(To be used in conjunction with
Management Instructions PO-610-
2007-1)
Operations Programs Support
SW AREA
Revised on 11/5/2007 Page 1 of 16 SWA Volume Recording Guidelines

Table of Contents

Introduction
 Controlling the mail flow

EOR Participation
 CUT OFF Times
 Automatic EOR downloads
Page
3
3
3
4
4
 Contingency process
 Piece Count verification
5
5

No linear measurement mail
 Measurable caseable volume
5
6
 Tools for accurate measurement 10
 DCD Requirements 11
 Controlling non-caseable volume 12

DPS mail
 Directs/segmented
12
12
 Non-addressed sequenced flats 13
 Addressed Letter Sets
 SPRs

Curtailed/delayed process
 Delivery unit sop’s
13
13
15
16
Revised on 11/5/2007 Page 2 of 16 SWA Volume Recording Guidelines

These guidelines are to be used in conjunction with Management Instructions PO-
610-2007-1(July 27, 2007) Piece Count Recording System. Delivery units are responsible for accurate recording of volumes in the Delivery Operations Information
System (DOIS). Special attention must be given to proper downloading of End of
Run volumes and eliminating the possibility of double counting mail volumes.
A factor in accurate measurement and recording of carrier cased volume is maintaining control of the mail. By maintaining control, you are able to accurately measure the mail before it is distributed to the carrier.
To maintain control, the supervisor must report early enough in the morning to measure and record all available mail prior to the first carrier reporting for work.
All manual distribution mail should be spread to the carrier after it is measured, however if the carrier is allowed to pull distribution mail, make sure that it is controlled.
In the Southwest Area, all delivery units with a Delivery Unit Computer (DUC) receiving automated letter and flat volumes will initiate the End of Run (EOR) process. These units will coordinate the initiation of EOR through the District
Operation Support department in conjunction with the District In-Plant Support department and will receive end of run volumes daily. EOR downloads can be viewed in DOIS in the capture mail volume screen. If you are not receiving EOR downloads contact your District EOR coordinator.
Non-DUC sites will continue to record letter and flat volumes manually.
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The EOR process will allow a separate cutoff time for letters and flats. For many zones, the cutoff time for letters and flats may be different. The cutoff time should be established at the time processing is completed for volumes intended for delivery that day . Processing units must print EOR reports for current delivery day prior to start up of subsequent runs. For example, committed mail processed for current day delivery is completed and dispatched by 6:00 AM. The plant begins processing Standard A mail for the next day’s delivery immediately after the dispatch and completes the run at 8:00 AM. The cutoff time would be 6:00 AM and the plant would print the end of run report before they start processing the standard A mail.
The Standard A mail volume will be included in the next day’s EOR report.
All DUC sites must schedule EOR automatic downloads as early in the day as possible after the cut off times established by the Plant. Delivery unit supervisors must have all mail volumes available in DOIS prior to PS form 3996 cutoff time to make effective decisions about daily workload . DOIS sites schedule automatic EOR downloads via the EOR Management Window.
This interface transfers EOR mail volume data into the DOIS database automatically, which decreases the amount of data entry for the supervisor. Mail is sorted at Mail Processing Plants by Customer Service Bar Code Sorters (CSBCS),
Delivery Bar Code Sorters (DBCS), and Flat Sorting Machines (FSM). Volume information from these machines is sent to DOIS from the EOR server by the
EOR/DOIS transfer process. The file placed on the server by the plant is imported into the DOIS database automatically at the scheduled time each day. Users can view the volumes received in this transmission in the Capture Mail Volumes
–
Manual Window in the columns for DPS Letters and Caseable Automated Letters.
Users can change the scheduled times for retrieval of the file on the EOR
Management Window. If a user manually overwrites EOR volumes (either DPS or automated caseable) for specific routes, future EOR downloads that day will still work, however they will update only those specific routes that were NOT manually updated. For instance, if you have 10 routes in a unit and you manually enter EOR values for routes 9 and 10, additional EOR downloads that day will update routes 1-
8, leaving routes 9 and 10 alone.
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Manual Refresh EOR
In the event an automated download is not received or additional End of Run downloads are necessary, a manual refresh of End of Run is required. The schedule Tab of the End of Run Management Window in DOIS is used to set and amend the schedule times for EOR file retrievals to be executed. The default schedule period is for the current day. Schedule periods are Mon.-Fri or Saturday.
You can add and delete times from the schedule. You can also temporarily stop file retrieval by using the delay button. From this window, you may also start a manual retrieval. Schedule times are in hours and minutes.
The manual End of Run refresh should only occur on an exceptional basis. The automatic download process should be utilized daily.
