Transcript MIRAP Success 2009

Delivery Management In Our
Current Environment
Handbooks and Manuals as well as
DOIS Utilization will Chart the
Course to Success
Pacific Area Delivery Programs Support
1
Successful DOIS Scheduling
Pacific Area Delivery Programs Support
2
Our Current Challenges
 Continuing Declines in Cased Volumes
 Continuing Declines in Carrier Delivered
Volume
 Regular Scheduled Pivoting by Regular
Carriers, that Minimizes Impacts to
Service.
 MOUs Controlling Route Adjustment
Timeframes and Methods.
Pacific Area Delivery Programs Support
3
It Goes Without Saying, This Needs to Be
Said
 DOIS Utilization Compliance
● Accurate Route & Unit Maintenance
● Validated E3999/Current 3999 on DOIS
Mainframe
● Complete & Accurate Travel Tab/ 1564A
● Current Comprehensive Pivot Plans
● Current MSP Scans/Regular Data Reviews
● Use DOIS Scheduler w/Accurate Budget
loads
● Proper Utilization of the Workload Status
Report
● Regular Review/Application of
Performance Reports
Pacific Area Delivery Programs Support
4
Analyze Average Office Earned Hours
 Office
● AM Office Earned by Day of Week
● AM Office Earned by Route/Day
 Divide the Current Average Office Earned
for the Unit by the Average Office
Scheduled Leave Time = Number of
Carriers to Schedule in the AM by Day
● Pull DOIS RBI Report to locate Average
Office Time, I.E. 2:30 minutes
● I.E. 72.25 hours/2.5 average Office Leave
Time = 28.9 Carriers can be scheduled in
AM. With 34 routes, 5 must be vacant.
Pacific Area Delivery Programs Support
5
Successful DOIS Scheduling
 Schedule Office Carriers By Day of Week
● Use the previous process to determine for
each day of the week how many carriers
may report in the AM.
● Review data every 30 days and make
necessary weekly scheduling adjustments.
● Enter “Primary” Carriers into DOIS
Scheduler weekly
 On a Daily Basis adjust previously
determine assignments using the
Workload Status Report by balancing the
“Leave Time Variance” Column
Pacific Area Delivery Programs Support
6
As they assign Office Pivot/Aux the “Leave
time Variance” column will show “+/-”; when
the column is close to “0:00” total variances, they
have successfully captured the office undertime and
minimized the impact on service by leaving as scheduled.
In addition, to scheduling to the weekday projection
averages, they must refer
here Area
for office
success.
Pacific
Delivery
Programs Support
7
Analyze Average e3999 Validated Street Time
 Street
● Schedule Number of Carriers by using the
average validated Street Time multiplied by
the number of routes = Target Street Base.
● Identify established PM Operational
Window = Scheduled PM End Tour 16:00
minus the Previously Identified Average
Leave Time of 10:00AM = 6.0 hrs minus :30
minute lunch equals 5.5 hour PM
Operational Window.
Pacific Area Delivery Programs Support
8
Successful DOIS Scheduling
 Divide the Current Average Validated
Street for the Unit by the PM Operational
Window = Number of Carriers to Schedule
for the Street.
● I.E. 178.25 hours/5.5 average PM
Operational Window = 32.40 Carriers can
be scheduled for the Street. With 34
routes, 1.5 must be vacant.
Pacific Area Delivery Programs Support
9
Successful DOIS Scheduling
 Schedule Street Carriers
● Review data every 30 days and make
necessary weekly scheduling adjustments.
● Enter “Primary” Carriers into DOIS
Scheduler weekly
Pacific Area Delivery Programs Support
10
SUCCESSFUL DOIS SCHEDULING PROCESS
 File maintenance information needs to match actual assignments and
match TACS. If it does not click on the “Route and Unit Maintenance” Tab
and select “Maintain Carrier Route Assignments” button. Correct any
carriers that have been awarded new bids, are borrowed or have been
hired to your facility. Process appropriate HRSS paperwork to accomplish
your personnel actions and changes. If changes are not processed as
requested contact HRSS and notify TACS via email or fax so that employee
pay will be processed correctly.
 Retrieve all approved bid and spot leave 3971s. Extended leave can be
input into eRMS as much as 30 days in advance, Annual Leave can be
input as much as a year in advance.
 Open ERMS and minimize the screen.
 Click on the “Planning and Scheduling” Tab and select the “Weekly
Schedule” button.
 Create all approved vacancies using the “Create Vacancy” button.
Complete the right hand margin of each 3971 as the vacancies are created,
record the actual NS days & hours of leave approved for each day and
initial in this margin under the appropriate column.
Pacific Area Delivery Programs Support
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SUCCESSFUL DOIS SCHEDULING PROCESS
 Right click on any cell within the schedule and select “show” on the drop
down menu, then select “vacant routes only”. Right click in any cell once
again and select “show” and then select “carrier work status”. Scroll
down to your unassigned regulars, part time flexibles and casuals to see
who is available. Cover any vacant assignments, unless desiring to leave
vacant.
 To schedule a PTF or Casual for a particular day & time, right click on the
cell for the day desired and click on “Assignment Details”, click on
“Schedule” and use the spin box to set the time. The time scheduled will
only show once you print the schedule and not on the screen.
 After all desired vacancies are covered, click on “Print Preview” button
and print your schedule. Post with the PTF page to the front.
