Management of Delivery Services

Transcription

1 Management of Delivery Services Handbook M-39 March 1998

2 Management of Delivery Services Handbook M-39 March 1, 1998 Transmittal Letter 13 A. Explanation. This is a partial revision of Handbook M-39, Management of Delivery Services, that incorporates current postal forms and language and deletes forms and language made obsolete since Transmittal Letter 12 dated June 30, This revision is a complete issue of Handbook M-39. Discard all previous transmittal letters. B. Distribution 1. Initial. Handbook M-39 is being distributed directly to all post offices with city delivery service and to their classified stations and branches. 2. Additional Copies. Order additional copies as needed from the appropriate material distribution center. C. Questions and Comments. Suggestions and comments about this handbook should be sent to: DELIVERY OPERATIONS SUPPORT US POSTAL SERVICE 475 L ENFANT PLZ SW RM 7142 WASHINGTON DC D. Cancellations. All previous issues of Handbook M-39 are obsolete. E. Effective Date. This handbook is effective March 1, Nicholas F. Barranca Vice President Operations Support

3 Summary of Changes Summary of Changes Chapter 1, Administration of City Delivery Service Section 111.2n is updated to reflect the current Postal Operations Manual, Domestic Mail Manual, and Handbook M-41, City Delivery Carriers Duties and Responsibilities, references. Section b is updated to reflect the current use of Computerized Forwarding System (CFS) and deletes references to Central Markup (CMU). Section k is revised to incorporate the change to use CLASS case labels. Section is a clarification of the items that should be checked. Section 128 is a title change from Customer Service Management Data System (CSMDS) to Operations Analysis. Section updates the language for the current Form Section updates the language for the current Form Sections , , , and all incorporate language for the allowed use of the Edit Book. Sections 128.3, , and all update the language for the current Form Section is deleted because of reference to obsolete Form Section updates office responsible. Section makes reference to Chapter 3 for clarification. Section h updates management level responsible. Section updates management level responsible. Section updates management level responsible. Section 153 updates management level responsible. Section 153c deletes reference to SF-46 and adds valid state driver s license. Section deletes reference to obsolete Form 3997B. Section is renumbered to section 162 and updates analysis of Form Section 171.2a(1) updates management level responsible. Section 181.1a is updated to reflect the current use of Computerized Forwarding System (CFS) and deletes references to Central Markup (CMU). Reference is also made to UAA. Section 181.1b makes reference to UAA. Section 181.1c updates procedures for handling Forms 3575 and Section 181.1e identifies machinable and non-machinable separations. Handbook M-39, TL-13, iii

4 Summary of Changes Section 181.1g is updated to reflect the current use of CFS and deletes Section 181.1g(2) is updated to reflect the current use of CFS database and deletes Section 181.1g(3) is updated to reflect the current use of CFS and deletes Section 181.1h is updated to reflect the current use of CFS and deletes Section 181.1h(2) incorporates language for Form 3575-Z. Section 182 is updated to reflect the current use of CFS and deletes Section 182a is updated to reflect the current use of CFS and deletes Section 182c is updated to reflect the current use of CFS and deletes Section 182e is updated to incorporate the term imaging. Chapter 2, Mail Counts and Route Inspections Section 214a(7)(b) corrects exhibit reference. Section 214a(7)(c) incorporates language for the allowed use of the Edit Book. Section 214a(8) adds language to review DPS procedures. Section 216.2f adds language to provide Standard Operating Procedures to managers. Section clarifies language for data to use. Section is updated to incorporate the use of Form 3999-X. Section corrects headquarters office name. Section corrects reference to read Section corrects reference to read pp Section a updates recording procedures of DPS volume. Section g updates accounting procedures of DPS pieces. Section i updates mail classification. Section is updated to reflect the current use of CFS and deletes references to CMU and recording procedures of DPS pieces. Section is updated to reflect the current use of CFS and deletes Section is updated to reflect the current use of CFS and deletes iv Handbook M-39, TL-13,

