Commodity Distribution, A Practical Guide for Field Staff (UNHCR, 1997, 77 p.) Annex 3 - Reporting on Food Distribution Worksheet for On Site Food Distribution Monitoring Report Explanatory Notes

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

Annex 3 - Reporting on Food Distribution

Worksheet for On Site Food Distribution Monitoring Report

SURVEY WORKSHEET

Camp/Area: _________________	No. of days covered by this distribution: _______
Distribution Site: _____________
Survey Date: ________________

What was aimed to be distributed

Commodity	Cereal	Pulses	Veg Oil	Sugar	Other	Other	Other	Total Kcal/person/day
Targeted ration g/person/day
Targeted ration Kcal/person/day

90% of targeted ration = ----------Kcal/person/day

110% of targeted ration = ---------- Kcal/person/day

What was actually distributed

Family No.	M/F	Family Size	Cereal (kg)	Pulses (kg)	Veg Oil (kg)	Sugar (kg)	Other	Other	Other	Total Kcal	Kcal/pers/day
1
Kcal
2
Kcal
3
Kcal
4
Kcal
5
Kcal
6
Kcal
7
Kcal
8
Kcal
9
Kcal
10
Kcal
11
kcal
12
Kcal
13
Kcal
14
Kcal
15
Kcal

(...)

Explanatory Notes

Methodology¹³

¹³ From: MSF Nutritional Guidelines, Paris 1995 and State of the Art about Food Basket monitoring (Draft) MSF Holland 1995.

This method seeks to measure the calorific value (per person per day) of the ration actually collected by each family and to compare this with the value intended to be delivered by the distribution system. The measure is against the food value actually intended on the day, not against the theoretical ration. For example if the calorific value of the theoretical ration is 2,000 Kcal/p/d but due to logistic problems the distributing agency only has 1,500 Kcal/p/d on hand for distribution, then the calculation is made against the 1,500 value.

NOTE: Although Kcals are used as a measure in this methodology this method does not provide any information or analysis on nutritional aspects of the ration system. IT MEASURES ONLY THE EFFICIENCY OF THE DISTRIBUTION SYSTEM, NOT THE ADEQUACY OF THE FOOD BASKET.

To prepare this report you will need the “On Site Distribution Monitoring Report, Survey Worksheet” and the “Results Table”, see p. 65, (photocopy these and give them to your implementing partners)

Before you go to the distribution site:

1. First calculate the Calorific value of the ration (per person per day) which the distribution agency is aiming to distribute on that day. Fill in the row in the Worksheet “Targeted ration g/person/day” for each commodity.

Then calculate the calorific value (per person per day) for each commodity (use Table 3) and fill the row “Targeted ration Kcal/person/day”

Add each of these up to give the total value of the ration and fill the box “Total Kcal/person/day”.

2. Calculate what 90% and 110% of the targeted ration would be. These will be used as a cut off points.

Fill in the boxes on the table “90% of targeted ration” and “110% of targeted ration”.

3. Determine the number of days which the distribution is intended to cover.

If the number of days is unknown or unreliable then the calculation is only possible retroactively. The calculation is only possible when the next distribution has been performed, and so the number of days covered can be counted. Fill in the space on the Worksheet “No. Of days covered by this distribution:”.

At the distribution site:

4. Choose a site close to the distribution point, but at such a distance that the activities do not interfere with the distribution itself. The beneficiaries must not have a chance to sell or dispose of the commodities. Have two monitors and one supervisor present, with a 50 kg and 5 kg scales (e.g. Salter scales). Have the monitors select the beneficiaries (often the family heads) for the sample.

5. A random systematic sample of 30 persons is drawn from all persons receiving commodities at each of the distribution points which you survey. The sample should be equally spread over the total number of households and over the whole distribution day, (e.g. if 500 persons/family heads will attend today, you will measure the ration of every 500/30 = 16th family). The beneficiary is selected and accompanied to the point where the ration will be weighed by a monitor.

6. Record if the person collecting the ration is male or female. Fill the box “M/F” on the Worksheet.

7. Determine the number of people for whom the ration is intended from the ration or registration card. Fill the box “Family Size” on the worksheet.