 Maximize ERMS and enter all approved leave slips to the appropriate 3972
if you have the “Attendance Control Supervisor” role in ERMS, remember
to sign the “Signature of Person Recording Absence and Date” block of
the 3971. If you do not have the access level turn in leave slips to
designated Supervisor or Postmaster with this level of access. File 3971s.
DO NOT ENTER LEAVE IN TACS.
Pacific Area Delivery Programs Support
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Necessary Steps to Change a Carrier
Assignment or Start Time
 Notify HRSS of the changes in assignment, days
off, pay location, start time and the effective date.
 In DOIS on the “Route And Unit Maintenance
Tab”; Select the “Route Base Information” button.
Use the drop down menu to select the desired
route and click on display. Make any desired
changes to the start, leave, return and end times.
Do not forget to make changes on the “Travel
Tab” in case the carrier is lunching at a
different time or location, this is important to your
MSP reports.
 Click on the “Maintain Carrier Route
Assignments” and make any desired changes.
 Please Follow the Cluster SOP on Pivot Plan
Maintenance. Do not forget to insert the new
lunch time and or locations.
Pacific Area Delivery Programs Support
13
Necessary Steps to Change a Carrier
Assignment or Start Time
 Now go to the “Street Management” tab and click on the
“MSP Base Information Maintenance” use the drop down
menu to select the route you are changing and view the
new times that have come over from the other entries.
Make sure that the expected leave and return times are
matching depart to route and return to office scheduled
scan times on your “Route Base Information Report”. If
significant amounts of time default to the last scan time
your lunch is not entered correctly in the “Pivot Plan”.
 It is important to note that these steps must be followed in
this order for the reports and data to be accurate. An easy
way to determine if TACS has the correct start time for the
carrier is to click on “Daily Assignments” on the “Daily
Workload Management” tab, whatever is in TACS will be
displayed here, compare it to the “Route Base Information
Report” to ensure start time accuracy. Review MSP reports
on “Schedule Scan Times” for significant times defaulting
to the end of the day as these indicate incorrect lunch or
the need to redo the pivot plan.
Pacific Area Delivery Programs Support
14
Post MIARAP Requirements
Pacific Area Delivery Programs Support
15
MIARAP – DOIS Requirements
After completion of the MIARAP Adjustment
you must complete the following activities in order to
establish and maintain quality reference data to
successfully manage the adjustment:
1. Review and Validate the Reference Volumes, Establish the “Normal Day” for Each Route and
Post (Cased letters, Cased flats, Parcels, Sequenced & DPS, Contact your District DOIS Coordinator for Corrections)
2. Using The MIARAP Unit Summary - Develop Carrier Leave and Return
Time Groups (Use M39 Section 122 Schedule Guidelines)
3. Update DOIS RBI Schedule Using Developed Leave and Return Time
groupings.
4. Complete A New 3999 (Use e3999 Validation Process).
5. Update 1564A Data In DOIS RBI.
6. Update the Pivot Plan Data
7.Update DOIS MSP Data.
8. Monitor Post MIARAP Changes / Respond To Changes
Pacific Area Delivery Programs Support
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Establish the “Normal Day” Post MIARAP
Unit Summary Report
Delivery Unit: 9258301
Date Range:
03/01/2009
through
Post MIARAP Base Cased Volume
04/30/2009
FinalNot
Adjustment
Times - RightTotal
side of 1840 CDV
Post MIARAP Data Does
Provide
Analysis Times
Evaluation Times Selected - Left side of 1840 reverse
reverse
Avg
Office
Est Std
Office
Carrier
Off Input
Avg
Street
Base
Street
3999
Street
Carrier St
Input
Cased
Letters
Cased
Flats
Office
Street
82006 CHRISTIANSON, A M
1:36
1:46
!:30
5:45
6:14
5:53
5:45
162
445
1:36
5:45
7:21
0:00
0:33
1:43
6:21
8:04
0:00
91.8%
82007 CERVANTES, L C
1:42
1:46
1:30
