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Doulos Control Process Receiving Area (RA) Waste Disposal Areas (WD) Sales & Distribution Areas (S & D ) Despatch Area/store (DA) 1 R R By first intent.

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Presentation on theme: "Doulos Control Process Receiving Area (RA) Waste Disposal Areas (WD) Sales & Distribution Areas (S & D ) Despatch Area/store (DA) 1 R R By first intent."— Presentation transcript:

1 Doulos Control Process Receiving Area (RA) Waste Disposal Areas (WD) Sales & Distribution Areas (S & D ) Despatch Area/store (DA) 1 R R By first intent all goods should be brought to the Doulos premises by donors/or other responsible people The RA area receives all goods, bar- codes each item and computerises results, no item received by Doulos should pass this system These are allocated areas with responsible and accountable people dedicated to ensure all goods are sorted, cleaned and allocated to SD or WD area The S & D areas are responsible for the sales and distribution of all products that designated for a specific purpose where funds are generated The DA is responsible for the control of all items leaving Doulos. Control function for receiving items from S & C areas Waste disposal should be fetched from Doulos. The WD area must be marked clearly so that each of the waste disposal products are stored separately as indicated, stacked and handled correctly No private vehicles allowed into the receiving Area RA unless dropping of articles for Doulos All private vehicles to be parked in the visitors parking area in front of the building All vehicles picking up goods for distribution to the needy must go to DA Management reserves the right to search all vehicles entering or leaving the Doulos property Repairman Sort & Clean Areas (S & C) Articles that can be repaired are sent to the repairman. Once repaired they are returned to Doulos RA

2 Doulos Overall Control Process CCCCCC C C C C Receiving Area (RA) CCCCCCC C Plastic Disposal (PL) Paper Disposal (PD) Cardboard Disposal (CB) Glass Disposal (GD) Rubbish Disposal (RD) Scrap Disposal (SD) Cartridge Disposal (CD) Tools/ Store/area (TS) Glassware Store/area (GS) Furniture Store/area (FN) Electrical Store/area (ES) Food Store/area (FS) Clothes Store/area (CS) Ornaments Store/area (OS) Stationary Store/area (SS) Sort & Clean Areas (S & C) Lekkerkrap Shop # 4 (LS 4) Flea Market (FM) Lekkerkrap Shop # 7 (LS 7) Give to Needy (GN) Pawn Brokers (PB) Lekkerkrap Shop #2 (LS 2) Lekkerkrap Shop # 1 (LS 1) Doulos Internal (DI) Sales & Distribution Areas (S & D ) Waste Disposal Areas (WD) Despatch Area/store (DA) 1a CCCCCCCC CCCCCC C C C

3 3 All Doulos vehicles to be kept neat and tidy Doulos Vehicle Control Process Log books to be kept for every trip made with a vehicle belonging to Doulos Doulous Armoede Log book Hyundai Reg No July 2011 DateDayDriver Begin odometer Reading End odometer Reading Trip km Destination Service/ Maint/ spares Reason for using vehicle P.O.L purchases LiterROil At the beginning of each trip the vehicle is to be inspected and the required inspection sheets to be completed for all trips – if all is ok mark each item with a tick, if a problem is identified a number is to be allocated Doulos - Vehicle daily check list - Reg No Date FrontEngineLeft SideBackRight SideInsideTools etcControl Head lights Indicators Reflectors Front Windscreen wipers Number Plate Licence Disk Windscreen (cracks) Dents/Scratches Water level Oil level Battery Windscreen water Mirror Dents/Scratches Door handles/ locks Tyres Windows (cracks) Tail Lights Reverse Lights Brake Lights Reflectors Rear Number Plate Dents/Scratches Windows (cracks) Mirror Dents/Scratches Door handles/Locks Tyres Windows (cracks) Windows function Mirror OK Handbrake Brakes functioning Radio Wheel Spanner Jack Spare Wheel Checked By (Print name) Initial that check was done The fault must logged on the back of the form using the same number as on the front of the form Doulos - Vehicle daily check list of faults found - Reg No Description # Description of fault found on previous pageNoted by Front Head lights Indicators Reflectors Front Windscreen wipers Number Plate Licence Disk Windscreen (cracks) Dents/Scratches Engine Water level Oil level Battery Windscreen water Left Side Mirror Dents/Scratches Door handles/ locks Tyres Windows (cracks) Rear Tail Lights Reverse Lights Brake Lights Reflectors Rear Number Plate Dents/Scratches Windows (cracks) Right Side Mirror Dents/Scratches Door handles/Locks Tyres Windows (cracks) Inside Windows function Mirror OK Handbrake Brakes functioning Radio Tools etc Wheel Spanner Jack Spare Wheel Inspect Doulos vehicles and complete forms vorrectly Only drivers with official drivers licenses are permitted to drive Doulas Vehicles 1b

