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Integrated Operating Plan

Integrated Operating Plan. AM Standard Operating Procedure. Integrated Operating Plan. Definition The process of aligning P&DC and Customer Service operations to provide our customers with consistent, reliable service every day History Background. The Cycle.

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Integrated Operating Plan

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  1. Integrated Operating Plan AM Standard Operating Procedure AM SOP Integrated Operating Plan

  2. Integrated Operating Plan • Definition The process of aligning P&DC and Customer Service operations to provide our customers with consistent, reliable service every day • History • Background AM SOP Integrated Operating Plan

  3. The Cycle • The daily 24-hour operational cycle starts with • Carrier returning on time Based on • Carrier leaving on time Based on • Carrier office consistency Based on • Transportation leaving on time Based on • Plant Operating Plan achievement Based on • Carrier returning on time AM SOP Integrated Operating Plan

  4. Seven Guiding Principles • Carriers leave on time every day • Plant provides a consistent, planned product flow on each trip • Transportation leaves on time • All operational problems are short stopped and reported where they occur AM SOP Integrated Operating Plan

  5. Seven Guiding Principles • Problems are resolved through the communication customer feedback process • Full preventive maintenance is performed on all equipment as scheduled • All operations are supported by written, customer based contingency plans AM SOP Integrated Operating Plan

  6. Delivery Unit and Plant Contracts • Plant Inter-Tour • Plant to Delivery Unit • Percentage of mail on each trip by mail type • Measurement: DOIS Dispatch Feedback Report • Delivery Unit to Plant • Collections and Mail Preparation • Measurement: DOIS Late Leaving / Returning Report AM SOP Integrated Operating Plan

  7. Start-Up and Implementation • IOP Pre-Implementation • IOP Implementation Preparation • Backwards Processing Model AM SOP Integrated Operating Plan

  8. IOP Pre- Implementation • Senior Management Commitment • Understanding of Guiding Principles • Communication Network Availability • Delivery Unit Readiness • F2 Carrier Leave Times Adjusted • F4 Reviews • Staffing Analysis • Timeline • IOP Implementation AM SOP Integrated Operating Plan

  9. IOP Implementation Preparation • Project Manager Selected • Team Member Selection with mix of Plant, Delivery, and Computer skills (Minimum of 4 full time - 2 Plant and 2 Delivery, NTE 1 year) • Team Members Assigned Duties • Baseline operations • Training (Guiding Principles, Overview, Communicate the Plan to All Employees) • Ramp-Up (CET at Delivery Unit, Processing Windows by Mail Type, Identify Dispatch Schedules) • Create Dispatch Plan • Start IOP AM SOP Integrated Operating Plan

  10. Backwards Processing Model • Identify Actual Mail Arrival Profile at Delivery Units • Delivery Units Provide Needed Mail Arrival Profile based on Current Carrier Reporting Times • 100% Committed flats by reporting time • 80% of caseable mail by reporting • Formal Negotiation (Delivery Units, Inter-Tour, Inter-Plant, BMEU/Plant) • Plant Adjustments / Delivery Unit Adjustments • Re-Examine • Adjust AM SOP Integrated Operating Plan

  11. Integrated Operating Plan - Deliverables • Organization Activities • Training • Communication Loop • Delivery Unit Activities AM SOP Integrated Operating Plan

  12. Integrated Operating Plan - Deliverables • Plant Activities • Transportation • Formalize Contracts • Install Process Management • Implementation AM SOP Integrated Operating Plan

  13. Timeline – Organizational Activities AM SOP Integrated Operating Plan

  14. Timeline – Delivery Unit Activities AM SOP Integrated Operating Plan

  15. Timeline – Plant Activities AM SOP Integrated Operating Plan

  16. Timeline - Implementation AM SOP Integrated Operating Plan

  17. How It Supports AM SOP • Contracts must support AM SOP. • Mail flow and processing must be re-engineered to provide requirements to Customer Service. • Consistent reliable mail flow is a must. • Indicators must be in place to measure IOP effectiveness AM SOP Integrated Operating Plan

  18. Integrated Operating Plan - Contracts • Percentage of mail for each trip determined. • Percentage of mail being automated and finalized for carrier distribution. Target 80% secondary flats, 85% DPS. • 100% of committed flats available by carrier start time • 80% of caseable mail available by carrier start • Separation of Standard and Pref. Flats • Timely dispatch of transportation. AM SOP Integrated Operating Plan

  19. Integrated Operating Plan - Transportation • All trips must leave on time. • All trips must contain the proper amount of mail as per the contracts. • Mail must be prepared in accordance with the contracts. • Transportation should be reviewed to ensure it meets the requirements. AM SOP Integrated Operating Plan

  20. IOP Dispatch Profile to Delivery Unit AM SOP Integrated Operating Plan

  21. IOP Dispatch Profile to Delivery Unit AM SOP Integrated Operating Plan

  22. IOP Dispatch Profile to Plant • CFS Mail leaves on 1st P.M. dispatch truck. Letters trayed & sleeved. Flats in tubs with lids. Correctly labeled. • All available collection mail on every PM dispatch truck. Culled to the Collection S.O.P. & properly labeled. • Backflow-properly labeled, bands cut, plastic off and dispatched on earliest transportation. • All RTS/ ACS must be prepared with proper labels. Sleeved and tagged if necessary. Dispatched on earliest PM transportation. AM SOP Integrated Operating Plan

