Staffing Calculations Presented by Ed Talley, Manager, Northern Arizona University Postal Services Office: Cell:

Staff Estimate Process Definition: The process used to determine your staffing needs when compared to: Your monthly mail volume Daily tasks and time to perform such tasks Utilize the data with established production standards to determine staff requirements

Mail Center Benchmarks Industry Standards –rough sort (USPS) 800-1,100 pieces/hr 5 yr experience –fine Sort (USPS 550 pieces/hr (non-automated) College/University Standards –rough Sort Average - 1,000 pieces per hour –fine Sort Average pieces per hour –packages – 10 per hour

Mail Center Benchmarks Measure Activity – Time To Perform –sorting incoming mail = 3 hours –boxing students mail = 3 hours –processing packages = 3 hours –processing accountable mail = 1.5 hours –delivering campus mail routes= 4.5 hours –other duties= 21 hours Total Daily Performance Hours = 36

Staff Estimate Process Packages 1.Monthly Volume divided by monthly number of work days (20) = pieces per day (PPD) 2.PPD divided by delivery rate (10) = pieces per hour (PPH) 3.PPH divided by the daily number of hours worked (7) = total number of FTES needed

Example 1 - Packages MV=Monthly Volume PPD = Pieces Per Day PPH = Pieces Per Hour 1.MV 3,500 packages / 20 working days = 170 PPD 2.Pieces per day 175/10 process per hr = 17.5 PPH PPH/ 7 (hours per day) = 2.2 FTE’s

Staff Estimate Process - Mail 1.Daily mail volume divided by RSR 1,000 pcs/hr 2.Daily mail volume divided by FSR 500 pcs/hr 3.Total the number of hours per day needed for mail delivery 4.Divide the sum of by the daily employee work hours (7) = number of FTE’s required

Example 2 - Mail Volume 1.MMV = 600,000 / number of work days (20) = 30M 2.DMV 30,000 / (RSR 1,000 pph) = 30 hrs per day 3.DMV 30,000 / FSR (500 pph) = 60 hrs per day 4.Number of hours needed to deliver mail runs 2 routes/daily = 2hrs x 2 routes = 4 hours per day 5. Divide the sum of lines (94hrs)/ 7 = 13 FTE

1Monthly volume divided by the number of work days (20) = Daily Volume Column C 2Daily mail volume divided by ROUGH sort per hour (1,000) = Hours Per Day to Sort = Column D 3Daily mail volume divided by FINE sort per hour (500) = Hours Per Day to Sort = Column E 4Hours required for mail delivery to routes, dorms, supplies ect = Column F 5Divide the sum of lines DIVIDED by 7 (daily work hours minus breaks and misc) = Column G NOTE: You can adjust the daily work hours to fit your operation! MonthTotalDailyVolume DeliveryFTE MailVolumeRough SortFine SortHoursRequired July 196,002 9, August 216,321 10, September 216,930 10, October 249,515 12, November 257,879 12, December 237,529 11, January 212,505 10, February 215,524 10, March April May June

Average Cost Per Piece (ACPP) Divide your costs by mail volume Labor Cost = $58,235 Monthly Mail Volume = 209,441 ACPP = $.27 Labor Cost = $40,000 Monthly Mail Volume = 157,770 ACPP = $.25

Summary Utilize measurements for accuracy Utilize a Staff Estimate Process Integrate & train to industry benchmarks Determine your cost per piece