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Sort Program Management System (SPMS) WebEES Electronic Edit Sheet (EES)

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Presentation on theme: "Sort Program Management System (SPMS) WebEES Electronic Edit Sheet (EES)"— Presentation transcript:

1 Sort Program Management System (SPMS) WebEES Electronic Edit Sheet (EES)

2 October 13, 2005Electronic Edit Sheet Training2 Electronic Edit Sheet Log On Go to an Application Navigating in the System Help Navigating the System

3 October 13, 2005Electronic Edit Sheet Training3 Electronic Edit Sheet Logging on to the system

4 October 13, 2005Electronic Edit Sheet Training4 IP Addresses

5 October 13, 2005Electronic Edit Sheet Training5 Electronic Edit Sheet Logging on to the system

6 October 13, 2005Electronic Edit Sheet Training6 Electronic Edit Sheet Logging on to the system

7 October 13, 2005Electronic Edit Sheet Training7 Electronic Edit Sheet Applications you can access are listed in the left menu bar. To access the applications, click links on the left menu bar. Go to an Application

8 October 13, 2005Electronic Edit Sheet Training8 Electronic Edit Sheet Avoid problems with any of the EES web-based apps, do not use browser's Back or Refresh button. Navigate using only the provided links, tabs, and buttons on the pages. Navigating in the System

9 October 13, 2005Electronic Edit Sheet Training9 Electronic Edit Sheet Help

10 October 13, 2005Electronic Edit Sheet Training10 Electronic Edit Sheet Main Pages in EES Search for an Address Record Display Alternate Address Records Apply a Holdout – City Routes (WC-POBT) – Rural Routes (COA-NDD-TND-WC-POBT) (Station Input Editor request form is required for holdouts.) Applying Holdouts

11 October 13, 2005Electronic Edit Sheet Training11 Station Input Editor Request Form

12 October 13, 2005Electronic Edit Sheet Training12 Electronic Edit Sheet The Zone/Carrier Page The Station Input Page The Holdouts Page Main Pages

13 October 13, 2005Electronic Edit Sheet Training13 Electronic Edit Sheet To make station input changes (rural routes only): Click EES on left menu bar. Zone/Carrier page opens. From Select a station list, click station. List of Zones displays on right side. Zone/Carrier Page

14 October 13, 2005Electronic Edit Sheet Training14 Electronic Edit Sheet Click Desired Zone to Display List Of Carrier Routes Click the Carrier Route (in the CRID Column) Containing Address Record to Access. Zone/Carrier Page

15 October 13, 2005Electronic Edit Sheet Training15 Electronic Edit Sheet Station Input Page Opens Can Find An Address Record and Make Many of the Changes From Here Station Input Page

16 October 13, 2005Electronic Edit Sheet Training16 Electronic Edit Sheet Find an Address Record in the Current Carrier: In Station Input page in the Find field, type text searching for: the +4, street number, street name, street suffix, or firm name). Click Find or press Enter. If the string was found, Station Input page shows the address record with the string highlighted. Find

17 October 13, 2005Electronic Edit Sheet Training17 Electronic Edit Sheet On Station Input page, click Advanced Find. Advanced Find

18 October 13, 2005Electronic Edit Sheet Training18 Electronic Edit Sheet Click option next to find (Address, +4, or Firm) and click in text field and type in the string to find. Click Find or press Enter. Advanced Find displays all address records with matching string. Click Go link to view or edit one of the address records. Station Input page opens with that record selected and you can modify the address record by clicking link in Holdouts column. Advanced Find

19 October 13, 2005Electronic Edit Sheet Training19 Electronic Edit Sheet Display Alternate Address Records Addresses with Alternate Records Display in Green as a Link Click Any Portion of Address Record Link The Alternate Record Shows Below Address in Italics and A in Checkbox Column To Show All Addresses in Route, Select Show Alternate Checkbox At Page Bottom To Hide All Alternate Records, Clear the Checkbox

20 October 13, 2005Electronic Edit Sheet Training20 Electronic Edit Sheet In Station Input page, locate the address record getting the holdout. Click the record's link in the Holdouts column Note: link in Holdouts column appears as 2 dashes (--) if no holdout for that address. If there is a holdout, a code is displayed in the column. Applying Holdouts A Code Appears in the Holdouts Column for the Added Holdout

