|
Effective immediately, Management Instruction
PO–610-2007-1, Piece Count Recording System,
replaces Management Instruction PO-610-2000-1. All previous instructions
on Piece Count Recording Systems are now obsolete.
This management instruction updates
the policy and procedures for recording and reporting daily mail
volumes within Post Offices™ and station and branch operations.
Key highlights include the following:
-
Guidelines for staging mail at carrier
cases within a Post Office.
-
Volume recording and management using
the Delivery Operations Information System (DOIS).
-
Procedures for measuring mail volume
of less than a foot in inches or measuring mail volume by the
piece.
-
Clarification for recording Irregular
Parcels and Pieces/Small Parcels and Rolls (IPP/SPRs) in DOIS.
-
Clarification for recording parcels
and Priority Mail® packages in
DOIS.
No changes were made to any PS forms
or reports used to measure and record mail volumes. Additionally,
Management Instruction PO-610-2002-3, Function
4 Standardized Customer Service Workload Reporting System,
remains fully in effect.
—
Delivery Operations,
Delivery and Retail, 9-27-07
Piece
Count Recording System
July 27, 2007
Management Instruction PO-610-2007-1
Obsolete PO-610-2000-1
This management instruction (MI) establishes
the national policies and procedures for recording and reporting
daily mail volume within Post Offices, and station and branch operations.
pages 8 & 9
How Mail Volume Information is Used
General
To effectively manage a unit, you must evaluate the workload every
day. You may do this by looking at the volume data for delivery,
manual mail distribution, and post office box distribution and then
matching the work hours to workload.
Unit managers will review and monitor
the daily work performance of each employee while evaluating the
daily workload of the unit. Clear unit goals and expectations must
be shared with all employees in the unit.
Daily piece counts, recorded in accordance
with these procedures, may be used in conjunction with other management
records and procedures to monitor letter carrier performance and
to assist supervisors in identifying and correcting performance
deficiencies.
Additional information or tools that
may be used to address city carrier performance issues are:
-
Handbook M−39, Management of Delivery
Services.
-
Handbook M−41, City Carrier Duties
and Responsibilities.
-
PS Form 1838C, Carriers Count of Mail
– Letter Carriers Route Worksheet.
-
PS Form 1840, Carrier Delivery Route
− Summary of Count and Inspection.
City Routes
The delivery unit manager should use
daily piece counts for units, individual routes, or router assignments
to determine if variances in the daily workload or work hours require
management action. The counts are also used for effectively planning,
scheduling, and budgeting employee workhours.
After entering all volume in DOIS
or on PS Form 3921, the manager can determine the number of work
hours needed for each assignment based on the day’s recorded volume.
This quantifiable data is available to DOIS sites using the Workload
Status Report. The Workload Status Report is a primary supervisory
tool to assist delivery unit supervisors manage the daily workload
for letter carriers and control workhour usage. The volume information
will be used as supporting documentation when completing PS Form
3996, Carrier − Auxiliary Control, and PS Form 1571, Undelivered
Mail Report.
Rural Routes
Daily volume recording
on rural routes must be conducted in the following circumstances:
a. When the route is involved in a
national or special mail count.
b. For routes receiving sector/segment or DPS mail.
c. As directed by Headquarters, Area, or District policy.
Customer Service Mail Distribution
Workload and productivity
for customer service and Post Office box distribution are based
upon accurate collection of data related to volume, either measured
linearly or from EOR reports, and documented on PS Form 3922. For
mail moving to manual operations from automation, record information
from EOR reports provided by the plant, Delivery Distribution Center
(DDC), or local automation operations. Linearly measured mail should
be recorded only for mail requiring further distribution. Accurate
daily recording of volumes helps the manager determine proper staffing
and scheduling in the unit.
Further information on function four
volume recording requirements can be found in MI PO−610−2002−3,
Function 4 Standardized Customer Service Workload Reporting System.
Post Office Box Distribution
Accurate daily recording
of volumes received for distribution into Post Office boxes and
knowledge of existing variables enable the manager to project the
required workhours on a given day to distribute mail volume received.
Historical
Historical data is used
by every level within the organization, including budget forecasting,
staffing and scheduling. The accumulation of volume data provides
management with historical trend lines for comparison with current
and forecasted mail volumes. Additional benefits are derived by
using historical data to forecast periods of exceptionally high
or low volume. This information is used as a general guide to assist
in scheduling employees in relation to predicted variations of workload.
source:
Management Instruction- Piece
Counting Recording System (PDF)
|
