Delivery Operations Information System (DOIS) Deployment Toolkit DOIS Deployment Management Guide Section 4 March 1, 2009
Training and Deployment Execution DOIS Deployment Management Guide Section 4 Training and Deployment Execution Time (in ) Phase x-5 DDT Training Phase 2 (4.1) Conduct training x-4 x-3 x-2 x-1 x x+1 x+2 Pilot Activation (4.2) Activate pilot site Data Preparation and Verification Activities (4.3) Continues through "x+9" Ensure data loaded into DOIS is complete End User/Manager Training (4.4) Continues through "x+8" Conduct DOIS for End Users and DOIS for Managers Training Site Activations (4.5) Continues through "x+9" Conduct site activations Progress and Status Reporting (4.6) Continues through "x+9 1/2" Conduct progress and status reporting Best Business Practices Review (4.7) Continues through "x+9 1/2" Conduct Best Business Practices Review Audience Timeframe DOIS Area DOIS Activation DOIS Training DOIS Site Activators DOIS Facilitators x-5 to x+9 ½ Once readiness assessments are complete and the results are analyzed, the Training and Deployment Execution Phase begins. This phase starts at x-5 and continues through x+9 ½, and includes training the remaining members of the District Deployment Team (DOIS Deployment Team Training Phase 2), training the managers and end users of DOIS, and the completion of the pilot site activation. This section covers the execution of both DOIS Deployment Team Training Phase 2 and DOIS for End Users and DOIS for Managers Training. This section also provides details for the data preparation and site activation activities required for DOIS deployment in the district. During the Training and Deployment Execution phase, DOIS District Deployment Team members should complete the following activities: Conduct DOIS Deployment Team Training Phase 2; March 1, 2009 Page 4-1
Utilize the DOIS Training Management Guide; Utilize the DOIS Site Activation Guide; Complete pilot site activation; Complete data preparation activities; Conduct DOIS for End Users and DOIS for Managers Training; Complete site activation; Conduct progress and status reporting; Conduct review of Best Business Practices. March 1, 2009 Page 4-2
Section 4.1 DOIS Deployment Team Training Phase 2 Audience Timeframe DOIS Site Activators DOIS Facilitators DOIS Training DOIS Activation x-5 DOIS Deployment Team Training Phase 2 is conducted by the DOIS Facilitator and focuses on preparing DOIS Site Activators, pilot site delivery unit supervisors, and postmasters/managers for the deployment of DOIS in the district. The training occurs in the x-5 timeframe. Refer to Section 2.4.2 for logistic details regarding training room set-up procedures. DOIS Deployment Team Training Phase 2 is a four and a half day training session and is comprised of the following three courses. DOIS Deployment Team Training Phase 2 DOIS for End Users (2 days) DOIS for End Users prepares and motivates participants to use DOIS in the delivery unit. Participants in this course gain a functional understanding of DOIS and learn to use DOIS data to manage a delivery unit. DOIS for Managers (1/2 day) DOIS for Managers enables managers to use DOIS data to manage delivery operations. The course discusses the DOIS forms and reports with which managers should be familiar. DOIS for Site Activators (2 days) DOIS for Site Activators is designed to build the knowledge and skills necessary for DOIS Site Activators to deploy DOIS within a district. The workshop includes lessons on how to complete data preparation, data verification, DOIS installation/configuration, and on-site user support activities. Participants should become familiar with the DOIS Site Activation Guide and learn to use it to conduct site activations at delivery units. In addition, participants are introduced to the DOIS deployment schedule and the DOIS Deployment Roadmap. DOIS Deployment Team Training Phase 2 Attendance and Expenses Tracking The District Financial Tracking spreadsheet is used to assist the DOIS District, the DOIS Area, and the DOIS PMO in monitoring financial expenditures including DOIS training and travel expenses. The DOIS District should track these training March 1, 2009 Page 4-3
