Management of Delivery Services

Handbook M-39, TL-13, 03-01-98

2 Mail Counts and Route Inspections
24 Analysis and Adjustments — Letter Routes
241 Summary of Count and Inspection
(Form 1840 — exhibit 241 (p. 1 and 2).)
241.1 Purpose
Form 1840, Carrier Delivery Route — Summary of Count and Inspection,
provides for consolidating and completing the evaluation of data recorded on
Forms 1838 of the count and inspection period. It provides also for comments
by the examiner inspecting the route and by the postmaster or designated
manager making the adjustments. Where additional space is needed,
attachments may be used. (The form also provides a record of adjustments
made, and the adjusted route. See Part 243.)
241.2 Coverage
241.21 A Form 1840 must be made for each regular and auxiliary letter delivery
route, summarizing the data from the Forms 1838 for each day of the count.
241.22 A Form 1840 must be prepared for each carrier technician covering the
routes he or she served during the count week.
241.23 If a full time or part time replacement carrier served a group of routes during
the count week, a Form 1840 must be completed covering his or her
performance.
241.3 Preparing Form 1840
241.31 The top portion of the form must be completed in its entirety.
241.32 The Inclusive Dates From: and To: columns on the extreme left must be
completed to show the inclusive dates of the count period and under Day,
each day of the week. Enter the letter R immediately to the left of the day on
which the route was served by a replacement carrier, the letter T on the day
the carrier technician T-6 served the route. Circle the day on which the route
was inspected.
241.33 Bracket [ ] the time entries in columns A, B, C, D, and E for the days on
which the route was served by a replacement carrier or carrier technician T-6
because these figures are to be excluded when entering the figures on the
total line for columns A, B, C, D, and E.
241.34 The examiner who inspected the route or a designee must analyze the office
and street time entries for all days shown and make appropriate comments in
the space provided for this purpose or on a separate paper which is to be
attached to the Form 1840. Any additional recommendations concerning any
needed adjustment may also be made in this space. This information is
needed by the manager who will make the actual adjustments of the route.
241.35 Complete remaining items as follows:
a. Column A, Net Office Time Used. To column A, transfer hours and
minutes, from total Net Office Time Used, item A, column (h), Form
1838. Do not include the time waiting for mail, time used for other office
activities not performed on a continuing basis, or time used counting
mail and completing forms. It is not contemplated that a regular carrier
will be granted assistance during the count and inspection period.
However, when auxiliary office assistance (column G — Form 1840) is
granted, merely enter auxiliary office assistance and identify, but do not
include in net office time used.
b. Column B, Standard Office Time. To column B, transfer time from item
B, column (h), Form 1838, recorded in hours and minutes.
c. Columns C and D, Over or Under Standard Office Time. Enter the
difference between the hours and minutes recorded in columns A and
B for each day time is recorded. If the amount in column A is greater
than in column B, enter the over standard in column C. If the amount in
column B is greater than that in column A, enter that under standard in
column D. If the amount in columns A and B is equal, make no entry in
column C or D.
d. Column E, Net Street Time Used. Transfer the total net street time from
item E, column (h), Form 1838, recorded in hours and minutes. When
auxiliary street assistance is given, add to the regular carrier’s street
time the actual time that it took him or her to deliver that same portion
of the route on the day of inspection. Do not use the replacement’s
street time. Obtain actual time from Form 3999. A record of any
unusual wait for transportation or other conditions that would cause an
unusual variance in street time, must be noted under Route Examiner’s
Comment portion of the form with actual time used identified for
clarification to assist in route analysis.
e. Column F, Net Total Time Used. Add the daily entry for each line in
columns A and E.
f. Column G, Actual Auxiliary Time Used. Transfer to this column the time
from item G, column (h), Form 1838. This is the actual time used by an
employee other than the regular assigned carrier to assist on the route.
Do not include it in column A or E. Indicate O.T. for office time and S.T.
for street time. Do not record auxiliary time used to count the mail.
g. Column 1, Number of Letter-Size Pieces. Transfer to this column the
count from line 1, column (d), Form 1838 and the Delivery Point
Sequenced mail from the comment section of the Form 1838.
h. Column 2, Mail of All Other Sizes. Transfer to this column the count
from line 2, column (d), Form 1838.
i. Column 3, Accountable and Signature Mail. Transfer to this column the
count from line 3, column (d), Form 1838.
j. Column 5, Parcel Post Over Two Pounds. Transfer to this column the
count from line 5, column (d), Form 1838.
k. Column 6, Sequenced Mail. Transfer to this column the count from line
6, column (d), Form 1838.
l. Column 7, Total Pieces Delivered. Obtain the total number of pieces of
all classes delivered each day by adding the figures in columns 1
through 7a on Form 1840 for each day.
Note: Do not deduct from pieces delivered any items taken out for
delivery but returned as undeliverable at the end of the day.
m. Totals Line. Enter on this line the totals of columns A, B, C, D, E, F, and
G, excluding the time shown for replacement carrier or carrier
technician in columns A, B, C, D, and E. The difference between the
totals of columns A and B must equal the difference between the totals
of columns C and D. Enter on Totals line (under Total Pieces Delivered)
totals of columns 1, 2, 3, 5, 6, and 7 for all days.
n. Averages Line
(1) Divide the totals for columns A and B by the number of days for
which time is recorded for the regular carrier in each column.
(2) Compute average under or over standard office time for regular
carrier by dividing the difference between the totals of columns C
and D by the number of days on which the route was served by
the regular carrier. Do not include over or under standard time
entries for services performed by replacement carrier or carrier
technician.
(3) If the total over standard is greater than the total under standard,
the resulting average will be average over standard and must be
entered in column C. If the total under standard is greater than
the total over standard, the resulting average will be average
under standard and must be entered in column D. Following is an
example of how to compute averages when both over and under
time exists: 2:24 (under standard) less 37 (over standard) equals
1:47 or 107 minutes divided by 5 (number of days) equals 21
minutes average under standard. Enter in column D.
(4) Divide the total hours and minutes recorded under Net Street
Time Used, column E, by the number of days for which time is
recorded, exclusive of bracketed time used by replacement
carrier or carrier technician to obtain the average daily street time
used.