5:27
6:14
5:08
5:30
200
426
1:42
5:27
7:09
0:00
0:33
1:53
6:10
8:03
0:00
98.0%
82015 ASH, L E
1:44
2:03
1:45
6:03
6:29
6:12
6:00
222
538
1:44
6:00
7:44
0:00
0:33
1:45
6:14
7:59
0:00
83.5%
82017 MANZANARES, D A
1:45
1:51
1:45
6:15
6:26
5:33
6:15
187
470
1:51
6:15
8:06
0:00
0:33
1:42
6:17
7:59
0:00
94.2%
82019 SANCHEZ, A B
1:29
1:33
1:33
6:06
5:46
5:26
5:26
147
359
1:33
5:26
6:59
0:00
0:33
1:21
3:48
5:09
0:00
93.7%
83001 NICKS, T T
1:41
1:22
2:00
5:58
6:34
5:26
6:00
146
280
1:22
5:58
7:20
0:00
0:33
1:30
6:34
8:04
0:00
123.9%
83002 BASOCO, J R
1:41
1:36
1:36
4:25
4:43
4:35
4:25
244
334
1:36
4:25
6:01
0:00
0:33
83003 EVANS, F R
1:36
1:53
1:40
6:13
6:35
5:55
6:00
226
462
1:36
6:00
7:36
0:00
0:33
1:44
6:19
8:03
0:00
84.6%
83004 SMITH, K J
1:51
1:45
1:45
5:49
6:15
5:35
5:45
209
415
1:45
5:45
7:30
0:00
0:33
1:43
6:18
8:01
0:00
101.5%
83005 ASH, J A
1:40
1:41
1:30
5:45
6:19
5:28
5:30
216
383
1:40
5:30
7:10
0:00
0:33
1:21
3:47
5:08
0:00
97.8%
83008 SCHLAGETTER, C
1:43
2:12
2:00
5:35
6:06
5:44
5:00
354
533
1:43
5:17
7:00
0:00
0:33
1:53
6:14
8:07
0:00
75.4%
83009 WILLIAMS, M N
1:49
1:34
1:45
5:30
6:20
5:12
5:30
207
337
1:34
5:30
7:04
0:00
0:33
1:51
6:07
7:58
0:00
114.1%
83010 KESLER, A A
1:47
2:04
1:30
6:14
6:39
6:21
6:00
240
535
1:47
6:00
7:47
0:00
0:33
1:49
6:12
8:01
0:00
87.8%
83011 LOYD, J A
1:43
1:46
1:30
5:50
6:18
4:30
5:00
157
449
1:43
5:00
6:43
0:00
0:33
2:00
6:06
8:06
0:00
98.3%
83012 FERNANDEZ, S A
1:40
1:52
1:30
5:54
6:06
4:44
5:00
172
482
1:40
5:25
7:05
0:00
0:33
1:50
6:13
8:03
0:00
89.0%
83013 COX, D K
1:39
2:03
1:45
6:27
6:23
6:01
6:30
218
541
1:39
6:27
8:06
0:00
0:33
1:38
6:20
7:58
0:00
79.1%
83014 DANIEL, T M
1:49
1:53
1:45
5:39
6:26
5:20
5:30
162
492
1:49
5:30
7:19
0:00
0:33
1:57
6:04
8:01
0:00
98.0%
29:01
30:50
26:49
99:04
0:00
93:03
95:06
3,469
7,481
28:20
95:40
124:00
0:00
9:21
27:40
95:04
122:44
0:00
Route # Regular
Unit Total
Act/Std
(Missing
DPS/Parcels/Sequence
Volumes)
%
Total
Router
FOT
Office
Street
Total
Router
Pacific Area Delivery Programs Support
106.5%
17
Establish the “Normal Day” Post MIARAP
Use DPS/PP/Sequence
Volumes Data From MIARAP
Evaluation Period To
Establish Base CDV
Pacific Area Delivery Programs Support
18
Daily -Manage to Post MIARAP CDV
Establish The Post MIARAP “Normal Day” City
Delivered Volume (CDV):
 CLV = 175
Carriers office and street is managed daily to
variances in “Actual Workload To Established
 CLF = 675
CDV”. Carriers must be managed daily to
 DPS = 2800
actual CDV and not to MIARAP volumes that
may have significantly declined.
 SEQ = 450

CDV = 4100
 Base Accountable Mail = 5
 Base Parcels = 8
 PD’s 560
Pacific Area Delivery Programs Support
19
MIARAP – Unit Summary Report
Unit Summary Report
Delivery Unit: 9258301
03/01/2009
Date Range:
through
04/30/2009
Final Adjustment Times - Right side of
Route
#
Regular
Avg
Office
Est Std
Office
Analysis Times
Carrier
Avg
Base
Off Input Street
Street
Evaluation Times Selected - Left side of 1840 reverse
3999
Street
Carrier
St Input
Cased
Letters
Cased
Flats
1840 reverse
Office
Street
Total
Router
FOT
Office
Street
Total
Router
Act/Std
%
1:36
5:45
7:21
0:00
0:33
1:43
6:21
8:04
0:00
91.8%
82006 CHRISTIANSON, A M
1:36
Adjust final Unit Summary into Leave
1:46 and
!:30 Return
5:45
6:14
5:53
5:45 per
162
time
groups
the 445
82007 CERVANTES, L C
1:42
1:46
1:30
5:27
200
426
1:42
5:27
7:09
0:00
0:33
1:53
6:10
8:03
0:00
98.0%
82015 ASH, L E
1:44
2:03
1:45
M39,
Section
122
6:03
6:29
6:12
6:00
222
538
1:44
6:00
7:44
0:00
0:33
1:45
6:14
7:59
0:00
83.5%
82017 MANZANARES, D A
1:45
1:51
1:45
6:15
6:26
5:33
6:15
187
470
1:51
6:15
8:06
0:00
0:33
1:42
6:17
7:59
0:00
94.2%
82019 SANCHEZ, A B
1:29
1:33
1:33
6:06
5:46
5:26
5:26
147
359
1:33
5:26
6:59
0:00
0:33
1:21
3:48
5:09
0:00
93.7%
83001 NICKS, T T
1:41
1:22
2:00
5:58
6:34
5:26
6:00
146
280
1:22
5:58
7:20
0:00
0:33
1:30
6:34
8:04
0:00
123.9%
83002 BASOCO, J R
1:41
1:36
1:36
4:25
4:43
4:35
4:25
244
334
1:36
4:25
6:01
0:00
0:33
83003 EVANS, F R
1:36
1:53
1:40
6:13
6:35
5:55
6:00
226
462
1:36
6:00
7:36
0:00
0:33
1:44
