Far East Region Postal Conference by zuy14720

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									     FAR EAST POSTAL CONFERENCE
       FEB 4TH 2008 – FEB 8TH 2008
                                Presented by:
               Dale J Pinchart, FISCY Region Postal Manager
                                    AND
                     PCCM O. Santos, Officer In Charge

LOCATION: SHIOSAI ROOM
TIME: 0700 - 1700



Ready. Resourceful. Responsive!
                          OPENING REMARKS



Captain Benson, Commanding Officer, FISC
 Yokosuka.




                                            2
                   FISC BLDG COMMON AREAS / EVACUATION
                                 ROUTE



                                                           UPSTAIRS




          3RD FL                                1ST FL
                    RESTROOM




DOWNSTAIRS                                      ENTRANCE



    Evacuation Route
     Go out the door, downstairs, exit FISC building and go
       across the street.
                   UPSTAIRS             DOWNSTAIRS



 YOU ARE HERE
                               2ND FL
                SHIOSAI                   MINIMART
                 ROOM
                                                                      3
                                CNFJ ALCOHOL POLICY


    Drinking age: 20
CNFJ Limitation of alcohol
    Public consumption of alcohol by active duty Navy personnel
     assigned to ashore/afloat commands at, visiting, or forward
     deployed to Japan is prohibited at all bars, restaurants, other
     commercial establishments or public places on or off base such as
     parks, fields, streets, public or commercial buildings throughout
     Japan between the hours of 0200 and 0600 Sunday through Saturday
     (7 days per week). This order does not prohibit the consumption of
     alcohol by service members in their respective government or
     private quarters.



                                          In Public Areas
                                            0200 - 0600



                                                                          4
                           CONTACT INFORMATION



 PCCM Santos
   DSN Phone: 315-269-6002
   Email: Otilio.santos@fe.navy.mil
 PCC Weaver
   DSN Phone: 315-243-9824
   Email: Daniel.weaver@fe.navy.mil
 PC2 Nguyen
   Mobile Phone: 090 8453 7595
   Email: David_nguyen@yoko.fisc.navy.mil
 Dale Pinchart
   DSN Phone: 315-243-8993
   Mobile Phone: 090 8623 4403
   Email: Dale_j_pinchart@yoko.fisc.navy.mil



                                                 5
                                    GENERAL INFORMATION



 Yen rate: 110

 NFCU/Community Bank

 NEX/COMMISSARY

 Eating establishments:

     Near Navy Lodge: Chili’s
     Main Street Area: Sbarro’s, Subway, Popeye's, A&W, Long John Silvers and
      Man Chu Wok.
     Bowling Alley: Mean Genes
     NEX area: Anthony’s pizza, Dunkin Donuts, American Grill, Starbucks, and
      Taco Bell.
     Fleet Recreation Area: Mean Genes and Smash Hit Subs.




                                                                                 6
                       FISC INTERNET CONNECTION




 Internet access for personal laptops available at C400 room.
 Please inform PC2 Nguyen if you would like to have access.




                                                                 7
                                TRANSPORTATION



 Sign up for Narita bus
    Located at PSD (bldg 1555).
    Hours:
        Weekdays: 0730 - 1800
        Weekends/Holiday: 0900 - 1430
    Sign up: Via email: cfaybus@cfay.navy.mil. or Call: 243-7777.
    Copy of TDY orders required to reserve seat.
    Roll call conducted 1 hour prior to bus departure. All travelers
     MUST be present to receive boarding pass.
    Bus Schedule: Takes about 1 ½ hours to arrive to Narita pending
     traffic.
        Shuttle 1: Depart 1000
        Shuttle 2: Depart 1230
        Shuttle 3: Depart 1430

 Base taxi: 243-4444


                                                                        8
                ICE BREAKER




Time:
Place:
Cost:
          TBD




                              9
                                   SCHEDULE: FEBRUARY 4TH



1.     CO opening remarks
2.     PowerPoint Briefing by sites/dets/region:
3.     Training/Discussion
         Absentee Ballots
         IDS-MPS issues
         AMPS
         Product tracking / scanning
         Region Postal Overview
         Mobile Unit Mail Routing
         USPS Supplies
         Japan mail transportation scheme review
         Holiday After Action report
4.     Open Discussion