4 Waste Disposal Areas (WD) Receiving Area Control Process 2 4 C C C Receiving Area (RA) All goods arriving at Doulos must go through (RA) 2 CCCCCCC C All goods leaving Doulos must go through (DA) CCCCCCC CCCCCCC Plastic Disposal (PL) Paper Disposal (PD) Cardboard Disposal (CB) Glass Disposal (GD) Rubbish Disposal (RD) Scrap Disposal (SD) Cartridge Disposal (CD) Despatch Area/store (DA) 3 CCCCCC C C Tools/ Store/area (TS) Glassware Store/area (GS) Furniture Store/area (FN) Electrical Store/area (ES) Food Store/area (FS) Clothes Store/area (CS) Ornaments Store/area (OS) Stationary Store/area (SS) Sort & Clean Areas (S & C)

5 Receiving Area (RA) Control Process 2a Any Doulos representative fetching any goods donated must ensure that all items have been properly documented before loading onto the vehicle, a copy of the fully completed signed receipt is to be given to the donor for their records. All goods arriving at the Doulos from donors must go to RA where it will be checked to see if the goods coincide with the document signed for by the donor. All other goods delivered to Doulos must also go to RA A bar-code will be generated with the following information:- date received, description, S & C area code, stock code, serial number (where applicable) and the price and will be attached to each item. This bar-code will be used to identify that item up to the time that it leaves Doulos again. The compiling of the bar-code with the correct information is the most important part of the whole process and it is where the control function begins. One this has been done then the items as well as a printed transfer form will be fetched from the RA by the relevant person in charge of the S & C area, who will sign for receipt for the goods All this bar-code information will be captured onto computer. NB All orders from clients for any item including all bulk sales must be done through one of the stores, no items will be sold directly from Doulos, who then informs the RA representative. They will give the order to the RA representative who must ensure that the order is as per Doulos requirements and send it to the S & C representative for execution who will only use bar-coded products to make up the order and then send it to DA. This should be done with enough lead time to ensure an acceptable time for packing and preparation C C C Receiving Area (RA) CCC C C C C C Tools/ Store/area (TS) Glassware Store/area (GS) Furniture Store/area (FN) Electrical Store/area (EL) Food Store/area (FS) Clothes Store/area (CS) Ornaments Store/area (OS) Stationary Store/area (SS) Sort & Clean Areas (S & C)

6 Waste Disposal Areas (WD) Despatch Control Process 3 Plastic Disposal (PL) Paper Disposal (PD) Cardboard Disposal (CD) Glass Disposal GD Rubbish Disposal (RD) Scrap Disposal (SD) Cartridge Disposal (CD) Depending on Service Provider these two could be combined CCCCCCC CCCCCCC All items that have been checked, cleaned, and properly packed by (S & C) representative which are ready to be despatched must go to the DA, where the bar-code will be checked against the one originally allocated. The DA representative will ensure that there are no irregularities with the items to be despatched and will only release items against an order received. DA will have the final say as to when the products are despatched to the different areas. Refer to the different pages for detail S & C control systems DA is responsible to ensure that records and control is kept of all waste products leaving Doulos All goods leaving Doulos must go through Despatch Despatch Area/store (DA) 3 C Glassware Store/area (GS) Furniture Store/area (FN) Electrical Store/area (ES) Food Store/area (FS) Clothes Store/area (CS) Ornaments Store/area (OS) Stationary Store/area (SS) Tools/ Store/area (TS) CCC C C C C Sort & Clean Areas (S & C)

