1. ® DOIS Maintenance Requirements Belinda Olson Tony Carvelli June 2011

2. June 20112 1. Review and Validate the Reference Volumes, Establish the “Normal Day” for Each Route and Post an all category RIC. (Route Information Card). 2. Using The JARAP/FSS Unit Summary - Develop Carrier Leave and Return Time Groups (Use M39 Section 122 Schedule Guidelines) 3. Update DOIS RBI Schedule Using Developed Leave and Return Time groupings. After completion of a Route Adjustment you must complete the following activities in order to establish and maintain quality reference data to successfully manage the adjustment: DOIS Maintenance Requirements

3. June 20113 DOIS Maintenance Requirements 4. Update 1564A Data In DOIS RBI. 5. Update the Pivot Plan Data 6. Update DOIS MSP Data. 7. Update Carrier Assignments through HRSS for all new bids awarded. After completion of a Route Adjustment you must complete the following activities in order to establish and maintain quality reference data to successfully manage the adjustment:

4. June 20114 Steps 1 & 2 1. Review and Validate the Reference Volumes, Establish the “Normal Day” for Each Route and Post an all category RIC. (Route Information Card) 2. Using the JARAP/FSS Unit Summary - Develop Carrier Leave and Return Time Groups (Use M39 Section 122 Schedule Guidelines)

5. June 20115 Cased Data For Route Info Card Post Adjustment Base Cased Volume Post Adjustment Data Does Not Provide Total CDV (Missing DPS/Parcels/Sequence Volumes)

6. June 20116 DPS, SEQ, PP Data For Route Card Use DPS/PP/Sequence Volumes Data From Adjustment Evaluation Period To Establish Base CDV

7. June 20117 Adjust final Unit Summary into Leave and Return time groups per the M39, Section 122 Unit Summary

8. June 20118 Scheduling Carriers M-39 Sect 122  122 Scheduling Carriers  122.1 Establishing Schedules  122.11 Consider the following factors in establishing schedules: a. Schedule carriers to report before 6 a.m. only when absolutely necessary. b. Fix schedules to coincide with receipt and dispatch of mail. At least 80% of the carriers’ daily mail to be cased should be on or at their cases when they report for work. (AVP recommends 100%) c. Schedule carriers by groups. Form groups of carriers who make the same number of delivery trips and whose office time is approximately the same.

9. June 20119 Scheduling Carriers M-39 Sect 122 (Continued)  122.11 Consider the following factors in establishing schedules:  d. Generally, schedule carriers of the same group to begin, leave, return, and end at the same time.  e. Schedule so that delivery to customers should be approximately the same time each day.  f. Make a permanent schedule change when it is apparent that one or more days’ mail volume varies to where it is causing late leaving.  g. Schedule carriers’ non-work days in accordance with the National Agreement.

10. June 201110  Use the Adjustment Unit Summary to establish groups within 5-10 minutes of like office times.  Set new Leave Times, I.E. 7:30 start  :50 (:45-:55) = 8:20 (Route:22)  1:00 (:56-1:05) = 8:30 (-0-)  1:10 (1:06-1:15) = 8:40 (-0-)  1:20 (1:16-1:25) = 8:50 (Routes: 2,4,5,11,12,15,19,23,25,32,34)  1:30 (1:26-1:35) = 9:00 (Routes:1,3,7,8,9,10,13,16,17)  1:40 (1:36-1:45) = 9:10 (Routes: 6,14,20,27,28,29,33,40)  1:50 (1:46- 1:55) = 9:20 (Route: 30) Scheduling Leave Time Per M39-Section 122

11. June 201111 Scheduling Leave Time Per M39-Section 122 In accordance with the M39 Section 122, Schedule carriers into: “Leave Time Groups”