5 Summary of Changes Section b is updated to reflect the current use of CFS and deletes references to CMU and recording procedures of DPS pieces. Section i incorporates language for the allowed use of the Edit Book. Section n incorporates language for the allowed use of the Edit Book. Section j deletes reference to SF-46. Section 241 deletes reference to exhibit page 3, changing it to section Section is updated to incorporate T-6. Section is updated to incorporate T-6. Section l is updated to include DPS pieces. Section is updated to reflect the current use of CFS and deletes Sections 242.4e, 242.4f, and correct all exhibit references to be l. Section is updated to reflect the current use of CFS and deletes Section is updated to reflect the current use of CFS and deletes Section incorporates language for the allowed use of the Edit Book. Section is updated to incorporate T-6. Section deletes reference to obsolete Form 3921-A. Chapter 3, Unit Summary of City Delivery Routes Chapter 3 is totally re-written to account for revised Form Exhibits Exhibit is revised. Exhibit is revised. Exhibit is revised. Exhibit is reserved for form being changed. Exhibit incorporates current form. Exhibit is revised. Exhibit 213d (pages 1, 2, 3, and 4) is revised. Exhibit 213e is revised. Exhibit (page 1) incorporates current version. Exhibit (pages 1 and 2) is revised. Exhibit (pages 3, 4, and 5) incorporates current version. Exhibit is revised. Handbook M-39, TL-13, v

6 Summary of Changes Exhibit a(5) (pages 1 and 2) is consolidated to exhibit a(5). Exhibit is revised. Exhibit incorporates current form. Exhibit (pages 1 and 2) is revised. Exhibit (page 3) incorporates current form. Exhibit (pages 1 and 2) is revised. Exhibit 241 (pages 1 and 2) is revised. Exhibit 251 (pages 1 and 2) incorporates current form. Exhibit 32 (pages 1 and 2) is revised. vi Handbook M-39, TL-13,

7 1 Administration of City Delivery Service Introduction Basic Requirements General Daily Operations Types of Routes Delivery Collection Types of Delivery Foot Route Curbline Motorized Route Bicycle Route Park and Loop Route Dismount Route City Delivery Area Map Discipline Basic Principle Using People Effectively Obligation to Employees Maintain Mutual Respect Atmosphere Mail Processing for Delivery Services Scheduling Clerks in a Delivery Unit Mail Flow Receipt of Principal Letter Dispatch Receipt of Morning Close-Out Dispatch Receipt of Principal Flat Dispatch Carrier Withdrawal of Letters and Flats Mail Available on Return to Office Segmentation of Mail Parcel Post Utilizing Work Area and Equipment Workroom Floor Layout Determine Carrier Case Requirements Equipment Authorized at Detached Units Carrier Case Labeling Satchel Carts Assignment Handbook M-39, TL-13, vii

8 118.2 Follow-Up Office Work Routine Carrier Work Methods Office Casing Mail Special Instructions Pulling Down Cased Mail Scheduling Carriers Establishing Schedules Carriers Leaving Schedules Authorizing Overtime and Auxiliary Assistance Providing Relay Service General Weighing Relays Testing Determining Need for Relay Points Parking Area Assign Spaces to USPS Vehicles Priorities for Parking Area Access Limitation on Employee Parking Carrier Work Methods Street Loading Carrier Vehicles Loading Times Authorized Lines of Travel Carrier Satchel Park in Designated Location Finger Mail Parcel Delivery Curbline Delivery Collection of Mail Office Work While Carrier Is on Route Review of Work Area Analysis of Curtailed Mail Record of Carrier Work Hours, Absences, Replacements, and Overtime Report of Late Leaving and Returning Review of Carrier Cases and Work Area Office Work When Carriers Return From Route Operations Analysis Preparing Form Source Documents for Form Analyzing and Using Form Barcode or Similar Data Systems and Related Software/Hardware viii Handbook M-39, TL-13,