  23. IOP Dispatch Profile to Plant • LOOP/MISSENT must be dispatched on earliest transportation. Properly labeled • All empty equipment must be sent back to plant on earliest truck. • All empty trays in one APC. All empty tubs in another APC. Nothing in BMC’s. No wooden pallets. All Plastic pallets together. ALL TAGS REMOVED. • All Insufficient Address Mail is worked in station, or sent back to Sender. Do NOT send to plant unworked. • All transportation leaves on time AM SOP Integrated Operating Plan

  24. IOP Delivery Unit Check-off List • Have you completed and submitted your SOP/Contingency Plans? • Are your routes properly adjusted? • Are your routes leaving on time? • Are your routes returning on time? • Is your Function 4 staffing adequate? • Is your collection mail being properly prepared? • Is your empty equipment being returned properly? AM SOP Integrated Operating Plan

  25. IOP Delivery Unit Check-off List • Is your transportation arriving on time? • Is your transportation leaving on time? • Is your preventive maintenance (DBCS/CSBCS) schedule adhered to? • Are you messaging I.O.P. to your employees daily/weekly? (Stand-Up Talks) • Are you adhering to all SOP’s concerning CFS/RTS/LOOP/MISSENT mail? AM SOP Integrated Operating Plan

  26. Delivery Unit Process Indicators AM SOP Integrated Operating Plan

  27. Delivery Unit IOP Tracking • IOP compliance will be measured based on two DOIS reports • The Dispatch Feedback Report will measure compliance with AM volume arrival agreements from the plant to delivery units • The Late Leaving / Returning Report will measure compliance with PM collection arrival agreements from delivery units to the plant AM SOP Integrated Operating Plan

  28. DOIS Dispatch Feedback Report • The DOIS Dispatch Feedback report will be used to determine if plant operations are meeting IOP agreements. • DOIS Setup and Usage • Dispatch Information in DOIS must match the IOP agreement – times, trips, and mail percentages • Record volumes by trip • Use the actual trip arrival as the time entry instead of when the volume is actually recorded AM SOP Integrated Operating Plan

  29. Dispatch Setup in DOIS AM SOP Integrated Operating Plan

  30. DOIS Dispatch Feedback Report • Shows the planned percentage of volume available by trip • Shows the actual percentage of volume available by trip • The plan compared to the actual percentage serves as the basis for determining if the IOP agreement is working AM SOP Integrated Operating Plan

  31. DOIS Dispatch Feedback Report - Selection AM SOP Integrated Operating Plan

  32. DOIS Dispatch Feedback Report - Example AM SOP Integrated Operating Plan

  33. Dispatch Feedback Report Goal • Goal • Daily Review and Corrective Action as Needed • Volume arrival complies with IOP agreement 95% or higher over the previous four weeks AM SOP Integrated Operating Plan

  34. Late Leaving / Returning Report • DOIS 1813 – Late Leaving / Returning Report will be used • To determine if routes are leaving on time when volume is received on time according to the IOP • To determine if delivery units are meeting their goal to provide collection mail timely to the plant as part of IOP by getting carriers back on time AM SOP Integrated Operating Plan

  35. DOIS 1813-Late Leaving / Returning AM SOP Integrated Operating Plan

  36. Late Leaving and Returning Report AM SOP Integrated Operating Plan

  37. DOIS Late Leaving / Returning • Late Leaving / Returning Goal • Daily Review and Corrective Action Taken as Needed • Carriers leave on time 95% higher over the previous four weeks • Carriers returning on time 95% or higher over the previous four weeks indicates whether the collection mail will arrive as scheduled at the plant in compliance with the IOP AM SOP Integrated Operating Plan

  38. Web Discrepancy Reporting • To get to the Discrepancy Report:http://eastern.usps.gov/ips/iop/discrepancy/ • Select Your Cluster AM SOP Integrated Operating Plan

  39. Reporting a Discrepancy Step 1 As a Customer you must perform the following procedures: 1. Go to Discrepancy WEB Page at http://lancaster/disc_menu/ (HINT: Assign it to your favorites for easy access) 2. Click on : Your District Click here for Instructions AM SOP Integrated Operating Plan

  40. Reporting a Discrepancy Step 2 Select IOP Team zip AM SOP Integrated Operating Plan

  41. Reporting a Discrepancy Step 3 Click on your choice IOP Menu only for IOP Teams AM SOP Integrated Operating Plan

  42. Reporting a Discrepancy Step 4 AM SOP Integrated Operating Plan

  43. Reporting a Discrepancy Step 5 AM SOP Integrated Operating Plan

  44. Receiving an IOP Discrepancy -Take Action AM SOP Integrated Operating Plan

  45. Receiving an IOP Discrepancy -Take Action AM SOP Integrated Operating Plan

  46. Receiving an IOP Discrepancy -Take Action Enter Cause of Problem and Action taken to prevent recurrence here If you want to save your response and input more information later before final closing out press Save Action(s) then you can come back later & finalize your information and submit for close out. When you are finished entering information Press save Action(s) and Submit for Closeout AM SOP Integrated Operating Plan

  47. View Completed Discrepancy AM SOP Integrated Operating Plan

  48. View Completed Discrepancy AM SOP Integrated Operating Plan

  49. Plant IOP Planning • Daily Volume Projections For All Mail Types • Daily EOR Chart Processing Plan By Equipment Type • Daily Staffing Plan By Operation Area • End Of Tour Inventory Report • End Of Tour Turnover/ITOP Compliance Checklist. AM SOP Integrated Operating Plan

  50. Plant Process Indicators AM SOP Integrated Operating Plan

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