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Modified Interim Route Adjustment Process

Modified Interim Route Adjustment Process. National RAP Las Vegas, NV April 25, 2009. MIARAP. Joint Process Joint Evaluation Joint Analysis Joint Adjustment. MIARAP. New Process Work Together Proactive Dispute Resolution Based on Demonstrated Performance Team jointly makes decisions

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Modified Interim Route Adjustment Process

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  1. Modified Interim RouteAdjustment Process National RAP Las Vegas, NV April 25, 2009

  2. MIARAP Joint Process • Joint Evaluation • Joint Analysis • Joint Adjustment

  3. MIARAP • New Process • Work Together • Proactive Dispute Resolution • Based on Demonstrated Performance • Team jointly makes decisions • Disagreements are settled early on • Adjustments are done jointly Old Process • Contentious • Reactive Dispute Process • Based on 1 week inspection • Management makes the decisions • Fights about times • Bad adjustments • Multiple Grievances • Tail Wagging the dog

  4. MIARAP Structure of the new process • National Oversight Team • Area/Regional Team(s) • District Lead Team(s) • District Evaluation and Adjustment Team(s) • Local Office Contact(s)

  5. MIARAP The National Oversight Team Oversees the process Resolves issues referred by the Area/Regional Teams. Provides training on the Process to the Area/Regional Teams Oversees training to the District Lead Teams and to the District Evaluation and Adjustment Teams.

  6. MIARAP Area/Regional Teams NALC National Business Agent (NBA) or their designee & Area Managers Delivery Programs Support or their designee • Monitor the process • Determine the number of district teams needed • Resolve issues advanced by the District Lead Teams. • Regularly communicate with and receive input from both District Lead Teams and the National Oversight Team. • Provide training on the Process to the District Lead Teams, and to the District Evaluation and Adjustment Teams.

  7. MIARAP District Lead Teams There will be one lead team in each district who will be responsible for: • Oversight of the process and the District Evaluation and Adjustment Teams • Prioritizing and scheduling evaluations and adjustments so that all needed adjustments can be completed within the given time frame • Resolving issues advanced by the District Evaluation and Adjustment Teams • Assigning the District Evaluation and Adjustment Teams to units and communicating with them at least weekly • Scheduling the COR technicians when COR is used for adjustments

  8. MIARAP District Lead Teams (cont.) • Making sure that valid PS Form 3999s are available • Ensuring that necessary travel time validations are completed so as there are no delays in scheduled evaluations or adjustments. • Data entries tracking the progress of each of their District Evaluation and Adjustment Teams in all the units. • Compiling the results of the Evaluation and Adjustment Process by delivery unit, installation, and district, and forward this information to the Area/Regional and National Oversight Teams. • Participate in training District Evaluation and Adjustment Teams on the Evaluation and Adjustment Process.

  9. MIARAP District Evaluation and Adjustment Teams The District Evaluation and Adjustment Teams are responsible for • Data analysis • Route evaluation and adjustment, including directing COR technician in all phases of COR input, optimization of routes, and adjustments • Oversight of jointly conducted carrier consultations • Communicating with local office contacts to obtain information needed to evaluate and adjust the routes • Reviewing all available information for anomalies and potential data integrity issues • Advising their Local Office Contacts that they need current representative PS Forms 3999 for the purpose of moving territory, if necessary, during adjustments • Considering all information provided including actual times, base time, PS Form 3999s, fixed office times, mail volumes and carrier comments to come up with an evaluated time and adjust the routes if needed

  10. MIARAP Local Office Contacts Postmaster or designee and the Branch President or designee The Local Office Contacts are responsible for Communicating any local issues, current or anticipated vacancies, or any potential data integrity issues to the designated District Evaluation and Adjustment Team Providing seniority lists and information regarding replacement carriers Advising the District Evaluation and Adjustment Teams if there is some reason the selected review periods should not be used Using a prepared script to conduct both the initial and the proposed adjustment consultations with the carriers The Local Office Contacts may provide comments regarding the feedback received from the carrier during consultations.

