Management of Delivery Services

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

3 Unit Summary of City Delivery
Routes
31 Purpose
311 General Description of Form 3998
Form 3998, Unit Summary of City Delivery Assignments (see exhibit 311 (p. 1
and 2)) presents in comparative form pertinent data reflecting the number of
routes and average daily workhour requirements for operation of city delivery
service for each delivery unit as disclosed by the route inspections and mail
counts and the resultant adjustments to the routes. In addition, space is
provided on the form to show action taken to eliminate excess office time on
letter routes exceeding the maximum time allowance, together with other
items of information reflecting the overall operation of the city delivery
service.
312 Before and After Adjustments
The entries on Form 3998 before route adjustments reflect the existing
conditions disclosed as a result of route inspections and mail counts. The
entries on Form 3998 after adjustments reflect the situation and changes
made immediately after adjustments have been proposed or effected.
313 Daily Average Workhours
Column H, Daily Average hours provides a guide to use when reviewing the daily performance on Form 3930.
Exhibit 311 (p. 1)
Exhibit 311 (p. 2)
32 Preparing Form 3998
(See exhibit 311.)
321 Letter Carrier Routes (Section 1 on Form 3998)
321.1 Full-Time Regular Routes
Prepare line 1 as follows:
a. Column A. Enter total number of regular full-time foot and motorized
letter routes before adjustments.
b. Column B. From Form 1840, column F, Net Total Time Used, transfer
the total weekly hours for all regular full-time routes at the unit.
c. Column C. Show the proposed increase (or decrease) in the present
complement of the routes at the unit.
d. Column D. Show the proposed increase (or decrease) in the present
daily hours at the unit.
e. Column E. Enter total proposed regular full-time foot and motorized
routes after adjustments.
f. Column F. Multiply column E times 8 (hours) times delivery days per
week.
g. Column G. Enter the number of routes (Full-Time and Auxiliary) that
exceed the maximum office time allowed.
321.2 Auxiliary Routes and Router Assignments
Prepare lines 2 and 3 as follows:
a. Column A. Enter total number of authorized foot and motorized
auxiliary routes.
b. Column B. From Form 1840, transfer the total weekly hours used on all
auxiliary routes.
c. Column C. Show the proposed increase (or decrease) in the present
complement of all auxiliary routes.
d. Column D. Show the proposed increase (or decrease) in the present
daily hours auxiliary routes.
e. Column E. Enter total proposed auxiliary routes after adjustments.
f. Column F. Enter total weekly hours to be used on all auxiliary routes
after adjustments (column B plus or minus column D times delivery
days per week).
321.3 Totals
Prepare line 4 as follows:
a. Columns A–F. Enter the totals for Number of Routes and Hours.
b. Column H. Enter column F divided by scheduled delivery days per
week (to one decimal place).
c. Column I. Compute and enter percent of average daily hours (divide
column H by Total Daily Average — All Services, column H, line 1,
Section 5, Summary). Carry to one decimal place.
321.4 Action Taken to Eliminate Excess Office Time
Line 5, column D, is self-explanatory.
321.5 Possible Deliveries
Prepare line 6 as follows:
a. Column A. Take from current Edit Books and/or consolidated Form
1621.
b. Column B. Take from recently completed Forms 3999.
c. Column C. Enter number anticipated additional deliveries resulting from
new construction from Forms 3999.
321.6 Total Possible Deliveries
Prepare line 7 as follows:
a. Column A. Sum all Business and Residential Possible Deliveries before
adjustment.
b. Column B. Sum all Business and Residential Possible Deliveries after
adjustment.
c. Column C. Sum all Business and Residential Possible Deliveries
anticipated due to new construction.
321.7 Delivery Volumes
Prepare line 8 as follows:
a. Columns A–D. Enter weekly delivery volumes from Form 3921
recorded during count and inspection week.
b. Column E. Enter sum of Columns A, B, C, and D.
c. Column F. Enter the sum of all city routes column 5 (Parcel Post) of the
Forms 1840 from the count and inspection.
322 Parcel Post and Combination Services Routes
(Section 2 on Form 3998.)
322.1 Full-Time Regular Routes
Prepare line 1 as follows:
a. Column A. Enter total full-time regular routes before adjustments.
b. Column B. Enter time used on weekdays totaled for all regular full-time
routes (from line 27, Form 1840-A). Do not include auxiliary assistance.
c. Column C. Show time used for Saturday totaled for all full-time regular
routes (from line 27, Form 1840-A).
d. Column D. Enter number of full-time regular routes proposed to be
added or subtracted as a result of adjustments.
e. Column E. Enter total number of proposed full-time regular routes after
adjustments.
f. Column F. Enter total hours for regular full-time routes on week days
after proposed adjustments. (Multiply number of regular routes times 8
hours times number of weekday delivery days.)
g. Column G. Show total hours for regular routes on Saturdays after
proposed changes.
322.2 Auxiliary Routes
Prepare line 2 as follows:
a. Column A. Enter the total number of authorized auxiliary routes.
b. Column B. Enter time used on weekdays totaled from all auxiliary
routes (from line 27, Form 1840-A). Do not include auxiliary assistance.
c. Column C. Enter time used on Saturday for all auxiliary routes (from
line 27, Form 1840-A). Do not include auxiliary assistance.
d. Column D. Enter number of routes proposed to be added or subtracted
as a result of adjustments.
e. Column E. Enter total number of proposed auxiliary routes after
adjustments.
f. Column F. Enter total hours for auxiliary routes on weekdays after
proposed adjustments. (Multiply number of auxiliary routes times
scheduled hours times number of weekday delivery days.)
g. Column G. Enter total scheduled hours for auxiliary routes on