                                                            10
                                SCHEDULE: FEBRUARY 5TH



1.   PowerPoint Briefing Continued.
2.   Review previous days action items.
3.   Training / Discussion
      Postal Assessment Check-list review / schedule
      Weekly Postal Officer Checklist review
      Awards processing / requirements
      Evals / Fitreps
      NSPS Objectives
      SITSUM
      Mobile Unit Mail on Hand Reports (format)




                                                         11
                                  SCHEDULE: FEBRUARY 6TH



Site Visits
1.   Yokosuka post office
        NEOTRACK Demo
        Surveillance Camera
2.     Ikego post office
3.     Atsugi post office
4.     Negishi post office
5.     FMC Yokohoma
         Operations
         Official Mail
         Mail security / screening
         Mobile unit mail routing



                                                           12
                                SCHEDULE: FEBRUARY 7TH



Site Visits
1. Haneda Airport
        Tour Cargo handling section


2.   Yokota Air Base
        Post office tour
        AMC mail processing




                                                         13
                              SCHEDULE: FEBRUARY 8TH



Site Visits
1. Narita Airport:
     Cargo section
2. FMC Yokohoma
3. Closing comments @ 1600.




                                                       14
                                    REGION MAP




                                                        Yokota
                                                       Atsugi    FMC Yokohama
                                           Chinhae               Yokosuka
                                            Sasebo
                                                       Okinawa

                               Hong Kong

                                              Manila                Guam




               Singapore

Diego Garcia         Jakarta




                                                                                15
                                                        REGION POSTAL SERVICES
                                                  Commanding Officer


                           Executive Officer                                    Executive Director

                                               Regional Services Director/400


                                               Regional Postal Manager/410


                                               Regional Postal Manager/410                           Det OIC/Site Director
         417
Guam Official Mail Rm                   414                                   416                               411
   2 Mil (3 CNIC)             Singapore Post Office*                   Sasebo Post Office                FMC Yokohama
                                   4 Mil/1USCS                           11 Mil/1 MLC                 31 Mil/15 MLC/2USCS
         412
                                        414
Diego Garcia Post Office                                                       416
                                Jakarta Post Office*                                                   Negishi Post Office
        10 Mil                                                          Hario Post Office
                                    1 Mil/DOS                                                           (FMC Personnel)
                                                                       (Sasebo Personnel)
        418                             415                                    411                              411
Hong Kong Post Office*          Manila Post Office*                     Atsugi Post Office            Yokosuka Post Office
     4 Mil/DOS                      3 Mil/DOS                          8 Mil/2MLC/1 USCS              14 Mil/2 MLC/3 USCS
         419                            413                                                                 (10 CNIC)
  Okinawa Post Office           Chinhae Post Office                   Kamiseya Mail Room
 5 Mil/1MLC (1 CNIC)                   2 Mil                           (Atsugi Personnel)                      411
                                                                                                         Ikego Post Office
                                                                                                       (Yokosuka Personnel)
                              * Embassy Support              Pending CNIC Billet Issues
White Beach Post Office                                                                                         411
 (Okinawa Personnel)                                                                                      FISC Mail Room
                                                                                                            1 Mil/2 MLC
                                                                                                                              16
                                           REGION SUMMARY


                                     FY08 1st QTR
                                           MILITARY       TOTAL MAIL
               LOCATION        FPO         ASSIGNED   PROCESSED (LBS)    FINANCE REVENUE

Atsugi                    96306-9998              8            214,499         $329,826.04

Chinhae                   96269-9998              2             35,874          $16,346.13

Diego Garcia              96595-9998             10            108,903          $81,531.02

FMC/CMF Yokohama          96347-9998             31          8,972,615          $37,744.31

Guam Official Mail Room   96540-9998              2            165,000           $8,414.89

Hong Kong                 96522-9998              4            174,508           $8,988.83

Jakarta                   96520-9998              1             88,202          $23,923.86

Manila                    96515-9998              3            615,979          $59,432.87

Negishi                   96438-9998              0             47,449          $44,270.00

