1. Conducting a PS 3999 Al Santos Abraham Cooper June 2011

2. 2  Using 3999X / 3999X-AQ  Previous day MSP Route Report  Street Inefficient Comments and Observations  Standardized Street Management/DCD  3999 Street Inspections Checklist SEI TOOLS

3. 3 Conducting a 3999X AMS-AQ

4. 4  The examiner is management’s eyes. Observation, documentation, quantification are the experts skills. Anyone can just go for the ride. An experienced route examiner knows how to recognize that he is being taken for a ride and is prepared to explain just how the ride came to be.  This Training is designed to help you the Examiner, Make clear and concise comments and to place a time value to quantify your observations. FORM – 3999X AMS-AQ

5. 5  Definition  Carrier takes longer with the route examiner than without  Street time increases during the street inspection  Carrier regulates performance “Taken for a Ride”

6. 6  Be prepared  Research carrier’s prior performance  Understand mail delivery procedures – M39 and M41  Use MSP Route Report from previous day  Practice inspection techniques  Use tools learned in this training How to avoid being ”Taken for a Ride”

7. 7 9:15 9:20 9:25 10:15 How to avoid getting “Taken for a Ride”

8. 8  “The route examiner will use Form 3999XAQ to record all pertinent information concerning the carriers street performance” (M39 234.11)  The DCD does an excellent job in generating a 3999 but does not provide other information related to your observations and comments. When you use the DCD, you will still need to have available some method to record observations, comments, and suggestions. FORM – 3999X AMS-AQ

9. 9 Let’s go over what you will answer on the Form itself.  Is the line of travel the safest possible?  Is the best mode of transportation used?  Are travel patterns, relay and park points set up efficiently?  Is there compliance with Postal Regulations concerning mail receptacles?  Is the carrier taking enough mail at each park point? FORM – 3999X AMS-AQ

10. 10  Let’s go over what you will answer on the Form itself.  Does carrier finger mail between deliveries?  Are collection schedules properly maintained and schedules legible?  Does carrier take obvious short-cuts?  Can changes be made to reduce travel time and deadheading? FORM – 3999X AMS-AQ

11. 11 Review Form 3999X-AQ FORM – 3999X AMS-AQ

12. 12 Street Inefficiencies Examiner Comments and Observations

13. 13 STREET FUNCTIONS CircleReferenceOBSERVATIONPotential Savings 1M-39, 125.23Moving vehicle to dock to load. 2M-41, 812.31 Driving through intersection or over.1 mile between deliveries with door open. 3M-39, 125.3Not following authorized line of travel. 4M-39, 117.41cNot delivering route as cased. 5 M-39, 125.6; M-41 133.2, 321.5 Not fingering mail properly (re-inspect M-39, 242.344). 6 M-39, 242.341, M-41 112.25Taking unauthorized breaks. 7 M-39, 242.341, M-41 112.25Extending breaks. 8 M-39, 242.341, M-41 251.7Not taking breaks at authorized locations. 9M-41, 251.6Not taking lunch at authorized locations. 10M-41, 251.6Extending lunch. 11 M-39, 242.343, M-41 323.2 Failing to take shortcuts (re-inspect M-39 242.344). 12M-41, 323.2Not using most efficient delivery pattern. Street Inefficiencies

14. 14 13M-39, 134.12, M-41 323.1, 323.2Using too many relays and park points. 14M-41, 225.16, 323.3Delivering SPRs as parcels from vehicle. 15M-41, 321.5, 131.31Retracing. 16M-41, 112.28Talking unnecessarily with customers. 17M-41, 322.12Not using third bundle where appropriate. 18M-41, 112.31, 131.11Not securing vehicle. 19M-41, 322.11, 322.21, 322.31Not loading vehicle properly. 20M-41, 132.32, 132.33 Separating and arranging raw mail and nixies after completing route or while unloading. 21M-41, 321.3; M-39, 234.13b(16)Not having mail ready at delivery point. 22M39, 234.13b(16)Making more than one motion to boxes on curbline route. 23M-41, 262.1, 741.2, 742.2Does not complete Form 3849 while waiting for customer to come to door. 24M-39, 234.14; M-41, 112.24,112.25Carrier paces per minute Time of DayPaces per Min. Time of Day Paces per Min. 25M-39, 231.5, M-41, 915 Not performing duties and traveling the route in precisely the same manner on DOI as throughout the year. 26M-39, 125.1Making more than one trip to load vehicle. 27M-39, 125.25, M-41, 322.31Not sequencing parcels in vehicle while loading. Other comments not listed. Please explain in detail on comments sheet. Note: Enter total street waiting time, miles driven, total Possible Deliveries and Deliveries Made in comments section on PS Form 1838-C. Street Inefficiencies

15. 15 The SAFETY Role of the ROUTE EXAMINER What you should look for.