hours and travel expenses using the District Financial Tracking spreadsheet on the Deployment and Training Workbench. On the Tuesday after the last day of each accounting period, the DOIS District should provide the DOIS Area with the completed District Financial Tracking spreadsheet. DDMG Section Responsibility Activity Completed during 4.1 DOIS Training Ensure training room is set up according to guidelines provided in Section 2.4.2. x-5 4.1 DOIS Training 4.1 DOIS Training 4.1 DOIS District Ensure participants attend DOIS Deployment Team Training Phase 2. Take copies of PS Forms 1357 to DOIS Deployment Team Training Phase 2 and collect signatures. Track DOIS Deployment Team Training Phase 2 participant attendance and travel expenses using the District Financial Tracking spreadsheet. x-5 to x-4 x-5 to x-4 x-5 to x-4 Section 4.1.1 DOIS Site Activation Guide (DSAG) Audience Timeframe DOIS Site Activators x-4 to x+4 The DOIS Site Activation Guide (DSAG) is one of three components contained in the DOIS Deployment Toolkit. It is distributed to the DOIS Site Activators during DOIS Deployment Team Training Phase 2. The objective of the DSAG is to provide the DOIS Site Activator March 1, 2009 Page 4-4
with specific procedures for completing site activations. Additionally, checklists are provided throughout the DSAG to help the DOIS Site Activator ensure that all the activities in each section have been completed. The DOIS Site Activator should begin the site activation activities in the x-4 timeframe. The DSAG includes instructions for the following topics: Data confirmation; Data translation and preparation; Delivery unit profile setup; Delivery unit workload setup; Delivery unit workforce setup; Data verification/creation; Site installation; Site cutover; Site support/post-activation data entry. Issues Escalation Issue escalation procedures have been created to assist DOIS Site Activators in resolving issues that arise during activations at each site. These procedures should be used to guide the DOIS Site Activators through each stage of the issue escalation process. The DOIS Site Activator should first utilize all on-site support, such as On-Line Help and the DSAG, to resolve any issues. However, if they are unable to resolve the issue after exhausting the available on-site support, the DOIS Site Activator should contact the DOIS National Deployment Support Desk (NDSD). In addition to contacting the DOIS NDSD with an issue, the DOIS Site Activator should alert the DOIS District to any issues that could impact the deployment of DOIS at that site. March 1, 2009 Page 4-5
Section 4.2 Pilot Activation Audience Timeframe DOIS Activation DOIS Site Activator DOIS District x-4 to x-1 ½ Each district should have selected a DOIS Pilot Site during Activation Scheduling in Section 3.1. The pilot site is activated prior to all other sites in the district. All of the deployment activities outlined in the DOIS Deployment Management Guide are completed first for the pilot site, and later for the other sites in the district. Pilot site activation activities are completed within a compressed timeframe, beginning at x-12. Activating a pilot site prior to other sites in the district provides benefits in: Troubleshooting potential issues prior to activating DOIS at all sites in the district; Providing an opportunity for DOIS Site Activators to participate in activation activities and ask any outstanding questions; Generating enthusiasm for DOIS in other delivery units in the district. Pilot Site Activation Activities All DOIS Site Activators who attend DOIS Deployment Team Training Phase 2 are strongly encouraged to participate in the activation activities at the pilot site. The pilot site activation should be considered a hands-on learning experience for DOIS Site Activators to practice the activation process presented during the DOIS for Site Activators course. The DOIS District is responsible for ensuring all DOIS Site Activators have the opportunity to participate in the activation activities and that they have a clear understanding of their responsibilities during site activations and post-activation support. In addition, district management should be encouraged to participate in the pilot site activation activities in order to better understand DOIS and champion its benefits. Although many of the pilot site deployment activities occur at the same time as the activities for the rest of the sites in the district, several activities for the pilot site activation occur during a compressed timeframe. See Section 3.1 for activation site selection criteria. The pilot site readiness assessment should be the first assessment conducted (at x-9 ) and the results should be March 1, 2009 Page 4-6