Okinawa                   96370-9998              5            212,691          $53,433.53

Sasebo                    96322-9998             11            330,295         $290,116.11

Singapore                 96534-9998              4            322,450          $85,212.87

Yokosuka                  96349-9998             21            961,546         $631,831.18

                              TOTALS:          102       12,250,011       $1,671,071.64


                                                                                             17
                                                                         REGION SUMMARY CHART




                                                             FY08 Region Summary
                                                              OCT 2007 - FEB 2008

1,100,000
1,000,000
  900,000
  800,000
  700,000
  600,000
  500,000
  400,000
  300,000
  200,000
  100,000
        0
                                              *Guam Official Mail


                                                                    Hong Kong
                               Diego Garcia




                                                                                          Manila




                                                                                                                                  Singapore
                                                                                                               Okinawa
                                                                                Jakarta
                     Chinhae




                                                                                                                         Sasebo




                                                                                                                                              Yokosuka
            Atsugi




                                                                                                   **Negishi
                                                   Room




                                                                                                                             Total Mail Processed
                                                                                                                             Finance Revenue



                                                                                                                                                         18
                 REGION CUSTOMER SERVICE STANDARDS




   Complete Navy Customer Service manual.
   Website:
    https://www.advancement.cnet.navy.mil/courses/default.asp
   Course Title: 14056 – Navy Customer Service Manual
   All personnel must complete JQR before performing duties.
    Required JQR Finance, Registered. COPE JQR if necessary.
   Newly arrived personnel enroll in USMAP.
   https://usmap.cnet.navy.mil/usmapss/static/usmap.jsp
   No customers waiting to be serviced
   Mailing supplies always readily available (pens, markers, tape,
    boxes)
   Sharp appearance.
   Positive Attitude.



                                                                      19
               CUSTOMER SURVEY RESULTS FISCAL YEAR 2007




                                 TIMELINESS   QUALITY OF
                                     OF        SERVICES    FINANCE HOURS OF
LOCATION            FPO           DELIVERY     PROVIDED       OPERATION
Atsugi              96306-9998       92          100             100
Chinhae             96269-9998       93          100              97
Diego Garcia        96595-9998      100           86              86
USNH Okinawa        96362-9998       87           93              73

Guam                96540-9998       96           98              88
Hong Kong           96522-9998       85          100              96
Jakarta             96520-9998       93          100              93
Manila              96515-9998       97           91              82
Negishi             96438-9998       90          100             100
Okinawa             96370-9998      100          100             100
Sasebo              96322-9998      100          100              89
Singapore           96534-9998      100           92              92
Yokosuka            96349-9998       90           90              98

               AVERAGE TOTALS:      92%          95%             93%




                                                                              20
                          INTERACTIVE CUSTOMER EVALUATION


                                                                       http://ice.disa.mil


The Interactive Customer Evaluation (ICE) system is a web-based tool that collects feedback
on services provided by various organizations throughout the Department of Defense (DoD).
The ICE system allows customers to submit online comment cards to rate
the service providers they have encountered at military installations and related facilities
around the world. It is designed to improve customer service by allowing managers to
monitor the satisfaction levels of services provided through reports and customer
comments. ICE provides the following benefits:


       Allows DoD customers to quickly and easily provide feedback to service provider
        managers
       Gives leadership timely data on service quality
       Allows managers to benchmark the performance of their service providers against other
        DoD organizations.
       Encourages communication across organizations by comparing best practices to
        increase performance results.
       Saves money
                                                                                                21
             ICE REGION RESULTS


                         http://ice.disa.mil
JAN. 2007 TO DEC. 2007




                                               22
ICE QUESTIONS / SUBMISSIONS


                  http://ice.disa.mil




                                        23
                          PROCESSING BALLOTING MATERIAL




 Report any delays of voting material at
  MPO on AMPS daily.
 Ensure all canceling equipment is
  serviceable; order replacements as
  needed.
 Train personnel on handling voting
  material.
 No Voting Material returned to sender
  (RTS) before all available means of
  redirecting are exhausted.
 Screen mail from all mobile units.
  Contact PPO/Suppo about proper
  cancellation and processing of balloting
  material.
 Inquire to USNS/Subs if they have
  cancellation equipment, or questions
  regarding balloting material. Be
  “Proactive”.


