CARE Food Manual (CARE , 1998, 355 p.)

(introduction...)

Acknowledgements

Introduction

Chapter 1 - Programming Food Resources

(introduction...)

I. Hunger, Poverty, and Food Security*

(introduction...)

A. Food Security

B. Coping Strategies

II. Interventions

(introduction...)

A. Livelihood Promotion, Protection, and Provisioning

(introduction...)

1. Livelihood Promotion

2. Livelihood Protection

3. Livelihood Provisioning

B. Policies and Procedures

1. When to Use Food Resources

2. CARE's Food Programming Principles

3. Objectives for the Use of Food Resources

4. Constraints on Using Food Resources

C. Project Design

(introduction...)

1. Targeting Beneficiaries

2. Ration Size and Composition

3. Distribution Site

4. Distribution Plan

a. Direct vs. Indirect Distributions

b. Wet and Dry Feeding

Chapter 2 - Assessments Cost and Logistics

(introduction...)

I. Logistics Assessment

(introduction...)

A. Port Capacities and Services

B. In-Country Transport

(introduction...)

1. Roads

2. Trucks

3. Fuel

4. Other Modes of Road Transport

5. Rail Capacities and Services

6. River and Coastal Transport

7. Air Transport

C. Landlocked Countries

D. Locating Storage Facilities

II. Assessing Costs

Chapter 3 - Internal Control

(introduction...)

I. Internal Control

(introduction...)

A. Accounting Control

B. Administrative Control

II. Organization and Staffing

A. Structure and Roles

(introduction...)

1. The Organizational Chart

2. Delegation of Responsibility

3. Collaboration with Other Organizations

B. Job Descriptions

C. Emergency Project Considerations - Start Ups

(introduction...)

1. First Month of Operations:

2. Second Month of Operations:

3. Third Month of Operations:

III. Audits and Management Reviews

(introduction...)

A. U.S. Government Audits

B. Grant-Specific Audits

C. Internal Audits and Management Reviews

1. CARE USA Internal Audit Department

2. Country Offices

3. Suggested Checklist for Management Reviews

Chapter 4 - Agreements and Contracts

(introduction...)

I. Bi-Lateral and Multi-Lateral Donors

(introduction...)

A. Bi-lateral Donors

1. The United States

2. Canada

3. Australia

4. European Union

B. World Food Program (WFP)

C. Donor Agreements

(introduction...)

1. CARE USA Lead Member

2. Other CARE International Lead Member

D. Donor Agreements During Emergencies

E. U. S. Government Agreements

1. PL 480 Title II

2. Section 416 and Food for Progress

F. Agreements with Other Donors

II. Counterpart Agreements

A. General

B. National Governments

C. Regional or Local Governments, Local NGOs and Community- Based Organizations

III. Contracts

(introduction...)

A. Shipment Contracts

B. Independent Surveyors

C. Clearing and Forwarding Contracts

D. Warehouse Service

E. Leasing a Warehouse

F. Security Service Contracts

G. Transportation Contracts

Chapter 5 - Call Forward and Procurement

(introduction...)

I. Obtaining the Food

A. Sources

B. Estimating Food Requirements and Time For Arrivals

1. Amount of Food Required

2. Procurement Timetable

C. Call Forward

(introduction...)

1. Commodity Pipeline Analysis

2. Submission of Call Forward

3. Content of the Call Forward

4. Unavailability of Requested Food

D. Purchase of Food by Donors

(introduction...)

1. Specifications

2. Packaging

3. Expedited Procurement Options

(introduction...)

a. Transfers and Loans

b. Food Diversion

c. Prepositioned Stocks

d. Local Purchase

II. Shipping Food

(introduction...)

A. Booking

B. Shipping Documents

C. Transshipment

Chapter 6 - Port

(introduction...)

I. Arrival and Discharge

A. Prior to Arrival

B. Arrival at Port

C. Cargo Discharge

(introduction...)

