Management’s Daily Time Projections
As I make my daily visits into my offices, I regularly hear the carriers make comments about the Supervisor giving them projected leaving times. The Supervisors are basing these time projections using Delivery Operations Information System (DOIS) for the projected times that the Postal Service has developed to determine a Carrier’s leave and return time. In the past Management has relied upon other information such as Performance Engagement Tool (PET) or linear measurements which also weren’t accurate or dictated a carriers leave or return time. These Supervisors are using this tool daily and in some instances are being misused which can create a hostile and stressful work environment. Unfortunately, many of the Supervisors believe that these time projections are the gospel, however, they are not!
In many cases, the projected information is often inaccurate due to omitted information. Recently Postal Headquarters informed the National Union they were changing the amount of time to deliver a parcel from 90 seconds to 60 seconds per parcel when DOIS estimates a route’s street time. This change to DOIS does not modify any contractual rights or handbook provisions for city letter carriers. Every day presents different circumstances that are not programmed into Management’s Daily Time Projections, Let’s be honest, parcels increased and the change in the program will definitely have an impact on their projected return times.
Therefore, disputes over the value of Management’s Daily Workload Projections such as DOIS have been resolved at the National Level. In particular Memorandum of Understanding (MOU) M-01444 states the following:
“The issue in these grievances is whether or not the Piece Count Recording System (PCRS), Projected Office Street Time (POST), or the Delivery Operation Information System (DOIS) violate the National Agreement. After reviewing the matter, we mutually agreed to settle these grievances as follows: Daily piece counts (PCRS) recorded in accordance with the above-referenced system (POST or DOIS) will not constitute the sole basis for discipline. However, daily counts recorded in accordance with these procedures may be used by the parties in conjunction with other Management records and procedures to support or refute any performance-related discipline. This does not change the principle that, pursuant to Section 242.332 of the M-39, ‘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.” Furthermore, the pre-arbitration settlement H1N-1ND31781, dated October 22, 1985, provides that “there is no set pace at which a carrier must walk and no street standard for walking.”
In addition, several other Step 4 Agreements do not allow management to use daily time projections as the sole determination in evaluating a Carrier’s workload. M-01624 clearly states in the relevant part: “that DOIS does not replace a supervisor’s ability or responsibility to make decisions. It is the Supervisor’s responsibility to review P.S Forms 3996 and assess any unusual circumstances. Since many offices have FSS there is also an MOU, M-1769 which states in part:
Projections are not the sole determinant of a carrier’s leaving or return time or daily workload. Accordingly, the resulting projections will not constitute the sole basis for corrective action. ‘This agreement does not change the principle that, pursuant to Section 242.332 of Handbook M-39, 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.’ Furthermore, as stated in the agreement for case Hi N-1 N-D 31781, "there is no set pace at which a carrier must walk and no street standard for walking." Projections are not the sole determinant of a carrier's leaving or return time or daily workload. The use of any management created system or tool that calculates a workload projection does not change the letter carrier's reporting requirements outlined in section 131.4 of Handbook M-41, the supervisor's scheduling responsibilities outlined in section 122 of Handbook M-39, or the letter carrier's and supervisor's responsibilities contained in Section 28 of Handbook M-41.
MOU M1664 states in part: The Delivery Operations Information System (DOIS) is a management tool for estimating a carrier's daily workload. The use of DOIS does not change the letter carrier's reporting requirements outlined in section 131.4 of Handbook M-41, the supervisor's scheduling responsibilities outlined in section 122 of Handbook M-39, or the letter carrier's and supervisor's responsibilities contained in Section 28 of Handbook M-41. DOIS projections are not the sole determinant of carrier's leaving or return time, or daily workload. As such, the projections cannot be used as the sole basis for corrective action.
These settlements clearly demonstrate that daily workload projections by Management are not the sole determinant of the carrier's leaving or return time or daily workload. Despite this fact, there are too many instances where settlements are ignored, and workload projections create daily disputes and, in some instances, create a hostile work environment when a carrier requests or fills out a P.S Form 3996 (overtime/ auxiliary assistance).
I always instruct the carriers to respond to Management when they come around with the projected leaving time “That they will do their best. The NALC Contract Administration Unit provides the following advice on how to handle these situations when these National Settlements are ignored.”