16. 16  Loading the Vehicle  Vehicle inspection  Moving mail to the vehicle  Push instead of pull  1046 overloaded?  Lifting practices  Twisting while lifting?  Visibility through front and side windows Loading

17. 17  Mirror adjustment  Shoulder belt attached  Worn from route to office prior day  Handbrake set/vehicle locked  Secured prior day? Loading

18. 18 On The Street  Hazards:  Road hazards, construction, potholes  Line of travel/Sight obstructions  Customer mail box location – Safe?  Obstacles need correction  Low branches  Cracked/raised sidewalks  Broken steps, handrails or gates  Blocked access to mailboxes  Loose dogs

19. 19 Essential Tools to have while on the Street  Relay time must be accurately recorded in the DCD. A carrier is on Relay time from the time that the carrier reaches the vehicle until the time that the carrier departs from the vehicle during the relay process of reloading the satchel for a relay.  It is Relay time when he/she is packing/unpacking his/her satchel and when he/she is placing mail into or removing mail from trays.  Relay time is not recorded for Dismount deliveries nor is it recorded during any other process other than the satchel loading process.

20. 20 Park and Loop  On “Park and Loop” residential delivery, the examiner should comment on the carrier’s skills. Does the carrier take available short-cuts?  The route examiner must “time” the activity to ascertain the seconds which will add up to the minutes that may be saved if the deficiency was corrected.  Is the carrier prepared to make delivery when he reaches the box? Being prepared for delivery is the demonstration of a carrier skill.  Fingering mail while on approach so as to be prepared for the delivery must be observed.

21. 21 Park and Loop  The actual delivery of mail to a normal residential mail box may be less than 3 to 5 seconds. If the carrier is not prepared for delivery the time at the box may be expanded as to as much as 20 to 25 seconds or more. The examiner must be observant and “time” the carrier so as to determine if there is an expansion of street time being caused by this lack of preparedness skill.  If the carrier is squaring the lawns and not following the M41 by taking all obvious short cuts, the inefficient practice must be addressed and stopped.

22. 22 Dismount Delivery:  Could the dismount delivery be changed to park and loop?  Does the carrier take enough mail with him on each dismount or is there a need to “backtrack”?  Once again it is not enough to simply state that something observed was not efficient.  The examiner must quantify the time used and the time which may be saved if the inefficient method was changed.

23. 23 EXAMPLES OF QUANTIFIABLE COMMENTS:  At 9:45, carrier went to obtain parcel tub, pushed tub to the vehicle and proceeded to line parcels up in rear of vehicle.  Carrier stated that tub was too full to take mail to be pulled down.  1046 hamper was half full with parcels, SPRs, and coverage.  Carrier should have loaded trays on top of hamper and made one trip to the vehicle. Lost time = 3 minutes.

24. 24 Non-Recurring Allied Time – For All Types of Routes  Management Time:  Management Time: Any time the examiner or supervisor stops the carrier.  Management time begins when the examiner or supervisor notifies the carrier they are placing them on management time.  Management time ends when the examiner or supervisor notifies the carrier they are ending management time.

25. 25 Waiting Other Time  Any situation other than those stated that cause a temporary delay in delivery in which the carrier is stopped in one location (i.e. waiting for keys, vehicle breakdown, funeral procession, waiting for a train, etc.)  Waiting other time begins when the carrier stops their normal line of travel.  Waiting other time ends when the carrier resumes their normal line of travel.

26. 26 “ Lessons Learned the Hard Way”  A Non-Processed 3999 upload  WHEN UPLOADING A 3999 FROM A DCD, ALWAYS SELECT NO WHEN ASKED “Do you want to erase the files that you just uploaded?”

27. 27 “Lessons Learned the Hard Way”  Print clearly;  Make clear and concise comments;  Place a time value to quantify your observations;  Do not discuss your impressions of the carrier’s performance or your opinions of the route unnecessarily.  Avoid unnecessary conversation.  Be polite, courteous and professional.  Conversation is a distraction and may effect the delivery time of the route.

