Handbook F66-D - Investment Policies And Procedures .

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RInvestment Policies and Procedures — Business Initiatives,Alliances, Real Estate Development, and Major OperatingExpense InvestmentsHandbook F-66DFebruary 2006Transmittal LetterA. Revision. This revised edition of Handbook F-66D, Investment Policies and Procedures —Business Initiatives, Alliances, Real Estate Development, and Major Operating ExpenseInvestments, updates the policy and procedures for Postal Service investments to ensurethat projects adhere to the Strategic Transformation Plan 2006–2010 strategy to reducecosts. Reducing costs includes the commitment to enhance corporate financialresponsibility and to continue to invest in equipment, technology, and facilities. Thishandbook replaces the June 1999, version of Handbook F-66D, Other Investment-RelatedPolicies and Procedures.B. Explanation. This handbook is one of six modules being published and distributedseparately which, upon completion, will update and replace Publication 191, InvestmentPolicies and Procedures. The new series comprises the following six modules:HHandbook F-66, General Investment Policies and Procedures.HHandbook F-66A, Investment Policies and Procedures — Major Facilities.HHandbook F-66B, Investment Policies and Procedures — Major Equipment.HHandbook F-66C, Field Investment Policies and Procedures.HHandbook F-66D, Investment Policies and Procedures — Business Initiatives,Alliances, Real Estate Development, and Major Operating Expense Investments.HHandbook F-66E, Information Policies and Procedures — Postal Support andInformation Systems.C. Changes. Handbook F-66D provides updated guidance concerning major operatingexpense investments, business initiatives, alliances, and developmental real estateprojects.D. Online Availability. You may view this handbook in electronic format on the Postal ServicePolicyNet Web site.1.Go to http://blue.usps.gov.2.Under “Essential Links” in the left-hand column, click on References.3.Under “Policies” on the right-hand side, click on PolicyNet.4.Click on Hbks.

Investment Policies and Procedures — BusinessInitiatives, Alliances, Real Estate Development, andMajor Operating Expense InvestmentsE.Comments and Questions. Address comments or questions to:CAPITAL AND PROGRAM EVALUATIONUS POSTAL SERVICE475 L’ENFANT PLZ SW RM 8541WASHINGTON DC 20260-5231F.Effective Date. This revision is effective February 2006.Lynn MalcolmVice PresidentController

Contents1Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12Major Operating Expense Investments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32-1About This Chapter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32-2Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32-3Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42-3.1Expense Investment Process Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42-3.2Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42-3.3Exceptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42-4Calculating the Cost of a Major Operating Expense Investment . . . . . . . . . . . . . . . . . . . . . .52-5Responsibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52-6DAR Requirements for Major Operating Expense Investments . . . . . . . . . . . . . . . . . . . . . . .62-72-832-6.1DAR Preparation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62-6.2Project Justification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72-6.3Market Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72-6.4Revenue and Volume Projections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72-6.5Implementation and Tracking Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72-6.6Financial Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8Review and Approval Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82-7.1Headquarters Vice Presidents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82-7.2CIC Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82-7.3Final Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92-7.4Post Implementation Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9Funding Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92-8.1Planning Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92-8.2Funding Withheld for Unapproved Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102-8.3Continuation of Funding Unless Withdrawn . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10Development Real Estate Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .153-1About This Chapter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .153-2Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .153-3Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .163-4Realty Asset Executive Committee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .163-53-4.1Membership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .163-4.2Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17Initiating Developmental Real Estate Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .173-5.1Identifying a Potential Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .173-5.2Developing the Project Idea . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17February 2006iii

Investment Policies and Procedures — BusinessInitiatives, Alliances, Real Estate Development, andMajor Operating Expense Investments3-63-5.3Calculating the Project Investment Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .173-5.4Determining Whether Board Notification Is Required . . . . . . . . . . . . . . . . . . . . . . . . . . .18DAR Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .193-6.1Sponsor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .193-6.1.2Preparer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .193-6.1.3Real Estate Finance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .193-6.1.4Reviewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19DAR Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .203-6.2.1Background and Problem Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .203-6.2.2Developer or Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .203-6.2.3Alternatives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .213-6.2.4Financial and Legal Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .213-6.2.5Appraisal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .213-6.2.6Sensitivity Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .213-6.2.7Risk Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .213-6.2.8Exit Strategy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .213-6.2.9Implementation and Tracking Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .223-6.2.10Financial Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .223-6.2.11Exhibits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22DAR Backup Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .223-6.34iv193-6.1.13-6.23-7Responsibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-6.3.1Calculation of Residual Value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .223-6.3.2Costs of Maintaining Vacant Space . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23Review and Approval Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .233-7.1Functional Reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .233-7.2Review and Approval by Realty Asset Executive Committee . . . . . . . . . . . . . . . . . . . .233-7.3Vice President Review and Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .243-7.4Validation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .243-7.5Final Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .243-8DAR Compliance Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .243-9DAR Modification Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25New Products and Services and Alliances . . . . . . . . . . . . . . . . . . . . . . . . . . . . .434-1About This Chapter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .434-2Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .434-3Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .444-3.1New Products and Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .444-3.2Special Programs — Retail and Stamps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .444-3.3Strategic Alliances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .444-3.4Marketing Agreements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .454-3.5Licensing Agreements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45Handbook F-66D