21 October 13, 2005Electronic Edit Sheet Training21 Electronic Edit Sheet Mark Holdout For Address: –Click choice next to the holdout you are applying –Specify additional info (start/end date, non- delivery day, POBT, etc.) –Click OK to save changes and return to Station Input. Holdouts column displays code for holdout added Applying Holdouts – (cont)

22 October 13, 2005Electronic Edit Sheet Training22 EES Holdout Types HoldoutCode in Holdouts Column Notes COACChange starting and ending dates if necessary. Maximum time allowed is 30 days. TNDTChange starting and ending dates if necessary. Maximum time allowed is 1 year. NDDNMay be applied only to business records. Default NDD is Saturday. Select checkbox for day(s) of the week as needed (up to 5). WCWCan apply this only if you have privileges. Address records with WC are assigned an AMS address sort code of H automatically. MDPMThe Delivery Unit cannot apply an MDP. Coordinators with the proper access rights can apply MDP. POBTLPDLPD L: Linked to a P.O. Box P: P001/S999 D: Sort to DPS carrier Address records with POBT are assigned an AMS address sort code of T automatically.

23 October 13, 2005Electronic Edit Sheet Training23 Electronic Edit Sheet To change the dates for the COA or TND, click the calendar icon next to the Start Date or End Date field. Dates for a COA or TND Holdout

24 October 13, 2005Electronic Edit Sheet Training24 Electronic Edit Sheet COA or TND Holdout - Calendar

25 October 13, 2005Electronic Edit Sheet Training25 Electronic Edit Sheet –Must determine if the street address is connected to a P.O. Box record within the current zone or, if the customer's P.O. Box is outside the current zone. –When you link the street address to a P.O. Box record within the same zone, mail sorting is affected -All of a customer's mail gets sorted to the designated P.O. Box Section. –If the PO Box is not in the same Zone, it will sort under the P001 label. POBT – Rules for Applying

26 October 13, 2005Electronic Edit Sheet Training26 Electronic Edit Sheet –Link a street address to a P.O. Box record only if the customer's mail should automatically be sorted to the P.O. Box. –Can set a POBT for only one record at a time. –More than 1 street record can be assigned to a P.O. Box. –If HRS is off for a building, you can set the POBT only to the DPS option for the record. –AMS reviews P.O. Box Throwbacks. Delivery Unit can only temporarily mark an address for this holdout. EES keeps the transaction for 21 days. POBT – Rules for Applying (cont)

27 October 13, 2005Electronic Edit Sheet Training27 Electronic Edit Sheet In Station Input page, locate address record where applying the POBT. For that record, click link in the Holdouts column. Holdouts page opens. Select the PO Box Throwback option. Click Modify Destination. POBT page opens. Displays zone where record is located and box routes within that zone. POBT – Applying Holdout

28 October 13, 2005Electronic Edit Sheet Training28 Electronic Edit Sheet To expand a Box route, click it To sort the address record's mail to a different destination, select an option from the list: Sort it to a P.O. Box, select the P.O. Box Sort it to a P001 route, select P001 (Sort mail to P001 or S999) Mark as a POBT but still sort mail to the carrier to which it belongs, select DPS Note: If you are setting the POBT for a hi- rise record and HRS is off, this is the only valid choice. POBT – Applying Holdout (cont)

29 October 13, 2005Electronic Edit Sheet Training29 Electronic Edit Sheet Click OK. The Holdouts page opens and the selection you made is displayed in the P.O. Box Throwback field. Click OK to save the changes and return to the Station Input page. A code (such as P, D or L) appears in the Holdouts column according to the type of POBT applied to the address record. POBT – Applying Holdout (cont) Note: There is a known error in the EES software regarding new address records with a P.O. Box Throwback holdout linked to a P.O. Box (shown as an L in the Holdouts column in the Station Input page). When AMS approves the new address record in this case, the software erroneously removes the link. The workaround for this, until the error is fixed, is to return to the street address record and again add the link to the P.O. Box. Re-adding the link does not require AMS approval.

