Chapter 4 Our Operations

 A Subcontract Management reporting module for suppliers was introduced, with training made available to over 500 professional buyers and suppliers, including a targeted introduction to members of the Postal Supplier council.

In recognition of efforts to establish and maintain a strong competitive supplier base that reflects the diversity of the supplier community, DiversityBusiness.com again named the Postal Service as the Top Organization for Multicultural Business Opportunities. It is the first time an organization has received this honor for three consecutive years and demonstrates the Postal Service’s commitment to minority-owned and women-owned business through the volume, consistency, and quality of business opportunities it offers. The Supplier Diversity program has also been recognized by several industry trade journals including SAVOY Professional and DiversityPlus, for its commitment to providing access to business opportunities.

Information Technology

Advanced Computing Environment / Upgrading The Infrastructure

The Advanced Computing Environment (ACE) is a comprehensive lifecycle management system of standardized hardware and software that allows for more efficient, centralized user support. Second generation ACE II upgrades are gradually replacing older ACE units with hardware that offers more memory and improved logon times, and can be restored by the user if data or programs become impaired. Deployment began in 2007 and will continue for two years. At the end of 2008, 92,000 ACE II workstations have been installed.

Information Security

The Postal Service has implemented significant controls over its computer equipment and data. Policies have been established that place limitations on the use of non-postal devices to access the postal intranet or to store Postal Service information. Assignment of laptop computers to employees has been limited strictly to business need, and the storage of sensitive information greatly restricted. New accountability procedures were also put in place this year. In addition, the Postal Service has implemented full disk encryption for all laptops, with completion expected in the spring of 2009.

It Network Upgrades

Upgrades to the postal IT network are more than 99 percent complete and almost every postal location now has dedicated high speed access. Dial-up is still used for mobile connectivity and as a contingency solution; however, its usage is being greatly reduced. Over 5,000 postal locations had network upgrades in 2008.

The personal digital assistant (PDA) system continues to provide remote communications capability to employees, including Continuity of Operations team members, even when postal facilities are without power or shut down.

Starting in 2008, all 8,497 users nationwide were upgraded to an updated PDA device that dramatically cuts communication costs by leveraging pooled cell phone minutes.

The Enterprise Data Warehouse (EDW) is the integrated source of information for both standard reporting as well as business intelligence reporting. It contains data from more than 135 separate source systems and provides cross-functional access to a wide range of data, including retail, financial, logistics, facilities, and human resources. The EDW serves over 49,000 distinct users, who generate more than 8.7 million reports annually. As the EDW continues to evolve, the major focus will be on ensuring broad availability, data integrity, and improved service performance for users.

Security and Emergency Preparedness

Security

Postal Inspectors conducted more than 588 security assessments and reviews at postal and contractor facilities in 2008. The reviews prevent incidents and mitigate risks to employees, customers, and postal assets. Assessments ranged from reviewing compliance with procedures on building and vehicle security, accountable mail, hiring, and enforcement of employee identification requirements, to more comprehensive security reviews which include detailed facility risk assessments. In addition, 30,339 facility security surveys were completed through the Postal Inspection Service’s security control officer program.

Postal Inspectors also conducted investigations of mail service and security. Known as Observations of Mail Condition (OMC) reviews, these investigations were performed at 59 plants and customer service facilities, primarily during the Holiday mailing season. Postal Inspection Service personnel conducted more than 10,000 Aviation Mail Security and approximately 6,600 Hazardous Materials Program Reviews during 2008. The reviews measured facility and employee compliance.

Emergency Preparedness

Comprehensive emergency management plans have been developed and deployed to meet the requirements addressed within the National Incident Management System, the National Response Framework and Homeland Security Presidential Directives. National Preparedness provides an “all hazards” approach — for prevention, preparedness, response, and recovery protective measures related to domestic terrorist attacks, major disasters and other emergencies.

The Postal Service participated in more than 430 local and national emergency response tests to assess integration with other emergency response providers and to test local preparedness and continuity of operations plans. Preparedness activities are designed to improve coordination among Postal Service functional areas, to minimize duplication of planning efforts, and to establish a standardized emergency management process within the Postal Service.