Transcript AM SOP Integrated Operating Plan
Integrated Operating Plan
AM Standard Operating Procedure
AM SOP Integrated Operating Plan 1
Integrated Operating Plan
Definition The process of aligning P&DC and Customer Service operations to provide our customers with consistent, reliable service every day
History
Background
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The Cycle
The daily 24-hour operational cycle starts with
Carrier returning on time Carrier leaving on time Based on Based on
Carrier office consistency Transportation leaving on time Plant Operating Plan achievement
Carrier returning on time Based on Based on Based on
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Seven Guiding Principles
Carriers leave on time every day
Plant provides a consistent, planned product flow on each trip
Transportation leaves on time
All operational problems are short stopped and reported where they occur
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Seven Guiding Principles
Problems are resolved through the communication customer feedback process
Full preventive maintenance is performed on all equipment as scheduled
All operations are supported by written, customer based contingency plans
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Delivery Unit and Plant Contracts
Plant Inter-Tour
Plant to Delivery Unit
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Percentage of mail on each trip by mail type
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Measurement: DOIS Dispatch Feedback Report
Delivery Unit to Plant
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Collections and Mail Preparation
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Measurement: DOIS Late Leaving / Returning Report
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Start-Up and Implementation
IOP Pre-Implementation
IOP Implementation Preparation
Backwards Processing Model
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IOP Pre- Implementation
Senior Management Commitment
Understanding of Guiding Principles
Communication Network Availability
Delivery Unit Readiness
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F2 Carrier Leave Times Adjusted
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F4 Reviews
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Staffing Analysis
Timeline
IOP Implementation
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IOP Implementation Preparation
Project Manager Selected
Team Member Selection with mix of Plant, Delivery, and Computer skills (Minimum of 4 full time - 2 Plant and 2 Delivery, NTE 1 year)
Team Members Assigned Duties
Baseline operations
Training (Guiding Principles, Overview, Communicate the Plan to All Employees)
Ramp-Up (CET at Delivery Unit, Processing Windows by Mail Type, Identify Dispatch Schedules)
Create Dispatch Plan
Start IOP
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Backwards Processing Model
Identify Actual Mail Arrival Profile at Delivery Units
Delivery Units Provide Needed Mail Arrival Profile based on Current Carrier Reporting Times
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100% Committed flats by reporting time
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80% of caseable mail by reporting
Formal Negotiation (Delivery Units, Inter-Tour, Inter Plant, BMEU/Plant)
Plant Adjustments / Delivery Unit Adjustments
Re-Examine
Adjust
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Integrated Operating Plan - Deliverables
Organization Activities
Training
Communication Loop
Delivery Unit Activities
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Integrated Operating Plan - Deliverables
Plant Activities
Transportation
Formalize Contracts
Install Process Management
Implementation
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Timeline – Organizational Activities
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Timeline – Delivery Unit Activities
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Timeline – Plant Activities
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Timeline - Implementation
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How It Supports AM SOP
Contracts must support AM SOP.
Mail flow and processing must be re-engineered to provide requirements to Customer Service.
Consistent reliable mail flow is a must.
Indicators must be in place to measure IOP effectiveness
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Integrated Operating Plan - Contracts
Percentage of mail for each trip determined.
Percentage of mail being automated and finalized for carrier distribution. Target 80% secondary flats, 85% DPS.
100% of committed flats available by carrier start time
80% of caseable mail available by carrier start
Separation of Standard and Pref. Flats
Timely dispatch of transportation.
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Integrated Operating Plan - Transportation
All trips must leave on time.
All trips must contain the proper amount of mail as per the contracts.
Mail must be prepared in accordance with the contracts.
Transportation should be reviewed to ensure it meets the requirements.
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IOP Dispatch Profile to Delivery Unit
Trip Time 1 2 3 4 5 6 7 8 Post Office / Stations And Branches With GMF Plant Performing Primary Distribution Enter all figures in percentages by trip Station Name: _______________________________________________ Pref Ltrs Act Pref Ltrs Need Pref Ltrs Neg Pref Flts Act Pref Flts Need Pref Flts Neg Auto Act Auto Need Auto Neg
Station Mgr:____________________ IOP Mgr:_________________________
Act=Actual% Need=Needed% Neg=Negotiated% AM SOP Integrated Operating Plan 20
IOP Dispatch Profile to Delivery Unit
Trip Time 1 2 3 4 5 6 7 8 2C 3C Act Post Office / Stations And Branches With GMF Plant Performing Primary Distribution Enter all figures in percentages by trip Station Name: _______________________________________________ 2C 3C Need 2C 3C Neg DPS Act DPS Need DPS Neg Pri Act Pri Need Pri Neg
Station Mgr:____________________ IOP Mgr:_________________________
Act=Actual% Need=Needed% Neg=Negotiated% AM SOP Integrated Operating Plan 21
IOP Dispatch Profile to Plant
CFS Mail leaves on 1st P.M. dispatch truck. Letters trayed & sleeved. Flats in tubs with lids. Correctly labeled.
All available collection mail on every PM dispatch truck. Culled to the Collection S.O.P. & properly labeled.
Backflow-properly labeled, bands cut, plastic off and dispatched on earliest transportation.
All RTS/ ACS must be prepared with proper labels. Sleeved and tagged if necessary. Dispatched on earliest PM transportation.
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IOP Dispatch Profile to Plant
LOOP/MISSENT must be dispatched on earliest transportation. Properly labeled
All empty equipment must be sent back to plant on earliest truck.
