How to Get a Custodial Staffing Review
A staffing review is an important tool for protecting Maintenance Craft jobs, and we encourage locals to request reviews if there is a valid reason to believe that your office is understaffed.
Staffing packages in the Maintenance Division can be broken into two general categories: Custodial staffing and mechanized staffing.
Custodial staffing is determined by following the step-by-step process outlined in the MS-47 Handbook, Housekeeping Postal Facilities. Management is required to abide by the handbook and to maintain the results of a proper staffing package. Three basic forms are involved:
Mechanized staffing determines the number of non-custodial positions (for example, ET, Maintenance Mechanic, Building Equipment Mechanic and Maintenance Control Clerk) in an installation, using a program called e-WHEP, the electronic Work Hour Estimator Program. Thee-WHEP was designed principally for use in the mail processing plant environment, but it also includes sections for building equipment, administrative, and field maintenance staffing.
Mechanized Staffing Review Checklist
Paperless Review Requests
To have your staffing package reviewed by a national staffing advocate — remotely or by a field visit — you must do the following:
- Request a complete copy of the most current staffing package in an electronic format (PDF) from your local manager. Your request should indicate whether you are interested in custodial staffing, mechanized staffing, or both.
- Once you receive the information from management, you must review the Form 4869, Building Inventory, for accuracy, and complete a list of discrepancies. (See below.)
- Your local president must submit an “e-Request to Review” letter by sending an e-mail message to MaintStaffing@apwu.org. Please be sure to specify what you are requesting and who the local point of contact (POC) will be. Please include phone numbers and an e-mail address.
- Attach an electronic copy of the staffing package (PDF) and the list of discrepancies to your request.
- If you have a previous staffing package, attach that as well for comparison purposes.
A complete list of discrepancies is essential to conducting an accurate and effective staffing review. The list is generated by verifying the accuracy of PS Form 4869, which itemizes inventory. Follow the guidelines below.
- If an item is missing you must add it to your list.
- If a frequency of cleaning differs from what is listed on Form 4839, you must note it on your list.
- If the square footage of a location has been reduced, you must note it on your list.
- If the building has been expanded, you must note it on your list.
- If custodians are performing non-custodial duties in addition to their custodial work, identify the tasks, and indicate the number of minutes per day and the number of days per year the tasks are being performed. Examples include delivering Express Mail, raising or lowering flags, recycling duties, etc. It is not enough to simply identify the tasks.
Including all the information listed above is crucial.
If you have any questions, or if you want to inquire about the status of a request, feel free to contact us at MaintStaffing@apwu.org, or call us at 202-842-4213.
Using the Custodian Staffing Program
A MS-47 Staffing Program developed by Maintenance Craft officers is designed to enable staffing advocates and/or local union officials to verify the custodian staffing packages given to them by local management in three simple steps. The program was created in July 2008 and was updated in July 2011. [MS47 Tutorial]
To utilize it, follow the instructions below:
- After carefully reviewing all forms, create a "discrepancy list" that includes omitted units, square feet, and frequencies.
- Input agency Form 4852 date “as is” onto the Form 4852 comparison.
- Use the data entry tab to correct discrepancies and add omitted items.
The Staffing Worksheet Program is designed to help the APWU recapture lost work-year hours. It enables locals to verify information provided by management and to input omitted cleaning items and cleaning frequencies.
USPS Cleaning Standards (Unit performance represents engineering standards that apply to each custodial task.)
We hope it also will reduce the number of hours locals must spend completing Forms 4839 and 4869. The program automatically calculates totals; it also gives locals line-by-line comparisons, showing both the USPS and APWU Staffing Report side-by-side on Form 4852. The worksheet will also stamp the date and time on the finished product when you are ready to print it.
For questions, concerns or suggestions, contact Idowu Balogun at 202-842-4213 or send an email to MaintStaffing@apwu.org.