1. Lighterage

2. Types of Cargo Packaging

a. Bulk Cargo

b. Breakbulk

c. Containerized Cargo

II. Inspection and Evaluation

(introduction...)

A. Damages

(introduction...)

1. Inadequate Packaging

2. Marine Damage

3. Damages During Discharge at the Port

4. Sweepings

5. Infestation

B. Inspection for Weight

(introduction...)

1. Port Weighing

2. Sample Weights

a. Breakbulk Shipments

b. Bulk Cargo

c. Sampling Guidance

C. Excess Landings

(introduction...)

1. Acceptance of Food

2. Notice to CARE International and Donors

III. Independent Discharge Surveys

(introduction...)

A. Time and Place of the Discharge Survey

B. Format and Content of Discharge Survey Reports

(introduction...)

1. Data Regarding the Shipment

2. Dates and Times

3. Amount and Condition of Food

4. Narrative Analysis

5. Physical Counts/Stroke Tallies

6. Daily Discharge Reports

7. List of Persons

8. Translations

IV. Other Documents

A. Host Country Health Certification

B. Ship's Out-Turn Report

C. Port Tallies and Port Out-Turn Report

D. Other Official Port Records

V. Port Fees

VI. Port Storage

(introduction...)

A. Problems of Port Storage

B. General Guidance for Port Storage

VII. Forwarding Food From Port Warehouse

A. Dispatch Reports from the Port to the Country Office

1. Daily Dispatch Reports

2. Through Bill of Lading

3. Weekly Inventory and Dispatch Status Reports

B. Delivery Survey

VIII. Recordkeeping for Port Activities

(introduction...)

A. Shipment Ledgers

B. Shipment File

C. Warehouse Inventory Accounting at the Port

Chapter 7 - Storage and Handling

(introduction...)

I. Introduction

II. Selecting Food Storage Facilities

A. Criteria

B. Types of Warehouse Space Available

(introduction...)

1. Commercial

2. Government and Counterpart Storage Facilities

3. Transit Warehouses and Sheds

4. Open Storage

5. CARE Owned and Managed Warehouses

a. Construction of Storage Space

b. Prefabricated Warehouses

C. Determining Warehouse Capacities/Storage Plan

III. Preparing for Receipt or Dispatch of Food

(introduction...)

A. Arrival and Departure of Trucks

B. Direct Dispatches to Beneficiaries

C. Permanent and Temporary Warehouse Labor

D. Equipment, Material and Pre-Printed Forms

E. Warehouse Security

1. Theft

2. Fire Prevention

IV. Food Storage

A. Open Storage

B. Height of Stacks

C. Stacking Food

D. Stack Cards

E. Physical Counts

(introduction...)

1. Physical Inventory is the True Balance

2. Physical Inventory Schedules

3. Reconciling Physical Inventories, Stack Cards, and Warehouse Inventory Ledgers

4. Filing Physical Inventory Reports

V. Routine Procedures

A. Maintenance and Cleaning

(introduction...)

1. Maintenance

2. Cleaning

B. Warehouse Inspections

C. Preventing Damage and Loss

D. Disposal of Empty Bags or Containers

(introduction...)

1. Sale of Bags or Containers

2. Proceeds from Sales

3. Inventory Controls

Chapter 8 - Food receipt and dispatch

(introduction...)

I. The Waybill

A. Purpose

B. Information on the Waybill

1. General

2. Project Number

C. Control of Pre-Printed Waybills

D. Waybill Authorization

II. Receipt of Food

A. Ways that Food is Received

(introduction...)

1. Discharged at Port

2. Through Bill of Lading

3. Received as a Loan or Transfer

4. Received as a Repayment of a Loan

5. Transferred to Another Warehouse

6. Returned to the Warehouse

B. Procedures for Receiving Food

1. Unloading

2. Counting

3. Damaged Packages

C. Documenting the Receipt of Food

1. Complete the Receiving Waybill

2. Authorization of Receipts

(introduction...)

a. Acknowledging Receipt

b. Acknowledging Delivery

3. Documentation of Damages to Unfit Food

4. Excess Receipts

5. Documenting Receipt of Food Shipped on a Through Bill of Lading

6. Routing the Waybill

III. Dispatch of Food

A. Distribution Plans for Projects

(introduction...)

