Sort Program Management System

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

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

Logging on to the system Go to the NDSS Web page 56.x.x.x October 13, 2005 Electronic Edit Sheet Training

IP Addresses October 13, 2005 Electronic Edit Sheet Training

Logging on to the system Go to the NDSS Web page 56.x.x.x October 13, 2005 Electronic Edit Sheet Training

Go to an Application Applications you can access are listed in the left menu bar. To access the applications, click links on the left menu bar. You may or may not see all of the links shown in the figure above (or you may see more). It depends on the access rights you have. For example, if you have access to System Administration you will see a link for Admin. Or if you have access to EES, you will see a link for it. October 13, 2005 Electronic Edit Sheet Training

Navigating in the System 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. These problems include things such as the application becoming confused about its state, losing data you were working with, losing any changes you already made, needing to log in again, etc. You should navigate using only the provided links, tabs, and buttons on the pages themselves. October 13, 2005 Electronic Edit Sheet Training

Help October 13, 2005 Electronic Edit Sheet Training

Applying Holdouts 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.) October 13, 2005 Electronic Edit Sheet Training

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

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

Zone/Carrier Page 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. October 13, 2005 Electronic Edit Sheet Training

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

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

Find 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. How do I Search for an Address Record? You can find an address within the carrier you are working with (Find) or in any of the carriers (Advanced Find). The Advanced Find also lets you search for a specific company name or a +4 code in any of the carriers in the station. Both options are explained below. October 13, 2005 Electronic Edit Sheet Training

Advanced Find On Station Input page, click Advanced Find. How do I Search for an Address Record? You can find an address within the carrier you are working with (Find) or in any of the carriers (Advanced Find). The Advanced Find also lets you search for a specific company name or a +4 code in any of the carriers in the station. Both options are explained below. October 13, 2005 Electronic Edit Sheet Training

Advanced Find 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. How do I Search for an Address Record? You can find an address within the carrier you are working with (Find) or in any of the carriers (Advanced Find). The Advanced Find also lets you search for a specific company name or a +4 code in any of the carriers in the station. Both options are explained below. October 13, 2005 Electronic Edit Sheet Training

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 October 13, 2005 Electronic Edit Sheet Training

Applying Holdouts 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. You can make several types of holdouts in EES: COA TND NDD WC POBT Note: The link in the Holdouts column appears as two dashes if there is no holdout for that address. If there is a holdout, a code is displayed in the column. If you move the mouse pointer over the link (either the -- or the code), it displays the text, Set holdouts/1621 Info. A Code Appears in the Holdouts Column for the Added Holdout October 13, 2005 Electronic Edit Sheet Training

Applying Holdouts – (con’t) 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 You can make several types of holdouts in EES: COA TND NDD WC POBT Note: The link in the Holdouts column appears as two dashes if there is no holdout for that address. If there is a holdout, a code is displayed in the column. If you move the mouse pointer over the link (either the -- or the code), it displays the text, Set holdouts/1621 Info. October 13, 2005 Electronic Edit Sheet Training

EES Holdout Types Holdout Code in Holdouts Column Notes COA C Change starting and ending dates if necessary. Maximum time allowed is 30 days. TND T Change starting and ending dates if necessary. Maximum time allowed is 1 year. NDD N May be applied only to business records. Default NDD is Saturday. Select checkbox for day(s) of the week as needed (up to 5). WC W Can apply this only if you have privileges. Address records with WC are assigned an AMS address sort code of H automatically. MDP M The Delivery Unit cannot apply an MDP. Coordinators with the proper access rights can apply MDP. POBT L P D 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. Note: Adding a holdout to a firm address (type F), does not automatically apply the holdout to the related street default record (type S). The Station Input page highlights records with the same address and displays a message informing you that you may also wish to add the holdout manually to them. This can be done for one record at a time. October 13, 2005 Electronic Edit Sheet Training

Dates for a COA or TND Holdout To change the dates for the COA or TND, click the calendar icon next to the Start Date or End Date field. When you mark an address either as a COA or a TND, EES sets the default starting and ending dates. The starting date default is one day after the current date; the ending date default is 30 days after the starting date for COA and 14 days for TND. For example, if you select the COA holdout on Jan 13, the defaults for the starting and ending dates are Jan 14 and Feb 13, respectively. October 13, 2005 Electronic Edit Sheet Training

