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Oct
08
2015
Report Number:
NO-MA-16-001
Report Type:
Audit Reports
Category: Facilities

Management Advisory: Des Moines, IA Network Distribution Center Operations

Background

U.S. Postal Service network distribution centers (NDC) are partof a national system of 21 highly mechanized and automated mail processing facilities with a transportation network dedicated to handling and moving Standard Mail, Periodicals, Package Services, and other mail classes.

On March 24, 2015, Senator Charles Grassley requested the U.S. Postal Service Office of Inspector General (OIG) review complaints regarding Des Moines, IA, NDC processing and transportation operations. Our objective was to determine the validity of the 13 complaints concerning mail processing and transportation issues.

What The OIG Found

We reviewed 13 complaints and found four were substantiated.

Specifically, we found:

  • Employees were not always properly handling damaged mail.
  • Employees were not always timely notifying customers about their damaged mail.
  • Employees were not properly restraining trailer loads of mail.
  • The NDC’s physical timecard controls did not exist.

In addition, we found three complaints were partially substantiated. Specifically:

  • Some employees did not have documented training records for scanning mail.
  • Employees did not always properly color code mail to ensure correct processing order.
  • More than one supervisor per tour authorized overtime but not all supervisors were trained.

The remaining six complaints were not substantiated.

Those complaints were:

  • Employees were generally working unauthorized overtime.
  • Employees were making overpayments to a Mail Transport Equipment Service Center contractor.
  • A mail consolidation contractor was not properly notifying NDC management when mail was returned to the center.
  • Internal controls were inadequate to ensure all mail was dispatched.
  • Forklifts and pallet jacks were not used properly.
  • Employees were assigned to duties for which they were not trained and on-the-job trainers do not provide training.

Highlights

We reviewed 13 complaints and found four were substantiated. In addition, we found three complaints were partially substantiated.

The remaining six complaints were not substantiated.

What The OIG Recommended

We recommended the vice president, Western Area, instruct the manager, Des Moines NDC, to ensure damaged mail is processed according to the national standard operating procedure and require employees to timely notify customers when contents are separated from the packaging. We also recommended the vice president, Western Area, instruct the manager, Des Moines NDC, to require employees to restrain trailer loads about every 10 feet, ensure that timecards are secured, and provide and document training to employees with scanning responsibilities. Lastly, we recommended the vice president, Western Area, instruct the manager,

Des Moines NDC, to ensure the national standard operating procedure for color coding is followed and ensure supervisors approving overtime are trained to use the Time and Attendance Control System.

Report Recommendations

# Recommendation Status Value Management Response OIG Response USPS Proposed Resolution
1

R - 1 -- to ensure damaged mail is processed according to the national standard operating procedure

Closed $0 Agree
2

R - 2 -- to require employees to timely notify customers when contents are separated from the packaging.

Closed $0 Agree
3

R - 3 -- to require employees to restrain trailer loads about every 10 feet.

Closed $0 Agree
4

R - 4 -- to ensure that time cards are secured.

Closed $0 Agree
5

R - 5 -- to provide and document training to employees with scanning responsibilities.

Closed $0 Agree
6

R - 6 -- to ensure the national standard operating procedure for color coding is followed.

Closed $0 Agree
7

R - 7 -- to ensure supervisors approving overtime are trained to use the Time and Attendance Control System.

Closed $0 Agree