                                                          24
                                    OFFICIAL MAIL


Official Mail Clerk: GS-4 Mr. Meng Bare
Contact Info: 269-6742
FMC, Yokohama serves as a consolidated mail facility for Navy mobile
units and shore based facilities throughout the pacific theater.
      Started in Feb 2004. Total savings to date: $107,556 from
       consolidation efforts.




                                                                       25
                                     OFFICIAL MAIL (CON’T)



   Official Express mail – authorization form must be attached.
   Urinalysis – Certified is recommended, but not required. Registered is
    not authorized.
   Send back old meters to FMC. Attn: Mr. Meng.
   Initiatives for Official Mail:
        Apr. 2007: Chinhae
        Jan. 2008: Okinawa Navy Mail
        Future: Camp Fuji / Iwakuni
   Separate official mail from regular mail.
   Endorse on FMC 96347 slide label “Official Mail Postage Required”.
   Mobile unit official mail (future)
   Verify make up
   Remove all meters from units mirror FDNF
   Saving $$/everyone’s cooperation
   Guam provided LOA to process mobile unit mail
                                                                             26
                                 OFFICIAL MAIL (CON’T)




   Proper addressing format. Limited to 5 lines, formatted with a uniform left
    margin and limited to a maximum of 47 characters per line including spaces.
    All Caps and no punctuations, except the zip+4.
   No handwritten addresses authorized on official mail.

   Endorsement:
        DOD OFFICIAL INTRA-THEATER MAIL


      DEPARTMENT OF THE NAVY
      COMMANDER FLEET ACTIVITY
      PSC 473 BOX 1
      FPO AP 96349- 0001
      OFFICIAL BUSINESS


                                 MR JAMES NAVY
                                 4417 BROOK ST NE
                                 WASHINGTON DC 20019-4649



                                                                                  27
                                 OFFICIAL MAIL QUARTERLY FINANCIAL REPORT
                                 FY08 1ST OTR


CMF Yokohama, Japan Quarterly Financial Report FY08 1st QTR


   Number of pieces of outgoing mail                          10,337
   Number of pieces of permit mail dispatched                 0
   Number of pieces of consolidated mail dispatched           5,208
   Number of pieces of intra-area mail                        9,953
   Number of pieces of consolidated mail received             5,726
   Number of pieces sent by alternate carrier                 0
   Customer mailing costs                                     $53,362.52
   Customer savings                                           $8,620.14
   Customer billings                                          $44,742.38
   Postage costs                                              $44,742.38
   Alternate carrier costs                                    $000.00




                                                                           28
          BREAKDOWN OF EXPENDITURES FOR
          COMMANDS



Reimbursable Accounts           RBO Accounts




                                               29
                                           IDS – MPS ISSUES



   IDS (Intra-theater Delivery Service): allows eligible
    individuals to use the MPS to send correspondence to
    the same or another MPO overseas at no cost to the
    sender.
   IDS must meet all requirements for mail, such as,
    complete mailing address, return address, size and
    weight limits.
   Endorse SAM on all MPS boxes with red marker.
                                                                    MPS
   Separate Priority mail with SAM mail. Use universal
    bags for SAM mail.                                        SAM
   Weekly MPS Listings updated by FMC router.
    Provide email to PC2 Montgomery to be added to
    mail listing.
   No MPS to Guam or Hawaii.
   Personnel who are under PCS orders may only send
    uniforms and other military items to their next duty
    station. Household goods are not authorized.
   All MPS correspondence must be cancelled.



