Street Management Review & Documentation Achieving Results by Performing More Effective Street Management In this section we will discuss the why, how of Street Management. We will also provide some new tools and discuss the reasons that street management is important and the data systems that can help in street management. We will point out some of the things that should be looked for while accompanying the carriers on the street to ensure that the carriers are working safely and efficiently. Review & Documentation

Why do Street Management? M-39 & M-41 – Reasons for Street Management M-39 134.11 - Street Management is a Natural Extension of Office Management.......ALL carriers are to be notified to expect daily supervision on the street....... M-39 134.12 - Accompanying carriers on the street is an essential responsibility of management......One of most important duties M-39 134.21 - Manager must maintain objective attitude....Open and above board M-39 134.3 – Certain criteria may call attention for individual street supervision. No advance notice to the carrier is required M-41 16 – SUPERVISION - Carriers may expect to be supervised at all times while in performance of their daily duties 134 Street Management 134.1 Objectives 134.11 Street management is a natural extension of office management. All carriers are to be notified to expect daily supervision on the street just as they receive daily supervision in the office. For a delivery manager to fully understand and control the organization, the manager must be aware of any conditions that affect delivery anywhere within the service territory. 134.12 Accompanying carriers on the street is considered an essential responsibility of management and one of the manager’s most important duties. Managers should act promptly to correct improper conditions. A positive attitude must be maintained by the manager at all times. 134.13 Conservation of energy is most important, and street supervision must also be directed to achieve this objective. Supervisors must not permit unauthorized deviations from the route, engine idling for excessive periods, wasteful driving habits, and unauthorized or excessive vehicle stops and moves on park and loop routes. 134.2 Techniques 134.21 The manager must maintain an objective attitude in conducting street supervision and discharge this duty in an open and above board manner. 134.22 The manager is not to spy or use other covert techniques. Any employee infractions are to be handled in accordance with the section in the current National Agreement that deal with these problems. 134.3 Criteria for Need Certain criteria may call attention for individual street supervision. When overtime or auxiliary assistance is used frequently on a route (foot, motorized, parcel post, collection, relay), when a manager receives substantial evidence of loitering or other actions or lack of action by one or more employees, or when it is considered to be in the interest of the service, the manager may accompany the carrier on the street to determine the cause, or meet the carrier on the route and continue until such a time as the manager is satisfied. No advance notice to the carrier is required. 16 Supervision Carriers may expect to be supervised at all times while in performance of their daily duties. M-39 M-41

Street Management is… Natural extension of office management Necessary to maintain the routes & time of delivery The tool for controlling park points, relays, OT, auxi assistance Supporting documentation Used to follow-up on customer issues A way to identify safety and security issues. REQUIRED As you just saw street management is a natural extension of office management and necessary to maintain the routes and time of delivery to our customers. Street management also provides you with the documentation to identify and control, park points, relays, OT and auxiliary assistance. By being more involved on the street you as delivery managers will better equipped to understand the things that impact the routes street times, and be able to make more effective decisions related to OT and auxiliary assistance. The information collected can be used as supporting documentation in your day to day decisions and other actions that need to be taken. In a delivery unit there are also customer issues that occur that require you to investigate and follow-up on. This is a way to identify safety and security issues related to the route that the carriers may have or may not have identified. Street management most of all is REQUIRED. 7

Reasons to Conduct Street Management Increase Knowledge Investigate DPS Errors Investigate Complaints Enhance Safety Validate Collections Develop Base Street Times Establish as a Norm

Which Routes/Employees Need Street Management New Carrier On Route Changes in Delivery Frequent Overtime or Auxiliary Declining or Low SEI Constant Late Leaving/Returning Excessive Mileage EVERY ROUTE EVERY EMPLOYEE

Improve - DOIS Review Utilize DOIS Base Route Information Pivot Plans When was the base data last reviewed When was the base data last updated How was the base data last updated Pivot Plans When were the pivot plan last reviewed When were the pivot plan last updated MSP Location Report When were the MSP location schedules last reviewed When were the MSP location schedules last updated

Improve – DOIS Base Review 2026001 .

Improve – DOIS Base Review cont.

Improve – DOIS Base Review cont.

Improve – Pivot Plan Review

Improve – Pivot Plan Review cont.

Improve - MSP Review

Improve - MSP Review cont.

Utilizing MSP-Web to identify: 3999 Sync Report Improve - MSP Review Utilizing MSP-Web to identify: 3999 Sync Report Weekly MSP Route Prioritization Report Routes Arriving at First & Last Delivery Late Routes Expanding Street Time 3999 Exceptions

Improve - MSP Review cont.

