Data Collection User’s Guide for In-Office Cost System Handbook F-45 October 2004 Transmittal Letter 20 A. Purpose. This handbook serves as both a training aid and reference guide for Postal Service employ- ees at headquarters, area and districts offices, and local postal employees who conduct and support In-Office Cost System (IOCS) tests. The procedures contained in the handbook are part of the Postal Service's continuing effort to improve data quality and productivity through benchmarking and stan- dardizing of best practices as outlined in the Postal Service's Transformation Plan. B. Distribution. 1. Initial. This handbook is distributed to Statistical Programs Service Centers, managers of Statisti- cal Programs, and other offices and personnel involved with IOCS testing. 2. Copies. You can order Handbook F-45 from the Material Distribution Center (MDC) by using touch tone order entry (TTOE): Call 800-332-0317, option 2. Note: You must be registered to use TTOE. To register, call 800-332-0317, option 1, extension 2925, and follow the prompts to leave a message. (Wait 48 hours after registering before you place your first order.) C. Online Availability. You may view this handbook in electronic format on the Postal Service PolicyNet Web site. Go to http://blue.usps.gov. Under "Essential Links" in the left-hand column, click on Refer- ences. Under "References" in the right-hand column, next to "PolicyNet," click on text. Click on Hbks. The Statistical Programs Web site also provides a link to this handbook at http://blue.usps.gov/statprog/. D. Comments. Please refer all questions and suggestions about the content, clarity, organization, and format of this document in writing to: MANAGER STATISTICAL PROGRAMS US POSTAL SERVICE 475 L'ENFANT PLAZA SW RM 1830 WASHINGTON DC 20260-1830 E. Effective Date. This handbook is effective October 2004, and includes information previously pub- lished in Statistical Programs correspondence up through and including Policy Memo Statistical Pro- grams Letter #3, FY 2004, dated December 5, 2003. 475 L’ENFANT PLAZA SW WASHINGTON DC 20260-5000 WWW.USPS.COM This page intentionally left blank ii Contents Contents Summary of Changes................................................................................... iii List of Figures........................................................................................... xxiii List of Exhibits.......................................................................................... xxxi List of Tables .......................................................................................... xxxiii List of Questions ..................................................................................... xxxv Preface........................................................................................................ xliii Who Should Read This Book .......................................................................... xlv How to Use This Book ................................................................................... xlvii Conventions Used in This Book .................................................................... xlix Trademarks..................................................................................................... xlix Icons ............................................................................................................... xlix Procedures...........................................................................................................l Section and Subsection Headings ......................................................................li Screen Shots ......................................................................................................li Bullets .................................................................................................................li Screen Names and Options...............................................................................lii Acronyms........................................................................................................... liii Where To Go for More Information................................................................. lvii Chapter 1 Introduction ........................................................................................ 1–3 Understanding the In-Office Cost System...................................................... 1–3 Data Collection............................................................................................... 1–4 Analysis.......................................................................................................... 1–4 Reporting ....................................................................................................... 1–4 Index ...................................................................................................................... 1–5 Chapter 2 Preparing for the In-Office Cost System Reading........................... 2–3 2.1 Loading New Samples onto the CODES Laptop Computer..................... 2–5 2.2 Preparing for Each Day’s Readings ........................................................... 2–7 2.2.1 Examining the Readings Schedule Report .................................... 2–7 2.2.2 Determining the Sampled Employee’s Starting and Ending Times 2–9 2.2.3 Recalculating the Scheduled Reading Time................................ 2–10 2.2.4 Notifying the MSP If a Reading Must Be Rescheduled ............... 2–12 Related Materials for Preparing for the In-Office Cost System Reading........ 2–15 RM 2-1 IOCS Readings Schedule Report ............................................... 2–16 RM 2-2 Time Conversions....................................................................... 2–17 RM 2-3 Roster Designation and Activity Codes ...................................... 2–19 Index .................................................................................................................... 2–21 October 2004 Page xv Data Collection User’s Guide for In-Office Cost System Chapter 3 Locating the Employee and Completing the Header Screen ....... 3–3 3.1 Understanding the Actual Reading Time................................................... 3–5 3.2 Using the 30-Minute Rule ............................................................................ 3–7 3.3 Locating the Employee, Observing the Activity Being Performed, and Isolating the Appropriate Mail ............................................................. 3–9 3.3.1 On-Site Readings .......................................................................... 3–9 3.3.2 Telephone Readings.................................................................... 3–11 3.3.3 Return Call Readings................................................................... 3–11 3.4 Completing the IOCS Header Screen and Verifying Employee Information ................................................................................................. 3–13 Index .................................................................................................................... 3–29 Chapter 4 Activity Questions for Supervisors and Professional, Technical, and Administrative Employees ...................................... 4–3 4.1 Facility Type (Q15C1) .................................................................................. 4–5 4.2 Operation Number ....................................................................................... 4–7 4.2.1 MODS Operation Number (Q15C2a)............................................. 4–7 4.2.2 PIMS/Work Center Number (Q15C2b) .......................................... 4–7 4.3 Supervisor Activity ...................................................................................... 4–9 4.3.1 Employees (Q15C3) ...................................................................... 4–9 4.3.2 Normal Craft (Q15C4).................................................................. 4–10 4.3.3 Supervisor (Q15C5)..................................................................... 4–11 4.3.4 Responsible (Q15C6) .................................................................. 4–12 4.3.5 Categories of Craft-Level Employees .......................................... 4–12 4.4 Carriers (Q15D) .......................................................................................... 4–17 4.5 Clerk/Mail Handler Operational Areas (Q15E1) ....................................... 4–19 4.5.1 Accountable Mail Operations (Q15E2a) ...................................... 4–22 4.5.2 Other Mail Processing Operations (Q15E2b) .............................. 4–23 4.5.3 Admin Activities (Q15E3)............................................................. 4–24 4.6 Other Craft-Level Employees (Q15F) ....................................................... 4–25 4.7 No Craft-Level Employees (Q15G) ........................................................... 4–27 Related Materials for Activity Questions for Supervisors and Professional, Tech- nical, and Administrative Employees ................................................................ 4–29 RM 4-1 United States Postal Service BMCs, BMFs, and ISCs ............... 4–30 Index .................................................................................................................... 4–31 Chapter 5 Activity Questions for City Carriers ................................................. 5–3 5.1 Work Location .............................................................................................. 5–5 5.1.1 Clocked to Office or Street Operation (Q16A1) ............................