All Letter and Flat volumes should be verified for accuracy. Any discrepancies noted should be reported immediately to the District EOR coordinator. Periodic reviews of volumes should occur to insure that the CPC volumes are accurate utilizing the SW
Area volume validation process.
The F2B volume verification process should also be used to verify the accuracy of cased volumes recorded versus the actual volumes received as well as the delayed and curtailed volumes. This process also reviews the effectiveness of the recording process of the supervisor.
Electronic downloads from EOR to the DUC will include DPS mail, Caseable letters, and Caseable flats that have been processed and finalized on automated processing equipment. Trays and/or bundles of mail not requiring measurement must be clearly marked with “No Linear Measurement” (NLM) labels at the plant and during subsequent breakdowns within the unit. Barcode Sorter (BCS) bin assignments that are common examples of the type of mail that will not require linear counting are S999, M001, W001, COA1, and trays of DPS. Any linear measurement of these volumes will result in double counting.
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No Linear Measurement mail must be segregated immediately upon receipt at the delivery unit and the NLM status must maintain the integrity until cased.
NLM mail should be segregated at the carrier case by placing this mail at the left side of the case .
See the following example of a NLM tray label.
NLM TRAY LABEL
All mail for closed businesses will be pulled down and taken to the street with all other deliverable mail for that day. All mail, including flats, residual letters and
DPS letters will be banded together for each closed business on the street.
When the carrier returns to the offices, these bundles will be placed in the carrier parcel hamper for the following day delivery. Closed Business mail will not be held out utilizing the Non Delivery Day Hold Outs in EES and will remain in DPS.
This procedure will assist delivery units in capturing available under time on
Saturday, as well as save work hours on Monday by eliminating the handling of this mail in the office.
All Volume that is to be measured should be placed at the Right hand side of the carrier case. Please refer to the PCRS Quick reference chart for means of measurement, special instructions and information, and sources of mail.
Please see the Mail Stage Diagram below for proper staging.
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Letters Ledge
Loaded on the –
M39
Measured Volume
Right hand Side of the case
In Flat bin
Sequenced in 1046
Hamper
Curtailed/Delayed w/ Placard
NLM Volumes – Left Side of the Case including mailings recorded as piece counts from Advance, Facing Slips and special conversions
Cased Volumes (Letters and Flats)
Cased mail volume will be received and recorded in the delivery units as, Nonautomated cased mail, which requires linear measurement and recording, and Non
Linear Measurement (NLM) mail, which does not require a measurement.
Linearly Measured Cased Volume
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When linearly measuring the cased mail volume, letter and flat mail will be measured separately and all mail will be compressed as it is being measured and recorded to facilitate accurate recording. The linear measurement of cased mail volume will be rounded to the nearest quarter-foot increment, (e.g., .25, .50, .70, 1.0, 1.25, etc).
DOIS sites will use the Data Collection Device (DCD) to record the volumes and upload the data into DOIS when available. When the DCD is used, clear the DCD after each upload into DOIS to prevent double counting and artificially inflating mail volumes.
When a DCD is not available and in Non-DOIS sites complete a PS From 3921 daily
(instructions on reverse side of form). City delivery and rural delivery route volumes will be entered on a separate PS Form 3921. If necessary, complete a separate PS
Form 3921 for each 5-digit zone.
In all offices the first measurement of mail volume will be performed in the delivery unit prior to the carrier’s arrival at the unit. Normal dispatches of mail to the unit should be measured and recorded prior to being released to the carriers.
When necessary withdrawals of mail are authorized by management, this mail can be linearly measured in inches and consolidated before recording. PS Form 3921 can be used as a worksheet to record these volumes by route. The consolidated mail volumes measured in inches will be rounded to the nearest quarter-foot increments, (e.g., 3 inches = .25, 6 inches = .50, 9 inches = .75) and recorded with the final dispatch of mail to the carriers. This will help ensure the accuracy of mail volumes, which is central to effectively managing workload. These worksheets will be maintained in the unit as a historical record and for management analysis.
When consolidation of these volumes are normally less than .25 feet, management may use PS Form 3921 to track these volumes by piece. The consolidated pieces will be reported with the final dispatch of mail to the carriers.
The manager, postmaster, or a designated substitute must record the type and time of all mail coming into the unit each day, including un-scheduled and emergency trips.
Letters should be loaded on the ledge per M-39 Section 116.3. Mail is placed on the carrier case ledge, stamps down and to the right. Non Measurable Caseable letters should remain segregated or in bundles to insure this mail is not measured.
Revised on 11/5/2007 Page 8 of 16 SWA Volume Recording Guidelines

