Transcript Attendance Volume and TACS

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
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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
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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
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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
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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
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Container Identification
APC’s, Tray Carts,
Hampers
Trays,
Flat Containers
Bundles
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No Linear Measurement (NLM)
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Counting Processes

Automated Volume – Transmitted electronically
into DOIS

Mailer Prepared Volume – Use Piece Counts
When Available

Manual – Compress and Use Linear
Measurement
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Full Coverage Mailings
Full Coverage
Not Full Coverage
“WSS”
“LOT”
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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
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Segregate Piece Counted Flats
Piece Counted Mail
(Web Advance)
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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
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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
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Compress Letters Before Measuring
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Compress Letters Before Measuring
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Consolidate Flats Before Measuring
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Consolidate Flats Before Measuring
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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
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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)
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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
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Measuring Tape
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Yardstick
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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
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Old / New Volume
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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
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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!
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