match
the site you have chosen for the afternoon exercise!)
Slide 21
Exercise: Distribution Set-up
In your groups, with the dimensions and
numbers provided, create a site layout and list
of materials/resources required
15 minutes to layout
10 minutes to present/discuss
Note that this exercise will form the basis of the afternoon practical exercise hence it is
important that groups spend some time on this. Facilitator should let the participants work in
groups for about 15 minutes.
Critical information about the site and distribution requirements is presented on the next slide.
The idea is that groups plan the site layout that they will have to physically layout in the
afternoon.
Slide 22
Lesson Recap
Questions:
1
What are the distribution system types?
2
What are the considerations for the distribution
plannings and for the possible setups?
3
Who are the actors involved in the distribution
cycle?
Slide 23
Questions
WFP Logistics, We Deliver