Pilot Site Post- Activation Support Activities analyzed the week after the assessment. The DOIS District should create an action plan for the pilot site to track any issues at the site, and should address the issues with either the pilot site delivery unit supervisor (for site-specific issues) or the appropriate district office (for district issues). Completing these activities early ensures there is ample time to resolve any issues in advance of the activation date. Once the pilot site has been assessed and the results have been analyzed, the DOIS Site Activators should begin data preparation activities. Pilot site data preparation activities should begin at x-4 and must be completed by x-2. The pilot site delivery unit supervisor should use the Route Base Information Update window to review the DSIS route data. The DOIS Activation should collect the data extract using PcAnywhere at x-5. The data is loaded into DOIS, and it becomes the data that the delivery unit supervisor uses to manage the delivery unit. The pilot site delivery unit supervisor should also be instructed on how to create pivot plans for DOIS. Creation of the pivot plans should be completed by x-2. Data preparation steps are outlined in Section 4.3 and more detailed steps can be found in Steps 1 through 5 of the DOIS Site Activation Guide, Data Preparation Activities. DOIS activation at the pilot site occurs at x-2. All DOIS Site Activators who attended DOIS Deployment Team Training Phase 2 should be present on Friday and Saturday at the pilot site activation and support activities. The pilot site activation activities begin on the Friday prior to the activation date and continue through the Wednesday after activation. On Friday, DOIS is installed on the DUC (if it was not installed during the readiness assessment), and several of the DOIS interfaces (ETC/TACS, EOR, and DCD) are configured. On Saturday, the DUC applications being replaced by DOIS are removed from the DUC and the AVUS and Function 4 interfaces are configured. Since Saturday is the first day the delivery unit supervisor uses DOIS to manage the delivery unit, the DOIS Site Activators should be prepared to provide functional assistance to the delivery unit supervisor. The steps for installing DOIS (if needed) can be found in the DOIS Site Activation Guide Step 7, Site Installation. The steps for Saturday s site cutover activities can be found in the DOIS Site Activation Guide Step 8, Site Cutover. Site support responsibilities during the week after activation begin on Monday and end on Tuesday. The DOIS Activation should determine which DOIS Site Activators can be present during on-site support, based on the amount of data preparation work each DOIS Site Activator is required to complete for the upcoming site activations. The DOIS Activation should determine whether each DOIS Site Activator s time should be spent attending the on-site March 1, 2009 Page 4-7
support activities or working on data preparation activities for upcoming site activations. The DOIS Site Activators should provide on-site support to the delivery unit supervisor on Monday by answering functional questions, discussing how DOIS reports can be used to assist in managing the delivery unit, and encouraging the use of On-Line Help. Delivery unit supervisors are the primary audience of the on-site support activities. DOIS Site Activators also should work with the postmasters/managers as time allows. The DOIS District should work with the POOMS. On Monday, the DOIS Site Activators should decide whether or not the delivery unit supervisor requires additional support for DOIS. If the delivery unit supervisor requires another day of support, the DOIS Site Activators should be on-site to work with the delivery unit supervisor on Tuesday. If the delivery unit supervisor is comfortable with DOIS after Monday, the DOIS Site Activators should spend Tuesday with the postmaster/manager of the delivery unit. The DOIS Site Activators should discuss the various reports available to the postmaster/manager and answer any functionality questions that may arise. In addition, the DOIS Site Activators should conduct the Best Business Practices review on Monday and Tuesday. For more details regarding the Best Business Practices review, see Section 4.6 in the DOIS Deployment Management Guide. On Wednesday, the DOIS Site Activators should conduct data verification activities for the next site at the DOIS for End Users and DOIS for Managers training facility. See DOIS Site Activation Guide Step 6, Data Verification/Creation, for more details regarding this process. The DOIS District should meet with each POOM in the district at least once to discuss DOIS reports and answer functional questions. If a DOIS Site Activator has already instructed the POOM on DOIS reports and functionality, an additional meeting is not necessary. More detailed information on Site Support activities is located in the Deployment Support Materials on the Deployment and Training Workbench. DDMG Section Responsibility Activity Completed during 4.2 DOIS District Ensure a pilot site was selected during the Activation x-12 March 1, 2009 Page 4-8