(5) Divide the total hours and minutes recorded under Net Total Time
Used, column F, by the number of days for which time is recorded
to obtain the average daily net time used. This figure is used in
computing data on Form 3998, Unit Summary of City Delivery
Assignments.
Note: All entries are averaged in column F.
(6) Divide the totals for columns 1, 2, 3, 5, 6, and 7 by the number of
days mail was counted to obtain the average daily volume.
o. 1840-B Average Street Time. Enter on this line the Average Daily
Street Time from Form 1840-B shown in the Composite Week section.
p. Item H. Deliveries on the Day of Inspection. Transfer total Residential
and Business deliveries possible, and deliveries made, and the New
Construction possible deliveries from Form 3999. These items are
tabulated by the route examiner on the day of inspection. Compute and
enter in the Percent Made column the percent Deliveries Made. For
two-trip routes, show the number of deliveries possible on each trip.
Following is an explanation of deliveries possible and deliveries made:
(1) The total deliveries possible is the sum of the Deliveries Possible
in the Residential and the Deliveries Possible in the Business
columns from Form 3999.
(2) The total deliveries made is the sum of the Deliveries Made
column under Residential and the Deliveries Made under the
Business columns from Form 3999.
q. Analysis of Office Work Functions and Actual Time Recordings.
Transfer from applicable lines on Form 1838 the times recorded for
lines 16 and 17 to the item numbers of Analysis of Office Work
Functions and Actual Time Recordings on the lower left face side of
Form 1840. Also transfer to Form 1840 the time recorded by the route
examiner in the lower right of Form 1838 on inspection day.
r. Signature and Date. The examiner must sign and date in space
provided.
241.4 Providing Carrier With Summary
A completed copy of the front of Form 1840 — reflecting totals and averages
from Forms 1838, day of inspection data, route examiner’s comments, and
analysis of office work functions and actual time recordings — will be
furnished the carrier at least 1 day in advance of consultation. Completed
copies of Form 1838 will be given to the carrier at least 5 calendar days prior
to consultation.
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
242 Evaluation and Analysis
242.1 General
242.11 Importance of Route Adjustments
Route adjustments are a very important part of the city delivery service and
the promptness and efficiency with which they are made depends directly on
the use made of mail count records and route inspection reports. Careful
analysis of the data developed will assist the delivery service manager in
determining poorly laid out routes and areas for service improvement. In
addition, the route adjustments play a prominent part in maintaining regularity
of deliveries and in conserving workhours. If minor adjustments have been
made throughout the year as needed, few adjustments will be required after
each count and inspection period.
242.12 Basic Standards
242.121 Work schedules of carriers must be in conformity with the National
Agreement. The ideal route begins and ends as near as practicable to the
delivery unit, with the greatest volume of mail delivered on the first part of the
route. Auxiliary assistance or overtime should be necessary only on extra
heavy days. The mail should be delivered with least possible amount of
handling and travel.
242.122 The proper adjustment of carrier routes means an equitable and feasible
division of the work among all of the carrier routes assigned to the office. All
regular routes should consist of as nearly 8 hours daily work as possible.
242.123 Routes should normally be adjusted entirely within the ZIP Code area they
serve even though there may be more than one ZIP Code area in the same
delivery unit.
242.13 Information Available to Manager
The following items must be available for the manager who is to make the
adjustments:
a. Carrier route map showing streets served by each route.
b. Forms 1838, 3999, and 1840 from the last inspection in order that the
data for the current inspection period may be compared with the
previous inspection.
c. Forms 3997 or PSDS Printout.
d. Present schedules of all routes in the unit.
e. Public transportation schedules, if applicable.
f. Information on type of transportation used if other than public
transportation.
g. Comparative mail volume data.
h. Form 1840-B, Carrier Time Card Analysis, on all routes. (See exhibit
213d, pages 1 through 4, and 242.32.)
i. Form 1571, Undelivered Mail Report. (See exhibit 126.2.)
j. Form 1813 or PSDS Printout, Analysis of Late Leaving (From Form
1813 or PSDS Printout). (See exhibit 126.42.)
k. Form 3996, Carrier-Auxiliary Control. (See exhibit 131.222.)
l. A Form 1627 showing a comparative analysis of office and street time
for the count and inspection this year and prior years . (See exhibit
242.13l.) Route adjustments should not be based solely on the figures
appearing on Forms 1838, 3999, and 1840 because these figures do
not tell the entire story. By correcting improper operational procedures
or bad working habits, it is possible to adjust the time on a route without
actually transferring territory to or from the route.
242.2 Analysis of Irregular Performance
242.21 Office Time
242.211 If the actual office is under standard on some days and over standard on
other days during the count week, the carrier must be interviewed to
determine the reason for the irregular performance. The causes of slow and
irregular performance and the corrective action taken should be indicated
under Comments on Form 1840.
242.212 Using basic knowledge of work functions and the day of inspection as a
guide, along with comments and suggestions of the route examiner, the
manager must determine if the entries recorded on lines 14 through 21 on
Form 1838 truly represent the times required to efficiently perform these
duties. After all pertinent data have been evaluated, enter representative time
where appropriate in line provided on the lower left portion of Form 1840.
This information is then used in arriving at total office time adjustments.
242.213 After the manager has full knowledge of all pertinent facts relating to the
office time, he must enter the office time allowance.
242.214 An exception may be made for carriers who have served continuously for 25
years or more or are over 55 years of age. Before making an exception,
determine that the carrier cannot meet the standard office time and that his or
her conduct and performance are otherwise satisfactory. The office time
allowed for an exempted carrier must be reasonable and be determined by
management.
242.22 Street Time
242.221 If there are large variances in the carrier’s street performance from day to
day during the count week that do not appear justified, the manager must
determine the cause and enter the findings under the Comments section of
Form 1840 and the corrective action taken, if any is warranted.
242.222 In making a fair appraisal of the street time, consider the carrier’s comments,
the manager’s knowledge of normal mail volume, and percent of coverage in
connection with the information developed. The base street time must be
identified as defined in 242.321 and shown in item 2 under Comments on the
reverse of Form 1840. The street time selected will then be entered in the
space provided on the reverse of the form.
Exhibit 242.13l
Comparative Analysis of Form 1840
242.3 Evaluating the Route
242.31 Office Time
242.311 Under normal conditions, the office time allowance for each letter route shall
be fixed at the lesser of the carrier’s average time used to perform office work
during the count period, or the average standard allowable office time.