7 External Despatch Control Process 3a Lekkerkrap Shop # 4 (LS 4) Flea Market (FM) Lekkerkrap Shop # 7 (LS 7) Give to Needy (GN) Pawn Brokers (PB) Lekkerkrap Shop #2 (LS 2) Lekkerkrap Shop # 1 (LS 1) Doulos Internal (DI) CCCCCCCC Despatch Area/store (DA) All goods leaving Doulos must go through DA DA to sign for receipt from S & C areas DA to check that bar-code coincides with the original bar-code allocated DA to confirm prices to ensure that the price is as per official price list DA to report all deviations to Management DA responsible for controlling all items going to PB and GN All items sent to the DA must be accompanied by a correctly completed form All items received from DA must have a stock number Sign for receipt of all items Ensure that all stock in store is on stock lists Sales according to allocated prices only No items to be split/divided and sold Daily sales to be reported per stock item When selling item mark stock lists When cashing up for day a list of stock items sold must accompany sales slip All bulk orders must be taken by shops, order to DA for execution No direct sales from Doulos premises Responsible person to ensure that all items are properly controlled Management reserves the right to appoint people to check stock and audit figures The information below is applicable – Sales & Distribution Areas (S & D ) Glassware Store/area (GS) Furniture Store/area (FN) Electrical store/area (ES) Food Store/area (FS) Clothes Store/area (CS) Ornaments Store/area (OS) Stationary Store/area (SS) Tools/ Store/area (TS) CCC C C C C C Sort & Clean Areas (S & C) DA to decide to which S & D area plastic bags will be distributed to and check that they are marked clearly with code PB _ _ _ _

8 Not working Tools/Equipment Control Process Repairman (RT) Receiving Area (RA) All tools received must be accompanied by a bar-code form Each tool must have a stock number TS _ _ _ _ _. Responsible person must sign for receipt Each tool to be checked to ensure that there is no damage and tested to ensure that it works Decide to which S & D area tools must be distributed and mark clearly S & D areas have no say as to pricing or what tools they will receive, this is a management decision All tools are sold voetstoots, no returns accepted By first intent an endeavour should be made to repair all tools before letting scrap merchant have them CCCCC CC Despatch Area/store DA 4 Once an electrical tool has been repaired it is brought back into the system through the receiving area and follows the same route again, keeping the original number The responsible person to keep track of all items being repaired and that they are returned Before any tool goes to the scrap merchant any usable parts to be taken off for reuse, and when sent to the repairman to be signed for and repairman to show where they have been re- used. Disposal of all items to be done in conjunction with management All tools are to be properly cleaned. Clean items get a better price - make use of walk in labour (person asking for food) or hire day labour to do the cleaning C C C Receiving Area (RA) Tools/ Store/area (TS) Scrap Disposal (SD) Doulos Internal (DI) Lekkerkrap Shop # 7 (LS 7) Flea Market (FM) Give to Needy (GN) RRR Sort & Clean Area (S & C) Sales & Distribution Areas (S & D )