Scheduling (see Section 3.1). DDMG Section Responsibility Activity Completed during 4.2 DOIS District Conduct pilot site readiness assessment and instruct delivery unit supervisor on using the Route Base Information Update window and creating pivot plans (see Section 3.3 for detailed steps). x-9 4.2 DOIS District, DOIS Activation 4.2 DOIS Activation 4.2 DOIS District 4.2 DOIS District Analyze pilot site readiness assessment results and create Readiness Action Plan for the pilot site (see Section 3.4.2). Collect the route base data extract from the pilot site using PcAnywhere. Ensure all DOIS Site Activators who attended DOIS Deployment Team Training Phase 2 are involved in pilot site activation activities. Discuss site-specific issues that may impact pilot site activation with the pilot site delivery unit supervisor and work x-8 x-5 x-5 x-5 March 1, 2009 Page 4-9
together to resolve the issues. DDMG Section Responsibility Activity Completed during 4.2 DOIS District Discuss district issues that may impact pilot site activation with the appropriate district groups and work together to resolve the issues. x-5 4.2 DOIS Site Activator 4.2 DOIS Site Activator 4.2 DOIS District 4.2 DOIS Site Activator Complete data preparation activities, detailed in Steps 1 through 5 of the DOIS Site Activation Guide, to prepare the pilot site data. Discuss DOIS reports with the postmaster/manager of the pilot site. Discuss DOIS reports and functionality with POOM (if meeting has not already occurred). Conduct Best Business Practices review of pilot site during site support. x-4 to x-2 x-2 x-2 x-2 March 1, 2009 Page 4-10
Section 4.3 Data Preparation Activities Audience Timeframe DOIS Activation DOIS Site Activator x-5 to x+9 Data preparation activities must occur prior to DOIS activation at a site. Information such as delivery unit characteristics, city delivery routes, employee assignments, the weekly schedule, route information, and local interface configurations are core to enabling the use of DOIS to plan the activities of a delivery unit on a daily basis. Other information that must be entered to enable additional functionality in DOIS includes: pivot plans, miscellaneous work activities, dispatch schedules, annual budgets, and Overtime Desired List (OTDL) status. Due to the importance of the types of information being entered into DOIS, it is essential that the data be complete and accurate. The steps involved in data preparation were created to help ensure that the quality of the route data is satisfactory. Data confirmation occurs five prior to activation. Data translation and preparation occurs four prior to activation. Delivery unit profile setup occurs three prior to activation. Delivery unit workload setup occurs two prior to activation. Delivery unit workforce setup occurs two to four prior to activation. Data verification/creation occurs on the Wednesday prior to activation. For more details regarding the data preparation activities, see Steps 1 March 1, 2009 Page 4-11
through 6 of the DOIS Site Activation Guide, Data Preparation Activities. Section 4.3.1 Data Preparation Audience Timeframe DOIS Activation DOIS Site Activator x-5 to x+9 The DOIS Site Activator should complete the following data preparation activities. These activities are covered in more detail in Steps 1 through 6 of the DOIS Site Activation Guide, Data Preparation Activities. Unit Characteristics Route Base Data Previous PS Form 3999 Data Delivery Unit Workload The Unit Characteristics Data Elements Table (see the Deployment Support Materials on the Training and Deployment Workbench) should be used to translate the data to ensure that valid values for DOIS have been provided. The table provides information regarding the data item name, definition, and valid values for DOIS. The DOIS Site Activator should ensure that the route data is accurate and complete prior to loading it into DOIS. The delivery unit supervisors can update the route information using the Route Base Information Update window. The most recent PS Form 3999 archive data is needed for each regular city delivery route. The PS Form 3999 data can be loaded into DOIS using an automated load utility. The delivery unit workload must be setup prior to the delivery unit workforce. The delivery unit workload data defines the work activities being managed in a delivery unit. It includes attaching routes to a delivery unit, loading the route base information, and loading previous PS Form 3999 data. March 1, 2009 Page 4-12