242.312 No mail volume adjustments will be made to carrier office work (casing and
strapping out functions) or street work evaluations unless the mail volume for
the week of count and inspection is at least 13% higher or lower than the
average mail volume for the period between the most recent regular and the
current inspection (excluding the months of June, July, August, and
December).
242.32 Street Time
242.321 For evaluation and adjustment purposes, the base for determining the street
time shall be either:
a. The average street time for the 7 weeks random timecard analysis and
the week following the week of count and inspection; or
b. The average street time used during the week of count and inspection.
242.322 The manager will note by explanatory Comment on the reverse of Form 1840
or attachments thereto why the base street time allowance for the route was
established at the time selected. The manager’s selection of the street time
allowance cannot be based on the sole criterion that the particular time
selected was the lower.
242.323 Selection of the 7 weeks for the random timecard analysis shall be based on
the following:
a. Within 4 weeks prior to the week of count and inspection, the local
union representative will make a random drawing of numbered lots
from 1–4 to be used in determining the 7 random weeks to be selected
for all routes at the delivery unit.
b. From that random lot selection, corresponding weeks in up to 7 months
preceding the month of the count (excluding June, July, August, and
December) will be selected. For example, if the random lot selection is
2, 3, 1, 4 and the count week is in October 1978, then the weeks
selected will be as shown in the "7 month" example below.
c. If only 2 or 4 months are available for the timecard analysis, the
random lot numbers must be reversed after the first 4 weeks selection;
i.e., 2, 3, 1, 4 used for the first 4 weeks of the available months, then 4,
1, 3 for the remaining 3 weeks of the available months. (See "4 month"
example below.) The first week of a month will begin with the first
Saturday of the month.ÁÁ
considered the count month for the purpose of selecting the 7 weeks
random timecard analysis. If the regular carrier was not serving the
route on at least one of the days of a week so selected or, if conditions
during a week were obviously abnormal so as to justify that week being
excluded from the 7 weeks random timecard analysis, the next
available week in which the carrier so served at least 1 day shall be
used for the 7 weeks period. If 7 such weeks do not exist, the maximum
number of such weeks available will be used for the random timecard
analysis of street time.
e. Once the appropriate 7-week (or less if necessary) period is selected,
the average street time for a composite week (i.e., average of actual
time used on all Mondays, all Tuesdays, etc.) will be recorded on Form
1840-B.
242.324 The average street time for the week following the week of count and
inspection (including only the days the regular carrier served the route) shall
then be recorded on Form 1840-B, and averaged into the 7 weeks random
time analysis to obtain an 8 week composite week average. If the regular
carrier did not serve the route on at least one of the days of the week
following inspection, that week will not be used in computing the street time
allowance for the route. The average weekly street times for those weeks will
then be transferred to Form 1840.
242.325 The base time selected under 242.321 may be adjusted where appropriate
provided the reasons for such adjustment are documented on Form 1840 or
attachments thereto.
242.33 Office Time Allied Work Rules
242.331 All CFS and throwback mail will be transported to its designated location by
the carrier.
242.332 No carrier shall be disciplined for failure to meet standards, except in cases
of unsatisfactory effort which must be based on documented, unacceptable
conduct that led to the carrier’s failure to meet office standards.
242.34 Street Time Allied Work Rules
242.341 The carriers at the delivery unit will receive two 10-minute break periods. The
local union may annually opt to have either (a) both breaks on the street or
(b) one of the 10-minute breaks in the office and one break on the street. If
two 10-minute breaks are taken on the street, they will be separate from each
other. Breaks must be separate from the lunch period. The carrier shall
record on Form 1564-A, Delivery Instructions, the approximate location of the
break(s). Reasonable comfort stops will not be deducted from the carrier’s
actual time.
242.342 Fingering of mail between delivery points will be done only in accordance
with Article 41, Section 3.I of the National Agreement.
242.343 The crossing of lawns will be done only in accordance with Article 41, Section
3.N of the National Agreement.
242.344 If during the route inspection, the supervisor notes that the letter carrier fails
properly to finger mail or to take proper short cuts, and that those failures
were sufficient enough to warrant a time adjustment for the route, a
reinspection will be made after the letter carrier has been instructed
regarding the proper procedures to be used. Every effort will be made to
conduct such reinspection prior to the implementation of the adjustments in
the delivery unit.
242.345 Any time adjustment to a carrier’s base street time due to identified improper
practices or operational changes (such as, but not limited to, the elimination
of relay or park points, or travel pattern changes), must be documented by
appropriate Comments on the reverse of Form 1840 or attachments thereto.
Such adjustments must be discussed with the carrier at the time of
consultation concerning the route evaluation. If the carrier, at the time of the
consultation, notes the absence of such documentation in writing on the
Form 1840 or attachment thereto, and initials and dates the Form 1840 or
attachments thereto, and management does not supply such documentation
within 1 week, with a copy to the carrier, the time adjustment shall be
disallowed.
242.346 Any claim that conditions during the 8 week timecard analysis period or the
week of count and inspection were not normal so as to justify not including
such day or days in the base street time computation, must be documented.
Such adjustments are to be discussed with the carrier at the time of
consultation concerning the route evaluation. If the carrier, at the time of
consultation, notes the absence of documentation in writing on the Form
1840 or attachments thereto, initials and dates the Form 1840 or attachments
thereto, and management does not supply such documentation within 1
week, with a copy to the carrier, the time adjustment shall be disallowed.
242.347 All time disallowances and related comments will be noted on Form 1840 or
attachments thereto, and furnished the letter carrier at least 1 day prior to
consultation.
242.35 Carrier Timecard Analysis, 8 Week Comparison
(Form 1840-B, exhibit 213d (pages 1 through 4)).
242.351 Before the Count and Inspection Period
a. Compare the actual time used with the scheduled time to determine
whether:
(1) Carriers adhere to schedules.
(2) There was excessive late leaving and returning.
(3) There was excessive office time used on return from delivery trip.
b. Determine whether:
(1) Incoming mail is distributed sufficiently early to be available to
carrier. An analysis of incoming mail will disclose if clerk
schedules should be adjusted to make more mail available to
carriers and thereby advance delivery of this mail by 24 hours.
(2) Carrier has an insufficient amount of work and requires additional
territory.