Contents4-3.64-4Memorandum of Understanding (Interagency Agreements) . . . . . . . . . . . . . . . . . . . . .45Purchasing Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .464-4.14-54-64-74-84-9Purchasing Contract — Use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .464-5.1Senior Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .464-5.2Functional Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .464-5.3Sponsor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .474-5.4Business Evaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .474-5.4.1Financial Impact Statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .484-5.4.2Delegation of Authority — New Products and Services . . . . . . . . . . . . . . . . . . . .484-5.4.3Financial Performance Measurement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48Overview of Development Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .484-6.1Concept Stage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .484-6.2Business Plan Stage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .484-6.3Test Stage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .494-6.4Implementation Stage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49Evaluation of New Products and Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .494-7.1Business Proposition Statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .504-7.2Business Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .514-7.3Measurement Plans and Performance Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .534-7.3.1Measurement Plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .544-7.3.2Performance Measurement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .544-7.3.3Financial Analysis and Impact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .544-7.3.3.1Financial Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .544-7.3.3.2Financial Impact Statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54Enhancements to Existing Products and Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .564-8.1Baseline Data Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .564-8.2Evaluation of Projected Program Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .564-8.3Evaluation of Projected Program Revenue and Cost Savings . . . . . . . . . . . . . . . . . . .56Strategic Alliances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .574-9.1Defining a Strategic Alliance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4-9.1.157Related Agreements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .584-9.2Distinguishing a Strategic Alliance From a Purchase . . . . . . . . . . . . . . . . . . . . . . . . . . .584-9.3Defining the Project and Determining Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .594-9.4Selecting and Justifying a Strategic Alliance Partner . . . . . . . . . . . . . . . . . . . . . . . . . . .594-9.4.1Competitive Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .604-9.4.2Noncompetitive Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .604-9.4.3Written Justification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .614-9.4.4Identification of Firm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .614-9.4.5Conflict of Interest . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61February 2006v

Investment Policies and Procedures — BusinessInitiatives, Alliances, Real Estate Development, andMajor Operating Expense Investments4-9.5viDrafting and Negotiating the Strategic Alliance Agreement . . . . . . . . . . . . . . . . . . . . . .614-9.5.1General Delegation Authority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .624-9.5.2Purchasing Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62Handbook F-66D

ExhibitsExhibitsExhibit 2-1Business Process Flow Decision Tree for Capital and Expense Investment Types . . . . . . . . . . . . . .11Exhibit 2-2Approval Authority Decision Tree . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12Exhibit 2-3Market Analysis of Volume and Revenue Assumptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13Exhibit 3-1Headquarters Review and Approval Process for Developmental Real Estate Projects . . . . . . . . . . .26Exhibit 3-2Sample DAR — Developmental Real Estate Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27Exhibit 4 1New Product Development . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64Exhibit 4 1 (p. 3)Development Process Activity List — New Products or Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66Exhibit 4 2Development Process Activity List — Enhancements to Existing Products or Services . . . . . . . . . . .68Exhibit 4 3Flow Chart for General Delegation of Authority for Alliances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70February 2006vii

Investment Policies and Procedures — BusinessInitiatives, Alliances, Real Estate Development, andMajor Operating Expense InvestmentsThis page intentionally left blankviiiHandbook F-66D

11OverviewHandbook F-66D provides guidance for major operating expenseinvestments, business initiatives, alliances, and real estate developmentinvestments. These types of projects require additional steps in the reviewand approval process, over and above those required for equipment or facilityprojects. Different documentation

Handbook F-66, General Investment Policies and Procedures. Handbook F-66A, Investment Policies and Procedures — Major Facilities. Handbook F-66B, Investment Policies and Procedures — Major Equipment. Handbook F-66C, Field Investment Policies and Procedures. Handbook F-66D, Investment

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