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Volume Recording

Volume Recording. AM Standard Operating Procedure. 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

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Volume Recording

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  1. Volume Recording AM Standard Operating Procedure

  2. 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 Recording

  3. 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 Volume Recording

  4. 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 Recording

  5. Units Held Accountable For Accuracy • Spot Checklist by POOM, CSM, CSA etc. • 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 Recording

  6. Piece Count Recording System - Summary • PCRS - All Volume Reported In Pieces • 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 Recording

  7. APC’s, Tray Carts, Hampers Trays, Flat Containers Bundles Container Identification Volume Recording

  8. No Linear Measurement (NLM) Volume Recording

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

  10. Not Full Coverage “LOT” Full Coverage “WSS” Full Coverage Mailings Volume Recording

  11. 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 Recording

  12. Segregate Piece Counted Flats Piece Counted Mail (Web Advance) Volume Recording

  13. Controlling the Mail Flow • 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 Volume Recording

  14. Controlling the Mail Flow • 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 Volume Recording

  15. Compress Letters Before Measuring Volume Recording

  16. Compress Letters Before Measuring Volume Recording

  17. Consolidate Flats Before Measuring Volume Recording

  18. Consolidate Flats Before Measuring Volume Recording

  19. 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 Recording

  20. 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 Recording

  21. 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 Recording

  22. Measuring Tape Volume Recording

  23. Yardstick Volume Recording

  24. 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 Recording

  25. Old / New Volume Volume Recording

  26. 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 Recording

  27. 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! Volume Recording

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