AM SOP Integrated Operating Plan1 Integrated Operating Plan AM Standard Operating Procedure.

AM SOP Integrated Operating Plan 1

Integrated Operating Plan

AM Standard Operating Procedure



Definition

The process of aligning P&DC and Customer Service operations to provide our customers with consistent, reliable service every day

History

Background


The Cycle

The daily 24-hour operational cycle starts with

Carrier returning on time Based on

Carrier leaving on time Based on

Carrier office consistency Based on

Transportation leaving on time Based on

Plant Operating Plan achievement Based on

Carrier returning on time


Carriers leave on time every day

Plant provides a consistent, planned product flow on each trip

Transportation leaves on time

All operational problems are short stopped and reported where they occur

Seven Guiding Principles


Problems are resolved through the communication customer feedback process

Full preventive maintenance is performed on all equipment as scheduled

All operations are supported by written, customer based contingency plans

Seven Guiding Principles


Plant Inter-Tour

Plant to Delivery Unit

– Percentage of mail on each trip by mail type

– Measurement: DOIS Dispatch Feedback Report

Delivery Unit to Plant

– Collections and Mail Preparation

– Measurement: DOIS Late Leaving / Returning Report

Delivery Unit and Plant Contracts


IOP Pre-Implementation

IOP Implementation Preparation

Backwards Processing Model

Start-Up and Implementation


IOP Pre- Implementation

Senior Management Commitment

Understanding of Guiding Principles

Communication Network Availability

Delivery Unit Readiness

– F2 Carrier Leave Times Adjusted

– F4 Reviews

– Staffing Analysis

Timeline

IOP Implementation


IOP Implementation Preparation

Project Manager Selected

Team Member Selection with mix of Plant, Delivery, and Computer skills (Minimum of 4 full time - 2 Plant and 2 Delivery, NTE 1 year)

Team Members Assigned Duties

Baseline operations

Training (Guiding Principles, Overview, Communicate the Plan to All Employees)

Ramp-Up (CET at Delivery Unit, Processing Windows by Mail Type, Identify Dispatch Schedules)

Create Dispatch Plan

Start IOP


Backwards Processing Model

Identify Actual Mail Arrival Profile at Delivery Units

Delivery Units Provide Needed Mail Arrival Profile based on Current Carrier Reporting Times

– 100% Committed flats by reporting time

– 80% of caseable mail by reporting

Formal Negotiation (Delivery Units, Inter-Tour, Inter-Plant, BMEU/Plant)

Plant Adjustments / Delivery Unit Adjustments

Re-Examine

Adjust


Integrated Operating Plan - Deliverables

Organization Activities

Training

Communication Loop

Delivery Unit Activities


Plant Activities

Transportation

Formalize Contracts

Install Process Management

Implementation

Integrated Operating Plan - Deliverables


Timeline – Organizational Activities


Timeline – Delivery Unit Activities


Timeline – Plant Activities


Timeline - Implementation


Contracts must support AM SOP.

Mail flow and processing must be re-engineered to provide requirements to Customer Service.

Consistent reliable mail flow is a must.

Indicators must be in place to measure IOP effectiveness

How It Supports AM SOP


Integrated Operating Plan - Contracts

Percentage of mail for each trip determined.

Percentage of mail being automated and finalized for carrier distribution. Target 80% secondary flats, 85% DPS.

100% of committed flats available by carrier start time

80% of caseable mail available by carrier start

Separation of Standard and Pref. Flats

Timely dispatch of transportation.


Integrated Operating Plan - Transportation

All trips must leave on time.

All trips must contain the proper amount of mail as per the contracts.

Mail must be prepared in accordance with the contracts.

Transportation should be reviewed to ensure it meets the requirements.


IOP Dispatch Profile to Delivery Unit

Pref Pref Pref Pref Pref Pref Auto Auto AutoLtrs Ltrs Ltrs Flts Flts Flts

Trip Time Act Need Neg Act Need Neg Act Need Neg12345678

Act=Actual% Need=Needed% Neg=Negotiated%

Station Mgr:____________________ IOP Mgr:_________________________

Post Office / Stations And BranchesWith GMF Plant Performing Primary Distribution

Enter all figures in percentages by tripStation Name: _______________________________________________


IOP Dispatch Profile to Delivery Unit

2C 2C 2C DPS DPS DPS Pri Pri Pri3C 3C 3C

Trip Time Act Need Neg Act Need Neg Act Need Neg12345678

Act=Actual% Need=Needed% Neg=Negotiated%

Station Mgr:____________________ IOP Mgr:_________________________

Post Office / Stations And BranchesWith GMF Plant Performing Primary Distribution

Enter all figures in percentages by tripStation Name: _______________________________________________


IOP Dispatch Profile to Plant

CFS Mail leaves on 1st P.M. dispatch truck. Letters trayed & sleeved. Flats in tubs with lids. Correctly labeled.

All available collection mail on every PM dispatch truck. Culled to the Collection S.O.P. & properly labeled.

Backflow-properly labeled, bands cut, plastic off and dispatched on earliest transportation.

All RTS/ ACS must be prepared with proper labels. Sleeved and tagged if necessary. Dispatched on earliest PM transportation.


