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Lessons learnt: 200-250 parcels or 150-200 households per day

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Lessons learnt: 200-250 parcels or 150-200 households per day

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- PBQ should be longer list.
- source a long list of medium vendors.
- explore 數期 / cheque payment/ FD cash payment with medium vendors. solve the payment problem.
- reserve manpower for sourcing.
- prepare a full list of supplier list and item list at the beginning.
- allow more flexibility on item catorization.
- Prioritize to procure food from more than 1 big vendors. It is to stablize the supply. But we have to be ready to use small/medium vendor to fill the gap.
- handling fresh food vs efficiency and stock stability
- Increase the food variety for flexibility
- important to keep stock take in busy work.
- fresh food: timely decision to give up.

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Highest efficiency: 50-100 parcels or ~50 households per day

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Highest efficiency: 50-100 parcels or ~50 households per day

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- buy and use wellcome pre-pack food (min packing effort, single supplier)

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- align the pick up time for different drivers/companies.
-Must be clear of rationale behind allocation of cases to different companies.
-Must have time difference between pick up time, say 30mins apart.
-Pick up time more preferably in late morning/early afternoon to ensure items are delivered to beneficiaries not too late that day.
- Keep direct delivery by HKRC as a backup plan. Important to identify a pool of volunteer drivers in advance. Training on Infection control is important.

Communication with hotline:
-Must be clear on cut off time. Preferably alert hotline before allocation to avoid confusion.
-Preferably lock the allocated cases/check totaly number of cases to avoid accidental allocation by hotline agents.

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- 100 % outsource to more than 1 logs supplier. no need for direct delivery by HKRC staff/volunteers.

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- timely decision to recruit volunteers from whole agency
- ask for other team to share manpower
- 3 designated staff to support different areas -case, logistic and packing, procurement

-Developed pool of volutneers who are familiar with the serivce and area readily available to on duty.
-Developed multiple volunteer leaders who can lead without a lot of staff guidance.
-Volunteers able to take up different roles --> can exchange roles upon different volunteer combination, and teach new volunteers how to run.
-Roles: Leader (Class rep of carton box area, Class rep of hygiene kit area), logistics contact point, document processing

-At least one staff to discuss how to improve task distribution and SOP with class reps regularly.

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- Mark internal reference no. timely  - file every day
- Filing for receipt / invoice
- Clear definition on the date (Invoice/ Receipt / Procurement ..)
- PBQ : Increase the PBQ proposed order qty and project period (allow more flexibility on brand, price, vendor number)
- Close monitoring of cash flow, must reserve time for FD to check Cash Adv Report and reimbursement.
-Try to issue more payments aby cheque/cash from FD to avoid overloading the cash flow. (Need to obtain invoice ASAP, esp. when FD has to WFH). Select vendors which allow payment after delivery if possible.
- challenge: avoid burning out the cash flow. solutions: Use big vendors and use large amount payment by cheque or credit card.

-Standardize SOP of cash book, cash wallet handling
-better filing of invoices and receipts - paid, to be paid, cash advance, reimbursement
-airtable - mark status of official invoice and receipt

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- Revamp airtable format: consolidate the data in single page for grouping

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- keeping the warehouse at HQ can enhance the synergy with hotline team, and LDR main warehouse. However, if we need to scale up the service to more than 300 parcels per day, we need to sincerely consider the warehouse outside HQ.

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-Must have well-developed SOP (incl. packing and checking procedures, location of items inside carton box, from start - open carton box- to finish - close checking before handover to driver), preferably developed and agreed between staff and volunteer leaders.
- frequently updated briefing to new or old comers to refresh the latest arrangement.
-Packing materials (carton boxes of fixed size, tape) are as important as the items inside the carton box (and the lead time is just as slow).

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- Stable stock : less the workload of daily purchase for staff and volunteer
- Inventory figures accuracy
- Item type with sufficient information (type of canned food/ expiry date, volume
- Space area for storage / packing

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- consider pre-pack food.
- or we pack standard pack first. keep the box open for hygiene kits.
- balance of 1 big box vs 2 small boxes???
- choose a fit size box

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- room 406, 408, 409 are reserved until end of April. May need to plan where to work in May

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- in general it is good to keep the relations with big vendor like Wellcome and Home+ for future service needs

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all small boxes
if 1-2people family:
1st box
prepacked 1 food 1 hygiene by HKRC (closed)
prepacked 1 food box by HKRC (not yet closed) - if no need hygiene kit

if 3-4people family:
1st box
prepacked 1 food 1 hygiene by HKRC (closed)
prepacked 1 food box by HKRC (not yet closed) - if no need hygiene kit

2nd box
add Wellcome prepack in second box
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can preack boxes in the weekend (2 layers?)

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- one platform to fit different purposes.
- minimize the tap. avoid mistakes.
- agile input. easy to make mistake.
- interim review. (manpower, data input method)
- data cleasning.
- paper form.
- separate child and kid mask.
- 地址分區

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- on some very important step.
- work on cheat sheet.