Delivery Unit Workforce ETC/TACS Employee Data The delivery unit workforce data contains information about a delivery unit s carriers. It includes carrier names, assignments, Overtime Desired List (OTDL) status, and scheduled days off. This data is time sensitive and should be completed between the x- 1½ x-½ timeframe to ensure the most up-to-date information is in DOIS upon activation. It is recommended that the ETC/TACS files be collected as close to the activation date as possible since it is possible that employee information could change between the date of the extraction and DOIS activation. DDMG Section Responsibility Activity Completed during 4.3.1 DOIS Site Activator, DOIS Activation Ensure data confirmation activities are completed. x-4 4.3.1 DOIS Site Activator, DOIS Activation 4.3.1 DOIS Site Activator, DOIS Activation 4.3.1 DOIS Site Activator, DOIS Activation 4.3.1 DOIS Site Activator, DOIS Activation 4.3.1 DOIS Site Activator, DOIS Activation Ensure data translation and preparation activities are completed. Ensure delivery unit profile setup activities are completed. Ensure delivery unit workload setup activities are completed. Ensure delivery unit workforce setup activities are completed. Ensure data verification/creation activities are completed. x-2 x-2 x-2 x-½ x-½ Section 4.3.2 March 1, 2009 Page 4-13
Data Verification Day Audience Timeframe DOIS Activation DOIS Site Activator x-½ Data verification occurs immediately following DOIS End Users and DOIS for Managers Training. The DOIS Site Activator and delivery unit supervisors should review the data that was entered into DOIS, and ensure that the data is correct and accurate. At this time, delivery unit supervisors and DOIS Site Activators can edit base fields, such as base times and volumes, and view and edit other fields, such as delivery point sequence percentage (DPS %) and percent to standard. The weekly schedule should also be generated. It is important that the route base data in DOIS be correct, because delivery unit supervisors use it to manage their delivery units. The DOIS Site Activator should also work with delivery unit supervisors to begin loading their pivot plans into DOIS. See the DOIS Site Activation Guide Step 6, Data Verification/Creation, for more detail regarding data verification. DDMG Section Responsibility Activity Completed during 4.3.2 DOIS Site Activator, DOIS Activation Ensure Data Verification Day activities are completed. x-½ March 1, 2009 Page 4-14
Section 4.4 DOIS for End Users and DOIS for Managers Training Audience Timeframe DOIS Training DOIS Facilitator x-1 to x+8 ½ DOIS for End Users and DOIS for Managers Training is conducted by the DOIS Facilitators and focuses on training delivery unit supervisors and managers to use DOIS. Refer to Section 2.4.2 for logistical details regarding training room setup procedures. See Section 3.6.3 DOIS for End Users and DOIS for Managers Training Scheduling for a list of attendees for each course. The suggested attendees vary for each course. DOIS for End User and DOIS for Manager Training Courses Training Tracking DOIS for End Users (2 days) DOIS for End Users prepares and motivates participants to use DOIS in the delivery unit. Participants in this course gain a functional understanding of DOIS and learn to use DOIS data to manage a delivery unit. DOIS for Managers (½ day) DOIS for Managers enables managers to use DOIS data to manage delivery operations. It discusses the DOIS forms and reports with which the Managers should be familiar. The DOIS Training is responsible for tracking items related to DOIS Training. The DOIS Training should use the Training Tracking spreadsheet on the Deployment and Training Workbench in March 1, 2009 Page 4-15
DOIS. This spreadsheet allows the DOIS Training to record the following information: Delivery unit name; Participant names and positions; Activation date; Training date; Number of attendees at each training session; Number of training hours utilized; E1357 submission; DOIS login ID; Training course; Training test scores; Travel expenses. The Training Tracking spreadsheet enables the DOIS Training to track the delivery unit, name, and position of each participant scheduled for DOIS training. The Training Tracking spreadsheet also allows the DOIS Training to record the activation date for each delivery unit. Recording the activation date on the Training Tracking spreadsheet aids the DOIS Training in scheduling the