6:19
8:03
0:00
84.6%
83004 SMITH, K J
1:51
1:45
1:45
5:49
6:15
5:35
5:45
209
415
1:45
5:45
7:30
0:00
0:33
1:43
6:18
8:01
0:00
101.5%
83005 ASH, J A
1:40
1:41
1:30
5:45
6:19
5:28
5:30
216
383
1:40
5:30
7:10
0:00
0:33
1:21
3:47
5:08
0:00
97.8%
83008 SCHLAGETTER, C
1:43
2:12
2:00
5:35
6:06
5:44
5:00
354
533
1:43
5:17
7:00
0:00
0:33
1:53
6:14
8:07
0:00
75.4%
83009 WILLIAMS, M N
1:49
1:34
1:45
5:30
6:20
5:12
5:30
207
337
1:34
5:30
7:04
0:00
0:33
1:51
6:07
7:58
0:00
114.1%
83010 KESLER, A A
1:47
2:04
1:30
6:14
6:39
6:21
6:00
240
535
1:47
6:00
7:47
0:00
0:33
1:49
6:12
8:01
0:00
87.8%
83011 LOYD, J A
1:43
1:46
1:30
5:50
6:18
4:30
5:00
157
449
1:43
5:00
6:43
0:00
0:33
2:00
6:06
8:06
0:00
98.3%
83012 FERNANDEZ, S A
1:40
1:52
1:30
5:54
6:06
4:44
5:00
172
482
1:40
5:25
7:05
0:00
0:33
1:50
6:13
8:03
0:00
89.0%
83013 COX, D K
1:39
2:03
1:45
6:27
6:23
6:01
6:30
218
541
1:39
6:27
8:06
0:00
0:33
1:38
6:20
7:58
0:00
79.1%
83014 DANIEL, T M
1:49
1:53
1:45
5:39
6:26
5:20
5:30
162
492
1:49
5:30
7:19
0:00
0:33
1:57
6:04
8:01
0:00
98.0%
Unit Total
29:01
30:50
26:49
99:04
0:00
93:03
95:06
3,469
7,481
28:20
95:40
124:00
0:00
9:21
27:40
95:04
122:44
0:00
Unit Avetage
1:42
1:48
1:40
5:49
#DIV/0!
5:28
5:35
204
440
1:40
5:37
7:17
0:00
0:33
1:43
5:56
7:40
0:00
6:14
5:08
5:30
Pacific Area Delivery Programs Support
106.5%
95.1%
20
Scheduling Carriers M-39 Sect 122
 122 Scheduling Carriers
 122.1 Establishing Schedules
 122.11 Consider the following factors in establishing schedules:
a. Schedule carriers to report before 6 a.m. only when absolutely
necessary.
b. Fix schedules to coincide with receipt and dispatch of mail. At least 80
percent of the carriers’ daily mail to be cased should be on or at their
cases when they report for work.
c. Schedule carriers by groups. Form groups of carriers who make the
same number of delivery trips and whose office time is approximately
the same.
d. Generally, schedule carriers of the same group to begin, leave, return,
and end at the same time.
e. Schedule so that delivery to customers should be approximately the
same time each day.
f. Make a permanent schedule change when it is apparent that one or
more days’ mail volume varies to where it is causing late leaving.
g. Schedule carriers’ non-work days in accordance with the National
Agreement.
 122.12 Post all schedules and keep them up to date.
Pacific Area Delivery Programs Support
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Scheduling Carriers M-39 Sect 122
 122.2 Carriers’ Leaving Schedules
 122.21 Establishing Leaving Schedule
The leaving time for the carrier is determined
by the following:
a. Workload. The normal workload for the route;
b. Availability of Mail. The time all the mail for the same
day’s delivery is
available;
c. Necessary Office Time. Time required to case this mail,
withdraw, tray or strap out mail, obtain parcel post, and
complete other required office duties; and
d. Business Hours. Normal community business hours.
Pacific Area Delivery Programs Support
22
Scheduling Carriers M-39 Sect 122
 122.22 Maintaining Leaving Schedule
Carriers must be trained and motivated to complete their office
work so that they may leave the office on time each day. The
delivery unit manager must be aware of and record the daily
workload for each route, and:
a. Provide assistance where necessary for carriers to meet scheduled
leaving times;
b. Recognize when a judicious use of curtailment of non-preferential mails
is appropriate; and (not appropriate in our current environment)
c. Use carrier late leaving reports to help determine performance
efficiency and also to indicate possible training needs. Delivery
managers at all levels must take positive steps to instill every employee
with a sense of importance in the daily need to maintain schedules and
perform all assigned duties within the allocated time.
Pacific Area Delivery Programs Support
23
Scheduling Leave Time Per M39-Section 122

Use MIARAP Unit Summary to establish groups
within 5-10 minutes of like office times.
