® Scan Point Management System (SPMS) Administrative Training Guide Course #: Course Length: 2 hours

® Background  Postal Accountability and Enhancement Act requires the Postal Service to establish modern service standards  The Law allows implementation of an internal system which requires approval from the Postal Regulatory Commission (PRC)

®  Internal measurement utilizing scanning technology to ensure timely availability of the mail by the posted “uptime.”  Placard with a barcode will be placed in the PO Box Section and scanned after the distribution of PO Box mail is complete

®  The “Up-Time” is the time of day by which customers can expect to collect the mail that is committed for that day from their PO Box. Committed mail includes - First Class - Periodicals - Standard - Packages

® Scan Point Management System Section I: Application Access Section II: Facility Box Data Section III: Placard and Barcode Printing Section V: Reports Section IV:Scanning

® Section I: Application Access

® Requesting Access Request access to SPMS through eAccess

® 1. On the Applications tab under Search for Applications type in SPMS, then click on the “Search” button. 2. Click on “Scan Point Management System (SPMS)” when it appears in the selection box

® 3. Select “District User” from the selection in the drop down list. 3

® 4. Select your Area from the pick list 5.To select your District, click on “Click Here to Make Selection” 6. Select today’s date, then continue through the standard submit request process

® SPMS Welcome Screen After the eAccess request has been approved. Launch Internet Explorer browser and type SPMS in the address line Click “Enter Application”

® SPMS Login Screen 1.Enter ACE Login ID 2.Enter ACE Password 3.Click “Log On” button 1 2 3

® SPMS Navigation Use the links across the top of the page to navigate to the Facility Box Data screen, Reports screen, or to exit the application.

® Section II: Facility Box Data

® Facility Box Section Data Screen This screen provides the base information for the facilities associated with the user. The data source for this information is Facilities Database (FDB). Corrections or changes to the base information will need to be made in FDB. Note: Changes to the PO Box Up-Time must only be made by the District Coordinator three days prior to the beginning of a fiscal quarter.

® 1. Select the desired facility name and ZIP Code from the drop down list to view data 1

® Section III: Placard and Barcode Printing

® Placard and Barcode Print Screen All facilities with PO Box section associated with the users ACE ID will appear in the Available box on the left side of the screen. 1. Select either “All Facilities in District” or “Selected Facilities” for the print option 1

® 2.Click on select facilities to highlight 3.Click “Add>>” to move selected facilities from the Available box to the selected box on the right side of screen 3 2

® To print placards 4. Click “Print Placards” 4 Print Placards

® 5. Click “Open” 5

® View of Placard with barcode 6. Click printer icon to print selected placards 6

® To print barcodes 7. Click “Print Barcodes” 7 Print Barcodes

® Layout of sheet of Avery labels # 5161 (1” x 4” label) 8.Click on the number representing the position of the first blank label 9. Click “Print” 8 9

® 10. Click “OK” 10

® 11. Click “Open” 11

® 12 View of Barcode 12. Click printer icon to print selected barcodes

® Section IV: Scanning

® IMDAS Scanner Setup  Follow standard IMDAS setup procedures for In-Office User  Enter the facility ZIP Code  Enter route ID 00  At the In-Office main menu  Select Scan Barcode

®  Scan the barcode on the PO Box Section Placard  Cradle scanner to transmit data Scanning the Barcode

® Section V: Reports

® Reports Menu There are four types of reports available to the District Coordinator. To view the Exception Report by Facility ZIP Code 1. Click on “Exception Report by Facility ZIP code” 1

® To view the Exception Report by Facility ZIP Code 2. Select the desired scan date from the drop down list 3.Enter beginning ZIP Code and Ending ZIP Code. ZIP Code entry may be 3 – 5 digits or if left blank the report will generate for the entire district that is associated with the users ACE ID. 4.Select the type of Exception Report – All, Early, Missing, Late 5. Click “Run Report” Exception Report Criteria Screen

® Exception Report The Exception Report for all exceptions will display the facilities in the selected ZIP Code range with the Scheduled and Actual Up-Times as well as the actual versus scheduled up-time variance and the performance status. To download any report in SPMS, click on “Excel Report”.

® Exception Report Click “Open” or “Save” to retrieve the downloaded report.

® Exception Report Excel view of the Exception Report

® Reports Menu The next available report for the District Coordinator is the Box Up-Time Report by Facility ZIP Code. To view this report 1. Click on “Box Up-Time Report by Facility ZIP code” 1

® Box Up-Time Report Criteria Screen To view the Daily Box Up-Time Report by Facility ZIP Code 2. Enter Beginning ZIP Code and Ending ZIP Code. ZIP Code entry may be 3 – 5 digits or if left blank the report will generate for the entire district that is associated with the users ACE ID. 3.To run a daily report, select “Detail” 4.Select the beginning day and ending day 5. Click “Run Report”

® Daily Box Up-Time Report - Summary The Daily Box Up-Time Report by Facility ZIP Code – Summary report displays a roll-up of the performance results for the selected period. To download any report in SPMS, click on “Excel Report”. To view report details by status 6. Click “Total Box Scans”, “On-Time”, “Early”, “Late”, or “Missed” to view the report details by status 7. Click “Run Report” 7 6

® The Daily Box Up-Time Report by Facility ZIP Code – Total Box Scans displays the facilities in the selected ZIP Code range with the Scheduled and Actual Up-Times as well as the actual versus scheduled up-time variance and the performance status. Daily Box Up-Time Report: Total Box Scans

® Box Up-Time Report Criteria Screen To view the Weekly Box Up-Time Report by Facility ZIP Code 1. Enter Beginning ZIP Code and Ending ZIP Code. ZIP Code entry may be 3 – 5 digits or if left blank the report will generate for the entire district that is associated with the users ACE ID. 2. To run a weekly report, select “Summary” Select the beginning day and ending day 4. Click “Run Report”

® Weekly Box Up-Time Summary Report: Total Box Scans The Weekly Box Up-Time Report by Facility ZIP Code – Total Box Scans displays the facilities in the selected ZIP Code range with the Scheduled and Actual Up-Times as well as the actual versus scheduled up-time variance and the performance status.

® Box Up-Time Schedule Report Criteria Screen To view the Box Up-Time Schedule Report by ZIP Code 1. Enter Beginning ZIP Code and Ending ZIP Code. ZIP Code entry may be 3 – 5 digits or if left blank the report will generate for the entire district that is associated with the users ACE ID. 2. Click “Run Report” 1 2

® The Box Up-Time Schedule Report by ZIP Code displays the facilities in the selected ZIP Code range with the Scheduled Up-Times by day of the week. Box Up-Time Schedule Report by ZIP Code

® Summary Report Criteria Screen To view the Weekly Summary Reports 1.Click on “Weekly Summary” 2.Enter Beginning Week and Ending Week. 3. Click “Run Report” 2 1 3

® Weekly Summary Report

® To view the Quarterly Summary Reports 1.Click on “Quarterly Summary” 2.Enter Beginning Quarter and Ending Quarter 3. Click “Run Report” Summary Report Criteria Screen

® Quarterly Summary Report

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