Commodity Distribution, A Practical Guide for Field Staff (United Nations High Commission for Refugee, 1997, 77 p.)
 Annex 3 - Reporting on Food Distribution
 Worksheet for on Site Food Distribution Monitoring Report Explanatory Notes

### Explanatory Notes

Methodology13

13 From: MSF Nutritional Guidelines, Paris 1995 and State of the Art about Food Basket monitoring (Draft) MSF Holland 1995.

This method seeks to measure the calorific value (per person per day) of the ration actually collected by each family and to compare this with the value intended to be delivered by the distribution system. The measure is against the food value actually intended on the day, not against the theoretical ration. For example if the calorific value of the theoretical ration is 2,000 Kcal/p/d but due to logistic problems the distributing agency only has 1,500 Kcal/p/d on hand for distribution, then the calculation is made against the 1,500 value.

 NOTE: Although Kcals are used as a measure in this methodology this method does not provide any information or analysis on nutritional aspects of the ration system. IT MEASURES ONLY THE EFFICIENCY OF THE DISTRIBUTION SYSTEM, NOT THE ADEQUACY OF THE FOOD BASKET.

To prepare this report you will need the “On Site Distribution Monitoring Report, Survey Worksheet” and the “Results Table”, see p. 65, (photocopy these and give them to your implementing partners)

Before you go to the distribution site:

1. First calculate the Calorific value of the ration (per person per day) which the distribution agency is aiming to distribute on that day. Fill in the row in the Worksheet “Targeted ration g/person/day” for each commodity.

Then calculate the calorific value (per person per day) for each commodity (use Table 3) and fill the row “Targeted ration Kcal/person/day”

Add each of these up to give the total value of the ration and fill the box “Total Kcal/person/day”.

2. Calculate what 90% and 110% of the targeted ration would be. These will be used as a cut off points.

Fill in the boxes on the table “90% of targeted ration” and “110% of targeted ration”.

3. Determine the number of days which the distribution is intended to cover.

If the number of days is unknown or unreliable then the calculation is only possible retroactively. The calculation is only possible when the next distribution has been performed, and so the number of days covered can be counted. Fill in the space on the Worksheet “No. Of days covered by this distribution:”.

At the distribution site:

4. Choose a site close to the distribution point, but at such a distance that the activities do not interfere with the distribution itself. The beneficiaries must not have a chance to sell or dispose of the commodities. Have two monitors and one supervisor present, with a 50 kg and 5 kg scales (e.g. Salter scales). Have the monitors select the beneficiaries (often the family heads) for the sample.

5. A random systematic sample of 30 persons is drawn from all persons receiving commodities at each of the distribution points which you survey. The sample should be equally spread over the total number of households and over the whole distribution day, (e.g. if 500 persons/family heads will attend today, you will measure the ration of every 500/30 = 16th family). The beneficiary is selected and accompanied to the point where the ration will be weighed by a monitor.

6. Record if the person collecting the ration is male or female. Fill the box “M/F” on the Worksheet.

7. Determine the number of people for whom the ration is intended from the ration or registration card. Fill the box “Family Size” on the worksheet.

8. Weigh all food items separately and note their weights on the work-sheet

Fill in the weight under the commodity name on the Worksheet for each family.

Back at the office:

9. Calculate the calorific value of the weight of each commodity which was given to each family. A table of the calorific values of various commodities is attached, Table 3. Fill in the row “Kcal” for each commodity.

10. Calculate the total calorific value of the food given to that family by adding the individual values for each commodity. Fill in the Column “Total Kcal” for each commodity.

11. Calculate the average calorific value, per person, per day for each family by dividing the Total Kcal by the number of days and the number of persons in that family. Fill in the box in the Worksheet “Kcal/person/day” for each family.

12. When you have calculated the “Kcal/person/day” for each family then count the number of families who have a value of “Kcal/person/day” less than the “90% of targeted ration” which you calculated earlier. (See 2 Above) Fill in the appropriate box in the Results Table.

13. Calculate the percentage of families (out of the total of 30 families) receiving less than “90% of targeted ration”

14. Do a similar calculation and fill in the boxes for “No. of families 90% - 110%” and “No of families >110%”.

Interpretation

In a good efficient distribution system none of the families should receive < 90% of the intended Kcal. Therefore that figure should be A0.

The majority of families should be in the 90% - 110% range.

Over time if the percentage of families in the 90% - 110% range is decreasing then the efficiency of the distribution system is deteriorating. Action must be taken to correct this.

Compare the “% Female” result on the worksheet with information you have on the overall % of female headed households among the beneficiaries. If the % of females collecting rations is significantly different from the % of female headed households in the population then it may be that your distribution system is not allowing fair access to women. Corrective action should be taken.

(...)

Table 3

 PULSES AND OILSEEDS: BEANS, DRIED 335 PEAS, DRIED 335 CASHEW NUT 543 COCONUT, FRESH, MATURE 388 GROUNDNUTS, DRY 549 LENTILS 340 SESAME SEEDS 558 SOYBEAN 405 SUNFLOWER SEEDS 486 VEGETABLES: EGGPLANT 32 KIDNEY BEANS, RAW 36 LEAVES, MEDIUM GREEN (PUMPKIN) 27 LEAVES, LIGHT GREEN (CABBAGE) 26 MAIZE, FRESH 152 ONION 41 SHALLOT 41 PEPPERS, SEEDS REMOVED 48 TOMATO 21 LEMON 59 AMLA 58 FRUITS (FRESH) AVOCADO 121 BANANA 88 CITRUS 49 GUAVA 64 MANGO 60 PAWPAW 32 PAPAYA 32 PINEAPPLE 47 WATERMELON 22 FRUIT (CANNED): FRUIT IN SYRUP 60 FRUIT (DRIED): APRICOTS 270 DATES 245 SUGAR 400 SALT 0 MEAT (CANNED) MEAT, AVERAGE 220 CHICKEN 215 CORNED BEEF 233 PORK 271 FISH: CANNED FISH IN OIL 305 CANNED FISH 150 DRIED FISH, HARD 380 DRIED FISH, SALTED 270 DRIED FISH, WHOLE (FRESHWATER) 309 SARDINES, CANNED IN OIL 309 FPC (NORSE) TYPE B 390 MILK AND MILK PRODUCTS: MILK, COW, WHOLE 79 DRIED WHOLE MILK (DWM) 490 DRIED SKIM MILK (DSM) 360 DRIED SKIM MILK (DSM), FORTIFIED 360 CONDENSED MILK, SWEETENED 325 EVAPORATED MILK 150 CANNED CHEESE 355 OILS AND FATS: ANIMAL FAT, RENDERED 902 BUTTER 725 BUTTER OIL, GHEE 862 MARGARINE, MARGARIT 735 PALM OIL, RED 875 VEGETABLE OIL 890 MISCELLANEOUS: TEA 40 COFFEE GROUND 56 HIGH-PROTEIN BISCUITS 500 LICHIS BASTARD 61 SPICES MIXED, GARLIC 145 SPICES MIXED, TUMERIC 349 YEAST DRIED (FOOD) 344