1. Pipeline Analysis

2. Distribution Plan

a. For Projects

b. For Loans or the Disposal of Unfit Food

B. Types of Warehouse Dispatches

(introduction...)

1. For Distribution to Program Participants

2. As a Loan or Transfer

3. For Repayment of a Loan

4. For Transfer to Another Warehouse

5. After Being Declared Unfit for Human Consumption

C. Procedures for Dispatching Food

1. Dispatch of Food

2. Loading

3. Counting Food

4. Damaged Food

D. Documenting the Dispatch of Food

1. Completing the Dispatch Waybill

2. Routing of Waybills

3. Documenting Distributions of Food Directly Out of Warehouses to Beneficiaries

(introduction...)

a. Emergencies

b. Distributions Other than Emergencies

4. Documenting Distributions by Airlifts

(introduction...)

a. Donor Arranges Airlift

b. CARE Arranges Airlift

Chapter 9 - Loses and Claims

(introduction...)

I. Care's Loss Policy

II. Liability of Care for Losses

III. Categories of Losses

(introduction...)

A. Marine Losses

B. Internal Losses

IV. Minimizing Losses

A. Marine Losses

B. Internal Losses

V. Types of Losses

VI. Documenting Losses

A. Marine Losses - Discharge (Ex-tackle) Survey

(introduction...)

1. Costs of Surveys

2. Reimbursement of Fees

3. Other Documentation

B. Internal Losses - Delivery Surveys

C. Loss and Adjustment Reports

(introduction...)

1. Guidelines for Preparing Reports

2. Printing and Distribution

3. Preparation

4. Authorization

5. Routing

D. Monthly Loss Reports

E. Quarterly Loss Reports - Dates for Preparation and Submission

F. Reporting Criminal Activity

VII. Repackaging

(introduction...)

A. Definition

B. Procedures

C. Minimizing the Need to Repackage

D. Repackaging Costs

E. Approval for Repackaging

(introduction...)

1. Packages Damaged in Transit

2. Packages Damaged in Warehouses

3. Submission to CARE USA Headquarters

VIII. Food Unfit for Human Consumption

A. Documenting Unfit Food

B. Lab or Other Analysis

C. Timeliness of Documentation Regarding Fitness

D. Certification of Commodities Unfit for Human Consumption

E. Donor Notification Requirements

1. Marine Losses

2. Internal Losses

3. Delays in Notification

F. Disposition of Food Unfit for Human Consumption

(introduction...)

1. Sale of Unfit Food

(introduction...)

a. Solicitation and Receipt of Bids

b. Precautions

c. Proceeds from Sale of Unfit Food

2. Donation of Unfit Food

3. Destruction of Food Unfit for Human or Animal Consumption

4. Use of Waybills to Remove Food from CARE Inventories

IX. Filing Claims for Marine Losses

A. Australia, Canada and Great Britain

B. European Union through Euronaid

(introduction...)

1. Uses of Claims Settlements

2. Reporting on Insurance Claims

C. United States

1. Transfer of Title to CARE

2. Exceptions to Filing Claims for Marine Losses

3. Marine Losses Valued at less than US$300

4. Filing Claims for Marine Losses in Excess of $300

5. Computation of Ocean Carrier Claims

6. Assignment of Claim Numbers

7. Notice of Protest

8. Submission of Discharge Survery Reports

9. Loss Advice

10. Claims Progress Memo

11. Summary of Required Claims Documentation

X. Pursuing Claims for Internal Losses

A. General

B. Coordination between CARE Finance and Logistics Staff

C. Valuing Claims

D. Pursuing Claims

E. Monitoring the Status of Claims

F. Reporting Claims Information to the Donor

G. Claims Proceeds

Chapter 10 - Inventory Accounting and Reporting

(introduction...)