30 October 13, 2005Electronic Edit Sheet Training30 Electronic Edit Sheet In the Station Input page, locate the address record. For that record, click link in Holdouts column. To change the holdout: click choice next to holdout. To clear the holdout, select the None choice. Depending on the selection, EES prompts for whether to change the current holdout to the new holdout or to None. To continue with the change, click OK. If changing the holdout and not removing it, specify any additional information. Click OK to save the information. Change or Clear a Holdout

31 October 13, 2005Electronic Edit Sheet Training31 Electronic Edit Sheet Hi-Rise And Multiple Delivery Points (M-records)

32 October 13, 2005Electronic Edit Sheet Training32 Electronic Edit Sheet Viewing Hi-Rise Records (cont)

33 October 13, 2005Electronic Edit Sheet Training33 Electronic Edit Sheet From the Station or Zone/Carrier Page Click Reports to Open Reports Page Click Hi-Rise Sorting to Open HRS Report Page Hi-Rise Report

34 October 13, 2005Electronic Edit Sheet Training34 Electronic Edit Sheet Select Entire Zone or Current Carrier Select HRS Options Click Create Report Click To Excel to Save as an Excel file Hi-Rise Report (cont)

35 October 13, 2005Electronic Edit Sheet Training35 Electronic Edit Sheet View multiple-delivery point hold (M-record) An M Will Appear in the Holdout Column Multiple Delivery Point M M

36 October 13, 2005Electronic Edit Sheet Training36 Electronic Edit Sheet Changing Edit Sheet Information

37 October 13, 2005Electronic Edit Sheet Training37 Electronic Edit Sheet Log Into Sort Program Management System (SPMS) –Click EES in the Left Menu –This is the Zone Carrier page –Select a Station From the Station List –Click Zone to Expand the Zone –Click the Carrier Route to Edit Changing Edit Sheet Information

38 October 13, 2005Electronic Edit Sheet Training38 Electronic Edit Sheet This is the Station Input Page Click the Link in the Holdout Column Changing Edit Sheet Information – (con't)

39 October 13, 2005Electronic Edit Sheet Training39 Electronic Edit Sheet This is the 1621 Area of the Holdout page Changing Edit Sheet Information – (con't)

40 October 13, 2005Electronic Edit Sheet Training40 Electronic Edit Sheet Edit Sheet Fields FieldDescription Addr Srt CodeAddress Sort Instruction CodeThese codes (C, H, T) allow for special handling of specific delivery addresses (manual or automated) Delvpt Type Code (1621 on Holdouts page) 3 lists (Usage, Type and Nostats) that identify the delivery point's type. For more information, see the next section below. VacantSpecifies if the address has been unoccupied for 90 days or more SeasSpecifies whether or not the address receives mail only during a specific season (e.g., a summer or educational residence)

41 October 13, 2005Electronic Edit Sheet Training41 Electronic Edit Sheet Edit Sheet Fields – (con't) FieldDescription LttrLetter cell sizeThe number of cells of a carrier case required to hold a given delivery point's letter mail pieces; the valid values are 0–99 including ½ FlatFlat cell sizeThe number of cells of a carrier's case required to hold a given delivery point's flat mail pieces; the valid values are 0–99 including ½ CongA 2-digit number identifying an area served by the House of Representatives RlyPoints of importance (C, P, R, M) along a carrier's delivery route

42 October 13, 2005Electronic Edit Sheet Training42 Electronic Edit Sheet Delivery Type Code Consists of Three Parts –Usage –Type –Nostats Delivery Type Codes

43 October 13, 2005Electronic Edit Sheet Training43 Electronic Edit Sheet Usage Code – 1 st Character Delivery Type Codes – (con't) AMS CodeDescription AResidential BBusiness CMPR (Mix-Primary Residential) DMPB (Mix-Primary Business) GGD (General Delivery)

44 October 13, 2005Electronic Edit Sheet Training44 Electronic Edit Sheet Type Code – 2 nd Character Delivery Type Codes – (con't) AMS CodeDescription BlankNone ACurbline BNDCBU CCentral DOther QGD XNostats

45 October 13, 2005Electronic Edit Sheet Training45 Electronic Edit Sheet Nostats – 3 rd Character Delivery Type Codes – (con't) AMS CodeDescription BlankNone Y Nostats N Stats C CDS

46 October 13, 2005Electronic Edit Sheet Training46 Electronic Edit Sheet Type Code for Boxes Delivery Type Codes – (con't) AMS CodeDescription BlankNone EFacility Box FContract Box GDetached Box HNPU Box (non-personnel unit) QGD (General Delivery) XNostats