  11. MIARAP Review Periods Delivery units that were not evaluated/adjusted under the October 22, 2008 IRAP process Unless the District Evaluation and Adjustment Team mutually agrees to select a different period

  12. MIARAP Review Period To revisit the evaluations/adjustments in delivery units evaluated/adjusted under the October 22, 2008 IRAP Process the teams will use

  13. MIARAP Follow up Review Period Routes reviewed/adjusted in the 2009 MIARAP process will use the following periods to revisit those adjustments *No adjustments will be implemented between November 15 and January 1. Unless the District Evaluation and Adjustment Team mutually agrees to select a different period.

  14. MIARAP The Initial Consultation The Local office Contacts will use a prepared script to conduct the initial consultation with the carriers and will provide the following to the District Evaluation and Adjustment Team. • Current or anticipated vacancies • Potential data integrity issues • Changes needed to fixed office time • Seniority lists • Information regarding replacement carriers • Carriers comments on route value. Office and Street times • Carriers comments on potential adjustments • Note any reason selected review period should not be used

  15. MIARAP Data Analysis The District Evaluation and Adjustment Teams will review documentation and information provided by the local parties and verify the data used for evaluation. They will look for • Data Integrity Issues • Amended clock rings • Work hour transfers • Inappropriate manipulation of MODS codes • Invalid swiping of incorrect MODS codes or non-swiping of correct codes • Anomalies • Erroneous volume • Work hours not transferred • Any days that are not representative of the normal office or street time range for that day for that route

  16. MIARAP Proposed Adjustment Consultation The Local Office Contacts will conduct the proposed adjustment consultation with the carriers prior to the adjustment being made. Carriers will be asked for feedback regarding the proposed adjustment. Any proposed adjustment to the carrier’s form 3999 street time, should appear on the reverse side of the PS Form 1840 or attachments thereto. Carriers should request documentation and explanation of any proposed adjustment to their street time

  17. COR MIARAP • The evaluated office and street times selected by the District Evaluation and Adjustment Teams will be transferred to the top left hand corner of the PS Form 1840 reverse. The initial proposed adjusted office and street times from the COR process will appear on the top right corner of the PS Form 1840 reverse. The difference between these two times must be identified on the 1840 Reverse by sector segment (when applicable) for each route. The difference in these times that must be specifically identified includes items such as proposed changes in relay times, travel times, allied times, delivery times, miscellaneous times, and eliminated/added routes (eliminated/added routes can impact the total time difference due to demonstrated performance, selected street time, and fixed time such as travel to, travel from, loading time, street breaks, etc).

  18. COR MIARAP • The District Evaluation and Adjustment Team will be working with a COR Technician who knows the system. The COR Technician is there to make the necessary inputs and to explain any aspect of the COR program/process that the Team needs to make decisions regarding the proposed adjustments. The COR Technician will conduct such duties at the joint direction of the District and Evaluation Team • All decisions regarding the evaluations and adjustments of routes, including deductions and/or changes proposed by COR, or manually, are made jointly by the District Evaluation and Adjustment Team. Any items of disagreement will be identified and documented by the District Evaluation and Adjustment Team and immediately referred to the District Lead Team.

  19. 1840 Reverse

  20. 1840 Reverse

  21. 1840 Reverse

  22. 1840 Reverse Comments

  23. 1840 Reverse Comments

  24. Line of Travel – 3999

  25. COR MIARAP For example, all Travel To, Travel From, and the total of all Travel Within times from the 3999 (recorded as EXR) are identified on the reverse of the PS Form 1840 and new travel times are identified as an adjustment (recorded as ADJ) on the reverse of PS From 1840. The difference between these two times will be noted in the relief or addition column on the reverse of PS Form 1840. The District Evaluation and Adjustment Team will be provided all relevant reports generated by COR to review the specifics of the proposed changes regarding travel times so they can jointly make decisions regarding the proposed changes, and then have the necessary documentation for the adjustment consultations regarding any agreed to changes. Any change in travel times from the 3999 due to a proposed new travel pattern must be validated, and then reviewed by the District Evaluation and Adjustment Team so they can jointly make decisions regarding the proposed change. The Route Summary Report will be used as a tool to aid in the validation process.