(3) Carrier is curtailing mail on first trip and distributing it on return.
(4) A regular pattern on certain weekdays has formed to indicate an
adjustment in schedule is necessary. Circle in red time entries
and totals where irregular practices occurred or schedule was not
maintained.
242.352 After the Count and Inspection Period
a. Compare average time used on each day during analysis period with
the same day during the count. Determine whether office time and
street time is more or less for comparable days. If the office time or
street time during the count period is more than the analysis period,
discuss with the carrier to determine the reasons and record the
reasons given under Comments on Form 1840-B. When the time
during the count and inspection period is substantially greater than the
analysis period, the manager must compare the mail volume for the
periods where available. If there has been no substantial increase in
mail volume, it is possible the carrier has regulated his or her
performance, and time during the count must then not be allowed.
b. When the manager concludes that the time used during the week of
count and inspection does not truly represent the time required to serve
the route as substantiated by the comparative analysis, corrective
action must be taken concerning the carrier’s performance.
Consideration must be given to factors disclosed and whether a special
count and inspection is necessary.
242.4 Comparative Analysis With Preceding Count and
Inspection (exhibit 242.13l)
Use Form 1627, General Purpose Ruled Form, to make a comparative
analysis of data on Form 1840. This analysis considers pertinent factors
necessary for an equitable adjustment and is presented in comparative form
eliminating the need for jumping from one form to another. It provides data
which enables an intelligent review of the route and the carrier’s
performance, and is helpful when discussing the route with the carrier.
Prepare Form 1627 as follows:
a. Complete the upper portion of the form showing the post office; delivery
unit; and the inclusive dates of each count period compared.
b. Provide column headings for route number; under Office Time, the net,
standard, and increase or decrease; street time; total time; deliveries;
percent of deliveries; volume; and pieces per possible delivery.
c. Enter on the first line the data of the previous count period from Form
1840. Enter on the second line data from the current count period when
completed. On the third line, enter the difference between the two count
periods, using plus or minus to indicate increases or decreases. If the
same carrier served the route both years, enter (S) below the route
number.
d. Determine if there has been an increase or decrease in the net and
standard office time and office performance of the carrier. The net and
standard are the averages shown on Form 1840. In exhibit 242.13.l,
you will note that route 4 served by the same (S) carrier both years had
8 minutes of additional work in 1979 (2:56 to 3:04 based on standards)
but it took him 23 minutes more to accomplish it (2:38 to 3:01). This
indicates a drop in efficiency of 15 minutes in 1979. The office
performance of carrier 5 improved by 23 minutes. He performed 10
minutes additional work in 13 minutes less office time.
e. Determine if the street and total time have increased or decreased,
considering the increase or decrease in mail volume, pieces per
possible delivery, deliveries, and percentage of possible deliveries
made. The street time entered is the time established as a result of the
route analysis. In exhibit 242.13.l, the increase of 19 minutes in street
time for route 5 appears justified because (1) approximately 25 percent
more mail was handled (although there were only 4 additional
deliveries) and (2) on the day of inspection 20 percent more deliveries
were made. Route 1 used 4 minutes less street time with a 36 percent
increase in mail.
f. After entering data from all routes in delivery unit on the form or forms,
total the several columns for each year and show the difference
between the yearly totals for the entire delivery unit. Total the averages
of the street time on Form 1840 and compare with the total of the street
time shown on the analysis form. Exhibit 242.13.l shows that the street
time is 40:58 and the total of average 40:02. This is for checking
purposes to determine the amount the street time selected exceeds or
is below the average street time. The totals for the entire office
discloses whether the performance of all carriers has improved or
dropped since the last inspection. For example, there were 2 hours, 21
minutes more office work in 1980 than in 1979; but it required only 2
hours, 7 minutes to perform the work or 14 minutes improvement in
performance. One hour, 22 minutes more street time was used to serve
57 additional deliveries with an average increase of 233 pieces of mail
per route.
242.5 Review
242.51 Comparative Factors
242.511 Some of the items considered by the manager are comparative:
a. Mail volume.
b. Pieces per delivery.
c. Net against standard office time.
d. Street time in relation to total time.
e. Deliveries.
f. Curtailed mail, late leaving, auxiliary assistance, overtime used,
comparison of hours used on the same weekday for the selected 7
weeks preceding the count of mail period, and comments of managers
and carriers.
242.512 Example: See exhibit 242.13.l. Comparison of route 7 is as follows: The
office work was 4 minutes less in 1980 than in 1979 but the carrier took 7
minutes more time. This represents an 11 minutes reduction in performance.
The carrier used 7 minutes more street time covering 27 more deliveries, with
a 3 percent drop in delivery.
242.52 Carrier’s Office Time
Following are some points to consider in analyzing the carrier’s office time:
a. The maximum amount of mail possible should be at or near the
carrier’s case before the carrier reports for work.
b. The carrier should not have to wait for mail.
c. The route’s scheduled leaving time should not force the carrier to wait
for transportation nor delay departure of other carriers.
d. Carrier should not be delayed in receiving or accounting for registers,
CODs, certifieds, keys, etc.
e. Changes in case layout may assist carrier in reducing office time. (See
117.2, Determine Carrier Case Requirements.)
f. A large amount of office time on return from the route may indicate
improper scheduling (except at EPM offices).
g. The carrier should not move mail from place to place, on or adjacent to
the case, nor engage in any other time-wasting habits before placing
mail in the proper separation.
h. The carrier’s office schedule should be adequate to efficiently perform
the work and leave on schedule.
i. Comparison of current and previous count and inspection data.
j. Comparison of like days from Form 1840-B.
k. Time entries on lines 14 through 23 of Form 1838.
242.53 Transportation
Following are some points to consider in reviewing transportation data:
a. Carrier must take the most direct line of travel to the beginning of the
route.
b. If the carrier’s private vehicle could be used to advantage, and the
employee is agreeable, suitable arrangements should be made.
c. Transportation time may be reduced by riding a relay truck. (Safety
procedures must be followed.)
d. Feasibility of motorization or demotorization if alternative exists.
e. Adequacy of vehicle where assigned.