9 Electrical Appliance Control Process Receiving Area (RA) CCCCC C 5 Once the electrical appliances has been repaired it is brought back into the Doulos control system through the receiving area and follows the same receiving route again Responsible person to keep track of all items being repaired and that they are returned Repairman cannot make a decision to scrap any electrical appliance without consent from Doulos management, proper documentation to be completed Before any scrapped electrical appliance goes to the scrap merchant any usable parts must to be taken off for reuse, Any spare parts sent to the repairman must be signed for the and repairman to show where they have been re-used. Disposal of all items to be done in conjunction with management C C R R RR All electrical appliances received must be accompanied by a correctly completed form Each electrical appliance must have a stock number ES _ _ _ _ _ Responsible person must sign for receipt Each electrical appliance to be checked to ensure that there is no damage and tested to ensure that it works Decide to which S & D area electrical appliances must be distributed and mark clearly S & D areas have no say as to pricing or what electrical appliances they will receive, this is a management decision All electrical appliances are sold voetstoots, no returns accepted By first intent an endeavour should be made to repair all electrical appliances before letting scrap merchant have them All Electrical appliances are to be properly cleaned. Clean items get a better price - make use of walk in labour (person asking for food) or hire day labour to do the cleaning Receiving Area (RA) Electrical Store/area (ES) Despatch Area/store DA Not Working Repairman (RE) CC Scrap Disposal (SD) Lekkerkrap Shop # 4 (LS 4) Lekkerkrap Shop # 7 (LS 7) Flea Market (FM) Give to Needy (GN) Sort & Clean Area (S & C) Sales & Distribution Areas (S & D )

10 Sonskyn Hoekie Sonop Arend Nes Mahem Food Control Process Miem se omgee huis Distribute to needy C CCCCC C JirehMelgisede Sonheuwel Zuurfon- tein DagbreekMontrosaDe KroonEksodusMaxwell Kosmos Healing Haven Sorg Sentrum Distribute to Staff & employees C CCC C Churches/organisations distributing and controlling the supply of food received from Doulos to the disadvantaged communities are responsibility and accountable to Doulos for how and to whom the food is distributed - Doulos Management retains the right to check with those who receive the products that they are satisfied with what they receive - under no circumstance is food received from Doulos to be sold C CCC C CC CC C C C C C C C C C C C C C C C C C All food issued from the food store must be correctly documented 6 Receiving Area (RA) Food Store/area (FS) Rubbish Disposal (RD) Not fit for Human Consumption C People who come to fetch food directly from Doulos should be used to help with certain activities where there is a manpower shortage, or cleaning of property/washing vehicles/goods etc. DA All deliveries to be checked into the system, only Management can give permission for employees to take food

11 Too Damaged Glassware Control Process Applicable disposal (GD; RD) C CCCC C 7 C All items received must be accompanied by a correctly completed form Each items must have a stock number GS _ _ _ _ _. Responsible person must sign for receipt Each item to be checked to ensure that there is no damage and tested to ensure that it works where applicable Decide to which S & D area glassware must be distributed and mark clearly S & D areas have no say as to pricing or what items they will receive, this is a management decision All items are sold voetstoots, no returns accepted All items are to be properly cleaned. Clean items get a better price - make use of walk in labour (person asking for food) or hire day labour to do the cleaning Disposal of all items to be done in conjunction with management Receiving Area (RA) Glassware Store/area (GS) C R R RR Lekkerkrap Shop # 4 (LS 4) Lekkerkrap Shop # 7 (LS 7) Flea Market (FM) Give to Needy (GN) Despatch Area/store DA Sort & Clean Area (S & C) Sales & Distribution Areas (S & D )

12 Ornaments/other goods Control Process Applicable disposal C C 8 Despatch Area/store DA Disposal of all items to be done in conjunction with management C All items received must be accompanied by a correctly completed form Each items must have a stock number OS_ _ _ _ _. Responsible person must sign for receipt Each item to be checked to ensure that there is no damage and tested to ensure that it works where applicable Decide to which S & D area ornaments must be distributed and mark clearly S & D areas have no say as to pricing or what items they will receive, this is a management decision All items are sold voetstoots, no returns accepted All items are to be properly cleaned. Clean items get a better price - make use of walk in labour (person asking for food) or hire day labour to do the cleaning Receiving Area (RA) Ornaments Store/area (OS) Too Damaged C Lekkerkrap Shop # 4 (LS 4) Lekkerkrap Shop # 7 (LS 7) Flea Market (FM) Give to Needy (GN) C CCC R R RR Sort & Clean Area (S & C) Sales & Distribution Areas (S & D )