12. June 201112 Enter RBI Data Into The RIC Data Sheet

13. June 201113 1.Rename the Excel sheet tab with the appropriate route number. 2. Review RIC for accuracy (Leave time must be based on the GROUP LEAVE TIME). 3. Post at carriers case and remove any older versions of Route Information Cards from the carriers case. 4. Post new RIC information at the carriers case. Enter RBI Data Into The RIC Data Sheet

14. June 201114 THIS IS WHAT YOUR RIC SHOULD LOOK LIKE: GROUP LEAVE TIME

15. June 201115 Steps 3 & 4 3. Update DOIS RBI Schedule 4. Update DOIS 1564A / Travel Information

16. June 201116 DOIS – Supervisor Workbench Log in to DOIS

17. June 201117 Route and Unit Maintenance Tab To begin click on the Route and Unit Maintenance Tab then click on the Route Base Information Maintenance Button.

18. June 201118 Route Base Information Maintenance Enter Established Route Group Leave and Return Times Scheduling 8 hour for routes >7:45 and <8:20

19. June 201119 Carrier Completes 1564A M41 Section 25: Carrier’s Route Book, Instructions and Report 251.5 Lines of Travel This shows lines of travel to reach the beginning of the route, reach the lunch place, return to next delivery location, and return to unit. 251.6 Lunch Information This shows time of authorized lunch, location of authorized lunch stop(s), and location where carrier is authorized to leave route for lunch. (See instructions on Form 1564–A where this applies.) Similar information for any deviation for lunch by carrier technician is entered on the Form 1564–A. 251.7 Break Information This shows location of authorized break stop(s). (See instructions on Form 1564–A where this applies.) Similar information for any deviation for break by carrier technician T–6 carrier is entered on the Form 1564–A.

20. June 201120 DOIS Lunch / Travel Information Is all your travel information correct? Location for MSP lunch should be the same has the location where authorized to leave route for lunch.

21. ® UPDATING PIVOT PLANS IN DOIS

22. June 201122 Pivot Plans  How often do pivot plans need to be updated?  After route inspection / minor adjustment implementation  Whenever MSP reports show zero, negative, or out of sequence scheduled durations between scan points  Whenever there is a change in RBI (route base information)  Start time change  Office or street time  Whenever there is an AMS change to a route  Adds  Deletes  Sequence change

23. June 201123 How to update Pivot Plans  Collect the information  Location where carrier is authorized to leave for lunch  Street break location (s)  From the DOIS supervisor’s workbench  Click on the Route and Unit Maintenance tab  Click on the Pivot Plan Maintenance button

24. June 201124 Pivot Plans

25. June 201125 Pivot Plans  Select route from the drop down menu  Click Display  Click Create New Pivot Plan

26. June 201126 Create new pivot plan

27. June 201127 Dialog Box  In some cases a dialog box will appear concerning estimated durations  Click OK if box appears

28. June 201128 Create a New Pivot Plan  All existing logical groups are expanded to their sector segment (SS) components.  Each row represents one sector segment  All sector segments assigned to the route are displayed  The duration of each sector segment, as defined on the latest 3999, is displayed in the duration column  Sector segments are highlighted in yellow

29. June 201129 Create new pivot plan

30. June 201130 Logical Groups  To create a pivot plan, all sector segments must be grouped into Logical Groups (LG)  Logical groups (LG) should be about 15 – 20 minute durations or logical breaks in the route

31. June 201131 Create Logical Groups  It may not be useful to split isolated groups of centralized deliveries, trailer parks, individual park & loops etc.  The last delivery before lunch should be at the end a logical group

32. June 201132 Create logical groups  Holding down the Shift key on the keyboard, click on the grey square at the left of the first sector segment row.  Sector segments turn blue  Continue holding the shift key and clicking subsequent sector segment rows.  Each row clicked will turn from yellow to blue  The cumulative time of all selected sector segments will be tallied near the bottom of the screen

33. June 201133 Select Sector Segments for Logical Group Hold down the shift key, and click each gray box

34. June 201134 Create Logical Groups When the desired duration is reached:  Click Create Logical Group  Selected sector segments are consolidated into a single logical group  Click Expand Logical Group to view or edit the sector segments contained in a logical group