Improve - MSP Review cont.

Improve – MSP Review cont. This report is a new report that takes two of the existing reports in MSPWeb, consolidates the information and performs some analysis on the data to help you identify routes that may need attention. This report compares the average scan times compared to the scheduled scan times. Lets take a closer look at the information: Lets look at the First Delivery Variance, Last Delivery Variance and Last Delivery Compared to First Delivery columns. These columns are color coded to help you identify routes that on average for the selected period get to their first or last delivery early (in yellow) on time (not color), or late (in red). The Last Delivery Compared to First Delivery column indicates if the carrier expanded their street time, and the color coding is the same as the other columns. For this report a variance on less than -.25 (or 15 minutes) is considered early. So numbers that are -.25 or more negative are early (such as -.50, -1.20). For this report a variance on greater than .25 (or 15 minutes) is considered early. The similar is true for this, numbers that are .25 or more are late (such as .50, 1.20). Any route that falls between this is considered on time. There are 3 columns on the right that display the status of the first, last delivery or if the street time was expanded. The last 2 columns that will help you in finalizing the routes needing attention. The 3999 Exception column pulls the data from the DOIS and indicates if the current 3999 in DOIS is older that 1 year or if it is older that the last adjustment indicated in DOIS. The last column provides a place for you to indicate if the route is identified as a potential route in the AQRT – AQIP Best Opportunity Route report. With this information you should be able to prioritize the routes for Street Management. Examples: routes that get to their first and last delivery late and expand street time, routes that get to first delivery on time or early and last delivery late. Any route needing AQRT attention should also be considered. NOTE: Click to next slide to show analysis

Improve – MSP Review cont. NOTE: Previous Slide has notes for this slide. This shows a completed form.

New Tools Enhanced 3999-X (Improve) Delivery information from AMS by Sector/Segment AMS Review information by Address

New 3999-X Consolidated with AMS Review Data This form may look similar to the previous version but there are some subtle changes that have a big impact. For starters this form is no longer printed by AMS and sent to the delivery unit. The delivery units will be able to print their own 3999X-AQ locally. This does several things; it shortens the time to get the forms at the delivery unit and it allows the report to represent the most current information available. There is now a column that will display any Collection box, MSP, Park Points and Relay locations to help the managers doing Street Management to determine if these are the best locations or if they should be changed. If the delivery point has one or more of these special identifiers, the corresponding identifier listed will be used: M = MSP, D = Dismount, R = Relay, P = Park Point, C = Collection Box. The next section of the report relatives to information in the AMS database. With this information and the appendix which will be printed with the 3999X-AQ the delivery managers can identify and collect the necessary information to correct DSMART and eUARS issues on the route. With both AMS and delivery using the same form it standardizes the process even more and provides for more focus and resources for both Street Management and AMS Reviews. Multi/Rec Type – Describes the AMS record type of the address: S or H and whether the delivery point or default is a Multipoint hold-out – M No Stat – Describes the status of a delivery address and whether it is counted as a possible delivery VAC – Describes whether an address is indicated as vacant in AMS. DROP TYPE - COUNT – Indicates the type of Drop (D for regular drop, C for CMRA) and the number of addresses served at the drop point SEA - Indicates a seasonal address that is unoccupied for a given period of the year. (Y = Seasonal, E = Educational) ADDR SORT CODE – Indicator used for automated mail processing and additional mailer info (H – Hold-Out, T – PO Box Throwback, A – Accelerated Reply, V – High Volume DP, M – Multipoint) NO VOL – Address identified in DSMART as not receiving barcodes in automation. Check validity of address. AMS BUILDING/FIRM NAME – If there is a Firm or building, the name of the FIRM/BLDG will appear in this space DSMART BUSINESS NAME – Actual business name as assigned in DSMART CBU/CENT/KEY – Can be used to indicate address is a CBU location, Centralized Lock location, or Key Keeper location. This is a reviewer entry column. This form will be used to provide AMS with the needed information to correct the database. When database issues are identified copies of the 3999X-AQ should be submitted to AMS along with the Edit Book for updating.