All empty trays in one APC. All empty tubs in another APC. Nothing in BMC’s. No wooden pallets. All Plastic pallets together. ALL TAGS REMOVED.
All Insufficient Address Mail is worked in station, or sent back to Sender. Do NOT send to plant unworked.
All transportation leaves on time
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IOP Delivery Unit Check-off List
Have you completed and submitted your SOP/Contingency Plans?
Are your routes properly adjusted?
Are your routes leaving on time?
Are your routes returning on time?
Is your Function 4 staffing adequate?
Is your collection mail being properly prepared?
Is your empty equipment being returned properly?
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IOP Delivery Unit Check-off List
Is your transportation arriving on time?
Is your transportation leaving on time?
Is your preventive maintenance (DBCS/CSBCS) schedule adhered to?
Are you messaging I.O.P. to your employees daily/weekly? ( Stand-Up Talks )
Are you adhering to all SOP’s concerning CFS/RTS/LOOP/MISSENT mail?
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Delivery Unit Process Indicators
Delivery Unit
Volume Arrival
DOIS Dispatch Feedback DOIS Late Leave/Return
Carrier Leave time
DOIS Late Leave/Return
Carrier return time
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Delivery Unit IOP Tracking
IOP compliance will be measured based on two DOIS reports
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The Dispatch Feedback Report will measure compliance with AM volume arrival agreements from the plant to delivery units
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The Late Leaving / Returning Report will measure compliance with PM collection arrival agreements from delivery units to the plant
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DOIS Dispatch Feedback Report
The DOIS Dispatch Feedback report will be used to determine if plant operations are meeting IOP agreements.
DOIS Setup and Usage
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Dispatch Information in DOIS must match the IOP agreement – times, trips, and mail percentages
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Record volumes by trip
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Use the actual trip arrival as the time entry instead of when the volume is actually recorded
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Dispatch Setup in DOIS
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DOIS Dispatch Feedback Report
Shows the planned percentage of volume available by trip
Shows the actual percentage of volume available by trip
The plan compared to the actual percentage serves as the basis for determining if the IOP agreement is working
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DOIS Dispatch Feedback Report - Selection
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DOIS Dispatch Feedback Report - Example
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Dispatch Feedback Report Goal
Goal
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Daily Review and Corrective Action as Needed
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Volume arrival complies with IOP agreement 95% or higher over the previous four weeks
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Late Leaving / Returning Report
DOIS 1813 – Late Leaving / Returning Report will be used
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To determine if routes are leaving on time when volume is received on time according to the IOP
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To determine if delivery units are meeting their goal to provide collection mail timely to the plant as part of IOP by getting carriers back on time
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DOIS 1813-Late Leaving / Returning
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Late Leaving and Returning Report
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DOIS Late Leaving / Returning
Late Leaving / Returning Goal
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Daily Review and Corrective Action Taken as Needed
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Carriers leave on time 95% higher over the previous four weeks
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Carriers returning on time 95% or higher over the previous four weeks indicates whether the collection mail will arrive as scheduled at the plant in compliance with the IOP
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Web Discrepancy Reporting
To get to the Discrepancy Report: http://eastern.usps.gov/ips/iop/discrepancy/
Select Your Cluster
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Reporting a Discrepancy Step 1
As a Customer you must perform the following procedures: 1. Go to Discrepancy WEB Page at http://lancaster/disc_menu/ (HINT: Assign it to your favorites for easy access) 2. Click on : Your District Click here for Instructions AM SOP Integrated Operating Plan 39
Reporting a Discrepancy Step 2
Select IOP Team zip AM SOP Integrated Operating Plan 40
Reporting a Discrepancy Step 3
Click on your choice IOP Menu only for IOP Teams AM SOP Integrated Operating Plan 41
Reporting a Discrepancy Step 4
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Reporting a Discrepancy Step 5
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Receiving an IOP Discrepancy -Take Action
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Receiving an IOP Discrepancy -Take Action
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Receiving an IOP Discrepancy -Take Action
Enter Cause of Problem and Action taken to prevent recurrence here If you want to save your response and input more information later before final closing out press Save Action(s) then you can come back later & finalize your information and submit for close out.
When you are finished entering information Press save Action(s) and Submit for Closeout AM SOP Integrated Operating Plan 46
View Completed Discrepancy
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View Completed Discrepancy
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Plant IOP Planning
Daily Volume Projections For All Mail Types
Daily EOR Chart Processing Plan By Equipment Type
Daily Staffing Plan By Operation Area
End Of Tour Inventory Report
End Of Tour Turnover/ITOP Compliance Checklist.
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Plant Process Indicators
Tour 1 Mail Processing % of mail dispatched Dispatch Report Secondary distribution timely completion WEB EOR report TIMES % report 4-8 Transportation On-time AM SOP Integrated Operating Plan 50
Plant IOP Tracking
Operating Plan Achievement
Actual Volume Versus Projected Volume
Actual EOR Run Chart Versus Projected Run Chart
Late Leaving Transportation
Late Leaving Carriers
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Plant IOP Tracking
Late Arriving Mail
Service Tracking
Daily Delivery Issues Tracked For Dissemination To Responsible Tours
Maintenance Issues Tracked By Equipment Type
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Contract
Once the contracts have been negotiated and agreed to, formalize the contract using the IOP Contract .
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Integrated Operating Plan
“We all work for Delivery”
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