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 • Ensure consistent data integrity Volume Recording

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

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

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

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

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

No Linear Measurement (NLM) Volume Recording

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

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

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

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

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

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

Compress Letters Before Measuring Volume Recording

Consolidate Flats Before Measuring Volume Recording

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

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

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

Measuring Tape Volume Recording

Yardstick Volume Recording

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

Old / New Volume Volume Recording

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

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

Volume Recording