Volume Recording AM Standard Operating Procedure

Volume Recording2 Accurate Volume Recording Current Volume Inflation –Inspection Service Audits 20-30% –Local Audits (-)14% to (+)49% Mission –Develop a standardized process –Accurately record city delivery letter carrier cased volume –Ensure consistent data integrity

Volume Recording3 Goals Eliminate Inflation Decreased Reported Volume Increased DPS Percentage Reduced Work Hours To Work Load Max 2% Variance Between Auditors & Office Checklist Items - 100% Compliance Checklist Items

Volume Recording4 Make It A Priority Remember Why We Record Volume –Volume = Work Hours –Work Hours = Dollars Creates Reliable Information to Manage With –VOB: Control Work Hours –VOC: Service, Consistent Delivery, Timely Delivery –VOE: Correct Poor Performers, Recognize Exemplary Performance

Volume Recording5 Units Held Accountable For Accuracy Spot Checklist by POOM, CSM, CSA etc. Spot Checklist Audits –Triggered By Poor Checklist –50% Of All Delivery Units Each Year –Failure will result in POOM/PM required to take Action & Report Forwarded To DM/MOPS

Volume Recording6 Piece Count Recording System - Summary PCRS - All Volume Reported In Pieces PCRS EOR Volumes Will Not Require Linear Measurement Automated Volumes Will Be Downloaded into DOIS Round To The NEAREST Quarter Foot Ensure “NLM”, Web Advance & Full Coverage Cased Mail Is Segregated

Volume Recording7 Container Identification Trays, Flat Containers APC’s, Tray Carts, Hampers Bundles

Volume Recording8 No Linear Measurement (NLM)

Volume Recording9 Counting Processes Automated Volume – Transmitted electronically into DOIS Mailer Prepared Volume – Use Piece Counts When Available Manual – Compress and Use Linear Measurement

Volume Recording10 Full Coverage Mailings Full Coverage “WSS” Not Full Coverage “LOT”

Volume Recording11 Web Advance Check Web Advance Prior To Recording Volume Each Day Inform Pre-Sort Clerks In Advance Of Incoming Mailings (Clipboard in Presort Area) Instruct Clerks To Notify Management Upon Arrival Instruct Clerks To Segregate & Place Web Mailings In Designated Flat Containers –Flat Containers At Case, or –Flat Distribution Set-ups In F4 Area Do Not Linearly Measure - Use Web Piece Counts Rule Of Thumb –Will Not Use “Notification Only” Mailing

Volume Recording12 Segregate Piece Counted Flats Piece Counted Mail (Web Advance)

Volume Recording13 Supervisor Must Start Early Enough To Complete Morning Tasks Prior To Carriers Start Times –2 Supervisor Offices - 1 EAS Starts With F4 Operation –Measure All Available Mail Prior To First Carrier’s Begin Tour! Manual Distribution –Stage Mail In Trays & Flat Containers If Needed –Measure & Record Prior To Spreading To Carriers Controlling the Mail Flow

Volume Recording14 If Carriers Must Withdraw Mail - CONTROL IT –Set Designated Times –Measure In F4 Area –Do Not Ask Carriers How Much They Pulled DPS –DO NOT Allow Carriers To Have DPS At The Case (Including Window Call) –Stage DPS As Close To Exit As Possible Controlling the Mail Flow

Volume Recording15 Compress Letters Before Measuring

Volume Recording16 Compress Letters Before Measuring

Volume Recording17 Consolidate Flats Before Measuring

Volume Recording18 Consolidate Flats Before Measuring

Volume Recording19 Linear Measurement Consolidate Flat Trays Compress Loose Letters DO NOT EYEBALL!! Letter Trays –Hard Plastic Tray = 2.00 FT –Cardboard/Soft Plastic = 1.75 FT at Bottom Flat Containers –Flat Container = 1.00 FT –“Neatness” Or Lack Of, Doesn’t Change Volume

Volume Recording20 Letter Definition Fits into a evenly spaced “6 shelf” case without bending or folding. TV Guide and Readers Digest are considered flats. (MOU September 17, 1992)

Volume Recording21 Measurement Tools Measuring Tape –Place On All Front Case Legs –Stack Loose Flats As Near To Tape As Possible –Place On All Case Ledges –Place On Manual Distribution Cases Yard Stick –Use Measuring Stick When Mail Cannot Be Stacked Near Tape Conversion Chart –Use to facilitate conversions

Volume Recording22 Measuring Tape

Volume Recording23 Yardstick

Volume Recording24 Special Circumstances Late Dispatches –Measure Volume As Clerks Remove From Mail Transport Equipment (MTE) –DO NOT “Estimate” or Ask The Carrier What They Received Curtailed / Delayed Mail –WILL NOT Be Measured Again The Next Day –Place “New” Mail On Right Side Of Case –Instruct Carriers To Move Any Authorized Curtailed/Delayed Mail To Left Side –Oldest Mail On Top Tray

Volume Recording25 Old / New Volume

Volume Recording26 Summary Supervisor Starts Early Enough To Measure All Available Carrier Volume Prior To Carrier BT Measure All Mail Arriving After Carriers BT Prior To Spreading Control Your Mail Flow Consolidate Trays & Containers Compress When Measuring

Volume Recording27 Summary Use A Measuring Device (Tapes or Yardstick) ACCURACY, ACCURACY, ACCURACY Do Not Estimate Do Not Ask “What Did You Get?” Make It A Priority!!! Use ALL Available Piece Count Information –EOR (Automatic) –Web Advance –Full Coverage Remember - You Are Accountable! It’s Your Integrity On The Line!