35. June 201135 Create Logical Groups

36. June 201136 Create Logical Groups Selected sector segments are combined into a logical group

37. June 201137 Create Pivot Plan  Continue creating Logical Groups until entire route is grouped.  Click Save  Click the “assign break locations” radio button

38. June 201138 Creating Pivot Plan

39. June 201139 Insert Lunch Break  Highlight Logical Group ending in last delivery before lunch  Click “Insert Lunch Break”  Click “Save”  Follow Same Procedure for Break Locations

40. June 201140 Insert Break Locations

41. June 201141 Insert Breaks  Lunch Breaks cannot be assigned for auxiliary routes or routes that do not have a regular carrier assigned.

42. June 201142 Updating Pivot Plans  Click “Close” to return to the Supervisor’s Workbench  Want Practice?  DOIS Web Base Training (WBT)  Module 4  Lesson 2

43. June 201143 MSP & DOIS Completing The Puzzle DOIS MSP

44. June 201144 A Management Tool to Monitor delivery time consistency Enhance street performance Enhance communication between managers and carriers Helps quantify key elements (load, travel and arrival time) of a city route What is MSP?

45. June 201145 What We Will Cover  MSP  Route Base Information  Pivot Plan  PS 3999 Managed Service Points The Basics

46. June 201146 Hot Case Seven Required Scan Points Pacific Area Requirement 5 additional street scans for a total of 12 scans Managed Service Points The Basics Depart to Route First Delivery Street Scan Last Delivery Return to Office

47. June 201147 Recommendations for Additional Scans Beginning \ End of Business sections Beginning \ End of Residential areas The addresses from the 1564A where the route departs to go to lunch and returns from lunch “Framing” territory moves after a route inspection Points where you normally split the route Deliveries that have time of day, delivery concerns MSP Street Barcodes should NEVER be placed on cards for scanning. Managed Service Points The Basics

48. June 201148 The HOT CASE = LV (leave time) in Route Base Information Carrier begins street time and loading: corresponds with the "Move Street" clock ring and the Leave Time in DOIS Route Base Information. DEPART TO ROUTE = (Hot Case) + (Lad Time from latest Full or DOI 3999) Carrier scans this barcode after loading their vehicle and before beginning travel to route. (Motorized routes only: scanner will prompt for vehicle number and beginning mileage verification. If needed, scan vehicle barcode and enter correct beginning mileage) This scan also provides AVUS with beginning mileage entry. FIRST DELIVERY OF ROUTE= (Depart to Route) + (Travel To Time from latest Full or DOI 3999) This delivery should be the first or first "practical delivery". Scan Points Defined Managed Service Points The Basics

49. June 201149 ADDITIONAL STREET SCANS LAST DELIVERY OF ROUTE This should be the delivery closest to the last delivery on the route. RETURN TO OFFICE= RT (return time) in Route Base Information Carrier scans after completion of street duties. Corresponds with "Move Office" clock ring. The scheduled time for this scan comes directly from the time in DOIS. (Motorized routes only: scanner will prompt for vehicle END MILEAGE which provides AVUS with the ending mileage. After service points have been selected, provide the carrier with a MSP Location Report (Reports Menu). This report outlines the sequence of the required scans, barcode location and scheduled service time. Insert this report in Route Book for each route. Have copies available for auxiliary carriers. Managed Service Points The Basics

50. June 201150 LV TIME on RBI Hot Case = LV (leave time) in Route Base Information LOAD Depart to Route = (Hot Case) + (Load Time from latest Full or DOI 3999) How MSP utilizes DOIS TRAVEL TO First Delivery = (Depart to Route) + (Travel To Time from latest Full or DOI 3999) RT TIME on RBI Return to Office = RT (return time) in Route Base Information

51. June 201151 MSP Reports Overview Route Carrier Missed Scan Invalid Route

52. June 201152 Scan Responsibility: 1)Office Scans – the Primary Street carrier (assignment in DOIS) is responsible for the route office scans If carrier is primary on more than one route, office scans not required by DOIS (but may still be required by AVUS) 2) Street Scans – Made by the carrier assigned in DOIS to that segment of the route.

