Memo

From: Francois Damba

Date: 27 November 2023

RE: UNIT 2 - TASK 3 – MANAGING WAREHOUSE OPERATIONS

One of the main issues in managing the warehouse in Mugla has been the control of deliveries coming
into the warehouse.

1. Can you please write a process document to show how you would control the incoming
deliveries in the new warehouse at Jumna, including who you would work with to ensure
the process works?

From the logistics perspective and as a part of my tasks and duties as a logistics officer ,
there are specific requirements that must be carried out in controlling the incoming
deliveries in the Jumna warehouse . These requirements will be including the process of
tracking the actual arriving times , having accurate information about the quantities , the
types of goods , and labour and equipment requirements . The control process will be
carried out in the following three operating areas:

GOODS RECEIPT
In this operating area there are a number of controlling tasks that must be taken as follows:

 Having schedule of the inbound deliveries timing and the detailed information about
the supplier and the associated PO by which such deliveries have been requested .
 Configurating the receiving area for unloading the goods and handling them .

 Ensuring availability of the suitable number of labours and equipment that will be
used for unloading and moving the goods to the bulk storage areas .
 Interfacing the received goods with the purchase order and inventory systems for
the purpose of reconciliation of items and quantities.
 Checking the received goods for verifying its specifications , quantities and for
checking quality and any potentials damages in the packaging .

© 2017 Logistics Learning Alliance Ltd – ‘Supply Chain Improvement through Learning’
  Keeping the records of the received goods in special books or getting them
recorded in the warehouse inventory system before the final storage process .

BULK STORAGE

Once the goods got unloaded , checked and the different aspects of such received goods
recorded in the inventory records or saved in the warehouse inventory systems , the
storage locations assigned , the work method specified , then the goods got stored in the
bulk storage area in such mechanism that makes the retrieval process takes place easily
and smoothly taking into consideration the maximal utilization of the storage space .

There must be complete knowledge about the goods different information especially in the
mixed storage environment for the ability of carrying out the following actions:

 The avoidance of crushing through block stacking .

 The selection of correct slot heights to optimize space utilization .

 The adherence to quality control requirements .

 The identification of goods requiring special storage arrangements, e.g.

flammables, temperature-sensitive products, etc.

PICKING AND LOAD ASSEMBLY

Before the starting point of picking up process of the required goods and get them
consolidated in consignments , there must be complete information about the picking
orders , the types of required quantities of the stored goods , there locations and inventory
re-order point . Moreover and for more control , there must be a stock location system for
the following purposes :

 Pointing out the bulk storage and picking locations besides controlling transfers
between locations .
 Picking up the different items of the required consignments .

 Providing picking lists in sequential order that will help minimizing the travel time
and maximizing the volume picked on each picking run.
 Differentiating and controlling the different types of picking methods such as
consignment , line and zone picking .
 Interfacing with the goods dispatch to ensure loads are picked and assembled to
meet dispatch schedules.

 Page 2
 For obtaining the control process of the incoming deliveries , there will be different people
whom I can work with for ensuring such control process get duly done . These people are
mainly the associated programme coordinator , the warehouse and inventory managers ,
the suppliers , and the fleet manager .

2. Can you present a diagram of the new warehouse and include the flow of goods plus
identify where the different items are to be stored?

Warehouse offices Receipting Area Dispatching Area

Quarantine Area Picking and consignmnet Area

Aisle Aisle

Blankets 50% Wheat Soya Blend

Aisle Aisle

Plastic Sheeting Rice 5% Broken

Aisle Aisle
Gangway

Family tents Sugar white

Aisle Aisle

Kitchen Sets Beans Red

Aisle Aisle

Jerry Can Collabsible Iodised Salt

Aisle Aisle

Tarpaulins Vegetable oil

3. You should also describe the resources needed and the working methods that you would
use in each of the working areas, including appropriate precautions for safety.