28. Data Collection Device (DCD) Job Aid – Hot Keys / Short cuts For all DCD programs: - Turns on the backlight for the DCD screen for about 15 seconds. - Increases screen contrast. - Decreases screen contrast. - Context-sensitive help. - Set timeout (in seconds) of screen blanking. NOTE: The DCD screen time-out default is 60 seconds. Longer durations should be avoided to maximize battery life. For all DCD programs: - Turns on the backlight for the DCD screen for about 15 seconds. - Increases screen contrast. - Decreases screen contrast. - Context-sensitive help. - Set timeout (in seconds) of screen blanking. NOTE: The DCD screen time-out default is 60 seconds. Longer durations should be avoided to maximize battery life. For volume recording: - To set the time on the DCD (not permanent) - Change the route order when recording volumes. This toggles between RTE Order (ascending) and SEQ Order (descending). - Toggle to specific route For volume recording: - To set the time on the DCD (not permanent) - Change the route order when recording volumes. This toggles between RTE Order (ascending) and SEQ Order (descending). - Toggle to specific route For Route Inspections: - Input clockrings for the day. - Input vehicle mileage. - Brings up Recall menu to see what you have previously entered. While on Street functions: - Return to previous delivery after doing a search - Edit address - Change delivery mode - No delivery made (or Finished block if at multi-pt delivery) - Change possible deliveries (if at multi-point delivery) - Search for an address or Zip + 4 - Change delivery type - Made delivery -> - (right arrow) – skip address ^ (up arrow) – previous address (or previous field if at multi-pt delivery) v (down arrow) – next field if at multi-pt delivery - if at multi-point delivery, add 1 or value to deliveries made For Route Inspections: - Input clockrings for the day. - Input vehicle mileage. - Brings up Recall menu to see what you have previously entered. While on Street functions: - Return to previous delivery after doing a search - Edit address - Change delivery mode - No delivery made (or Finished block if at multi-pt delivery) - Change possible deliveries (if at multi-point delivery) - Search for an address or Zip + 4 - Change delivery type - Made delivery -> - (right arrow) – skip address ^ (up arrow) – previous address (or previous field if at multi-pt delivery) v (down arrow) – next field if at multi-pt delivery - if at multi-point delivery, add 1 or value to deliveries made Boot keys: Use the below sequences in conjunction with the while holding down and prior to releasing the other keys. Also the DCD must be turned off prior to attempting any type of boot. + : Command boot + + : Cold (or hard) boot + : Warm (or soft) boot Boot keys: Use the below sequences in conjunction with the while holding down and prior to releasing the other keys. Also the DCD must be turned off prior to attempting any type of boot. + : Command boot + + : Cold (or hard) boot + : Warm (or soft) boot 1 2 3 4

29. 29 PS 3999 Data Capturing / Summary

30. 30 To view and edit a New Form 3999: (3999 must be on the Workstation) 1) Transfer 3999 from DCD to Workstation through DCD Transfer 2) Click on 3999 Data Capture/Summary 3) Select the Route Number, Click Display 4) Click Edit DOIS Data Capture Screen new 3999

31. 31 To view or edit an existing Form 3999: (3999 must be on the Workstation) 1) Transfer 3999 to Workstation through 3999 Data Transfer 2) Click on 3999 Data Capture/Summary 3) Select the Route Number, Click Display 4) Click Edit DOIS Data Capture Screen Existing 3999

32. 32 This window allows for EDITING of the 3999 Verify Actual Times – No ZEROES DOIS Data Capture Screen Verification

33. 33 Any negative numbers need to be corrected. LOADING should be efficient. Review all Allied Time for accuracy. DOIS 3999 Data Summary

34. 34 Street Break Time should be 10 or 20 minutes depending on the office break. Deadhead Time & Personal Needs should be within reason. Non-recurring Street Time activities (Management Time) should be edited on the 3999 Data Capture as “Waiting Other”. DOIS 3999 Functional Analysis

35. PS 3999 Reviewer

36. 36 PS 3999 Review General Philosophy 1.Complete review first 2.Correct route structure 3.Perform PS 3999 Inspection 4.Verify PS 3999 5.JARAP/COR Adjustment

37. 37 Review Steps  Correct delivery method used  Dismount vs. Park and loop  Park and Loop Size  Follows M-39 Guidelines  Breaks, Lunch, Personal Needs, etc….  Parcel Delivery, Loading time, etc….  Useable for Adjustments  Base, Actual Time Used for Comparison  Data Integrity, Relay Before P/Ls, travel Within

38. 38 Review Steps  Schedule Re-Inspection  Manage the Plan  3999 Enhanced Tracking Program  Review/ Validate New 3999  Data integrity, deductions validated, notes, audit trail validated  Acceptable for adjustment  Track completion  Upload to DOIS Mainframe  Update DOIS

39. 39 PS 3999s and COR  Travel Within COR  Defined as time traveling in the vehicle to move from one park point to another park point or from one geographical location to another without delivery

40. 40 PS 3999s and COR  Relay Time in COR  Defined as time used to gather mail for a Park and Loop  Only used on a Park and Loop delivery

41. 41 PS 3999 Audit Trail Report

42. 42 Performance Conference with the Carrier  Provide copy to carrier within 3 days (per 2011 JARAP)  Review comments with carrier  Set expectation on demonstrated street time

43. 43 e3999 Enhanced Tracking

44. 44 e3999 Enhanced Tracking

45. 45 e3999 Enhanced Tracking

46. 46 e3999 Enhanced Tracking

47. 47 PS 3999s Drive Service/Costs PS 3999 Database JARAP Street time DPS COR Adjustment Street Assistance Pivot Plans DOISMSP Timely Delivery F2B Budget Impacts Affordable Complement Street Variance PS 1564A

48. 48 Summary  Use PS 3999X and DCD to perform a Street inspection  Use tools to avoid being “Taken for a Ride”  Efficient route structure and set-up  PS 3999s drive multiple decision-making systems  Validate accuracy of PS 3999  Follow-up with carrier expectation setting

49. 49 Reference and Links  e3999 Tracking Program http://pacificarea/dps/Manager_Route1/Manager_Report1.cfm?tab=4