53. June 201153 MSP - Pivoting issues If a route is pivoted using 5 regular carriers on their primary route, what happens if I do not assign a primary street on the pivoted route? Currently in DOIS, the first carrier assigned to the street on a route becomes the primary street carrier. Therefore, if a route has 5 carriers assigned to the street, one of those carriers will be the primary street carrier. If this carrier only has one primary street assignment, then he/she will be responsible for scanning the Office MSPs on the route. Otherwise, the Office MSPs on the routes where he/she is the primary street carrier, will not count towards or against the carrier’s and the route’s MSP performance. YES this is how the Office scans are “zeroed” out.

54. June 201154 MSP Performance  How do we improve our performance?  Hold Carriers accountable for scanning every label every day  Hold Supervisors / Managers accountable for their unit’s performance  Manage Carrier performance  MSP\DOIS system maintenance

55. June 201155 Where Do I Start? critical components  The Route Base Information, Pivot Plans, and PS 3999 are critical components to MSP scan times.  In MSP they affect  Load time  Travel To Time  Travel From Time  Hot Case Time  Return to Office Time DOIS or MSP MSP or DOIS

56. June 201156  Creating a new pivot plan re-calculates the sector segment times.  New sector segment times are used to calculate MSP street scan times  Create logical groups that make sense  Always insert lunch locations  Must be at the end of a logical group  MUST BE the EXACT LOCATION Pivot Plan

57. June 201157 LUNCH BEFORE 1 ST DELIVERY  Upon opening the pivot plan  Select the first sector segment and make it a logical group by itself.  Group the remaining sectors according to the desired logical groups on the 1564A.  Insert the lunch break on the second logical group after the first delivery (which should now be the first logical group). This will expand the scheduled interval of the travel time to route by the duration of this one delivery. (The first delivery cannot have an MSP Point)

58. June 201158  Upon opening the pivot plan,  Select the sector segments as logical groups according to the desired relays or groups on the 1564A  Select the last sector as a logical group.  Insert the lunch break at the last logical group which will expand the scheduled interval of the travel time from route. The Lunch will be shown before the Last Delivery. (The Last Delivery cannot have an MSP Point) LUNCH AFTER LAST DELIVERY

59. June 201159 0:36

60. June 201160 LET’S REVIEW  ROUTE BASE INFORMATION  SCHEDULED TIME  CREATE NEW PIVOT PLAN  INSERT EXACT LUNCH LOCATION  MSP Labels  MUST HAVE IN PLACE 72 HOURS AFTER ADDING  PS 3999  IF ALL ELSE FAILS

61. June 201161 Daily Pacific Area MSP Daily Requirements  Postmaster \ Station Manager  Reviews reports  Overview  Route  Missed Scan

62. June 201162  Supervisors  Review 3 discoveries from Manager with carrier(s)  Review reports for further investigation  Ensure scans are made  Ensure labels are requested and replaced  Ensure scanner login procedures are followed Daily Pacific Area MSP Daily Requirements

63. June 201163 MSP Problems and Solutions

64. June 201164 ProblemPossible CauseSolution Scheduled loading time is not correct Error in loading time from last full 3999 used for the latest pivot plan recreation Verify the loading time information in the last Full 3999 on the mainframe for the route by downloading it to the workstation and opening for edit. Edit if required. NOTE: If the last 3999 on the mainframe is from the Day of Inspection do NOT download it, instead contact Operations Support for assistance. After editing, recreate the pivot plan. (SAVE) Insert lunch and breaks. (SAVE) Next, check the MSP Location Report to verify that the scheduled scan time has changed. NOTE: Any time a pivot plan is recreated the lunch and break must be inserted through the “assign break location” button. Verify that the MSP address listed as the First delivery is, in fact, the first active deliverable address. (Unless there is a valid operational reason for not using the first address, such as a school during summer). Edit as needed by deleting the present “First Delivery’, adding the new address, then requesting a scan label for the new address. This can be done through the MSP Base Information Maintance window in the Street Management tab. Scheduled travel time to route not correct First MSP Scan address is not the first practical active delivery address. Daily MSP Overview Report Problems and Solutions