Set new Leave Times, I.E. 7:30 start

●
●
●
●
●
●
●
:50 (:45-:55) = 8:20 (Route:22)
1:00 (:56-1:05) = 8:30 (-0-)
1:10 (1:06-1:15) = 8:40 (-0-)
1:20 (1:16-1:25) = 8:50 (Routes: 2,4,5,11,12,15,19,23,25,32,34)
1:30 (1:26-1:35) = 9:00 (Routes:1,3,7,8,9,10,13,16,17)
1:40 (1:36-1:45) = 9:10 (Routes: 6,14,20,27,28,29,33,40)
1:50 (1:46- 1:55) = 9:20 (Route: 30)
Pacific Area Delivery Programs Support
24
Scheduling Leave Time Per M39-Section 122
Unit Summary Report
Delivery Unit: 9258301
03/01/2009
Date Range:
through
04/30/2009
Final Adjustment Times - Right side of
Analysis Times
Route
#
Regular
Evaluation Times Selected - Left side of 1840 reverse
1840 reverse
Router
Act/Std
%
Group
Leave
Time
0:00
93.7%
8:50
0:00
97.8%
8:50
8:04
0:00
123.9%
9:00
6:20
7:58
0:00
79.1%
9:10
6:17
7:59
0:00
94.2%
9:10
1:43
6:21
8:04
0:00
91.8%
9:10
0:33
1:43
6:18
8:01
0:00
101.5%
9:10
0:33
1:44
6:19
8:03
0:00
84.6%
9:10
0:00
0:33
1:45
6:14
7:59
0:00
83.5%
9:10
7:47
0:00
0:33
1:49
6:12
8:01
0:00
87.8%
9:20
5:25
7:05
0:00
0:33
1:50
6:13
8:03
0:00
89.0%
9:20
1:34
5:30
7:04
0:00
0:33
1:51
6:07
7:58
0:00
114.1%
9:20
1:42
5:27
7:09
0:00
0:33
1:53
6:10
8:03
0:00
98.0%
9:20
533
1:43
5:17
7:00
0:00
0:33
1:53
6:14
8:07
0:00
75.4%
9:20
162
492
1:49
5:30
7:19
0:00
0:33
1:57
6:04
8:01
0:00
98.0%
9:30
5:00
157
449
1:43
5:00
6:43
0:00
0:33
2:00
6:06
8:06
0:00
98.3%
9:30
4:35
4:25
244
334
1:36
4:25
6:01
0:00
0:33
0:00
93:03
95:06
3,469
7,481
28:20
95:40
124:00
0:00
9:21
27:40
95:04
122:44
0:00
#DIV/0!
5:28
5:35
204
440
1:40
5:37
7:17
#DIV/0!
0:33
1:43
5:56
7:40
#DIV/0!
Base
Street
3999
Street
Avg
Office
Est Std
Office
Office
Street
Total
Router
FOT
Office
Street
Total
82019 SANCHEZ, A B
1:29
1:33
1:33
6:06
5:46
5:26
5:26
147
359
1:33
5:26
6:59
0:00
0:33
1:21
3:48
5:09
83005 ASH, J A
1:40
1:41
1:30
5:45
6:19
5:28
5:30
216
383
1:40
5:30
7:10
0:00
0:33
1:21
3:47
5:08
83001 NICKS, T T
1:41
1:22
2:00
5:58
6:34
5:26
6:00
146
280
1:22
5:58
7:20
0:00
0:33
1:30
6:34
83013 COX, D K
1:39
2:03
1:45
6:27
6:23
6:01
6:30
218
541
1:39
6:27
8:06
0:00
0:33
1:38
82017 MANZANARES, D A
1:45
1:51
1:45
6:15
6:26
5:33
6:15
187
470
1:51
6:15
8:06
0:00
0:33
1:42
82006 CHRISTIANSON, A M
1:36
1:46
!:30
5:45
6:14
5:53
5:45
162
445
1:36
5:45
7:21
0:00
0:33
83004 SMITH, K J
1:51
1:45
1:45
5:49
6:15
5:35
5:45
209
415
1:45
5:45
7:30
0:00
83003 EVANS, F R
1:36
1:53
1:40
6:13
6:35
5:55
6:00
226
462
1:36
6:00
7:36
0:00
82015 ASH, L E
1:44
2:03
1:45
6:03
6:29
6:12
6:00
222
538
1:44
6:00
7:44
83010 KESLER, A A
1:47
2:04
1:30
6:14
6:39
6:21
6:00
240
535
1:47
6:00
83012 FERNANDEZ, S A
1:40
1:52
1:30
5:54
6:06
4:44
5:00
172
482
1:40
83009 WILLIAMS, M N
1:49
1:34
1:45
5:30
6:20
5:12
5:30
207
337
82007 CERVANTES, L C
1:42
1:46
1:30
5:27
6:14
5:08
5:30
200
426
83008 SCHLAGETTER, C
1:43
2:12
2:00
5:35
6:06
5:44
5:00
354
83014 DANIEL, T M
1:49
1:53
1:45
5:39
6:26
5:20
5:30
83011 LOYD, J A
1:43
1:46
1:30
5:50
6:18
4:30
83002 BASOCO, J R
1:41
1:36
1:36
4:25
4:43
Unit Total
29:01
30:50
26:49
99:04
Unit Avetage
1:42
1:48
1:40
5:49
Carrier
Off Input
Avg
Street
Carrier
St Input
Cased
Letters
Cased
Flats
In accordance with the M39
Section 122, Schedule
carriers into:
“Leave Time Groups”
Pacific Area Delivery Programs Support
106.5%
95.1%
25
Scheduling Return Time Per M39-Section 122
 Add Average Street Time, Do Not Forget the Lunch to add the
Leave time to set the Return Time.