The process of receiving and dispatching goods including the other intermediary processes
need the suitable resources that must be allocated to the required tasks . For the correct
allocation of the required resources especially with the daily fluctuation in the volume of

 Page 3
 workload, the planning of workloads must be carried out on daily basis as well . Moreover,
the resource requirements are defined by the inbound and outbound workload that is
handled by the warehouses operations. Therefore, for identifying the total required
resources, there must be identification to the following activities
 Inbound workload.
 Storage requirements .
 Outbound workload .

Ultimately , determining the resource requirements can be calculated by dividing the required
word per hour by the work rate for the relevant work cycle .

WORK METHODS
There are work methods that are used in the warehousing operations and they depend on the
working area in which the activities are done as follows:

Goods Receipt

 Checking the received deliveries in terms of the ordered quantities and

there specifications through the packing list.

 Unloading goods from the transportation vehicles .

 Checking any potential damages and any manufacturing defects .

 Quality check of the deliveries .

 Recording the different details of the received goods in the inventory record or
saving them in the inventory system .

Storage

 Obtain location instructions .

 Move to location .

 Record locations used .

 Place materials/goods in location.

 Consolidate part pallets.

 Move/tidy pallets

 Obtain replenishment instructions.

 Replenish picking area .

 Report/remove damaged goods .

 Return to pick up point.

 Page 4
  Report actions

Picking and Assembling

 Preparing the plan of picking including the timing.

 Preparing the required labors.

 Receiving pick form / list / release order.

 Picking required goods / materials.

 Packing the picked consignment if needed.

Dispatching

 Check notes/goods picked .

 Re-pack/re-palletize.
 Record batch/serial numbers .
 Prepare documentation.
 Label consignments .
 Compile load
 Confirm load/documentation .
 Load vehicle in sequence .
 Seal vehicle/obtain signature.
 Arrange vehicle movement .
 Open/close shutters or doors

Ultimately , Health and Safety is one of the important policies that must be known to everybody
involved in the supply chain work in general and in warehousing operations in particular since
warehouses can be dangerous environment where many accidents can be taken place if there
is no awareness of such policy . Therefore , the precautions for safety must be taken into
consideration during the four operating areas in the warehousing operations . These safety
precautions can be summarized by taking care of the following safety requirements:
 Ventilation
 Temperature in indoor workplaces
 Lightening
 Cleanliness and waste materials
 Floors and Traffic routs
 Personal Protective equipment

4. How would you modify planned activity to cope with contingencies that may arise?

 Page 5
 Establishing a contingency plan including the risk analysis process and preparing risk
mitigation measures is one of the most feasible ways of the effective ability of modification to
any contingencies . Such kind of preparedness and readiness to adapt to any potential
changes in the scope of work is looked upon as one of the elements of building the
humanitarian agencies’ capacities and capabilities in modifying their planned activities in such
way that they can cope with in confronting any contingencies.
A part of the contingency plan associated to the warehousing operations is to have another
warehouse/s for the purpose of relocation during any emergencies and contingencies .
Therefore , the successful relocation of the warehouses will enable the warehousing operations
and the flow of goods to the beneficiaries continue .

In our context of managing warehouse operations , the goods receipt operating areas is one of
the activities that has an impact on the whole operations of the warehouse . The most
important function of this operating area is the efficiency in carrying out the job of receiving ,
checking and distributing the goods to the storage area . There are some challenges in this
operating area which managers usually face while managing the way of receiving the inbound
deliveries . These challenges are represented by the warehouse’s manager disability of
depending on the planned activities pertaining the deliveries arrival timing and the control over
the goods receipt since they may not have direct responsibility for such deliveries timing .
In other words , Ideally, the timing of all deliveries should be planned in advance in order to
ensure the orderly arrival of goods. However, deliveries may arrive unannounced and planned
deliveries may arrive early or late. Consequently , resources have to be deployed in a flexible
way without sticking to previously planned way of deploying such resources for the purpose of
coping with any changes to the timing of deliveries arrival where the resources have to be
found on alert for obtaining the goods receipt activities on their unexpected and unplanned
arrival .

Regards

Francois

To answer this task, you will find the following learning material section helpful:

2.3. Selecting Equipment and Working Methods

2.4. Planning Space and Layout
2.6. Managing Warehouse Operations
2.11. Managing the Working Environment

 Page 6