65. June 201165 ProblemPossible CauseSolution Verify that the MSP address listed as the Last delivery is, in fact, the last active deliverable address. (Unless there is a valid operational reason for not using the last address, such as a school during summer). Edit as needed by deleting the present “Last Delivery’, adding the new address, then requesting a scan label for the new address. This can be done through the MSP Base Information Maintance window in the Street Management tab. NOTE: Return to office scheduled time = Route base information scheduled return time. Check the route schedule in the Route Base Information Maintenance window. Click open the Travel Information tab and correct the lunch information as needed (NOTE: when the leaving and/or return time (s) are changed the lunch period defaults to midnight). Recreate the pivot plan. (SAVE) Next, check the MSP Location Report to verify that the scheduled scan times have changed. Verify the travel time information in the last Full 3999 on the mainframe for the route by downloading it to the workstation and opening for edit. Edit if required. NOTE: If the last 3999 on the mainframe is from the Day of Inspection do NOT download it, instead contact Operations Support for assistance. After editing, recreate the pivot plan. (SAVE) Insert lunch and breaks. (SAVE) Next, check the MSP Location Report to verify that the scheduled scan time has changed. Scheduled travel time from route not correct Last MSP scan address is not the last active deliverable address. NOTE: Any time a pivot plan is recreated the lunch and break must be inserted through the “assign break location” button. Incorrect Route Base times Scheduled travel time from route is negative Error in travel from time on last full 3999 used for the latest pivot plan recreation Scheduled travel time from\to or lad time is not correct Daily MSP Overview Report Problems and Solutions

66. June 201166 ProblemPossible CauseSolution Note: If the Carrier line and all Scan Times are blank on a Saturday, the address is a “Non Saturday Delivery” address and no action is necessary. If line is blank except for Type and Address the scan is disabled while awaiting a replacement scan label, no action is necessary Carrier listed as “unknown” Verify that the USER ID Incorrect USER ID in MDCD or DOIS Scheduled scan time is midnight Recreate the pivot plan MSP point added but address is not on the current pivot plan Scan made +/- one hour of schedule time. Assign and schedule pivot sections to maximize on time scan percentages Variance outside the “On Time” window Actual scan time and Variance are blank The MSP label scan was missed Verify that the carrier is aware of the scan location. Was the reminder card cased? If the section was handed off, was the delivering carrier notified of the scan location? Is the scan label still in place and readable by the scanner? MSP Reports Problems and Solutions

67. June 201167 ProblemPossible CauseSolution Hot Case and depart to route scheduled times are the same Verify the loading time on the most recent full 3999 on the mainframe, edit as needed. Recreate pivot plan. (SAVE) Insert lunch and breaks. NOTE: Any time a pivot plan is recreated the lunch and break must be inserted through the “assign break location” button. Verify lunch information on 1564-A matches the pivot plan. Recreate pivot plan if necessary. (SAVE) Insert lunch and street break into pivot plan. Save Two addresses have the same scheduled scan time Lunch break not correctly entered into pivot plan or route realignment No loading time on the 3999 used for the latest pivot plan recreation Verify the travel from time in the most recent full 3999 on the mainframe. Edit as needed. Recreate pivot plan. (SAVE) Insert lunch and breaks. Last Delivery and Return to office scheduled scan times are the same No travel from time on 3999 used for the latest pivot plan recreation The scan was made by a carrier other than the one scheduled. Require carriers to deliver their assigned addresses or better DOIS assignments. Ensure supervisors are assigning properly. Scheduled scan time and address are blank while the actual and variance times are listed. MSP Route Report Problems and Solutions

