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1.Organizational Effectiveness 2.Needs Assessment 3.Quality & Quantity 4.Logistics 5.Monitoring & Evaluation 6.Donations in Emergency Situations 7.Disposal
Section 4. Logistics
For effective product shipping and transporting of all products, the following 6 components must be considered: proper packaging; sufficient storage space and access; means of transportation; efficient staging and loading; receiving customs clearance; and product security.
Standard 4.1 Logistics: Packaging
Packaging or re-packaging received products is a complicated aspect of donations because products can be compromised (e.g., breakage, spoilage, theft) if proper procedures are not followed for all shipments to protect product integrity and minimize damage.
PE 4.1.1 The organization uses protective packaging to protect product integrity and take account of the mode of transportation chosen, and need for cold chain systems, and/or temperature monitoring.
PE 4.1.2 The organization creates and includes a packing list with its products being donated.
Standard 4.2 Logistics: Storage
Storage procedures are followed to ensure the organization has adequate and proper storage, and access to high quality products is not compromised.
PE 4.2.1 The organization has adequate storage capacity to accommodate products and ancillary supplies prior to shipping.
Standard 4.3 Logistics: Shipping and Transportation
The recipient organization is able to transport products within its country.
PE 4.3.1 The organization uses shipping documents that are clear and contain all the information needed to meet the shipping agent and custom requirements.
PE 4.3.2 The organization confirms that the recipient organization (or their designee) provides transportation from the point of entry to the final destination.
Standard 4.4 Logistics: Staging & Loading
To ensure product stability, ease and safety of offloading, and the ability of the product to be palletized and shrink-wrapped, the process of staging and loading containers requires the organization to consider the product volume and types, the mode of transport, the frequency that products are tied down, the order in which products are loaded, and whether some products are in crates or only wrapped.
PE 4.4.1 The organization loads products with an accompanying packing list, and considers:
a) the mode of transport
b) the product volume and type
c) the size, weight distribution
e) the ease and safety of offloading
f) the ability to be palletized and shrink-wrapped"
Standard 4.5 Logistics: Customs Clearance
The recipient organization demonstrates its ability to successfully obtain clearance documents from customs.
PE 4.5.1 The organization confirms that the recipient organization has access to human resources with the capacity to receive the shipment and the necessary clearance documents to move it through customs in a timely manner.
Standard 4.6 Logistics: Security
The organization ensures that all shipments comply with international safety standards and requirements.
PE 4.6.1 The organization uses packaging that is sealed securely to prevent opening in transit and tampering.
PE 4.6.2 Where applicable, the organization uses a high-security bolt seal that meets Customs-Trade Partnership Against Terrorism (C-TPAT) and International Standards Organization (ISO) standards, with the seal numbers recorded and included on shipping documents for internal tracking.
Standard 4.7 Logistics: Medical Equipment
Medical equipment donations have certain packaging, shipping, and installation requirements.
PE 4.7.1 The organization crates and/or packs medical equipment to minimize damage during shipment and transport
PE 4.7.2 The organization ensures that the necessary components referred to in the installation instructions are included, packaged together and shipped with the medical equipment.
PE 4.7.3 For medical equipment that requires installation, the organization provides access to the operating and maintenance instructions. If the instructions are not available, the organization confirms that the recipient organization has the capacity to appropriately use the donation.
Standard 4.8 Logistics: Pharmaceuticals
There are special logistical instructions required for shipping pharmaceuticals for donation.
PE 4.8.1 When packaging pharmaceuticals for donation, the organization considers the climate conditions in the recipient country.
PE 4.8.2 The organization ensures that pharmaceuticals requiring maintenance of cold-chair are properly labeled and contain control thermometers.
PE 4.8.3 The organization confirms that the prescribing information is in a language that the recipient organization understands.
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