IOP Dispatch Profile to Plant

LOOP/MISSENT must be dispatched on earliest transportation. Properly labeled

All empty equipment must be sent back to plant on earliest truck.

All empty trays in one APC. All empty tubs in another APC. Nothing in BMC’s. No wooden pallets. All Plastic pallets together. ALL TAGS REMOVED.

All Insufficient Address Mail is worked in station, or sent back to Sender. Do NOT send to plant unworked.

All transportation leaves on time


Have you completed and submitted your SOP/Contingency Plans?

Are your routes properly adjusted?

Are your routes leaving on time?

Are your routes returning on time?

Is your Function 4 staffing adequate?

Is your collection mail being properly prepared?

Is your empty equipment being returned properly?

IOP Delivery Unit Check-off List


IOP Delivery Unit Check-off List

Is your transportation arriving on time?

Is your transportation leaving on time?

Is your preventive maintenance (DBCS/CSBCS) schedule adhered to?

Are you messaging I.O.P. to your employees daily/weekly? (Stand-Up Talks)

Are you adhering to all SOP’s concerning CFS/RTS/LOOP/MISSENT mail?


Delivery Unit

Volume Arrival

Carrier Leave time

Carrier return time

DOIS Dispatch Feedback

DOIS Late Leave/Return

DOIS Late Leave/Return

Delivery Unit Process Indicators


Delivery Unit IOP Tracking

IOP compliance will be measured based on two DOIS reports

– The Dispatch Feedback Report will measure compliance with AM volume arrival agreements from the plant to delivery units

– The Late Leaving / Returning Report will measure compliance with PM collection arrival agreements from delivery units to the plant


The DOIS Dispatch Feedback report will be used to determine if plant operations are meeting IOP agreements.

DOIS Setup and Usage

– Dispatch Information in DOIS must match the IOP agreement – times, trips, and mail percentages

– Record volumes by trip

– Use the actual trip arrival as the time entry instead of when the volume is actually recorded

DOIS Dispatch Feedback Report


Dispatch Setup in DOIS


DOIS Dispatch Feedback Report

Shows the planned percentage of volume available by trip

Shows the actual percentage of volume available by trip

The plan compared to the actual percentage serves as the basis for determining if the IOP agreement is working


DOIS Dispatch Feedback Report - Selection


DOIS Dispatch Feedback Report - Example


Dispatch Feedback Report Goal

Goal

– Daily Review and Corrective Action as Needed

– Volume arrival complies with IOP agreement 95% or higher over the previous four weeks


Late Leaving / Returning Report

DOIS 1813 – Late Leaving / Returning Report will be used

– To determine if routes are leaving on time when volume is received on time according to the IOP

– To determine if delivery units are meeting their goal to provide collection mail timely to the plant as part of IOP by getting carriers back on time


DOIS 1813-Late Leaving / Returning


Late Leaving and Returning Report


DOIS Late Leaving / Returning

Late Leaving / Returning Goal

– Daily Review and Corrective Action Taken as Needed

– Carriers leave on time 95% higher over the previous four weeks

– Carriers returning on time 95% or higher over the previous four weeks indicates whether the collection mail will arrive as scheduled at the plant in compliance with the IOP


Web Discrepancy Reporting

To get to the Discrepancy Report:

http://eastern.usps.gov/ips/iop/discrepancy/

Select Your Cluster


As a Customer you must perform the following procedures:1. Go to Discrepancy WEB Page at http://lancaster/disc_menu/ (HINT: Assign it to your favorites for easy access)2. Click on : Your District

Click here for Instructions

Reporting a Discrepancy Step 1


Select IOP Team zip




Click on your choice

IOP Menu only for IOP Teams


Receiving an IOP Discrepancy -Take Action



Enter Cause of Problem and Action taken to prevent recurrence here

If you want to save your response and input more information later before final closing out press Save Action(s) then you can come back later & finalize your information and submit for close out.

When you are finished entering information Press save Action(s) and Submit for Closeout


View Completed Discrepancy


Plant IOP Planning

Daily Volume Projections For All Mail Types

Daily EOR Chart Processing Plan By Equipment Type

Daily Staffing Plan By Operation Area

End Of Tour Inventory Report

End Of Tour Turnover/ITOP Compliance Checklist.


Tour 1Mail Processing

% of maildispatched

Secondary distributiontimely completion

TransportationOn-time

Dispatch Report

WEB EOR report

TIMES % report 4-8

Plant Process Indicators


Plant IOP Tracking

Operating Plan Achievement

Actual Volume Versus Projected Volume

Actual EOR Run Chart Versus Projected Run Chart

Late Leaving Transportation

Late Leaving Carriers


Plant IOP Tracking

Late Arriving Mail

Service Tracking

Daily Delivery Issues Tracked For Dissemination To Responsible Tours

Maintenance Issues Tracked By Equipment Type


Contract

Once the contracts have been negotiated and agreed to, formalize the contract using the IOP Contract.


“We all work for

Delivery”


AM SOP Integrated Operating Plan1 Integrated Operating Plan AM Standard Operating Procedure.

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