CONDUCTING A SUCCESSFUL PS FORM 3999

1. CONDUCTING A SUCCESSFUL PS FORM 3999

2. IMPORTANT RULES FOR COMPLETING THE 3999: • CONDUCT THE 3999 ACCORDING TO THE M-39 RULES AND REGULATIONS. • INCLUDE NOTES THAT MIGHT ASSIST IN A COR ADJUSTMENT WHENEVER POSSIBLE. • NOTE ANY LOCATIONS WHERE DISMOUNT DELIVERY OCCURS RATHER THAN PARK AND LOOP.

3. M-39 231.5 The route examiner must inform the carrier that he/she intends to make a fair and reasonable evaluation of the workload on the route and that in order to do so the carrier must perform duties and travel the route in precisely the same manner as he/she does throughout the year. The examiner should impress the carrier with the fact that management is just as anxious and desirous of obtaining an accurate count of mail and inspection of the route as the carrier is, so that a fair and equitable evaluation of the workload on the route may be made.

4. 232.1 The route examiner must: a. Not set the pace for the carrier, but should maintain a position to observe all delivery points and conditions. b. Not suggest or forbid any rest or comfort stops but should make proper notations of them. c. Not discuss with the carrier on the day of inspection the mail volume or the evaluation of the route. These matters must be discussed with the carrier at a later date when all data has been reviewed and analyzed.

5. d. Make notations on the day of inspection on the appropriate form or separate sheet of paper of all items that need attention, as well as comments on the day of inspection. Also list any comments or suggestions for improving the service on the route, as well as suggestions or comments made by the carrier during the course of the inspection for improvement in delivery and collection service. • e. Make comments and suggestions clearly, and in sufficient detail for discussion with the carrier and for decision-making purposes. The manager who will actually discuss the results with the carrier must have enough facts and figures to reach a final decision on any necessary adjustments to the route.

6. What important information must be recorded on the 3999X for a good adjustment?

7. Street speed limits, school zones • Any one-way streets. • Any NDCBUs and the physical address of their location. • Where left/right turns may be prohibited or a safety issue. • Anomalies that occur in addresses (799 Main St. is delivered in 800 block of Main St.)

8. Any out of order addresses. • Delivery point irregularities. • Corner deliveries (for mounted rts. only) • Even and odds on the same side of street • Apartment complexes • Shopping complexes • Strip malls • Any deviation in delivery. • delivery to rear entrance • down alleys

9. No Parking – indicate which side of street • Streets that have barriers that prevent through- travel • Streets with medians or barriers in the center that would prevent vehicular access from side streets • 3 or 4 lane highway • Overpasses and Underpasses

10. DISMOUNT DELIVERIESIn COR, there is WALKING and there is DRIVING.Dismount deliveries are considered DRIVING. Therefore no Relay or Travel Within will be associated with the dismount delivery. Travel between Dismounts MUST be included in the delivery time.

11. Anytime a Carrier dismounts a Residential Street, record that information on the 3999X so that the street segment can be changed to driving. If this does not occur, the Carrier receives the additional service time PLUS allied time for that street segment.

12. THE FOLLOWING ALLIED TIMES ARE HANDLED IN A SPECIFIC MANNER: • TRAVEL TO • TRAVEL FROM • TRAVEL WITHIN • RELAY TIME • REPLENISHMENT TIME

13. TRAVEL TO AND TRAVEL FROM: For an adjustment, Travel To and Travel From are recorded exactly as they are on the 3999. When COR routes are generated, new Travel To and Travel From times are calculated for all routes based on the Miles per Hour Set by the user and the distances traveled for each travel segment (for any non-delivery Territory).

14. TRAVEL WITHIN What is Travel Within ?

15. Travel Within is 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.

16. TRAVEL WITHIN What is Not Travel Within?

17. Travel Within • is not collected • between curb line deliveries. • (Unless there is a significant geographical distance • traveled WITHOUT delivery) • Travel Within • is not collected • for walking deadhead segments.

18. Relay Time for Park and Loop Routes: • Relay Time begins when travel within the route ends and the carrier begins the replenishment process, or when the carrier arrives back at the vehicle to replenish the satchel for the next Park and Loop relay and unlocks the vehicle. • Relay Time ends when the carrier • locks the vehicle.

19. Relay Time for Foot Routes: • Relay Time begins when the Carrier unlocks the Relay Box or arrives at the pick up point. • Relay Time ends when the Carrier locks the Relay Box or leaves the pick up point.

20. NO Relay Time for Mounted Routes: Time the Carrier spends replenishing mail on a Mounted Route is considered Replenishment Time and MUST be entered under “Miscellaneous Time Other” and documented as Replenishment Time in the DCD and on the 3999X.

21. What is Replenishment Time? Replenishment Time is any time that the Carrier spends replenishing mail (Including changing or moving trays) on a Mounted Route. It must be entered under “Miscellaneous Time Other” and documented as Replenishment Time on the 3999X. If this time is not collected under “Miscellaneous Other”, and it is collected as Relay Time, it will be eliminated from the route and No time will be included for replenishing of the mail on the Mounted Route.

22. IMPORTANT COR INFORMATION: • The following Allied Times received from DOIS into • COR are considered to have been • Reviewed and Edited in DOIS • and become part of the COR Route: • Deadhead • Personal Needs • Customer Contact • Gas • Backtracking • Animal Interference • Waiting for Relays • Waiting Other • Temporary Detail • Management Time • Accident • Miscellaneous Other • (Remember to Include Replenishment Time in this Category)

24. DCD Operation Load Route information • Transfer data from DOIS to DCD Enter carrier information • Enter all “9”s for the 9 digit Carrier social security number • Enter all “0”s for the 9 digit Examiner social security number • Enter “Regular” if it is the regular carriers or Sync clock STOP until you are ready to go to street.

25. DCD Operation STREET ACTIVITY LOAD VEHICLE – Press key # 4 TRAVEL TO – Press key # 2-1 FIRST DELIVERY- Press Enter for each delivery made If a delivery is skipped, Press key N END RELAY Park & Loop -Press key # 2-4 to refill satchel Press key # 2-2 for Travel Within Mounted - Press key # 8-0 for Replenishment

26. DCD Operation STREET ACTIVITY TRAVEL FROM – Press key # 2-3 UNLOAD VEHICLE-Press key #4 (It will read LOADING) After the carrier has clocked back to the office, you MUST pressE-Exit, Y-Yes, E-Exit, Y-Yes, E-Exit, Y-Yes.

27. 3999 REVIEW PROCEDURES • Upload DCD to DOIS • Review and Edit the 3999 while it is on the DOIS Work station • Transfer 3999 to the Mainframe • Update the Pivot Plan

31. SIDE NOTES • Never go into the volume section of the DCD. It will cause you to loose the data. • If you try to change the Possible Deliveries PDs in a DOIS manual 3999, it will create problems.

32. UPDATE PIVOT PLANS AFTER NEW 3999 OR ANY CHANGES

33. Questions?