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Home > About USPS & News > Forms & Publications > Postal Periodicals and Publications > Manuals > Employee and Labor Relations Manual - Issue 18 > 1 Organizational Structures > 160 Monitoring and Assessment
160 Monitoring and Assessment
161.1 Explanation
The Organization Management Staffing System (OMSS) is a computerized
system that:
a. Provides information reflecting actual versus approved organizational
characteristics down to the smallest supervised unit in every postal
installation.
b. Identifies payroll and administrative discrepancies.
c. Allows for staffing and structural comparisons between like facilities for
the purpose of identifying inconsistencies.
161.21 Management Organization Report
The Management Organization Report is a graphic display of the distribution
of all authorized nonbargaining unit and selected bargaining unit positions
within the manager's span of control. It displays the structural arrangement of
a postal facility and provides the following data:
a. Proper job title and occupation code.
b. Pay schedule and grade or level for each position.
c. The number of positions authorized for a given job title.
d. The date of the last change to the authorization for each listed position.
e. A unique location code for each position reflecting its functional
assignment, operational placement, and reporting relationship.
161.22 Management Staffing Report
This report is a sequential printout of authorized positions and incumbents,
with all exceptions to the approved staffing clearly indicated. It compares data
of known value and quantity from the authorized structure and staffing plan to
the data extracted from current payroll tapes. Discrepancies between the two
sets of data can be readily identified. The report notes the following variances
between authorized and actual in a Remarks column:
a. Vacant positions.
b. Overcomplement positions.
c. Nonauthorized positions.
d. Invalid occupation codes.
161.23 Management Staffing Exception Report
This report is a summary of all exceptions revealed during a given reporting
cycle. The report:
a. Summarizes the organizational and compensation variances between
authorized position and employee data.
b. Identifies the variances in each postal facility and numerically
summarizes them at each organizational level.
c. Provides quick access to data necessary to evaluate organizational
problems individually, by management unit, or comparatively between
management units of varying sizes.
161.3 Administrative Responsibility
161.31 Headquarters
Customer Requirements, Employee Resource Management, is responsible
for establishing all policy and procedures that are related to the OMSS.
Each district is responsible for compiling and verifying organizational and
staffing information for all postal facilities in its area (including the district
office), and properly coding this information into the OMSS database.
162.1 Responsibility
Customer Requirements, Employee Resource Management, periodically
assesses established structures and staffing.
The reviews are conducted to ensure that the allocation of approved
positions and the assignment of personnel reflect the most effective use of
human resources. Specific objectives are to:
a. Assess uniformity in organizational structures and position use
throughout the Postal Service.
b. Evaluate the adequacy of position descriptions used in the
organizational unit review.
c. Assess the effectiveness of approved staffing and structure.
d. Identify the informal organization and compare it to the formal structure.
e. Evaluate staff interaction in a unit or facility to determine whether:
(1) Approved organizational structures have been implemented.
(2) Authorized positions are functioning as intended.
(3) Weaknesses exist in the approved organizational structure and/or
position used.
(4) Timely action is taken whenever nonauthorized positions are
found.
f. Determine if overlapping duties and responsibilities exist within the unit.
g. Determine if structural or staffing designs leave essential work
inadequately supported.
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