8. Weigh all food items separately and note their weights on the work-sheet

Fill in the weight under the commodity name on the Worksheet for each family.

Back at the office:

9. Calculate the calorific value of the weight of each commodity which was given to each family. A table of the calorific values of various commodities is attached, Table 3. Fill in the row “Kcal” for each commodity.

10. Calculate the total calorific value of the food given to that family by adding the individual values for each commodity. Fill in the Column “Total Kcal” for each commodity.

11. Calculate the average calorific value, per person, per day for each family by dividing the Total Kcal by the number of days and the number of persons in that family. Fill in the box in the Worksheet “Kcal/person/day” for each family.

12. When you have calculated the “Kcal/person/day” for each family then count the number of families who have a value of “Kcal/person/day” less than the “90% of targeted ration” which you calculated earlier. (See 2 Above) Fill in the appropriate box in the Results Table.

13. Calculate the percentage of families (out of the total of 30 families) receiving less than “90% of targeted ration”

14. Do a similar calculation and fill in the boxes for “No. of families 90% - 110%” and “No of families >110%”.

Interpretation

In a good efficient distribution system none of the families should receive < 90% of the intended Kcal. Therefore that figure should be A0.

The majority of families should be in the 90% - 110% range.

Over time if the percentage of families in the 90% - 110% range is decreasing then the efficiency of the distribution system is deteriorating. Action must be taken to correct this.

Compare the “% Female” result on the worksheet with information you have on the overall % of female headed households among the beneficiaries. If the % of females collecting rations is significantly different from the % of female headed households in the population then it may be that your distribution system is not allowing fair access to women. Corrective action should be taken.

(...)

Table 3

PULSES AND OILSEEDS:
BEANS, DRIED	335
PEAS, DRIED	335
CASHEW NUT	543
COCONUT, FRESH, MATURE	388
GROUNDNUTS, DRY	549
LENTILS	340
SESAME SEEDS	558
SOYBEAN	405
SUNFLOWER SEEDS	486
VEGETABLES:
EGGPLANT	32
KIDNEY BEANS, RAW	36
LEAVES, MEDIUM GREEN (PUMPKIN)	27
LEAVES, LIGHT GREEN (CABBAGE)	26
MAIZE, FRESH	152
ONION	41
SHALLOT	41
PEPPERS, SEEDS REMOVED	48
TOMATO	21
LEMON	59
AMLA	58
FRUITS (FRESH)
AVOCADO	121
BANANA	88
CITRUS	49
GUAVA	64
MANGO	60
PAWPAW	32
PAPAYA	32
PINEAPPLE	47
WATERMELON	22
FRUIT (CANNED):
FRUIT IN SYRUP	60
FRUIT (DRIED):
APRICOTS	270
DATES	245
SUGAR	400
SALT	0
MEAT (CANNED)
MEAT, AVERAGE	220
CHICKEN	215
CORNED BEEF	233
PORK	271
FISH:
CANNED FISH IN OIL	305
CANNED FISH	150
DRIED FISH, HARD	380
DRIED FISH, SALTED	270
DRIED FISH, WHOLE (FRESHWATER)	309
SARDINES, CANNED IN OIL	309
FPC (NORSE) TYPE B	390
MILK AND MILK PRODUCTS:
MILK, COW, WHOLE	79
DRIED WHOLE MILK (DWM)	490
DRIED SKIM MILK (DSM)	360
DRIED SKIM MILK (DSM), FORTIFIED	360
CONDENSED MILK, SWEETENED	325
EVAPORATED MILK	150
CANNED CHEESE	355
OILS AND FATS:
ANIMAL FAT, RENDERED	902
BUTTER	725
BUTTER OIL, GHEE	862
MARGARINE, MARGARIT	735
PALM OIL, RED	875
VEGETABLE OIL	890
MISCELLANEOUS:
TEA	40
COFFEE GROUND	56
HIGH-PROTEIN BISCUITS	500
LICHIS BASTARD	61
SPICES MIXED, GARLIC	145
SPICES MIXED, TUMERIC	349
YEAST DRIED (FOOD)	344