●
●
●
●
●
●
●
●
●
●
●
5:00 (4:55-5:05) + Add Lunch: 5:30
5:10 (5:06-5:15) + Add Lunch: 5:40
5:20 (5:16-5:24) + Add Lunch: 5:50
5:30 ( 5:25-5:35) + Add Lunch: 6:00
5:40 ( 5:36-5:45) + Add Lunch: 6:10
5:50 ( 5:46-5:55) + Add Lunch: 6:20
6:00 ( 5:56-6:05) + Add Lunch: 6:30
6:10 ( 6:06-6:15) + Add Lunch: 6:40
6:20 ( 6:16-6:25) + Add Lunch: 6:50
6:30 ( 6:26-6:35) + Add Lunch: 7:00
6:40 ( 6:36-6:45) + Add Lunch: 7:10
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Scheduling Leave Time Per M39-Section 122
Unit Summary Report
Delivery Unit: 9258301
03/01/2009
Date Range:
through 04/30/2009
Final Adjustment Times - Right side of
Analysis Times
Route
# Regular
Avg
Office
Est Std Carrier
Office Off Input
Avg
Street
82019 SANCHEZ, A B
1:29
1:33
1:33
6:06
83005 ASH, J A
1:40
1:41
1:30
5:45
83011 LOYD, J A
1:42
1:46
1:30
83008 SCHLAGETTER, C
1:49
1:34
1:45
82006 CHRISTIANSON, A M 1:40
1:52
83004 SMITH, K J
1:44
83012 FERNANDEZ, S A
Evaluation Times Selected - Left side of 1840 reverse
Base
Street
3999
Street
1840 reverse
Router
Act/Std
%
Group Return
Time / With
Lunch
5:09
0:00
93.7%
12:50
3:47
5:08
0:00
97.8%
12:50
1:53
6:10
8:03
0:00
98.0%
15:00
0:33
1:51
6:07
7:58
0:00
114.1%
15:20
0:00
0:33
1:50
6:13
8:03
0:00
89.0%
15:30
Carrier
St Input
Cased
Letters
Cased
Flats
Office
Street
Total
Router
FOT
Office
Street
Total
5:26
147
359
1:33
5:26
6:59
0:00
0:33
1:21
3:48
0:00
0:33
1:21
0:00
0:33
0:00
1:30
5:28
5:30
216 with
383
1:40
In6:19accordance
the 5:30
M397:10
5:27
6:14
5:08
5:30
200
426
1:42
5:27
7:09
Section
122,
Schedule
5:30
6:20
5:12
5:30
207
337
1:34
5:30
7:04
carriers
into:
5:54
6:06
4:44
5:00
172
482
1:40
5:25
7:05
2:03
1:45
6:03
1:47
2:04
1:30
83009 WILLIAMS, M N
1:43
1:46
82007 CERVANTES, L C
1:36
83001 NICKS, T T
5:46
6:29
5:26
7:44
0:00
0:33
1:45
6:14
7:59
0:00
83.5%
15:50
6:14
“Return
Time
Groups”
6:39
6:21
6:00
240
535
1:47
6:00
6:12
6:00
222
538
1:44
6:00
7:47
0:00
0:33
1:49
6:12
8:01
0:00
87.8%
15:50
1:30
5:50
6:18
4:30
5:00
157
449
1:43
5:00
6:43
0:00
0:33
2:00
6:06
8:06
0:00
98.3%
16:00
1:46
!:30
5:45
6:14
5:53
5:45
162
445
1:36
5:45
7:21
0:00
0:33
1:43
6:21
8:04
0:00
91.8%
16:00
1:51
1:45
1:45
5:49
6:15
5:35
5:45
209
415
1:45
5:45
7:30
0:00
0:33
1:43
6:18
8:01
0:00
101.5%
16:00
83014 DANIEL, T M
1:49
1:53
1:45
5:39
6:26
5:20
5:30
162
492
1:49
5:30
7:19
0:00
0:33
1:57
6:04
8:01
0:00
98.0%
16:00
83003 EVANS, F R
1:36
1:53
1:40
6:13
6:35
5:55
6:00
226
462
1:36
6:00
7:36
0:00
0:33
1:44
6:19
8:03
0:00
84.6%
16:00
82015 ASH, L E
1:45
1:51
1:45
6:15
6:26
5:33
6:15
187
470
1:51
6:15
8:06
0:00
0:33
1:42
6:17
7:59
0:00
94.2%
16:00
82017 MANZANARES, D A
1:39
2:03
1:45
6:27
6:23
6:01
6:30
218
541
1:39
6:27
8:06
0:00
0:33
1:38
6:20
7:58
0:00
79.1%
16:00
83010 KESLER, A A
1:43
2:12
2:00
5:35
6:06
5:44
5:00
354
533
1:43
5:17
7:00
0:00
0:33
1:53
6:14
8:07
0:00
75.4%
16:00
83013 COX, D K
1:41
1:22
2:00
5:58
6:34
5:26
6:00
146
280
1:22
5:58
7:20
0:00
0:33
1:30
6:34
8:04
0:00
123.9%
16:00
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Route Base Information Update
 After Establishing Leave and Return Time
Groups:
 Update DOIS RBI Schedule
 Complete a New 3999
 Update DOIS 1564A / Travel Information
 Update Pivot Plans
 Update MSP
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DOIS – Supervisor Workbench
Log in to DOIS
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Route and Unit Maintenance Tab
To begin click on the Route and Unit
Maintenance Tab then click on the Route
Base Information Maintenance
Button.
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Route Base Information Maintenance
Enter Established Route Group Leave and Return Times
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Carrier Completes 1564A
M41 Section 25:
Carrier’s Route Book, Instructions and Report
251.5 Lines of Travel
This shows lines of travel to reach the
beginning of the route, reach the lunch
place, return to next delivery location, and
return to unit.
251.6 Lunch Information
This shows time of authorized lunch, location
of authorized lunch stop(s), and location
where carrier is authorized to leave route
for lunch. (See instructions on Form
1564–A where this applies.) Similar
information for any deviation for lunch by
carrier technician is entered on the Form
1564–A.