Verbally inform your Manager when you believe you cannot maintain your schedule within eight hours.
Request PS Form 3996. If your Supervisor tells you that you don’t need one because he/ she expects you back on time then respectfully explain to them as per the contract you are requesting the form and expect that he or she will adhere to the request. If you are denied the form, immediately request to speak to your Shop Steward. If your request to speak to the Steward is denied, then make sure another carrier hears your request. Don’t scream the words at the top of your lungs, just make sure someone other than yourself hears the request. After you have been provided a copy of the 3996 fill out the form completely. Statements from your Supervisor like ‘This is your demonstrated ability” are not legitimate and do not change your situation. Most importantly, don’t let these comments get under your skin and stop you from requesting the assistance you need.
Keep your cool. Don’t lose your temper. If your Manager denies your request for overtime or assistance, state to him or her that you will do your best. Then politely ask what they want to do in the event you cannot complete the assignment within the time their expected return time? Unfortunately, many Supervisors will respond by saying “I just told you what I want you to do” or “Deliver all the mail and be back on time. Under the circumstances that are not a valid instruction by the Supervisor.
Don’t argue. There is no point in arguing with your Manager as they will only dig in further and you may wind up saying something that could lead to discipline. The best thing you can do at this point is just say “okay, I’ll do my best” and ask for a copy of your 3996, Section 122.33 of the Handbook M-39, Management of Delivery Services requires Managers to provide you with a copy if you request it. At this point, finish your office work and go to the street. Do the best that you can. Take your breaks and take your lunch. All too often Carriers tell me they are giving up their breaks to get back on time. That just doesn’t make sense, you are entitled to those breaks and the Union has fought hard to get to for you.
Don’t make any decisions on your own. You should do everything you can to put the ball back in Management’s hands. Many times, Carriers make the decision to either bring some mail back or deliver all the mail and return back to the office late. By taking the overtime without authorization from Management you could be disciplined for taking unauthorized overtime. I know many carriers believe they only have the two above options. You need to make the Manger make the decision, after all, that’s what they get the big bucks for. Carriers get paid to deliver the mail; Management gets paid to make the decisions. That’s their job make them do their job.
The best way to handle the situation is to call the office and speak to the Supervisor, the district policy is for carriers to call by a certain time. You can also send out a text through the scanner for a record as well. I suggest you call and send the text for your records in case you need it down the road. If the line is busy or no one answers the phone, you should keep on trying to get through. Don’t wait until it’s almost time to go back to the office to call last minute. Once you contact Management let the Supervisor know how long you believe it will take you to complete the assignment. Ask Management what they want you to do, should you complete the assignment or bring the mail back? Make a note of who you spoke to, what time it was, and what the instructions were. Along with how long it had taken to contact Management. Follow whatever instructions your Supervisor or Manager gave you. Any disputes that arise from the instructions given to you will have to wait (such as but not limited to overtime issues).
If the Manager/ Supervisor refuses to instruct you on what to do with the rest of the mail or if you cannot finish your assigned duties in the amount of time initially specified by your Supervisor, you should return to the office in the allotted time and ask for further instructions. Don’t just return to the office and leave the mail in the building without talking to the Manager. Follow the instructions your Supervisor gives you.
If you get instructions like “Don’t call back to the office and don’t bring mail back”, you should request to see your Steward upon your return and ask him/ her to file a grievance. The same is true when your Supervisor refuses to give you instructions when you call back in the afternoon. In order for a successful grievance to be filed, you must write a detailed statement. This should be easy if you had taken notes as I advised above.
Finally, but definitely not least, never curtail mail unless instructed to do so by your Supervisor. If you are instructed to curtail mail, then complete a PS Form 1571 and request a completed copy back. If at any time Management insists their daily projections are the sole determination for a Carrier's leaving or return times, fails to provide you with a 3996 or 1571 or duplicate copy of the forms, or creates a hostile or stressful workplace then you must see your Steward so they may investigate and possibly file a grievance if necessary.
I would like to take a moment and wish a Happy Mother’s Day to all to who it applies. I also want to wish everyone a Happy Memorial Day. I know some don’t like the saying and I completely understand, but I mean it as a place of grateful joy for the life we live today that was provided by the sacrifices of those brave servicemen and women who have paid the ultimate sacrifice. Happy Father’s Day to all as well!