68. June 201168 ProblemPossible CauseSolution Invalid Route Report Problems and Solutions An Invalid Route Scan Exists Require carriers to scan the Route Barcode each morning when they retrieve their scanners. Use AVUS to verify the route number (sort by route number in AVUS). Wrong route format in scanner Incorrect route number set up in scanner Instruct carrier on correct procedure. Supervisor to put reminder note on 3996 form. Carrier delivered in two zones and did not change Zip Code in scanner Assigned carrier missed their Hotcase and another carrier scanned this Hot Case scan and one or more other Hotcase scans. Instruct carriers on correct procedure. Supervisor to put reminder note on 3996 form. NOTE: Hotcase may not show as missed on the missed scan report because the Hotcase scan is not tied to the scanner setup.

69. June 201169 Bonus Question  MSP Office Scans are affected by  Route Number in scanner  DOIS Office Assignments  USER ID in scanner  DOIS Street Assignments  Which one is false?

70. June 201170 MSP JOB AID (handout) The Order of Events for MSP Success. All of the steps in the MSP Job Aid handout must be completed in the order listed for MSP to work properly!! It is critical for DOIS and MSP reports to be correct in order to be able to hold employees accountable

71. June 201171 Steps to Change a Carrier Assignment or Start Time  Notify HRSS of the changes in assignment, days off, pay location, start time and the effective date.  In DOIS on the “Route And Unit Maintenance Tab”;  Select the “Route Base Information” button.  Use the drop down menu to select the desired route and click on display.  Make any desired changes to the start, leave, return and end times.  Do not forget to make changes on the “Travel Tab” in case the carrier is lunching at a different time or location  This is important to your MSP reports.

72. June 201172 Steps to Change a Carrier Assignment or Start Time  Click on the “Maintain Carrier Route Assignments” and make any desired changes.  Please Follow the Cluster SOP on Pivot Plan Maintenance. Do not forget to insert the new lunch time and or locations.

73. June 201173 Steps to Change a Carrier Assignment or Start Time  Now go to the “Street Management” tab  Click on the “MSP Base Information Maintenance”  Use the drop down menu to select the route you are changing and view the new times that have come over from the other entries.  Make sure that the expected leave and return times are matching the depart to route and return to office scheduled scan times on your “Route Base Information Report”.  If significant amounts of time (30 minutes or more) default to the last scan time your lunch is not entered correctly in the “Pivot Plan”.

74. June 201174 Steps to Change a Carrier Assignment or Start Time  It is important to note that these steps must be followed in this order for the reports and data to be accurate.  An easy way to determine if TACS has the correct start time for the carrier is to click on “Daily Assignments” on the “Daily Workload Management” tab, whatever is in TACS will be displayed here, compare it to the “Route Base Information Report” to ensure start time accuracy.  Review MSP reports on “Schedule Scan Times” for significant times defaulting to the end of the day as these indicate incorrect lunch or the need to redo the pivot plan.

75. June 201175 1. Review and Validate the Reference Volumes, Establish the “Normal Day” for Each Route and Post an all category RIC. (Route Information Card). 2. Using The JARAP/FSS Unit Summary - Develop Carrier Leave and Return Time Groups (Use M39 Section 122 Schedule Guidelines) 3. Update DOIS RBI Schedule Using Developed Leave and Return Time groupings. 4. Update 1564A Data In DOIS RBI. 5. Update the Pivot Plan Data 6. Update DOIS MSP Data. 7. Update Carrier Assignments through HRSS for all new bids awarded. After completion of a Route Adjustment you must complete the following activities in order to establish and maintain quality reference data to successfully manage the adjustment: DOIS Summary

76. June 201176 DOIS Reference Page  Dois Web http://doisweb.usps.gov/DOISWeb/