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Commodity Distribution, A Practical Guide for Field Staff (UNHCR, 1997, 77 p.)
	Annex 2 - Reporting on Non-Food Items Distribution
		1. Non-Food Item Distribution Report (NFI. 1)

Commodity Distribution, A Practical Guide for Field Staff (UNHCR, 1997, 77 p.)

Annex 2 - Reporting on Non-Food Items Distribution

1. Non-Food Item Distribution Report (NFI. 1)

In the first instance this report should be completed by the implementing partner responsible for distribution. Distribution reports from several sites/implementing partners should be consolidated at Sub-Office level and transmitted to the Branch Office. The BO in turn consolidates reports from Sub-Offices and submits the consolidated report to HQs.

Offices should decide themselves on the mechanism and the frequency of the data collection, depending on the actual situation. For stable operations the information should be compiled on a monthly basis. In emergencies, reports may have to be compiled daily or weekly.

Non-Food Item Distribution reports submitted to HQs should be addressed to the Desk.

1.1

“BO/SO/FO/SITE”

Fill in the name of the distribution site, or of the area, which will indicate who the beneficiaries are.

1.2

“Project No”

Refers to the project symbol of the LOI under which the NFI were purchased.

1.3

“Reporting period/month”

If reporting on a monthly basis, only give the name of the month. Otherwise, give exact dates for the reporting period, including the exact number of days, i.e. from 6 to 16 January 1997, 11 days.

1.4

“No of beneficiaries”

The number of beneficiaries for this reporting period should be given, both for the general distribution and for any special distribution to other groups. The number of families should also be specified as the NFI ration is often specified per family. Often an average family size is used (e.g. 5 persons/family) to calculate the number of families.

1.5

“Rations”

The ration of NFI should be specified, e.g. 3 blankets/family, 1 bar of soap/person.

1.6

“Opening stocks”

(a) is the quantity physically available at the warehouse (or the total of all warehouses, if completing a consolidated report for the whole country operation) at the start of the reporting period. This should not take into consideration pipeline projections.

1.7

“Quantity received”

(b) refers to the commodities actually delivered to the warehouse during the reporting period.

1.8

“Total quantity available”

Is the sum of the opening stocks and the quantity received during the reporting period.

1.9

“Total quantity required”

(c) is the sum of the requirements for general distribution and/or any other special distribution programmes.

1.10

“Distribution”

Indicates the quantities actually distributed.

1.11

“Percentage of needs covered”

[(d)/(c)] compares the actual distribution versus the theoretical requirements.

1.12

“Closing stocks”

Represents the total quantity of commodities available after the distribution (at the different warehouses or for all warehouses, if reporting at country level - see para 1.6 above). In addition to actual quantities distributed this should also take into consideration losses and stock transfers to other sites.

1.1	“BO/SO/FO/SITE”	Fill in the name of the distribution site, or of the area, which will indicate who the beneficiaries are.

1.2	“Project No”	Refers to the project symbol of the LOI under which the NFI were purchased.

1.3	“Reporting period/month”	If reporting on a monthly basis, only give the name of the month. Otherwise, give exact dates for the reporting period, including the exact number of days, i.e. from 6 to 16 January 1997, 11 days.

1.4	“No of beneficiaries”	The number of beneficiaries for this reporting period should be given, both for the general distribution and for any special distribution to other groups. The number of families should also be specified as the NFI ration is often specified per family. Often an average family size is used (e.g. 5 persons/family) to calculate the number of families.

1.5	“Rations”	The ration of NFI should be specified, e.g. 3 blankets/family, 1 bar of soap/person.

1.6	“Opening stocks”	(a) is the quantity physically available at the warehouse (or the total of all warehouses, if completing a consolidated report for the whole country operation) at the start of the reporting period. This should not take into consideration pipeline projections.

1.7	“Quantity received”	(b) refers to the commodities actually delivered to the warehouse during the reporting period.

1.8	“Total quantity available”	Is the sum of the opening stocks and the quantity received during the reporting period.

1.9	“Total quantity required”	(c) is the sum of the requirements for general distribution and/or any other special distribution programmes.

1.10	“Distribution”	Indicates the quantities actually distributed.

1.11	“Percentage of needs covered”	[(d)/(c)] compares the actual distribution versus the theoretical requirements.

1.12	“Closing stocks”	Represents the total quantity of commodities available after the distribution (at the different warehouses or for all warehouses, if reporting at country level - see para 1.6 above). In addition to actual quantities distributed this should also take into consideration losses and stock transfers to other sites.