242.54 Street Time
Following are some points to consider in analyzing street time:
a. The route should begin and end as near as possible to transportation
and the delivery unit.
b. The heaviest volume of mail should be delivered first.
c. The carrier must use the correct travel pattern.
d. The number of deliveries served on each loop of a park and loop route.
e. Deadheading should be eliminated.
f. Carrier should not have to wait for relays.
g. Correct scheduling of carrier’s street time by observing proper leaving
and returning time.
h. Comparison of current and previous count and inspection data.
i. The efficient use of vehicle on motorized routes.
243 Adjustment Procedures
243.1 Preliminary Plans
When adjustments are being planned for a unit which will be receiving DPS
mail within 18 months a decision must be made about the way the letter
carrier routes will be adjusted to accommodate automation, there are two
choices:
243.11 Unilateral Method
Management may decide to plan unilaterally for automation and the
reconfiguration of the letter carrier routes. The unilateral planning is governed
by the Memorandum of Understanding resolving the outstanding Hempstead
issues dated September 17, 1992, and should also utilize the following:
a. After considering all factors, the postmaster or designated manager
shall decide the tentative amount of relief or addition required, to place
the route on as nearly an 8-hour daily basis as possible. The carrier
should now be consulted concerning any proposed relief or addition
recommended for the route and the reasons for the adjustment. The
comments and recommendations of the carrier and whether there is
agreement or disagreement with the adjustments along with reasons
should be entered on Form 1840. The carrier should not be required to
sign a statement; items mentioned should merely be entered on the
form as a record. Promptly after consultation, if the carrier requests that
the reverse of his or her copy of Form 1840 be completed, the carrier
must immediately give the copy to the manager for completion and
return no later than 7 calendar days.
b. After a tentative amount of relief or addition for each route has been
determined and recorded on Form 1840, in the Adjustments Approved
by Postmaster or Designee column, the postmaster or designated
manager must plan the actual adjustments in terms of ZIP+4 sectors
and segments to be added or taken from the route. A route adjustment
must not result in the splitting of a segment. (See Section 243.231c.)
c. The postmaster or designee must consider the comments of the
individual who inspected the route, consult with the manager of the
delivery unit, and consider suggestions from the carrier serving the
route.
d. New construction, records of mail curtailed, auxiliary assistance,
overtime used, and Form 1840-B should be analyzed and the data
used in considering the adjustment. These considerations are essential
in making a fair appraisal of the route and before placing the
adjustments into effect. Except in unusual circumstances, adjustments
should not be made to cross delivery unit boundaries.
243.12 X-Route Alternative
The X-Route alternative approach requires joint agreement and continuous
efforts by both parties to discuss, plan, exchange information and ideas, and
work together to make a success of the changes that automation will bring.
The X-Route alternative planning is governed by the Memorandum of
Understanding concerning X-Route issues dated September 17, 1992, and
should also utilize the items in section 243.11a–d.
243.2 Providing Relief to Routes
243.21 Routes of More than 8 Hours
If, after correcting improper practices, a route still shows a total daily time
consistently in excess of 8 hours on most days of the week, plan to provide
permanent relief by transferring the workload or providing temporary relief on
heavy days, as follows:
a. Temporary relief must be provided in the most efficient and economical
manner, either by using auxiliary assistance in the office or on the
street or by authorizing necessary overtime.
b. Permanent relief may be provided by reducing carrier office or street
time. Consider items such as additional segmentations, use of routers,
hand-offs, relocating vehicle parking, withdrawal of mail by clerks or
mailhandlers, providing a cart system for accountable items, etc. When
routes require a current adjustment and Delivery Point Sequencing will
commence within 6 months, management will adjust using
non-territorial, non-scheme change adjustments. Where actual transfer
of territory is necessary, see 243.23. If a hand-off is the method
selected for providing relief on the street, the time value associated with
the delivery of the hand-off must be deducted from the route getting
relief and transferred to the gaining route.
243.22 Route Less than 8 Hours
On routes where the evaluated time is less than 8 hours, 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.
243.23 Transferring Territory
243.231 Before transferring territory, determine the objectives of the final route
adjustments and consider the following points:
a. Implementation of new programs.
b. Whether the adjustments should be:
(1) Entirely within regular routes only.
(2) Transferred from established auxiliary routes to regular routes.
(3) From regular routes to established auxiliary routes.
(4) To establish additional auxiliary routes.
(5) To convert auxiliary routes to a regular status.
(6) To eliminate auxiliary or regular route.
(7) To reduce a regular route to an auxiliary route.
c. Consider adjustments in terms of sectors and segments to be added to
or taken from the route. Adjustments must not result in the splitting of a
segment.
(1) A sector is designated by the sixth and seventh digits of the
ZIP+4 Code. It is composed of a maximum of 100 segments.
(2) A segment is the smallest unit to which mechanized distribution
and carrier route adjustments can be provided. The eighth and
ninth digits of the ZIP+4 Code identify the area known as a
segment. A segment may be any of the following:
(a) Block-face (one side of street between intersections) or
block;
(b) Cove or cul-de-sac;
(c) Hundred-block range which is not intersected by another
street;
(d) Firm, building, or firm within a multi-firm building;
(e) Floor or floors within a building;
(f) Cluster box, group of apartment boxes;
(g) All or part of a mobile home park.
243.232 To determine the territory to be transferred to or from any route, consider
that:
a. Scheme changes should be kept to a minimum and simplified where
possible.
b. Routes should be compact, avoiding dog-legs and should not cross ZIP
Code boundaries except in unusual circumstances.
c. Routes should begin and end as near as possible to the delivery unit or
transportation.
d. Excessive retracing or deadheading should be avoided.
e. Adjustments should be made so that future growth may be absorbed by
auxiliary routes.
f. Variations in territory, mail volume and methods of delivery will affect
the final adjustment.
243.24 Avoiding Excessive Overtime or Undertime
A suggested method to determine whether amount of relief or addition given
will not result in excessive under or overtime on other days of the week is
described as follows:
Apply the proposed relief or addition to the net total time used by the
carrier each day. This may reveal the amount of over or undertime on
the majority of days which would result if the proposed relief or addition
actually has been applied.
243.3 Record of Office and Street Adjustments Made (Form
1840 — exhibit 241, page 1).
243.31 Completing Reverse of Form 1840
Record office and street adjustments, on the reverse of Form 1840 or on a
separate sheet of paper, as follows:
243.311 Transferring Territory from One Route to Another. A tentative selection of the
block or blocks that can be most efficiently transferred should be made, using
a map of the territory. The time used to deliver the mail on each block will be
found on the reverse of Form 3999 covering the current inspection of the
routes.