251.7 Break Information
This shows location of authorized break
stop(s). (See instructions on Form 1564–A
where this applies.) Similar information
for any deviation for break by carrier
technician T–6 carrier is entered on the
Form 1564–A.
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DOIS Lunch / Travel Information
Is all your travel information correct?
Location for MSP lunch should be the
same has the location where authorized
to leave route for lunch.
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Daily Management – Post MIARAP
Addressing Compliance Is Often Easier Than Performance
Monitoring Changes + Responding To Change = Success
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Daily Management – Compliance
FOCUS ON COMPLIANCE
COMPLIANCE ON:
 LEAVE ON TIME / RETURN ON TIME / 1813
 CDV VOLUME REFERENCE / 3996
 EXTENSION OF STREET / 1564A / 1017B
 DISCRETIONARY EFFORT / 1838C / 3999
“It is not reasonable to expect the company to provide you with individual supervision
on a daily basis in order to obtain your BEST discretionary effort.”
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Daily Management – Labor Relations Support
 112.1 Efficient Service
 Provide reliable and efficient service. Federal statutes provide
penalties for persons who knowingly or willfully obstruct or retard the
mail. The statutes do not afford employees immunity from arrest for
violations of law.
 112.2 Diligence and Promptness
 112.21 Obey the instructions of your manager.
 112.22 Report for work promptly as scheduled.
 112.23 Complete time records to accurately reflect the hours employed
each day.
 112.24 Display a willing attitude and put forth a conscientious effort in
developing skills to perform duties assigned.
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Daily Management – Labor Relations Support
 112.2 Diligence and Promptness (Continued):
 112.25 Be prompt, courteous, and obliging in the performance of duties.
Attend quietly and diligently to work and refrain from loud talking and the use
of profane language.
 112.26 Do not report at cases or racks before tour of duty is scheduled to
begin or linger about cases or racks after tour has ended.
 112.27 Do not move mail from place to place on or adjacent to your case. Do
not engage in any time wasting practices before placing mail in the proper
separation.
 112.28 Do not loiter or stop to converse unnecessarily on your route.
 112.29 Return to the delivery unit immediately on completion of assigned
street duties and promptly clock in on arrival. A motorized carrier unloads his
vehicle and then immediately records returning time. 112.32 Return all mail,
money, and equipment to the post office at the end of the workday.
 112.33 Do not place mail in your pockets or clothing, lockers or desks, or in
parcels, hand grips, lunch containers, or other luggage.
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LOT / ROT Compliance Management
 M39, Section 131.213
 Late Leaving / Late Returning-Analyzing Form 1813
 Determine whether one or more carriers frequently left late. If so, there
is indication that:
 a. Routes may not be adjusted properly.
 b. The starting or leaving time may be improper.
 c. There is a pattern in late leaving on the same day.
 d. There may be heavy (now more often, light) volume days where a
pattern of late leaving is prevalent. Possible solution: Provide for
possible schedule changes, staggering of mail flow, curtailment of mail,
or auxiliary assistance within the office.
 e. Possible inefficiency exists.
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LOT / ROT Compliance Management
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LOT / ROT Compliance Management
Discuss Excessive Variances With The Employee. Is
There A 1017B Entry For Unauthorized OT?
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Daily Management-Manage To Daily CDV
Evaluate The Impact:
MIARAP RESULTS:
 CLV = 175
 CLF = 675
 DPS = 2800
 SEQ = 450
 CDV = 4100
 Base Accountable Mail = 5
 Base Parcels = 8
 PD’s 560









POST MIARAP REALITY:
CLV = 75
CLF = 400
DPS = 2550
SEQ = 450
CDV = 3725
Base Accountable Mail = 5
Base Parcels = 8
PD’s 560
“MIARAP Adjustment Was 8:06” “Current Value Of The Route Post MIARAP Due
To Declining Volumes Is Now:
Pacific Area Delivery Programs Support
7:17
41
Daily Management- Manage to Daily CDV









POST MIARAP REALITY:
CLV = 75
CFV = 400
DPS = 2550
SEQ = 450
CDV = 3725
Base Accountable Mail = 5
Base Parcels = 8
PD’s 560





REASONABLE LOGIC
CLV = DOIS Computes
CFV = DOIS Computes
Pull Down =DOIS Computes
CDL,CDF,DPS & SEQ =
CDV +/- 8 min = 250 pcs
 Accountable = +/-2 min
 Parcels = +/-1 min
 PDs = +/- .33 min
 “Current Value Of The Route
Post MIARAP Due To
Declining Volumes Is Now:
7:17 @ 100% to Standard”
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Post MIARAP Conference Process
 Decreasing volumes will require continual
monitoring of variances.
 Performance Conferences may be
required to capture variances after the
MIARAP adjustment, prior to the MOU
Reviews. This is critical to your success.
 Review conference meeting format.
 Review ELM section 370 (Supervision).
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Performance Conference Support - The ELM
370 Performance Evaluation
371 Introduction
Postal Service employees are expected to
conduct themselves in a manner that reflects
favorably upon the organization and perform
their duties in the most efficient manner. Both
the supervisor and employee have a mutual
responsibility to achieve these goals. When
properly used, performance evaluation
strengthens the daily supervisor–employee
relationship in working toward this end.
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Performance Conference Support - The ELM
372 Sound Supervision
The principles of sound supervision require that
supervisors evaluate employee performance
daily. Supervisors should counsel and instruct
their employees as necessary, giving attention
to evidence of good performance, as well as to
areas where the employees need improvement.