Saturdays after proposed changes.
h. Column H. Add hours in columns F and G, lines 1 and 2. Divide total
hours by number of scheduled delivery days and enter daily average
hours in column H.
i. Column I. Compute and enter percent of average daily hours (column
H divided by Total Daily Average Hours — All Services, column H, line
1, Section 5, Summary). Carry to one decimal place.
322.3 Auxiliary Assistance to Complete Deliveries
Prepare line 3 as follows:
a. Enter in the space for each corresponding day the auxiliary time used,
totaled for all routes (from Form 1840-A, line 27, Auxiliary Assistance).
b. Enter estimated daily time for auxiliary assistance on each week day
after proposed adjustment. (Obtain from Form 1840-A by determining
the time required for workload for each day over the average of normal
delivery day.)
c. Column H. Add hours in line 3 for Monday, Tuesday, Wednesday,
Thursday, Friday, and Saturday. Divide total hours by number of
scheduled delivery days and enter daily average hours in column H.
d. Column I. Compute and enter percent of average daily hours (column
H divided by Total Daily Average Hours — All Services, column H, line
1, Section 5, Summary). Carry to one decimal place.
322.4 Parcel Post Volume
Enter from line 5, Form(s) 1840-A.
323 Collection Routes
(Section 3 on Form 3998.)
323.1 Full-Time Regular Routes
Prepare line 1 as follows:
a. Column A. Enter number of full-time collection routes on days specified
before adjustments.
b. Column B. Enter Net Total Time, from the front of Forms 3999-B,
totaled for all full-time (8-hour) routes at the unit (Mon thru Fri column
only), unless an entry for the time of regular routes in the Saturday
column is appropriate.
c. Column C. Enter number of full-time routes as proposed after
adjustments.
d. Column D. Enter total hours for regular full-time routes on weekdays,
Saturdays, Sundays, and holidays after proposed adjustment. (Multiply
number of regular routes times 8 hours times appropriate number of
days.)
323.2 Part-Time Routes
Prepare line 2 as follows:
a. Column A. Enter number of part-time (auxiliary) collection routes on the
days specified before adjustments.
b. Column B. Enter the Net Total Time from the front of Forms 3999-B,
totaled for all part-time routes at the unit.
c. Column C. Enter number of part-time routes as proposed after
adjustments.
d. Column D. Enter total daily hours for all part-time collection routes at
the unit after adjustments.
323.3 Totals
Prepare line 3 as follows:
a. Columns A–D. Enter totals of lines 1 and 2, columns A, B, C, and D.
b. Column H. Add hours in column D, Totals, line 3, for Monday through
Friday, Saturday, and Sunday or holiday. Divide total hours by 7 and enter daily average hours in column H.
c. Column I. Compute and enter percent of average daily hours (column
H divided by Total Daily Average Hours — All Services, column H, line
1, Section 5, Summary). Carry to one decimal place.
323.4 Collection Pickups
(Section 4 on Form 3998.)
Enter total number of scheduled collection pickups in columns A and C.
324 Inter- and Intra-City Service Routes
On lines 1, 2, and 3 (columns A, B, C, and D) show the number of routes and
compute the information regarding hours in the same manner as for
collection routes.
325 Unit Summary and Review
Prepare Section 5 on Form 3998 as follows:
a. Complete lines 1, 2, and 3 — Column H — as indicated. Line 3, Unit
Linear Reference Volume, is the average daily linear mail volume
(letters, DPS, flats, and sequenced mail combined) to which the
delivery unit is adjusted.
b. Compute the average daily linear reference volume by dividing the total
linear volume Line 8e by the number of days in the inspection period
(normally 6 days). Enter the result on Line 3.
Note: If a minor adjustment is made as per Part 141 of this
handbook, and there is an increase or decrease in reference
workhours for the unit, calculate the unit’s average daily reference
volume from Form 3921 for the analysis period used to make the
minor adjustment.
c. The form should be reviewed by the Delivery Supervisor and the Unit
Manager and signed.
326 Service Improvements
Under Comments (reverse) list the improvements made as the result of the
route adjustments.
327 Personnel Assignment Summary
Shows the changes in personnel assignments resulting from conversions of
auxiliary routes to regular status or vice versa. Include casuals, Transitional
Employees (TEs), and career employees (reserve and part-time flexible) in
Reserve and Part-Time Flexible column.
328 Vehicle Assignment Summary
Shows the changes in vehicle assignments resulting from conversions of
auxiliary routes to regular status or vice versa. Include both postal and
non-postal owned vehicles by type and total.
33 Consolidated Summary of City Delivery Service
When mail counts and route inspections at all delivery units have been
completed, the information on Form 3998 for each individual delivery unit
must be summarized for the entire office on another Form 3998. The Form
3998 for the consolidated report must be prepared in duplicate and signed by
the postmaster.
34 Disposition of Forms
Immediately on completion of route adjustments at each delivery unit, or
when requesting a change in reference hours, submit a copy of the summary
report to the District manager. Promptly on completion of necessary route
adjustments at all delivery units, submit original of consolidated report for the
entire office to the District manager. Retain copy in office of
manager-in-charge of delivery service.
35 Requests for Additional Routes
When additional auxiliary or regular routes are needed, requests for authority
to establish these routes must be submitted to the District manager together
with the Forms 1840, 1840-A, or 3999-B and 3998 for the post office or
delivery unit. Requests for establishment of auxiliary routes incident to
extensions of service must be made in accordance with 611, Postal
Operations Manual. End of M-39 Chapter 3 Back to: M-39 contents

M-39 Management of Delivery Services