13 Furniture Control Process By first intent an endeavour should be made to repair all furniture before disposal or scrapping. Disposal of all items to be done in conjunction with management CCCC CC 9 C Repaired furniture is brought back into the Doulos control system through the receiving area and follows the same receiving route again The responsible person to keep track of all furniture being repaired and that they are returned The repairman cant decide to scrap or sell any furniture without consent from Doulos management,, for which proper documentation needs to be completed C C C All items of furniture are to be properly cleaned. Clean items get a better price - make use of walk in labour (person asking for food) or hire day labour to do the cleaning All furniture received must be accompanied by a correctly completed form Each item of furniture must have a stock number FN _ _ _ _ _. Responsible person must sign for receipt Each item of furniture to be checked to ensure that there is no damage and tested to ensure that it works where applicable Decide to which S & D area furniture must be distributed and mark clearly S & D areas have no say as to pricing or what items they will receive, this is a management decision All items are sold voetstoots, no returns accepted Every endeavour should be made to find a pawn broker who is prepared to take all the furniture from Doulos at a market related price Lekkerkrap Shop # 7 (LS 7) Flea Market (FM) Give to Needy (GN) RRR Too Damaged Pawn Brokers (PB) R Furniture Store/area (FN) Despatch Area/store DA Receiving Area (RA) Repairman (RF) Rubbish Disposal (RD) Sort & Clean Area (S & C) Sales & Distribution Areas (S & D )

14 Plastic bag packing table Summer Too Damaged Winter Clothing Overall Control Process Best Clothes Store (BC) Clothes Store/area (CS) C C C C C 10 Despatch Area/store DA C C Receiving Area (RA) Use for rag Bags Lekkerkrap Shop # 4 (LS 4) Lekkerkrap Shop #2 (LS 2) Lekkerkrap Shop # 1 (LS 1) RRR Despatch Area/store DA Flea Market (FM) Give to Needy (GN) RR Lekkerkrap Shop # 4 (LS 4) Lekkerkrap Shop # 1 (LS 1) CCCC C RR All clothing received must be accompanied by a correctly completed form The sorting of different categories for the clothing is of utmost importance Responsible person must sign for receipt R Sort & Clean Area (S & C) Sales & Distribution Areas (S & D )

15 Best Clothing Control Process C NB All orders from clients for any item including all (bulk sales or distribution) must be done through one of the stores, who then informs the RA representative. 10a C Best Clothes Store (BC) C Flea Market (FM) Give to Needy (GN) RR Lekkerkrap Shop # 4 (LS 4) Lekkerkrap Shop # 1 (LS 1) CCCC RR All clothing received from the Clothes Store/area must be accompanied by a correctly completed form Responsible person must sign for receipt Each item of clothing to be checked to ensure that there is no damage and returned to clothes sorting area if not suitable for distribution in this category Decide to which S & D area clothes must be distributed to and mark clearly with code BC _ _ _ _ S & D areas have no say as to pricing or what items they will receive, this is a management decision All clothing is sold voetstoots, no returns accepted Clothes Store/area (CS) Receiving Area (RA) Despatch Area/store DA Sort & Clean Area (S & C) Sales & Distribution Areas (S & D )

16 Plastic bag Winter Too damaged Clothing Plastic Bag Control Process C C C NB Orders for bulk sales/ distribution should be done before the time to ensure an acceptable lead time for packing and preparation 10b Despatch Area/store DA C C Use for Rag Bags Clothes Store/area (CS) Clothes sorting table (PB) Summer BlousesBlouses DressesDresses ShirtsShirts L/PantsL/Pants SkirtSkirt ShortsShorts TopsTops T-shirtsT-shirts M/PantsM/Pants L/sleevesL/sleeves Winter JerseyJersey TopsTops JacketsJackets PantsPants SkirtSkirt ScarvesScarves GlovesGloves Plastic bag Winter C Lekkerkrap Shop # 4 (LS 4) Lekkerkrap Shop #2 (LS 2) Lekkerkrap Shop # 1 (LS 1) RRR C All clothing received from the Clothes Store/area must be accompanied by a correctly completed form Responsible person must sign for receipt Each item of clothing to be checked to ensure that there is no damage and returned to clothes sorting area if not suitable for distribution in this category Evenly distribute various types of clothing, and control the number of items that are put into each plastic bag Keep seasons separate Jerseys etc should be sold separately Weigh each bag and log weight on price tag Seal bag with cable-tie S & D areas have no say as to pricing or what items they will receive, this is a management decision Bags are not to be opened once packed All items are sold voetstoots, no returns accepted Sort & Clean Area (S & C) Sales & Distribution Areas (S & D ) DA will decide to which S & D area plastic bags are distributed