training date prior to the activation date. Participants of DOIS for End Users and DOIS for Managers training should be scheduled to attend training during the x-1 week timeframe. Additionally, the Training Tracking spreadsheet has a column to record whether or not an E1357 submission has been done for each participant. The DOIS Training should submit an E1357 for each participant and each participant should receive a DOIS user ID prior to training. The DOIS user ID is used to gain access to the training databases. The spreadsheet also allows the DOIS Training to indicate the name of the training course and whether or not each participant attended the DOIS training. This will allow the participants who attend training to receive Voice of Employee (VOE) credit for the course. Another function of the Training Tracking spreadsheet enables the DOIS Training to record training test scores. The test scores are tracked to identify the DOIS functionality with which end users and managers may need additional support. Lastly, the DOIS Training can track any travel expenses participants incur during the DOIS End Users and DOIS for Managers Training. March 1, 2009 Page 4-16
On the Tuesday after the last day of each accounting period, the DOIS Training should provide the DOIS District with the total training hours and total expenses from the Training Tracking spreadsheet. DDMG Section Responsibility Activity Completed during 4.4 DOIS Training Ensure training room is set up according to guidelines provided in Section 2.4.2. x-1 week 4.4 DOIS Training Ensure participants attend DOIS for End Users or DOIS for Managers Training. x-1 to x+8 DDMG Section Responsibility Activity Completed during 4.4 DOIS Site Activator Verify DOIS data with delivery unit supervisor, and get a delivery unit supervisor signature. x-1 to x+8 4.4 DOIS Training 4.4 DOIS Training 4.4 DOIS Training Take copies of PS Forms 1357 to DOIS for End Users and DOIS for Managers Training and collect signatures. Track training status using the Training Tracking spreadsheet. Provide DOIS District with total training hours and total expenses from the Training Tracking spreadsheet. x-1 to x+8 x-1 to x+8 On the Tuesday of after the last day of each accounting period March 1, 2009 Page 4-17
Section 4.5 Site Activation Audience Timeframe DOIS Activation DOIS Site Activator Day of activation to x+9 ½ Site activation activities include installing DOIS at the activation site and completing site cutover activities. Prior to activating a site, the DOIS Site Activator should ensure that all data preparation activities have been completed. In addition, the delivery unit supervisor at that site must have attended DOIS training. Once the DOIS Site Activator has made sure that the data preparation activities are complete and the delivery unit supervisor has been trained, the DOIS Site Activator should proceed with the DOIS installation process, the activation of DOIS, and site cutover activities. Installation The DOIS Site Activator conducts DOIS installation at the facility housing the delivery unit. The site should already have had DOIS installed to conduct the readiness assessments. However, if DOIS has not already been installed at the site, it should be installed on the Friday before activation. Installation activities involve backing up the current DSIS/RES data on the Friday prior to activation, installing DOIS on the DUC, and configuring DOIS to work with other USPS systems (for example, EOR, ETC and DCD). See the DOIS Site Activation Guide Step 7, Site Installation, for a detailed description of the installation process. March 1, 2009 Page 4-18
Site Cutover Site cutover activities occur on Saturday, the day of activation. Site cutover includes end-of-week wrap up activities in DSIS, removal of software made obsolete by DOIS (DSIS, RES, PITA, POST), and configuring of the AVUS and Function 4 interfaces. See the DOIS Site Activation Guide Step 8, Site Cutover, for a detailed description of the site cutover process. Note: It is very important that the delivery unit supervisor who attended training is available throughout the site activation (Saturday through Tuesday). Progress and Status Reporting It is important that the district and area are conducting progress and status reporting throughout the DOIS National Deployment Process. See Section 2.3.6 of the DDMG for more information on progress and status reporting. Section 4.6 Review of Best Business Practices Audience Timeframe DOIS District DOIS Site Activator x+ ½ to x+9 ½ On the final day of site support, the DOIS Site Activator will conduct the Best Business Practices Review. The Best Business Practices Review is a process used to assess how well the delivery unit supervisor has utilized DOIS to assist in managing their delivery unit. The DOIS Site Activator will conduct their evaluation based on his/her observations of the delivery unit supervisor during site support. An exit conference will be held with delivery unit management prior to the DOIS Site Activator leaving the delivery unit to discuss results of the review. Further information on this can be found in the DOIS Site Activation Guide, Section 9.3. March 1, 2009 Page 4-19