                                                                          30
                                                            MAIL SECURITY




       Secure all entrances of mail facilities from
                                                                                     RESTRICTED AREA
        unauthorized personnel.
                                                                             ***AUTHORIZED PERSONNEL ONLY***
       Post sign “Authorized Personnel Only”                                      COMMANDING OFFICIER
        by all entrances.                                                          CHIEF STAFF OFFICIER
                                                                                     POSTAL OFFICIER
       Secure all entrances to mail facility at
                                                                          POSTAL CLERKS AND PERSONNEL ASSIGNED
        night. Record closure on SF 701 (Activity
                                                                             POSTAL INSPECTORS AND AUDITORS
        Security Checklist).
       Secure all vaults. Record opening and                        ALL OTHER VISTORS MUST BE ESCORTED BY AUTHORIZED
                                                                                        PERSONNEL
        closing of vault on SF 702 (Security
        Container Checksheet) .
       Safe combinations are changed annually,
        or when personnel transfers/turnover.
       Keys shall be strictly controlled and
        safeguarded at all times.
       Use PS Form 3977 to store duplicate keys
        and combinations.


    Reference: OPNAVINST 5112.6D, 5-6, Security of Mail Facilities                                                      31
                                                  PDA SCANNING



   Scan special services: Express, Registered, Insured, Certified, Return Receipt for
    Merchandise and Delivery Confirmation.
   Scan all GEMMS label, including all mobile units transiting.
   Scan parcels as Arrive to MPO, upon mail arrival. When parcel is delivered to
    customer or command mail orderly, scan parcel as Delivered.
   Items that does not scan MUST be entered manually on the PDA.
   PS Form 3849 must be used for insurance under $200 if scanning is not available.
   Upload scanned data on AMPS daily.




                                                                                         32
                          MAIL TRANSIT TIMES




Average transit times are determined from scanning
 GEMMS labels.
 Average transit times can be found on AMPS.
 Goal 100% scanned.




                                                      33
                                         MOBLIE UNIT MAIL ROUTING



   All ships mail routed to FMC Yokohoma.
   Saved $115K in Sep. and Oct. 2007 by routing mail to FMC Yokohoma.
   By ship schedule FMC will dispatch to appropriate post office 2-3 days prior to ships
    port visit to area.
   Goal is to eliminate MRI’s.
   Contact FMC Router for ship mail status. Contact Number: 269-6532




                                                                                            34
                                               SURFACE MAIL REPORT




FMC Yokohoma receives two surface containers a week. The average transit time
so far in fiscal year 2008 is 31 days, with an average of 381 pieces per container. Of
the 381 pieces, an average of about 8 pieces are damaged. A percentage of about
2%.



       Avg. Parcels vs. Avg. Damaged Parcels                                      Mail Transit Time

                                                          40.00
                     Damaged                              38.00
                      Parcels                             36.00
                        2%
                                                          34.00
                                                          32.00

                                                   Days
                                                          30.00
                                                          28.00
                       Total Parcels                      26.00
                           98%                            24.00
                                                          22.00
                                                          20.00
                                                                  1   3   5   7    9   11   13   15    17   19   21   23   25   27

                                                                                            Report #


                                                                                                                                     35
                                    MAIL ON HAND REPORT




•   The purpose of this report is to show what ship mail is on
    hand at each location.
•   Template will be emailed to each office.
•    This report is submitted daily via email to general email
    account: fiscyk_postal@yoko.fisc.navy.mil
•   If there is no ship mail , submit email stating no mail on hand.




                                                                       36
                                                    SUPPLIES




   Order postal supplies through FMC Yokohoma. POC: PC2 Jackson.
    Christian.Jackson@fe.navy.mil
   Coming Soon! FMC will have website listing all available supplies on hand.
   Order supplies on PS Form 7380. Email to PC2 Jackson and CC PCCM Santos, PCC
    Levu and PC2 Nguyen.
   If item is not listed, please inform PC2 Jackson to place order.
   Excess orders will be reduced.
   Order should arrive within a week.
   PVI Labels, Trans380 ribbons, tags and labels can be ordered through FMC
    Yokohoma.
   Inventory all postal supplies on PS Form 1586.
   Have 1 month supply at each post office. Inventory must be done regularly to ensure
    adequate supply is available.
   All IRT Equipment contact Lockheed Martin for replacement except PVI Machines
    and Trans380 equipment. PVI Machine replacements, contact Mr. Pinchart. Trans380
    equipment contact Trans380 customer service representative.


                                                                                          37
                                      PS FORM 7381




 Submit to RPM with justification.

 Follow up on items ordered.

 If there is something needed to
  “spice” up the post office, order
  it!!