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Performance Conference Support - The ELM
373 Performance Evaluation Systems
373.1 Formal Evaluation
Postal Service Headquarters prescribes
formal evaluation systems for a variety of
purposes. A formal evaluation consists of
defined standards of performance,
instructions for establishing a measure of
where an employee fits within the
standards, and a form to record
information.
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Performance Conference Support - The ELM
373.2 Informal Evaluation
Informal evaluation is based on the
supervisor’s day–to–day observations and
is characterized by the absence of forms
and instructions. The supervisor should
make use of available human resources
and give personal encouragement and
guidance as a part of his or her daily
practice. These practices must be part of a
continuous formal and informal process.
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Performance Conference Support - The ELM
374 Discussing Performance With Employees
The supervisor must discuss job performance
with each employee. If the employee’s
performance is unsatisfactory, the supervisor
suggests constructive measures for an
employee to follow to improve his or her
performance to a satisfactory level.
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Performance Conference Meeting Format
Carrier Consultation Meeting Format
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Performance Conference Meeting Format
 Explain to the carrier what the goal of the meeting is.
 Example: “We are here today to review some information about your route. My







goal is that we will come to an agreement concerning the mail volume decline
from your previous MIARAP adjustment and the volume of mail you are currently
receiving. Additionally, we will discuss the amount of time necessary to case and
deliver your current mail volume. I am asking that you actively participate in this
process, as this will improve both of our understanding about your route”.
Review all categories concerning base & current volumes, current office and
street time being used (CDV).
Review demonstrated performance from MIARAP adjustment process.
Review MSP carrier report for days of the week that contain inconsistencies in
scheduled times and or, scheduled times and or scheduled intervals.
Review 1564-a with the carrier make necessary corrections explain the required
adherence to these instructions.
Discuss any inconsistencies in the carrier’s performance compared to volume
handled. Ask the carrier to explain the causes of these anomalies. Discuss the
relevance of these possible causes.
Review leave and return time with the carrier to identify any interim necessary
duties due to loss of caseable volume, any new deliveries added to your route,
and any additional volume being handled.
In order to provide consistent service, as well as capture time for lost cased
volume, I am going to need you to consistently case on additional routes in the
office until your MIARAP Review is completed, do you have any suggestions.
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Day to Day Management
 When managing in a declining cased volume environment use
the Workload Status Leave Time Variance column to ensure the
capture of Office Undertime.
 When managing in a declining delivered volume environment
calculate reductions in street base CDV @ 8 to 10 minutes per
250 pieces reduced.
 This practice will improve your post MIARAP Adjustment Review
results.
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As they assign Office Pivot/Aux the “Leave
time Variance” column will show “+/-”; when
the column is close to “0:00” total variances, they
have successfully captured the office undertime and
minimized the impact on service by leaving as scheduled.
In addition, to scheduling to the weekday projection
averages, they must refer
here Area
for office
success.
Pacific
Delivery
Programs Support
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DOIS Compliance & Utilization
 DOIS Utilization Compliance
● Accurate Route & Unit Maintenance
● Validated E3999/Current 3999 on DOIS
Mainframe
● Complete & Accurate Travel Tab/ 1564A
● Current Comprehensive Pivot Plans
● Current MSP Scans/Regular Data Reviews
● Use DOIS Scheduler w/Accurate Budget
loads
● Proper Utilization of the Workload Status
Report
● Regular Review/Application of
Performance Reports
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Office Time Base Reduction Strategies
 Effective scheduling of Discretionary Workforce
through DOIS
 Reduce Caseable Volume
● Increase Directs
● Reduce Missorts
● FSS
 Reduce Fixed Office Time
● Reduce Routes = 33-60 min of FOT per
Route
● Reduce Individual FOT Line Items
 Eliminate All Waiting Time
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Street Time Base Reduction Strategies
 Reduce Allied Street Time
● Reduce Routes = 45-75 minutes Allied Time
per Route
● Reduce Individual Allied Line Items
 Continue to Monitor/Respond CDV Declines
● Discuss Daily Volume CDV Losses With
Carriers and Require Time Reductions
● Complete New Validated 3999s
● Validate Allied Times when each 3999 is
Completed
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Post MIARAP Fall Reviews
 Continually Improving your Daily
Management Abilities will result in
Performance and Budget Success.
 Continual Day To Day Interaction with the
Carriers Discussing Current and Specific
Information About Their Routes will Serve
You Well in the Final Outcome.
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Inspect to Ensure Compliance
 DOIS Utilization Compliance
● Accurate Route & Unit Maintenance
● Validated E3999/Current 3999 on DOIS
Mainframe
● Complete & Accurate Travel Tab/ 1564A
● Current Comprehensive Pivot Plans
● Current MSP Scans/Regular Data Reviews
● Use DOIS Scheduler w/Accurate Budget
loads
● Proper Utilization of the Workload Status
Report
● Regular Review/Application of
Performance Reports
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PAFS Audits to Stay on Target
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PAFS Audits to Stay on Target
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PAFS Audits to Stay on Target
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Summary of Tasks
 Precise Scheduling Always
 Input and Finalize All New Data in DOIS
 Utilize Base Data in All Categories to
Manage Carriers
 Discuss Performance with Carriers
● Daily, Weekly, Monthly &Yearly
● Be Specific, Use Data & Set Improvement
Goals
 Monitor Changes in the Routes & Respond
 Follow Up by Inspecting Your Process
Compliance
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