243.312 Relief and Addition Columns. Enter an (R) if deliveries are relief and an (A) if
deliveries are addition.
243.313 Street, Blockface Numbers, and Sector/Segment Columns. Enter the street
name, beginning and ending blockface numbers, and the ZIP+4
sector/segment number for the blockface. Refer to the ZIP+4 printout to
obtain the correct sector/segment number to ensure that no segment is split
(see 243.231c).
243.314 Transferred To or From Route Number Column. Enter the route number to or
from which the block and street is to be transferred.
243.315 Deliveries Column. Enter the number of deliveries involved in each block
being considered for transfer.
243.316 Office Time Column
a. Enter the number of minutes used or estimated for deliveries on
segment being considered for transfer to and from the route and for
new construction. Precede entry with (-) for the minutes covering
transfer from route, and (+) for addition to route.
b. The character of the route more or less governs the method of
computing the office time for the territory being transferred between
routes. Following are some methods which may be used:
(1) If the deliveries on the route are similar in character, the following
simple formula for determining the amount of office time for the
deliveries transferred may be used: Divide the average office time
of the inspection period appearing on Form 1840 for the route
from which territory is being transferred by the total number of
possible deliveries. For example: a route has 400 possible
deliveries and the average office time for inspection period was
120 minutes: 120 divided by 400 equals .3 minutes per delivery.
The total number of deliveries being considered for transfer
should be multiplied by minutes or fraction of minutes per
delivery.
(2) Another method to determine the office time percentage factor is
to divide the average office time for the count week by the
average total time. For example: 165 minutes office time divided
by 486 minutes total time equals 34 percent. Therefore, the
allowance of 34 percent of the total time value of any territory to
be added or taken away from a route must be allowed for office
time to prepare the mail for delivery.
(3) Another method when utilizing the hand-held computer is to count
the mail by ZIP+4 sector/segment so the number of mailpieces
delivered in a segment can be calculated to determine the office
time allowance for each segment to be transferred between
routes. To calculate the office time allowance when transferring
particular route segments, any other following three methods may
be used.
(a) Apply the current casing standards of 18 (letter size), 8
(other size), and 70 (strap out) to the actual segment(s)
mail count from the day of inspection. For example: A
segment receives 220 pieces on day of inspection; 180
letters divided by 18 = 10 minutes; 40 other size pieces
divided by 8 = 5 minutes; 220 divided by 70 = 4 minutes.
The office time allowance for that segment would be 19
minutes.
(b) Follow (a) above but factor in the percentage of standard
office time used during the week of inspection from the
carrier who serviced that segment(s) in the most recent
inspection. For example: The carrier who serviced the
segment utilized .80 of standard office time allowed during
week of inspection (19 x .80 = 16 minutes). The office time
allowance for that segment would be 16 minutes.
(c) Follow (a) above but factor in the percentage of standard
office time used during the week of inspection from the
carrier whose route is gaining the segment(s) being
transferred. For example: The carrier whose route will pick
up the segment utilized .85 of standard office time allowed
during the week of inspection (19 x .85 = 17 minutes). The
office time allowance for that segment would be 17 minutes.
Note: The effort here is to arrive at the most accurate
time allowance for the transferred segment(s), negating
the need for corrective adjustments.
(4) For new construction allowance generally follow the procedures
in 142, Extension of City Delivery Service.
243.317 Street Time Column
a. Enter the number of minutes needed to deliver the mail on each
segment being considered for transfer to and from the route and for
new construction. Consideration must be given to the abilities of
carriers involved, possible changes in modes of transportation,
elimination of unnecessary deadheading, and retracing. Precede entry
with (–) for the minutes covering transfer from route and (+) for addition
to route.
b. Allowance for new construction street time should generally follow the
procedures in 142, Extension of City Delivery Service.
243.318 Totals. Total the office and street time columns, considering the pluses and
minuses.
243.319 Adjusted Route Column
a. Compute the office time by taking the approved office time adjustment
(including time for new construction) and adding or deducting minutes
used or estimated for deliveries transferred to and from the route.
b. Compute the street time by taking the approved street time adjustment
(including time for new construction) and adding or deducting minutes
needed for deliveries transferred to and from the route.
c. Total the adjusted office and street time. The adjusted total time should
result in a workday as near a full 8 hours as possible. Consideration
must be given to the preceding instructions in determining the
proportionate amounts of street and office time to be added or
subtracted in arriving at the 8-hour total. Also, consider whether the
carrier was over the standard on 1 or more days as this overage is in
the new total time.
d. Enter number of possible deliveries on the adjusted route.
243.32 Signature and Date
The delivery service manager responsible for making the adjustments must
sign and date Form 1840 in the spaces provided.
243.4 Tabulation of Overall Relief or Additional Time Required
Tabulate overall relief or additional time required for the unit to determine if
the manager’s objectives have been met (see exhibit 243.4). From the
analysis in exhibit 243.4, it is noted that with the regular routes needing a
total of 46 minutes additional work each day, Auxiliary Route 823 must be
reduced by approximately that amount of time. Since the total value of the
auxiliary route will be reduced to less than 7 hours each day, Auxiliary Route
823 cannot be recommended for conversion to regular status. This situation
calls for an adjustment of the workload among the regular routes in the
amount of 46 minutes and a reduction of the workload in like amount of the
auxiliary route.
Exhibit 243.4
Recap of Regular Routes for Adjustment From Form 1840
NOTE: Form 1627, General Purpose Ruled Form, may be used for this purpose. Do not reproduce a
form. Whenever Forms 1840 are sent to the District office, this tabulation should be prepared from
data in the columns headed "Adjustments Approved by Postmaster or Designee" and "Record of
Office and Street Adjustments Made" and submitted with forms.
243.5 Scheme Changes
(Exhibit 243.51).
243.51 Changes to distribution schemes should be made promptly. A worksheet
similar to exhibit 243.51 is a valuable source document for scheme changes
in addition to providing a record of adjustments made. Arrangements should
be made for the carrier receiving mail for territory transferred to segregate
and pass it to the new carrier during the period the clerks become acquainted
with scheme changes.