I. Recording Measures - Units and Weights

II. Warehouse Inventory Accounting Vs. Commodity Financial Accounting

III. Personnel

A. Ports

B. In-Country Warehouses

IV. Maintaining Warehouse Inventory Ledgers

(introduction...)

A. Source Documents for Ledgers

B. Warehouse Inventory Ledger

C. Guidelines for Preparing Warehouse Inventory Ledgers

D. Warehouse Inventory Reporting Period

E. Recording Transactions - Ledger Format And Examples

(introduction...)

1. Transactions at the Port

2. Transactions at an In-Country Warehouse

V. Preparing Stack Cards

VI. Filing Documents

VII. Physical Inventories

VIII. Reporting

A. Commodity Status Report (CSR)

(introduction...)

1. Monetization

2. Guidelines for Preparation

(introduction...)

a. Consolidation of CSRs

b. Sample CSRs

B. Quarterly Consolidated Report on Food Resources

C. Reporting Periods

D. Filing and Submission

E. Other Reports

Chapter 11 - Food Distribution To Sites

(introduction...)

I. Determining Food Requirements

(introduction...)

A. Number of Regions, Sites and Project Beneficiaries

B. Biweekly Requirements for Beneficiaries

C. Total Requirements for Beneficiaries in the Regions

II. Designing a Transportation Plan

A. Program Requirements Based on Ration Size

B. Program Requirements Based on Pipeline Analyses

C. Turn-Around Time (TAT)

D. Number of Trips

E. Transport Capacity Required

F. Number of Sites and Amount of Food That Can be Delivered

III. Distribution Site Accountability

(introduction...)

A. Receipt of Food

B. Ledgers and Beneficiary Lists

C. Monthly Distribution Site Reports

1. Preparation

2. Submission

IV. Registering Beneficiaries

(introduction...)

A. Functions and Responsibilities

B. Procedures

1. Training and Communication

2. Setting Up Operations

3. Determining Who is Eligible

4. Identification and Recordkeeping

5. Handling Re-registration

C. Controlling Abuses of the Registration System

1. Types of Abuses

2. Detecting Abuses

3. Preventing Abuses

D. Special Circumstances During Emergencies

E. Recipient Status Reports - Monthly

1. Preparation

2. Example of RSR

F. Recipient Status Reports - Quarterly

V. Preventing Misappropriation and Diversion

A. Main Risks of Diversion

B. Transport and Delivery

C. Agreements/Sanctions

D. Ration Size and Quality

E. Communication

Chapter 12 - Monitoring Project Sites

(introduction...)

I. Site Monitoring

A. Reasons for Distribution Site Monitoring

B. Ways of Collecting Information

C. Use of Information

II. Sampling

(introduction...)

A. Types of Statistical Sampling

(introduction...)

1. Unrestricted Random Sampling

2. Stratified Random Sampling

3. Systematic Sampling

B. Interpreting Statistical Data

1. Precision

2. Margin of Error

3. Confidence Level

C. Selecting the Sample Size

(introduction...)

1. Estimating Values

2. Attributes Sampling

D. Cost Effectiveness

III. Using Field Monitors

(introduction...)

A. Role of Field Monitors

B. Monitoring the Monitors

IV. Information To Be Collected

A. Developing a Data Collection Plan

(introduction...)

1. Determine Objectives

2. Determine the Data to be Collected and the Format

3. Select the Sample Sites

4. Collect the Data

5. Summarize the Data

6. Look for Relationships and Differences

B. Suggested Information to Collect

1. General Information

2. Project Participants

a. Beneficiary Records

b. Beneficiary Interviews

c. Interviews with Distribution Staff

d. Ration Sizes

3. Center Management

a. Ledger Review

b. Inventory Records

c. Center Documentation

d. Storage Site

e. Sale/Disposition of Containers

V. Monitoring Reports

(introduction...)

A. Information in Reports

1. General Site Information

2. Project Participants

3. Distribution Site Management

4. Recommendations

B. Scoring and Follow-up

Acronyms

Bibliography

Attachments