  26. MIARAP Adjustments The M-39 requires that routes over 8 hours be provided permanent relief. That relief may be provided by reducing carrier office or street time by • Territorial adjustments • Routers • Permanent Hand-offs • Changing the number of park points and/or the number of relays • Changing the line of travel

  27. MIARAP Considerations Given for Router Adjustments • Routes evaluating at more than 8 hours may be provided a router as permanent relief. • Routes evaluating less than 8 hours, that currently have router time assigned to the route(s) may validly: • Have router time reduced or eliminated to adjust route(s) • Territorial adjustments must be used to adjust route(s) unless the route(s) is /are reverted or abolished • The establishment and administration of router positions must be consistent with the November 21, 2001 National Memorandum of Understanding, Re: Router, Carrier Craft, and other agreements between the parties regarding routers. • Maximization of router positions must comply with the September 21, 1988 Router Assignment Instructions and the April 13, 1989 settlement agreement on case number H4N-5C-C 36660.

  28. MIARAP Adjustments On routes where the evaluated time is less than 8 hours, the M-39 requires that the team make permanent additions by transferring territory through a realignment of the territory in the delivery unit. This realignment could reduce or eliminate an existing auxiliary route, reduce a regular route to auxiliary status, or eliminate it entirely.

  29. MIARAP COR The team’s use of COR must be consistent with the applicable provisions of the M-39 Handbook, and their application of the COR process must also comply with the parties national settlement. When transferring territory, the back of the PS Form 1840 will indicate by sector segment, any change in street credit from the actual street time used for that sector segment on PS Form 3999, including all relay, travel, allied time, etc. Any such proposed adjustment to the carrier’s street time must be documented and explained by appropriate comments on the reverse of PS Form 1840.

  30. MIARAP COR Travel To, Travel From, and Travel Within times must be validated, documented, and discussed during the carrier consultation. If there is a different credit of time proposed for travel within or travel to and from the route other than what existed as reflected by PS Form 3999, such new time will be validated and a decision made by the District Evaluation and Adjustment Team regarding the proposed change, prior to the second consultation with the letter carrier. It is not necessary that the validation itself be done jointly in order to satisfy the District Evaluation and Adjustment Team.

  31. MIARAP COR All decisions regarding the evaluations and adjustments of routes, including deductions and/or changes proposed by COR, or manually, are made jointly by the District Evaluation and Adjustment Team. Any items of disagreement will be identified and documented by the District Evaluation and Adjustment Team and immediately referred to the District Lead Team.

  32. MIARAP COR Reports In order to validate COR adjustments, the following COR generated reports will be used by the team: • Route Summary Report • 3999 Data Capture Summary • Allied Time Report

  33. MIARAP COR Reports The Route Summary Report provides • For the regular carrier on the route, a list of possible deliveries, allied time, street time, office time, and total time for the route. • Allied time details by route including • Loading time, Travel to time, Travel from time, travel within time, deadhead time, and relay time • The number of park points and relays for each route • Park points and relay starting points

  34. MIARAP Route Summary Report Zone 90275 Office Transfer Mode: Demonstrated performance by Relieved Carrier Volumes: Full coverage Possible Allied Street Office Priority Total Route__Deliveries Time___ Time__ Time_____ Time___ Time CO01 502 01:00 04:54 03:11 00:09 08:05 CO02 379 01:29 04:55 03:17 00:00 08:12 CO03 467 01:13 04:59 03:11 00:11 08:10 CO04 267 01:29 04:33 03:21 00:03 07:54 CO05 0 00:26 00:00 00:00 00:00 00:00 CO06 437 01:00 05:00 03:12 00:02 08:12 CO07 562 01:15 05:32 02:19 01:00 07:51 CO08 490 00:45 05:09 03:01 01:17 08:10 CO09 324 02:09 04:31 03:32 00:02 08:03

  35. MIARAP Route Summary Report Zone 90275 Allied Time Details (MM:SS): Route Loading Travel To Travel From Travel Within Deadhead Relay _______Time______Time_____Time______ Time_______ Time Time CO01 17:21 05:41 09:48 04:54 00:00 00:00 CO02 06:52 06:26 09:26 14:26 00:00 14:10 CO03 13:35 05:57 05:56 04:32 00:00 00:00 CO04 12:51 22:09 20:30 03:20 00:00 00:00 CO05 00:00 00:00 00:00 00:00 00:00 00:00 CO06 10:02 09:51 08:37 01:48 00:00 00:00 CO07 14:45 09:09 08:22 02:34 00:00 00:00 CO08 11:06 02:53 03:14 06:25 00:00 00:00 CO09 19:55 18:10 20:10 04:11 00:00 00:00