9 13 Analyzing Operations Carrier Operations Timing of Analysis Types of Analyses Review of Collection Service Policy Considerations Barcode and Similar Data Collection Devices Collection Service Checklist Tests Street Management Objectives Techniques Criteria for Need Findings Safety Adjustments Minor Adjustments Route Adjustment Without Special Inspection Special Office Mail Counts Extension of City Delivery Service Requirements for Extension Definitions Action After Approval (Reserved) Expedited Preferential Mail Delivery Program Description Approval Management Advantages Customer Benefits Operational Review Route Adjustments Implementation Coordination with Mail Processing Transportation VIM (Vertical Improved Mail) What VIM Applies To Three Versions Planning Early Maintain High Degree of Efficiency Handbook M-39, TL-13, ix

10 15 City Delivery Service Motorization Surveys Selection of Vehicles Preparation for Conversion Route Inspections Parcel Post Parcel Post Delivery Requirements Analysis of Parcel Post Operations Review of Sack Routing System Travel and Transportation of Carriers City Carrier Transportation Agreement Administration Travel Time Distances Relays Termination of Transportation Agreements Transit Agreement (Public Transportation) Administration Annual Review Review Between Annual Renewal Dates Authentication for United States Postal Service Cancellation Emergency Vehicle Hire Quality Control Guidelines Undeliverable as Addressed Mail Delivery Units All Responsibilities of the Delivery Unit Supervisor Frequent Reviews Computerized Forwarding Units Other Units Attempted, Not Known Mail Street Delivery Post Office Box Delivery Mail Counts and Route Inspections Advance Preparations Selecting Period for Mail Counts and Route Inspections Responsibility for Advance Preparations Review and Analysis of Carrier Control Forms Review of Operating Procedures Posting Notice of Scheduled Mail Count and Inspection x Handbook M-39, TL-13,

11 216 Managers Assignments and Responsibilities Dry-Run Count Estimating an Office Time for DPS Planning Purposes Conducting the Count of Mail Schedules and General Rules Governing Count Letter Routes Parcel Post and Combination Services Routes Collection Routes Completion of Forms 1838, 1838-A, 1838-B, and 1838-C Worksheets Summaries Disposition of Forms 1838, 1838-A, 1838-B, and 1838-C Forms 1838 and 1838-C Forms 1838-A and 1838-B Conducting the Route Inspection General Conduct of Route Examiner Cancelling Inspection Record and Evaluation Letter Routes Parcel Post and Combination Services Routes Collection Routes Analysis and Adjustments Letter Routes Summary of Count and Inspection Purpose Coverage Preparing Form Providing Carrier With Summary Evaluation and Analysis General Analysis of Irregular Performance Evaluating the Route Comparative Analysis With Preceding Count and Inspection (exhibit l) Review Adjustment Procedures Preliminary Plans Providing Relief to Routes Record of Office and Street Adjustments Made (Form 1840 exhibit 241, page 1) Tabulation of Overall Relief or Additional Time Required Scheme Changes Handbook M-39, TL-13, xi

12 243.6 Evaluation of Adjustments Disposition of Forms Analysis and Adjustments Parcel Post and Combination Services Routes Summary of Carrier s Count of Mail, Parcel Post, and Combination Services Description Completing Form 1840-A Consultation With Carrier Office and Street Adjustments Comments Verification of Mail Count and Time Items Disposition of Forms 1840-A Analysis and Adjustments Collection Routes Evaluation Basic Principles Elimination of Improper Practices Recommendations of Route Examiner Adjustments Consultation With Carrier Disposition of Form 3999-B Special Route Inspections When Required Manner in Which Conducted Unit Summary of City Delivery Routes Purpose General Description of Form Before and After Adjustments Daily Average Workhours Preparing Form Letter Carrier Routes (Section 1 on Form 3998) Full-Time Regular Routes Auxiliary Routes and Router Assignments Totals Action Taken to Eliminate Excess Office Time Possible Deliveries Total Possible Deliveries Delivery Volumes Parcel Post and Combination Services Routes Full-Time Regular Routes Auxiliary Routes xii Handbook M-39, TL-13,