Consolidate trays of letters and flat containers for caseable mail where possible.
When spreading the mail, have clerks/mail handlers consolidate letter and flat trays.
In many instances, especially with the flats from the FSM, you can receive six or seven flat containers, each of which is partially filled. By consolidating these flats into full containers, you may end up with only two or three. Plastic flat containers that are attached to the side of the cases should be filled first to assist in accurate volume recording. Additional volume after the bins have been filled should be placed on the floor at the right hand side of the carrier case. All labels should be removed from empty flat tubs and letter trays by clerks and carriers as they are used and prior to dispatching to the plant.
Not Consolidated
Consolidated
Vs.
Compress loose letters in trays. Do not try to estimate letters in trays and measure them without compressing.
Revised on 11/5/2007 Page 9 of 16 SWA Volume Recording Guidelines

Not Compressed Compressed
Vs.
Tool that are required for accurate volume recording:
 Measuring Tape – The Self-adhesive measuring tapes that can be ordered through Postal Products should be placed on the front legs of all carrier cases and wings. If flats are stacked at the carrier case, they should be as near to a case leg as possible for ease of measurement.
 Yard Stick
– Always use a yardstick to measure mail that is not stacked near a measuring tape and at any time there is doubt about the measurement of a partially filled container.
 Conversion Chart – Use the conversion chart to ease in the input of volume when a known piece count is available.
Revised on 11/5/2007 Page 10 of 16 SWA Volume Recording Guidelines


Piece Count Recording Quick Reference Chart
– Use this reference chart to determine means of measurement, special instructions and information, and sources of mail.
 Multiple Bundle Matrix – Use this matrix to determine actions required and volume recording for multiple sets on Park and Loop route, Curbside, and
Centralized routes.
MEASURING TAPE YARDSTICK
All Delivery units with a Delivery Unit Computer must use a Data Collection Device
(DCD) to record volumes and download them into the DOIS Program. Volumes must be downloaded prior to PS form 3996 Cut-off time.
All volumes that are not recorded through the End of Run process will be input via the DCD.
All Districts must survey their delivery units to ensure an adequate supply of DCDs exists. Each Delivery Unit Computer should have access to a DCD for volume recording purposes. Multiple DUC sites must have a DCD available for each DUC.
PS Form 3921
Units that do not have the DOIS program or a Data Collection Device must record volumes using a PS form 3921.
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Another cause of inaccurate volume recording can be attributed to allowing carriers to have DPS mail at the case. Supervisors may see this mail at the carrier’s case and record it as cased volume. Stage the DPS mail as close to the exit as possible and instruct the carriers that they are not to pull this mail until they are on the way out of the door.
Flat directs or segmentation should require no office casing and must be identified and separated from carrier case volumes. Supervisors may see this mail at the carrier’s case and record it as cased volume. Stage this mail as close to the exit in proximity of the DPS as possible and instruct the carriers that they are not to pull this mail until they are on the way out of the door.
Segmented volume that is taken directly to the street and that does not require further sortation in the office by a letter carrier is credited as one parcel. This volume is not to be recorded as cased volume.
Below are examples of flat direct/segmentation labels:
CR001 H/O CR001 H/O
FIRM*Southwest*Area* A-LOCK*78-7898*STEMM
NLM NLM
Revised on 11/5/2007 Page 12 of 16 SWA Volume Recording Guidelines

