4 Mail Processing Procedures - Postal Employee Network

1 421 mail Processing ProceduresContents187 POM Issue 9, July 2002 Updated With Postal Bulletin Revisions Through October 31, 20024 mail Processing Procedures41 IntroductionOnce mail is collected and brought to the Processing facility, it must bedistributed, transported, and delivered to its final destination. This processbegins with mail preparation, which entails dumping, culling, facing, traying,and canceling the collected mail . Once this is accomplished, the mail is readyfor distribution or sorting. After mail preparation and distribution , the mail isrouted and dispatched to a destinating Processing facility where it is finalizedand sent to the carrier unit for Responsibilities421 HeadquartersNetwork Operations Management has the following mail Processing for interarea receipt and distribution toensure optimal service and and issue instructions, Procedures , policies, guidelines, anddirectives pertaining to manual, mechanized, and automated mailprocessing and and approve proposed changes in the makeup and labeling ofmail processed at area distribution centers (ADCs), automated areadistribution centers (AADCs), air mail centers/facilities (AMC/Fs), andbulk mail centers (BMCs)

2 Concurrent with area with Address Management all ZIP Code assignments andrequests for ZIP Code changes and and issue instructions, Procedures , policies, guidelines, anddirectives pertaining to inter-intra transportation using all list of all Network Processing facilities as shown in the nationallabeling lists (see DMM L).Note: ZIP code assignments to facilities change depending onclass or shape of Operations ManualContents188 POM Issue 9, July 2002 Updated With Postal Bulletin Revisions Through October 31, 2002422 Area OfficesOperations Support in the area offices will review all plans submitted by thecustomer service Processing facilities, air mail centers/facilities (AMC/Fs),and bulk mail centers (BMCs) for completeness and compatibility withlong-range mail Processing and delivery needs of the area.

3 In-Plant Supportreviews and approves all operating plans, deployment plans, metro plans,equipment plans, sort plans, long-range Remote Barcoding System (RBCS)plans, and review of staffing and scheduling (Site Meta) plans developed andsubmitted by the P&DC/Fs. distribution Networks (DNs) in the area office willreview all the plans mentioned in the preceding sentence that are submittedby the AMC/Fs, PDC/Fs, customer service facilities and BMCs. In addition,Areas have these , evaluate, and direct, when necessary, mail Processing in thearea to ensure complete and continuing compliance with Headquartersguidelines and Networks determines and implements managed mailprocessing (MMP) distribution requirements for facilities in the area sservice area and resolve field differences pertaining to transportationneeds for the intraarea and interarea movement of and issue guidelines to facilitate the development of schemes,schedules, and unit operating an effective reporting system for communicating ongoing,workable mail Processing programs to Headquarters, other areas, andlocal a copy of all approved plans on file.

4 Submit plans that require ZIPCode assignments or changes to Address Management, CustomerService requirements for installations in the area regarding the typeand extent of mail distribution and the schemes and methods plans that require changes to the distribution Network for anyclass of mail to Logistics, Network Operations Management, distribution area DN manager administratively reports to area manager, OperationsSupport. It is responsible for preparing all authorized National Air and SurfaceSystem (NASS) dispatch and routing instructions. distribution Networksperform the following functions when designing dispatch and logistical plans for movement of mail from an originatingcustomer service facility to the destinating Processing facility as notedin the area s internal labeling instructions and as specified byHeadquarters distribution Networks.

5 Internal labeling Processing ProceduresContents189 POM Issue 9, July 2002 Updated With Postal Bulletin Revisions Through October 31, 2002specify what appears on placards and labels. A master file of this list iskept in the area transportation for routing mail between and within a minimum of two dispatches for tie-out purposes. Processingfacilities must execute the respective dispatch, labeling, and transferoperations as described in the operating extra trips and emergency transportation as the authorized distribution and routing of all classes of mailoriginating in the area, and issues appropriate or approves the authorization of any intraarea and implements service improvement programs. ReviewsODIS and EXFC scores to target service problems.

6 Evaluates therelationships of sort programs to the existing transportation that transportation is giving our customers the best possibleservice. Ensures that all Processing facilities are in compliance with theestablished and approved transportation PVS requirements for inter-plant, AMC/AMF, and BMC RailYard RequirementsFor any system to be effective, an open exchange of information must takeplace. This exchange of information will help develop plans for the movementof mail from an originating mail Processing facility to the destinating mailprocessing facility that is noted in the labeling instructions and specified bythe Postal Service distribution Network . distribution Networks (DN) isresponsible for thoroughly explaining all NASS dispatch reports to personnelat mail Processing facilities.

7 mail Processing facilities are responsible fornotifying DN of operational changes, errors in NASS reports, and suggestionsto improve service and/or cost and distribution associate offices, stations, and branches will send outgoing mailto the Processing and distribution center /facility (P&DC/F) or customerservice facility for Processing and dispatch. Processing and distributionfacilities report directly to the area office on mail Processing and distribution center /facilities will provide instructions onpreparation of collection mail , dispatch schedules, and sort plan requirementsto associate offices and mailers. Labeling instructions for all classes andcategories of mail are issued by Network Operations Management, Operations ManualContents190 POM Issue 9, July 2002 Updated With Postal Bulletin Revisions Through October 31, Plan ReviewP&DCs review all standard operating plans submitted by their P&DFs forcompleteness and compatibility with the long-range mail Processing anddelivery needs of the center s area of responsibility.

8 The P&DC submitsappropriate plans in a complete package to the area office. ADCs andAADCs for all classes of mail are proposed by the Vice President, AreaOperations, for approval by Network Operations Management, , P&DC/Fs are selected to function as ADCs or AADCs. They musthave sufficient work space and automated and mechanized processingcapability to handle the managed mail Processing volume destinating in theirarea. Separations of mail by specific ZIP Code areas for these ADCs/AADC sare mandatory at each originating Processing facility. Incoming and outgoingmail distribution is performed following area guidelines and must becompleted by the cutoff times listed in the operating plan for each processingfacility.

9 ADCs and AADCs are ultimately determined by the vice president, Network Operations Management, Headquarters, Area distribution Networkshas a major role in determining what the ZIP Code range shall be for eachADC and AADC. These ZIP Codes are based on optimum transportationcapabilities and established service commitments. Area manager, NetworkOperations Management, should submit recommendations to the VicePresident, Network Operations Management, distribution CentersArea distribution centers (ADCs) for all classes of mail are shown in thenational labeling lists (see DMM L). Generally, facilities selected to functionas ADCs must have sufficient work space and mechanized processingcapability to handle all First-Class mail , Periodicals, and Standard mail that isaddressed to destinations in the ADC service area.

10 Separations of mail byspecific ZIP Code areas for these ADCs are mandatory at point of Area distribution CentersAutomated area distribution centers (AADCs) for all classes of mail areshown in the national labeling lists. Generally, facilities selected to function asAADCs must have sufficient work space and automated Processing capabilityto handle all First-Class mail , Periodicals, and Standard mail that isaddressed to destinations in the AADC service area. Separations of mail byspecific ZIP Code areas for these AADCs are mandatory at point of Office distribution ResponsibilitiesAn associate office (AO) reports directly to and receives instructions from thedistrict office, in cooperation with the P&DCs, on mail Processing postmaster of an AO is responsible, along with Customer Service andSales, for keeping mailers advised of the correct makeup and labeling of allclasses of Processing ProceduresContents191 POM Issue 9, July 2002 Updated With Postal Bulletin Revisions Through October 31, 2002425 Air mail center /FacilityAn air mail center /facility (AMC/AMF) is a Postal facility located at or adjacentto an airport.