17 Stationary Control Process CCCCCC Direct purchase from outside supplier CC C Items can be purchased directly from an outside supplier to be used within the office Internal process (DI) Cash slips/tax invoices must be kept for each purchase 11 C Disposal of all items to be done in conjunction with management Lekkerkrap Shop # 4 (LS 4) Lekkerkrap Shop # 7 (LS 7) Lekkerkrap Shop # 1 (LS 1) Doulos Internal (DI) Give to Needy (GN) Stationary Store/area (SS) Despatch Area/store DA Receiving Area (RA) Too Damaged Paper Disposal (PD) Rubbish Disposal (RD) C All stationary received must be accompanied by a correctly completed form Each item of stationary must have a stock number SS _ _ _ _ _. Responsible person must sign for receipt Each item of stationary to be checked to ensure that there is no damage Decide to which S & D area stationery must be distributed and mark clearly S & D areas have no say as to pricing or what items they will receive, this is a management decision All items are sold voetstoots, no returns accepted Good control system to be implemented and maintained for all consumables used by staff members/office staff (DI) RRRRR Sort & Clean Area (S & C) Sales & Distribution Areas (S & D )

18 The receiving of goods, and the Bar-coding with proper information is the most important part of the whole process where the control function begins. If this process is correctly implemented with the correct documentation, then this control process will succeed. A dedicated person, who is computer literate and who will be held responsible and accountable for the receipt of all items received should be put in charge of this process, and should be in possession of a valid drivers licence with no previous driving offences All the information on the receiving form should be captured onto computer by first intent. Doulos Control Process Receiving Area (RA) Despatch Area/store (DA) If at all possible the person receiving the goods and the despatch person should not be the same person, or be related to the person receiving the goods A dedicated responsible person, who is computer literate and who will be held accountable for the despatch of all items should be put in charge of this process, and should be in possession of a valid drivers licence with no previous driving offences All the despatch information should be captured onto computer by first intent.

19 General information for control system Service Providers – waste removal For maximum benefit Service Providers to supply their expense, to deliver and remove as and when required Income from waste products to be agreed upon between the two organisations Proper documentation and contracts to be put into place to ensure that tasks are executed to the benefit of both parties Specification of requirements for each Service Provider to be sorted out e.g. flatten cardboard boxes before putting into bins General Furniture that is donated could be fetched or brought to Doulos, by the Churches/people in the area where possible Churches could adopt one of the communities serviced by Doulos, and to look after all their needs Property needs to be kept clean and tidy, will leave a good impression with visitors Computer room and Sewing room – outsource with proper contract in place Need to look at all documentation required to ensure adequate control and to have an acceptable audit trail. Investigate use of bar-coding Deliveries in morning – sorting, marking and packing in afternoons? Waste products to be placed into the correct bins to ensure that there are not things lying around Bins on wheels would possibly be the best method of internal distribution (used by Hospice Lynwood) Doulos needs Strategy needs to be formulated – who, what, when, where and how Vision/mission for the community Once strategy has been determined what needs to be done, a priority list needs to be drawn up and monitored Each employee responsible for a specific commodity? Vehicles Should have log-books, tracking devices, daily check lists, copies of all drivers licences to be kept on file Cost for the Doulos Hyundai is R 5.40 per km this should be considered when costing any service. Management Need to source a retired businessman who has management and business skills and is computer literate – to oversee entire logistics and control process Compiled by


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