13 322.3 Auxiliary Assistance to Complete Deliveries Parcel Post Volume Collection Routes Full-Time Regular Routes Part-Time Routes Totals Collection Pickups Inter- and Intra-City Service Routes Unit Summary and Review Service Improvements Personnel Assignment Summary Vehicle Assignment Summary Consolidated Summary of City Delivery Service Disposition of Forms Requests for Additional Routes Handbook M-39, TL-13, xiii

14 Exhibits Exhibit a, Form Exhibit b, Form Exhibit , Typical Labeling Pattern Carrier Throwback Case Item Exhibit 126.2, Analysis of Curtailed Mail (From Form 1571) Exhibit 126.3, Form 3997, Unit Daily Record Exhibit , Form 1813, Late Leaving and Returning Report First Carrier Delivery Trip Exhibit , Analysis of Late Leaving (From Form 1813 or PSDS Printout) Exhibit 126.5, Review of Carrier Cases and Work Area Exhibit 128.1, Form Exhibit , Form 1621, Delivery Management Report Exhibit , Form Exhibit , Analysis of Auxiliary Routes Exhibit , Evaluation of Performance Exhibit , Summary of Minor Adjustments Worksheet Exhibit 213d (p. 1), Form 1840-B Exhibit 213d (p. 2), Form 1840-B Exhibit 213d (p. 3), Form 1840-B Exhibit 213d (p. 4), Form 1840-B Exhibit 213e, Daily Mail Collection Record Exhibit (p. 1), Instructions to Carrier for Dry-Run Count on Form 1838-C Exhibit (p. 2), Instructions to Carriers for Dry-Run Count on Form 1838-A Exhibit (p. 3), Instructions to Carriers for Dry-Run Count on Form 1838-A Exhibit (p. 1), Form 1838-C, Carrier s Count Mail Letter Carrier Routes Worksheet Exhibit (p. 2), Form 1838-C, Carrier s Count Mail Letter Carrier Routes Worksheet Exhibit (p. 3), Form 1838-B, Parcel Post Firm Delivery Worksheet Exhibit (p. 4), Carrier s Count of Mail Parcel Post and Combination Services Worksheet/Management Summary Exhibit (p. 5), Carrier s Count of Mail Parcel Post and Combination Services Worksheet/Management Summary Exhibit , Form 1838, Carrier s Count of Mail Letter Carrier Routes (Mngt. Summary) Exhibit a(4), Time Allowances for Carrier Office Work Exhibit a(5), Maximum Time Allowance For Routing Mail Exhibit , Form 1838, Carrier s Count of Mail Letter Carrier Routes Exhibit , Form 1838-B, Parcel Post Firm Delivery Worksheet Exhibit (p. 1), Form 3999, Inspection of Letter Carrier Route Exhibit (p. 2), Form 3999, Inspection of Letter Carrier Route Exhibit (p. 3), Form 3999-A, Deliveries/Inspection Record Worksheet Exhibit (p. 1), Form 3999-B, Inspection of Collection Route xiv Handbook M-39, TL-13,

15 Exhibit (p. 2), Form 3999-B, Inspection of Collection Route Exhibit 241 (p. 1), Form 1840, Carrier Delivery Route Summary of Count and Inspection Exhibit 241 (p. 2), Form 1840, Carrier Delivery Route Summary of Count and Inspection Exhibit l, Comparative Analysis of Form Exhibit 243.4, Recap of Regular Routes for Adjustment From Form Exhibit , Form Exhibit 251 (p. 1), Form 1840-A, Summary of Carrier s Count of Mail Parcel Post and Combination Services Exhibit 251 (p. 2), Form 1840-A, Summary of Carrier s Count of Mail Parcel Post and Combination Services Exhibit 311 (p. 1), Form 3998, Unit Summary of City Delivery Assignments Exhibit 311 (p. 2), Form 3998, Unit Summary of City Delivery Assignments Handbook M-39, TL-13, xv