47 October 13, 2005Electronic Edit Sheet Training47 Electronic Edit Sheet TypeDefinitionLetter RelayA relay pointR ParkA point where the carrier parks the mail truck P CollectionA mail collection box is near this address C DismountA dismount pointD MSPA managed service point (can be changed only by DOIS) M Relay Data

48 October 13, 2005Electronic Edit Sheet Training48 Electronic Edit Sheet Drop/CMRA –Record Must Not be Nostats –Drop 2 – 999 –CMRA 1 - 999 Drop/CMRA

49 October 13, 2005Electronic Edit Sheet Training49 Electronic Edit Sheet Flat Specifies a New Flats section Row Specifies a New Row Begins Blank Specifies Number of Empty Cells After Remove Checkbox to Clear Case Label Info can be added here Case Configuration

50 October 13, 2005Electronic Edit Sheet Training50 Electronic Edit Sheet Select the Number From the Desired Drop Down List Letter/Flat Cell Size

51 October 13, 2005Electronic Edit Sheet Training51 Electronic Edit Sheet Cannot be Set Directly Except is Box Route Caller Box Setting Updated to Reflect Setting in Holdouts When Change Saved Address Sort Code

52 October 13, 2005Electronic Edit Sheet Training52 Electronic Edit Sheet CodeDescriptionDefinition CCaller boxCustomers with this service pay a fee to have the option of picking up their mail as Window Call or at a loading dock. HFirm holdout/ Window call A firm with this service can pick up its own mail at the Post Office (i.e., a Window Call). TP.O. Box Throwback A customer with a street address and a P.O. Box can receive all mail at the P.O. Box. Address Sort Code – (con't)

53 October 13, 2005Electronic Edit Sheet Training53 Electronic Edit Sheet Select the Desired Occupancy by Clicking the Appropriate Button May Not Be Vacant if POBT, Window Call, or Drop/CMRA Select None to Remove Occupancy Occupancy Codes

54 October 13, 2005Electronic Edit Sheet Training54 Electronic Edit Sheet Check Display 1621 Info Checkbox to Display Edit Sheet Fields in the Report 1621 In Holdouts Report

55 October 13, 2005Electronic Edit Sheet Training55 Electronic Edit Sheet EES Reports

56 October 13, 2005Electronic Edit Sheet Training56 Electronic Edit Sheet Deferred Delete Business Reply AMS Transaction EES Reports

57 October 13, 2005Electronic Edit Sheet Training57 Electronic Edit Sheet Click Reports On Zone/Carrier Page The Reports Page Opens Click Deferred Deletion EES Reports – Deferred Delete (cont)

58 October 13, 2005Electronic Edit Sheet Training58 Electronic Edit Sheet If More Than One Zone, Select Zone Select Entire Zone or Current Carrier Click Create Report EES Reports – Deferred Delete (cont)

59 October 13, 2005Electronic Edit Sheet Training59 Electronic Edit Sheet Click Business Reply Mail If More Than One Zone, Select Zone Select Entire Zone or Current Carrier Click Create Report EES Reports – Business Reply

60 October 13, 2005Electronic Edit Sheet Training60 Electronic Edit Sheet Click AMS Transaction Select Zone Click Create Report User May Create Excel Version Always print AMS Transaction Report after making 1621 changes EES Reports – AMS Transaction

61 October 13, 2005Electronic Edit Sheet Training61 Electronic Edit Sheet Importing DPF

62 October 13, 2005Electronic Edit Sheet Training62 Electronic Edit Sheet Imports DPF Data From Latest NDSS Refresh On the Zone/Carrier page Click the Station Containing Zones to Import Click DPF Import Link Select Zone(s) to Import Click Import Button Near Bottom Left of Page DPF Import - Manual

63 October 13, 2005Electronic Edit Sheet Training63 Electronic Edit Sheet Do not select automatic Download weekly or as scheduled by AMS DPF Import – Automatic

64 October 13, 2005Electronic Edit Sheet Training64 WebEES Changeover Checksheet Submit 1357 for access for each user Receive access Logon & Password Go to designated web address and save as favorite (________________) Import DPF File (Record date______) Notify Margaret Branch at (214) 760-4408 of DPF import Delete EESWin from delivery unit computer


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