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Section 4 Activity List Completed During x-12 Activity Responsibility DDMG Section Ensure a pilot site was DOIS District 4.2 selected during the Activation Scheduling (see Section 3.1). Completed x-12 Ensure a pilot site was selected during the Activation Scheduling (see Section 3.1). DOIS District 4.2 x-9 Conduct pilot site readiness assessment and instruct delivery unit supervisor on using the Route Base Information Update window and creating pivot plans (see Section 3.3 for detailed steps). DOIS District 4.2 x-8 Analyze pilot site readiness assessment results and create Readiness Action Plan for the pilot site (see Section 3.4.2). DOIS District, DOIS Activation 4.2 x-5 x-5 to x-4 x-5 to x-4 Ensure training room is set up according to guidelines provided in Section 2.4.2. Ensure participants attend DOIS Deployment Team Training Phase 2. Take copies of PS Forms 1357 to DOIS Deployment Team Training Phase 2 and collect signatures. DOIS Training 4.1 DOIS Training 4.1 DOIS Training 4.1 March 1, 2009 Page 4-21
Completed During x-5 to x-4 Activity Responsibility DDMG Section Track DOIS Deployment DOIS District 4.1 Team Training Phase 2 attendance and expenses using the District Financial Tracking spreadsheet. Completed x-5 Collect the route base data extract from the pilot site using PcAnywhere. DOIS Activation 4.2 x-5 Ensure all DOIS Site Activators who attended DOIS Deployment Team Training Phase 2 are involved in pilot site activation activities. DOIS District 4.2 x-5 Discuss site-specific issues that may impact pilot site activation with the pilot site delivery unit supervisor and work together to resolve the issues. DOIS District 4.2 x-5 Discuss district issues that may impact pilot site activation with the appropriate district groups and work together to resolve the issues. DOIS District 4.2 x-4 to x-2 Complete data preparation activities, detailed in Steps 1 through 5 of the DOIS Site Activation Guide, to prepare the pilot site data. DOIS Site Activator 4.2 x-4 Ensure data confirmation activities are completed. DOIS Site Activator, DOIS Activation 4.3.1 March 1, 2009 Page 4-22
Completed During x-2 Activity Responsibility DDMG Section Discuss DOIS reports DOIS Site Activator 4.2 with the postmaster/manager of the pilot site. Completed x-2 Discuss DOIS reports and functionality with POOM (if meeting has not already occurred). DOIS District 4.2 x-2 Conduct Best Business Practices review of pilot site during site support. DOIS Site Activator 4.2 x-2 Ensure data translation and preparation activities are completed. DOIS Site Activator, DOIS Activation 4.3.1 x-2 Ensure delivery unit profile setup activities are completed. DOIS Site Activator, DOIS Activation 4.3.1 x-2 Ensure delivery unit workload setup activities are completed. DOIS Site Activator, DOIS Activation 4.3.1 x-1 week x-1 to x+8 x-1 to x+8 x-1 to x+8 Ensure training room is set up according to guidelines provided in Section 2.4.2. Ensure participants attend DOIS for End Users or DOIS for Managers Training. Verify DOIS data with delivery unit supervisor, and get a delivery unit supervisor signature. Take copies of PS Forms 1357 to DOIS for End Users and DOIS for Managers Training and collect signatures. DOIS Training 4.4 DOIS Training 4.4 DOIS Site Activator 4.4.3 DOIS Training 4.4 March 1, 2009 Page 4-23
Completed During x-1 to x+8 Activity Responsibility DDMG Section Track training status DOIS Training 4.4 using the Training Tracking spreadsheet. Completed x-½ Ensure delivery unit workforce setup activities are completed. DOIS Site Activator, DOIS Activation 4.3.1 x-½ Ensure data verification/creation activities are completed. DOIS Site Activator, DOIS Activation 4.3.2 x-½ Ensure Data Verification Day activities are completed. DOIS Site Activator, DOIS Activation 4.3.2 At the end of each accounting period Provide DOIS District with total training hours and total expenses from the Training Tracking spreadsheet. DOIS Training 4.4 March 1, 2009 Page 4-24