  36. Route Summary Report

  37. COR MIARAP Travel To, Travel From, and Travel Within times must be validated, documented, and discussed during the carrier consultation. If there is a different credit of time proposed for travel within or travel to and from the route other than what existed as reflected by PS Form 3999, such new time will be validated and a decision made by the District Evaluation and Adjustment Team regarding the proposed change, prior to the second consultation with the letter carrier. It is not necessary that the validation itself be done jointly in order to satisfy the District Evaluation and Adjustment Team.

  38. MIARAP Route Summary Report Zone 90275 Park Locations: Route:Park CountRelay Count CO01 0 0 CO02 7 13 CO03 0 0 CO04 0 0 Route CO02 ** Park vehicle at the end of Leacrest Dr after 28500 ** Start relay 1 4737 28505 Leacrest Dr ** Park vehicle at the end of Seamount Dr after 28600 ** Start relay 2 4752 28520 Seamount Dr Start relay 3 4757 28607 Shire Oaks Dr ** Park vehicle at the end of Doverridge Dr after 28799 ** Start relay 5 4728 28748 Doverridge Dr ** Park vehicle at the end of Doverridge Dr after 28899 ** Start relay 6 4729 28803 Doverridge Dr

  39. Route Summary Report

  40. Route Summary Report

  41. Re-Sequenced Delivery Points Report

  42. MIARAP COR Reports The 3999 Data Capture/Summary provides the following for each route in minutes and seconds • Function Analysis times including • Relay time, travel to, travel from, vehicle loading, vehicle unloading, and non-recurring street time. • Other Street Time Detail including • Travel within, accountable delivery, parcel delivery, street break time, collection time, deadhead time, personal needs, customer contact, and gas vehicle • Non-recurring Street Time Detail including • Backtracking, Animal Interference, waiting for relays, waiting for transportation, waiting other, temporary detail, management time, accident and miscellaneous other

  43. MIARAP Preview Audit Trail Preview 3999 Save Close 3999 Data Capture/Summary Route Number: 51002 Data Capture Date: 05/14/2008 Street Analysis Type: Day of Inspection 3999 Data Capture | 3999 Data Summary 3999 Function Analysis Function Analysis Other Street Time Detail Non-recurring Street Time Detail

  44. MIARAP The Allied Time Report shows, by sector segment, the allied time on each route including territory that was transferred and territory that was not transferred. *************************** * Existing Route CO08 * *************************** Transferred Plus4s Plus4 NDS Address Range NDS NameAllied Time (secs) Model Route 5400 - 5428 Crest Rd Parcel 75 CO28 5600 - 5698 Scotwood Dr Parcel 31 CO28 29301 - 29399 Stonecrest Rd Parcel 31 CO11 5800 - 5899 Summit Dr Parcel 119 CO11 Non-Transferred Plus4s Plus4 NDS Address Range NDS NameAllied Time (secs) Model Route 1 - 99 Amber Sky Dr Parcel 70 CO08 21 - 99 Oceanaire Dr Parcel 63 CO08 1 - 99 Coveview Dr Accountable 67 CO08

  45. COR MIARAP The Allied Time Report will be used as a tool to review proposals regarding the transfer of allied time. After the District Evaluation and Adjustment Team jointly decides what is transferred. The report will be used to document any agreed to changes during the adjustment consultations on the PS From 1840, Reverse.

  46. Allied Time Report

  47. MIARAP Issue Resolution District Evaluation and Adjustment Teams Any issue that the team is unable to resolve will immediately be referred to the District Lead Team. District Lead Team Any issues from the District Evaluation and Adjustment Team that cannot be resolved by the District Lead Team will be referred to the Area/Regional Team within two working days of receipt of the issue Area/Regional Teams Any issues from the District Lead Teams that cannot be resolved by the Area/Regional Team will be referred to the National Oversight Team within three working days of receipt of the issue National Oversight Team The National Oversight Team will resolve any issues that cannot be resolved by any Area/Regional Team

  48. Questions?

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