Those mailings going directly to the street for delivery should be placed in the parcel containers for the carrier and not staged at the carrier case. This volume will be recorded as sets or partial sets and not recorded as cased volume. (I.e., .25, .50)
See Attached Multiple Bundle matrix when multiple sequenced sets are received to determine the action required and volume recording process.
To minimize bundles going to the street, machineable addressed letter size sequenced sets should be collated into DPS utilizing the barcode sorters. Insuring that these bundles are incorporated into DPS can eliminate additional street time.
Minimal pieces would require no handling by the carrier in the office, generally placed in delivery sequence on loading, and not recorded as volume. There are instances however when SPR volume would require casing. An example would be the receipt of a large volume of AmericaOn Line CD’s. When casing occurs a conversion rate should apply based on a piece count. Do not linearly measure the
SPR
’s. (See the PCRS quick reference chart.)
During Parcel Distribution, Small Parcels and Rolls (SPRS) should be separated from the parcels. SPRS should be isolated from the parcel tub by placing them in smaller containers and placing the smaller container in the parcel hamper. This will eliminate the need for carriers to separate their SPRS and will allow a more accurate count of the parcels.
Below are Best Practices illustrating how SPRS are separated from Parcels during distribution:
Revised on 11/5/2007 Page 13 of 16 SWA Volume Recording Guidelines

Separate Rack for Separating SPRS for parcels (Rack should be located in the parcel distribution area to eliminate double handling during distribution)
Flat Tubs in Parcel Hampers
Revised on 11/5/2007 Page 14 of 16 SWA Volume Recording Guidelines

Plastic tub in parcel hamper.
When volumes must be curtailed or delayed, utilize the Capture Mail Volume –
Manual feature from the Supervisors Workbench in DOIS and enter the volume to be curtailed. The curtailed /delayed volume should be entered utilizing the piece entry selection if a piece count is known. If a piece count is not available, enter the curtailed volume using the linear entry option. When curtailment is necessary, every effort should be made to select non-EOR volumes. This selection would avoid any possibility that automated volumes are inflated when measured for curtailment purposes.
The next day, the Roll-In Previous day button should be utilized instead of remeasuring and recording the curtailed/delayed volumes. The rolled-in volume will come from the previous day on which mail was captured. If the previous day is a
Sunday, Monday’s rolled-in volumes will come from Sunday’s curtailed volumes
(only if mail was captured for that Sunday). If no mail was captured on Sunday,
Revised on 11/5/2007 Page 15 of 16 SWA Volume Recording Guidelines

Monday’s rolled-in volumes will come from Saturday’s curtailed volume. The same rule applies when the previous day is a holiday.
Curtailed/delayed volumes should also be segregated at the carrier case to avoid confusion and possible double counting. For example, the curtailed/delayed mail should be placed in tubs identified as curtailed/delayed mail and placards should be used on the tubs to avoid confusion. (See placard example) This process does not alter the current color code policy .
Any curtailed volume that will be cased in the PM, enter that volume as PM cased volume. The following day if any curtailed volume remains select the Roll-in previous day button to roll in the remaining curtailed volume into the AM cased volume.
Measure and record volume and enter in DOIS as PM Cased Volume. If mail was processed on automation, EOR volumes for the next day will need to be reduced by the PM cased amount.
These guidelines should be used to create delivery unit SOP’s that list specific information tailored to the delivery unit.
Revised on 11/5/2007 Page 16 of 16 SWA Volume Recording Guidelines