243.52 In working out adjustments, delivery officials must coordinate all plans with
the officials responsible for distribution schemes and ZIP Code numbers to
ensure elimination of all conflicts. After changes have been approved and an
effective date has been set, the carrier cases must be relabeled to conform
with the new lines of travel.
243.53 Notify the CFS manager when scheme changes are to be initiated so that
preparation is made to transfer information on COAs among affected routes.
243.54 Have carriers receiving mail for addresses they formerly served identify
removals by separating them from other misthrown pieces.
243.55 CFS supervisor or responsible employees will:
a. Inform all affected employees concerning imminent scheme changes.
b. Provide employees with the information supplied by the delivery unit
manager and other data incident to route adjustments.
c. See that all COA information is transferred for gains and losses
between routes.
d. Instruct markup clerks in CFS to make spot checks as mail is
processed to ensure all index cards have been properly transferred.
e. Instruct markup clerks to (1) bundle, (2) identify by route number, and
(3) return for 1 week all mail for which no change is on file in the
markup unit.
243.56 Delivery managers must assure that all Change of Address Orders are
transferred to the receiving route and all pertinent information transferred
from the Edit Book and/or Form 1621, Forms 1564-A, 1564-B, and 3982.
Complete Form 1623 for collection boxes transferred between routes and or
schedule changes.
Exhibit 243.51
Form 1627
243.6 Evaluation of Adjustments
243.61 General Requirements
243.611 After the adjustment of routes has been placed in effect, the manager must
carefully study and analyze Forms 3997, 3997-B, 1813, street management
records, volume recording data, and carrier’s time records to see that the
objective has been met, especially for those routes where extensive changes
have been made.
243.612 After route adjustments are implemented or when travel patterns are
changed on a motorized route, the delivery unit manager or designee must
determine the new length of route by using the most practical means:
a. Record the correct mileage and travel times on Form 3999.
b. Record on Form 3999 the date and name of the individual who certified
the new mileage for the route.
243.613 When route adjustments or changes are implemented, complete a new Form
3999 to reflect the current authorized route travel pattern and schedules, etc.
243.614 Under Delivery Point Sequencing (DPS), within 60 days of implementing the
planned adjustments for future automated events, the parties will revisit those
adjustments to ensure that routes are as near to 8 hours daily as possible. If
it is determined that the route(s) are not properly adjusted, the adjustments
will be made in accordance with the September 1992 Memorandum of
Understanding.
243.62 Time Records
Review the carrier’s time records for the periods following adjustment. The
frequent use of overtime or auxiliary assistance on adjusted routes may
indicate that the basis used was not sound and should be examined.
243.63 Form 3997, Unit Daily Record, or PSDS Printout
Review Form 3997 or PSDS printouts to determine whether an excessive
amount of auxiliary assistance is being used daily for the maintenance of
schedules on one or more routes. Determine if carrier technicians (T-6) and
carriers serving auxiliary routes exceed the time allowed for the routes.
243.64 Form 3923, Daily Delivery Operations Analysis
Review this form to determine if the unit is operating efficiently.
243.65 Form 1813, Late Leaving and Returning Report — First Carrier
Delivery Trip, or PSDS Printout
Review this form to determine if carriers are frequently leaving and/or
returning late. Carriers who leave or return late may also be working overtime
or receiving auxiliary assistance on routes. In other cases, this may indicate
that starting, leaving, and returning schedules are not proper. Also, an
indication of possible improper scheduling and/or adjustment would be
consistent early leaving by carriers.
243.66 Street Management Records
Review street management records to determine if carriers are using proper
methods on the street, following prescribed lines of travel, taking short cuts,
fingering mail, etc.
243.67 Volume Record Data
Review Form 3921 to determine whether there has been an unusual increase
or decrease in volume which would affect the carrier’s performance.
243.68 Corrective Action
243.681 If the route is found to be adjusted properly, this must be brought to the
carrier’s attention and the carrier given an opportunity to improve his or her
performance.
243.682 If the route is found to be too heavy, relief should be granted, and conversely
if found to be light, work should be added. If the carrier frequently uses
overtime or receives auxiliary assistance, determine if the route is in
adjustment or if the carrier is not serving it efficiently, a special inspection
may be in order.
243.7 Disposition of Forms 1840
Original of Forms 1840 should be sent to the office of the manager in charge
of delivery service and one copy retained at the delivery unit.
25 Analysis and Adjustments — Parcel Post and
Combination Services Routes
251 Summary of Carrier’s Count of Mail, Parcel Post,
and Combination Services
(See exhibit 251 (p. 1 and 2).)
251.1 Description
Form 1840-A summarizes the mail volume and regular and auxiliary
assistance time items developed on Form 1838-A for a period of 1 week,
beginning on a Monday if possible. Since the size of each parcel post route is
based on the volume of mail the carrier can handle during the assigned tour
of duty, the information on Form 1840-A is used to determine if the workload
should be adjusted on a daily basis. Therefore, only the factors of mail
volume, relay and collection stops, intra- and inter-city stops, and time usage
for normal days of delivery must be considered. A normal delivery day is one
on which the parcel post carrier serves regularly assigned territory without
auxiliary assistance and without any idle time.
251.2 Completing Form 1840-A
251.21 Top of Form
The designated manager must complete the general information items on the
top of the form, obtaining this data from office records or from the carrier. The
determination of the type of route (business, residential, mixed) must be
made by the manager based on the manager’s observation and knowledge
of the territory served by the route. Circle the day of inspection. Indicate the
days the route was served by a replacement carrier (R).
251.22 Time and Mail Volume Portion of Form
Transfer time in minutes and mail volume items by regular and auxiliary
assistance daily from Forms 1838-A Summary to the proper columns and
lines of the corresponding day on Form 1840-A as follows:
a. Lines 1 through 10. Transfer from Totals column of corresponding lines
1 to 10.
b. Line 11. Compute and enter the pieces delivered per hour. Divide total
pieces for delivery (line 5) by street time (line 22). Multiply by 60.
c. Line 12. Compute and enter the minutes per delivery. Divide street time
(line 22) by the number of deliveries (line 9).
d. Line 13. Transfer total miles traveled for parcel post delivery from
mileage column.