For those who have performed Street Management in the past, these are things that you probably looked for when you where on the street. We tried to consolidate the information that was felt as the more important elements in performing Street Management on one piece of paper. The worksheet is broken down into different sections and can be folded in half to make it easier to carry on the street. The sections are: NOTE: REVIEW THE ITEMS LISTED ON THE WORKSHEET Route Issues – Safety – Collection Boxes – Route Set-up – Does the Carrier – CBU/NDCBU’s –

Non-Career: One per quarter • Probationary (0 - 3 months): 30, 60, & 80 day evaluations • Employees with 4 - 23 months postal experience: One per quarter • Employees with 2 years plus postal experience: Twice per year

OBSERVATIONS WHILE ON THE STREET Route Set-up Schedules Park Locations Loops/Relays Patterns Break and Lunch Locations Street Delivery No Short Cuts No Fingering No Satchel DPS Procedures “Third Bundle Procedures”

OBSERVATIONS WHILE ON THE STREET Street Delivery cont. Accountables Scanning Parcels MSP Scan Protection of Mail Deviations

OBSERVATIONS WHILE ON THE STREET Safety Hazards, Dogs, Detours, Repellent Vehicle Line of Travel “Laptops” Driving Habits Miscellaneous Employee Appearance Collection Boxes Mail Stuck Forms Construction

Daily - to identify potential routes Planning Daily - to identify potential routes CD POM Pivot opportunities Review MSP reports 1813 Late Leaving and Returning Daily Performance Report Street Observation when available Weekly – to establish goals for the next week Plan Street Observations when planning CD POM Review MSP Route Prioritization Report for prior week

Using the information from the previously discussed Weekly MSP Prioritization Report, the weekly schedule for the upcoming week and the Street Management Monthly Recap Report (which we will discuss later), a scheduled Street Management plan should be developed and completed for the delivery unit. This schedule should include at a minimum: The routes with Scheduled Leave indicated by day Routes that are scheduled for Pivoting by day The type of Street Management to be scheduled (Full day or Partial) The signature of the person preparing the schedule As the Street management is performed initials of the person performing it When the week is over the schedule should be placed in the Unit Street Management folder and used to consolidate the Street Management Monthly Recap Report.

NOTE: SEE PREVIOUS SLIDE FOR NOTES.

This is the Street Management Monthly Recap Report. This report will provide the delivery management in the units with a snapshot of the current monthly status of Street Management for the unit. It will also help in scheduling Street Management for the future. This report uses the weekly schedule to identify when and on which routes Street Management was performed. The delivery supervisors should complete this report each Friday and sign it after the final week of the month is completed. The Postmaster/Station Manager should review it weekly and at the end of the month sign the form and file it in the Unit Street Management folder. This report will show what routes actually had Street Management performed during the month. It will also show that although Street Management is being scheduled, it may not be being performed and analysis should be done to identify why it is not being done and how this can be corrected to ensure that it is in the future. NOTE: Click this slide to show completed form.

NOTE: SEE PREVIOUS SLIDE FOR NOTES.

Control – Unit Files Unit/Route Files Route Folder Unit Folder Street Observation worksheets 3999/3999-X (less than 1 year old) Pivot plan by route (less than 1 year old) MSP locations by route (less than 1 year old) DSMART/EUARS reports (less than 1 month old) 4584 Observation of Driving Practices * Unit Folder Weekly MSP Route Prioritization Report (weekly report) AQIP Best Opportunity Routes (less than 1 month old) 3999 Sync Report (less than 1 year old) Street Management Monthly Recap Report (including weekly schedules) Street Observations 4584 DSMART/eUARS 3999/99-X Pivot Plan MSP Locations Rte 6001 Non-Career: One per quarter • Probationary (0 - 3 months): 30, 60, & 80 day evaluations • Employees with 4 - 23 months postal experience: One per quarter • Employees with 2 years plus postal experience: Twice per year You heard mentioned several time that the information collected needs to be placed in the Unit and/or Route Street Management folders. This is what will be needed to be in compliance with this new Street Management program. Folders need to be set-up for each individual route with the following information collected and maintained in the folders: Street Observation worksheets 3999/3999-X (less than 1 year old) Pivot plan by route (less than 1 year old) MSP locations by route (less than 1 year old) DSMART/EUARS reports (less than 1 month old) 4584 Observation of Driving Practices * Unit Folder Weekly MSP Route Prioritization Report (weekly report) AQIP Best Opportunity Routes (less than 1 month old) 3999 Sync Report (less than 1 year old) Street Management Monthly Recap Report (weekly schedules attached) It is important to remember that the District is responsible for checking and ensuring compliance with this program. AQIP Best Oppty MSP Route Prioritization 3999 Sync Unit 20260 Street Management Monthly Recap

Achieving Results By Performing More Effective Street Management Review & Documentation Questions???