Expands the main menu

Breadcrumb

Mail Processing Machine Relocation

Audit Reports

  • Image
    Mail Processing Machine Removal Cover
Mar
26
2024
Report Number:
23-165-R24
Report Type:
Audit Reports
Category: Delivery / Mail Processing

Mail Processing Machine Relocation

Background

As part of the Delivering for America 10-year plan, the U.S. Postal Service is making significant investments in Regional Processing and Distribution Centers (RP&DCs) to modernize its network. The goal of this initiative is to standardize and modernize mail and package processing and improve service reliability and cost efficiency across the nation. The Postal Service opened one RP&DC in calendar year 2023 and is projecting to open about 60 through calendar year 2028. With the implementation of these new facilities nationwide, it will be important for the Postal Service to have a standardized process to relocate mail processing equipment timely and verify accurate accountability of its assets.

What We Did

Our objective was to evaluate the Postal Service’s process for relocating machines and determine whether it’s prepared to move equipment as part of planned network changes.

What We Found

The Postal Service developed a process for mail processing machine relocation to support the planned network changes and has already relocated some mail processing equipment. However, they are at risk of not being prepared to quickly implement planned relocations. Specifically, local management was not uniformly aware of roles and responsibilities or consistently applying the process for relocated mail processing machines and equipment. We determined required records were missing in a Postal Service information system to both document mail processing equipment relocations and to enable timely reconnection of the equipment to support mail processing. Additionally, we found mail processing equipment did not have capital property identification labels affixed as required by policy.

Recommendations

We recommended management (1) update processes and checklist to incorporate the accurate roles and responsibilities for the machine relocation process; (2) document the updated process and checklist in AS-701 and Postal Handbook; (3) develop a process to communicate clear and consistent procedures, including roles and responsibilities, on the machine relocation process; and (4) verify all relocated mail processing equipment has an accurate capital property identification label affixed.

Report Recommendations

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

Update the Equipment Relocation, Modification, and Excessing Requests Process and the Machine Removal Checklist to incorporate accurate roles and responsibilities for mail processing equipment relocations for losing and gaining facilities.

Closed $0 Agree
2

Document the updated Equipment Relocation, Modification, and Excessing Requests Process and the Machine Removal Checklist in Postal Handbook AS-701 and the Material Accountability Officer Guidebook.

Open $0 Agree
3

Develop a process to communicate clear and consistent procedures for the machine relocation process, including roles and responsibilities, to local management at the gaining and losing facilities impacted by the Regional Processing and Distribution Center transitions.

Closed $0 Agree
4

Instruct responsible parties to verify all relocated mail processing equipment has an accurate capital property identification label affixed and the label remains affixed for the life of the asset, in accordance with Postal Handbook AS-701.

Closed $0 Agree