251.23 Relay, Collection, Firms, Inter- and Intra-City Service
Transfer the following information daily from Form 1838-A, Summary:
a. Line 14. Transfer total number truck stops from line 14.
b. Line 15. Transfer the total of the delivery and collection items from line
15.
c. Line 16. Compute and enter the minutes per delivery. Divide street time
(lines 20 + 24 + 26) by number of deliveries and collection (line 15).
d. Line 17. Transfer total miles traveled for relay, collection, firms, and
inter-intra city service from mileage column.
e. Lines 18 through 27 (Time in Minutes). Transfer from lines 18 through
27. Exception: Transfer garage office and office-garage miles to upper
portion of line 18.
251.24 Totaling and Average Columns
251.241 Indicating Normal Delivery Days. Bracket the days of the week that may be
considered normal delivery days. Normally, do not include Monday and days
after nondelivery days.
251.242 Average of Normal Delivery Days. Total the figures for the days selected as
the normal delivery days (bracketed) of the regular carrier. Divide the total of
each line (bracketed) by the number of normal delivery days and enter the
figures in Average Normal Days column.
251.25 Reverse Side of Form 1840-A
(See exhibit 251, page 2.) Under Average and Allowable Time; Average Mail
Volume — Normal Days; Relay-Collection-Firms, Inter- Intra-City: enter time,
volume, truck stops, and deliveries figures of average of normal mail volume
days from face of form. Also, enter allowable time. Any time entries adjusted
should be explained in Comments. The manager completing the upper
portion of Form 1840-A will sign it, indicating title and date.
252 Consultation With Carrier
When the Average and Allowable Time, Average Mail Volume — Normal
Days, Relay-Collection-Firms, Inter- Intra-City, Verification, and Comments
sections of the reverse of Form 1840-A have been completed, consultation
with the carrier must take place. The carrier will be given a copy of Form
1840-A, including these entries, as well as copies of Forms 1838-A and
1838-B not less than 1 day prior to consultation date.
253 Office and Street Adjustments
253.1 The Record of Office and Street Adjustments Made portion of Form 1840-A is
completed after adjustments to the route have been put into effect. When
determined, enter adjustments made in route as applicable to sack or
hamper separations, relay, collection or firm stops/deliveries, or inter- and
intra-city runs. Enter the number of changes by category made; indicate relief
(r) or additions (a); and show time in minutes for office, street, and total time.
253.2 Under Adjusted Route column, show office, street, and total time for the route
after adjustments. The carrier may review and record the data placed on the
reverse of Form 1840-A after the manager has completed the analysis.
253.3 The delivery service manager responsible for making the adjustments will
sign and date Form 1840-A in the spaces provided.
254 Comments
Comments on any pertinent factors and/or unusual conditions that will be of
assistance in analyzing and evaluating the route and the performance and
appearance of the carrier must be entered on the reverse side of the Form
1840-A. Also, include comments of the carrier.
255 Verification of Mail Count and Time Items
On the reverse of Form 1840-A, enter the day and date mail count and time
items were verified on other than the day of inspection, together with the
name and title of the manager.
256 Disposition of Forms 1840-A
Original of Forms 1840-A should be sent to the supervisor in charge of
delivery service and one copy retained at the delivery unit.
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
26 Analysis and Adjustments — Collection Routes
261 Evaluation
261.1 Basic Principles
In the study of Form 3999-B, Inspection of Collection Route, and for the
purpose of making adjustments, the basic principles outlined in the section
dealing with letter route adjustments apply.
261.2 Elimination of Improper Practices
Before collection stops are taken from any route or trip, close study must be
made of the office time to eliminate the following:
a. Collector transporting collections excessive distances from point of
unloading.
b. Practices that would cause congestion at unloading points or that would
prevent vehicles from being unloaded promptly on arrival.
c. Walking excessive distance to obtain and return keys.
d. Excessive time required in obtaining necessary collection equipment.
261.3 Recommendations of Route Examiner
(See exhibit 234.33, page 2.)
The entries made in the Relief and Addition spaces at the lower left corner on
the reverse of Form 3999-B will be in minutes. They represent the route
examiner’s recommendation for relief or addition to the route to place it in
conformity with an 8-hour tour of duty (in case of regular routes). Also,
adjustments must provide a returning time to the post office convenient for
processing the mail to connect with principal outgoing dispatches or delivery
trips (whether regular or part-time routes). In addition to the amount of
adjusted time recommended for the present time schedule, changes in the
number of boxes and their locations or other physical changes to the route
must be entered in the Deficiencies, Recommendations, Comments, space
on the reverse of the form or on a separate sheet attached. Include
comments and recommendations of the carrier.
262 Adjustments
The manager who makes the adjustments must enter the amount of relief or
addition to the route under Adjustment Made column on the reverse of Form
3999-B. He or she must also enter any pertinent comments, sign, and date
the form.
263 Consultation With Carrier
Before changes are actually or tentatively made, consult the carrier and
obtain his or her views on the proposals.
264 Disposition of Form 3999-B
Retain the forms at the work unit.
27 Special Route Inspections
271 When Required
Special route inspections may be required when one or more of the following
conditions or circumstances is present:
a. Consistent use of overtime or auxiliary assistance. (When the X-Route
process is utilized, routes may be "built up" to no more than 8 hours
and 20 minutes during the interim period, see Memorandum of
Understanding dated September 17, 1992.)
b. Excessive undertime.
c. New construction or demolition which has resulted in an appreciable
change in the route.
d. A simple adjustment to a route cannot be made.
e. A carrier requests a special inspection and it is warranted.
f. Carrier consistently leaves and/or returns late.
g. If over any 6 consecutive week period (where work performance is
otherwise satisfactory) a route shows over 30 minutes of overtime or
auxiliary assistance on each of 3 days or more in each week during this
period, the regular carrier assigned to such route shall, upon request,
receive a special mail count and inspection to be completed within 4
weeks of the request. The month of December must be excluded from
consideration when determining a 6 consecutive week period.
However, if a period of overtime and/or auxiliary assistance begins in
November and continues into January, then January is considered as a
consecutive period even though December is omitted. A new 6
consecutive week period is not begun.
h. Mail shall not be curtailed for the sole purpose of avoiding the need for
special mail counts and inspections.
272 Manner in Which Conducted
When special inspections are made because of conditions mentioned in 271,
they must be conducted in the same manner as the formal count and
inspection. End of M-39 Chapter 2 Back Chapter 3 M-39 Contents

M-39 Management of Delivery Services