                                                     38
                NAVY FAR EAST REGION MAIL MAKE-UP AND
                DISPATCH (1 of 2)



To streamline the processing of mail each post office/mail
processing facility must adhere to the following

DO:
 Ensure all mail is separated and placed in appropriate
    trays/tubs/sacks for dispatch and labeled accordingly on strip
    label (letters/flats/directory/film mailers, etc)
 Dispatch directory mail separate from clean mail
 Place all Netflix CD’s with clean letter mail
 Ensure all mail is postmarked properly or has “revenue or non-
    revenue” PVI Label attached as “proof of acceptance”
 Use proper banding material to secure letter trays and flat tubs




                                                                     39
                    NAVY FAR EAST REGION MAIL MAKE-UP AND
                    DISPATCH (2 of 2)



DO NOT:
 Use rubber bands to bundle letters in letter trays
 Use rubber bands to bundle flats in flat trays
 Dispatch letters in sacks
 Commingle directorized mail with clean mail
 Commingle envelopes containing merchandise with other
    letters
 Commingle film mailers with letters/flats
 Place small parcels in flat tubs
 Place flats in letter trays
 Use tape to secure letter trays/flat tubs
 Wrap letter trays and flat tubs with plastic

**If a letter tray contains balloting material, the balloting tape must
       be put across the top of the letter tray for identification
       purposes only, not to prevent the removal of the sleeve.

                                                                          40
                                                         CLICK N’ SHIP


Click-N-Ship is a product designed by the United States Postal Service to create pre-paid
shipping labels used specifically for the US Postal System. This feature allows users to print
out labels on standard printing paper.
                    https://sss-web.usps.com/cns/landing.do

                               Click-N-Ship
                   •Verify postage
                   •Customs requirements
                   • Print $0.00 PVI / second PVI
                          Press Alpha + Z to print $0.00 PVI.
                   •Scan delivery confirmation with PDA
                   scanner.
                   •Advise customer to check status via
                   http://www.usps.com and email notification
                   sign up.




                                                                                                 41
                             SITSUM REPORT




              Submit in timely manner




                   SITSUM
  Update
                   REPORT                Used to obtain
                                          information
 required                                 required for
section for                               various data
   MPO                                        calls




               Ensure information is
               correct and accurate

                                                          42
                                         AUDITS




Common discrepancies:
     Not submitted timely (NLT 15th)
     Insufficient documentation
     All personnel not listed
     Attention to detail
     Cover sheet from COPE “via” Postal Officer/PO supervisor
     Include all audits
     Email / Scan to PDF file




                                                                 43
                  AMPS: MPO INFORMATION



    Ensure          Spot check to
information is                           Update Point
                       ensure
  frequently                              of Contacts
                      accuracy
   updated
                 http://amps.mpsa.mil/




                                                        44
                                   AMPS: PS FORM 1590



   Update as necessary.
   Monitor to ensure MACOM and JMPA-PAC update.
   List only capital/sensitive equipment.
   Print from AMPS and provide to auditors at the time of audit.
                          http://amps.mpsa.mil/




                                                                    45
                      CONFERENCES / TELE / VTC




 Provide input/comments on issues affecting your
 MPO.

 NAVSUP conference twice a month.

 Mail P & S Tele conference once a month.




                                                    46
                                                   TRAINING


 Executive Mail Center Manager Course
 EMCM program is a comprehensive training program that is designed for individuals
  who wish to develop Mail Center Management skills. The program teaches skills
  needed to:
    Manage more effectively
    Improve mail center safety and security
    Boost productivity
    Cut costs
 Program Highlights
    1 week program.
    Comprehensive exam administered as part of training
    Held at the National Center for Employee Development in Norman, OK
 Goal is for E-6 and above to attend.
 http://www.usps.com/mailcentermgr/

 JQR – COPE, Finance, Registered




                                                                                      47
                                  POSTAL ASSESSMENTS




 Conducted annually or as needed.

 Fix discrepancies noted from last assessment.


                        Postal            Click here for PAV
                      Assessment          Checklist
                         Visit




                                                               48
          END OF PRESENTATION




ANY QUESTIONS
OR COMMENTS?




                                49

								
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