COA or TND Holdout - Calendar To choose a date from a calendar: Click the date. The calendar closes and the selected date appears. To move to a different month or year, use the icons near the top of the calendar. To advance by month, click > icon. To select month from a list, click and hold the > icon. List of months in that year appears. Select the month. To advance by year, click >> icon. To select the year from a list, click and hold >> icon. List of years appears. To return to the current date, click the word Month. October 13, 2005 Electronic Edit Sheet Training

POBT – Rules for Applying 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. A P.O. Box Throwback holdout allows the customer with both a street address and a P.O. Box to receive all mail at the P.O. Box. This holdout permits sorting mail for a street address to a P.O. Box in the same zone. October 13, 2005 Electronic Edit Sheet Training

POBT – Rules for Applying (con’t) 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. A P.O. Box Throwback holdout allows the customer with both a street address and a P.O. Box to receive all mail at the P.O. Box. This holdout permits sorting mail for a street address to a P.O. Box in the same zone. October 13, 2005 Electronic Edit Sheet Training

POBT – Applying Holdout 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. October 13, 2005 Electronic Edit Sheet Training

POBT – Applying Holdout (con’t) 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. October 13, 2005 Electronic Edit Sheet Training

POBT – Applying Holdout (con’t) 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. 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. October 13, 2005 Electronic Edit Sheet Training

Change or Clear a Holdout 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. A P.O. Box Throwback holdout allows the customer with both a street address and a P.O. Box to receive all mail at the P.O. Box. This holdout permits sorting mail for a street address to a P.O. Box in the same zone. October 13, 2005 Electronic Edit Sheet Training

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

Viewing Hi-Rise Records (con’t) When hi-rise is removed from a building, route, or zone holds on any building exact records will be removed. October 13, 2005 Electronic Edit Sheet Training

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

Hi-Rise Report (con’t) Select Entire Zone or Current Carrier Select HRS Options Click Create Report Click “To Excel” to Save as an Excel file The selection for Entire Zone or Current Carrier is available only if the report is entered from the Station Input page. The selection for zone is available on if the report is entered from the Zone/Carrier page and more that one zone is assigned to that station account. October 13, 2005 Electronic Edit Sheet Training

Multiple Delivery Point View multiple-delivery point hold (M-record) An “M” Will Appear in the Holdout Column M M The user must have the proper access rights to mark records as multiple delivery point. Users in the Functional System Coordinator, EES Coordinator, Plant, System Administration groups may set MDP. October 13, 2005 Electronic Edit Sheet Training

Changing Edit Sheet Information
Electronic Edit Sheet Changing Edit Sheet Information October 13, 2005 Electronic Edit Sheet Training

Changing Edit Sheet Information 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 Only the stations to which the user has access will be displayed. This is the Zone/Carrier page. Clicking the Carrier route opens the Station Input page. October 13, 2005 Electronic Edit Sheet Training

Changing Edit Sheet Information – (con't) This is the Station Input Page Click the Link in the Holdout Column The link in the holdout column is either a holdout code or “--”. Clicking the link in the Holdout column opens the Holdout page. October 13, 2005 Electronic Edit Sheet Training

Changing Edit Sheet Information – (con't) This is the 1621 Area of the Holdout page All changes for the delivery points are made on the holdout page. Note the new: Delivery Type Codes Occupancy code, Educational Relay Data, Dismount & MSP October 13, 2005 Electronic Edit Sheet Training

Edit Sheet Fields Field Description Addr Srt Code Address Sort Instruction Code—These 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. Vacant Specifies if the address has been unoccupied for 90 days or more Seas Specifies whether or not the address receives mail only during a specific season (e.g., a summer or educational residence) Address Sort Code field can only be changed directly for box routes. For other routes the code is set based on the selection in Holdouts. October 13, 2005 Electronic Edit Sheet Training

Edit Sheet Fields – (con't) Field Description Lttr Letter cell size—The 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 Flat Flat cell size—The 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 Cong A 2-digit number identifying an area served by the House of Representatives Rly Points of importance (C, P, R, M) along a carrier's delivery route If the route is a one-bundle route, the Flat selection is grayed out. Congressional field is for informational purpose only. October 13, 2005 Electronic Edit Sheet Training

Delivery Type Codes Delivery Type Code Consists of Three Parts Usage Type Nostats AMS v3.2 implements new Delivery Type Codes. Only Type codes which match the selected Usage code are displayed October 13, 2005 Electronic Edit Sheet Training

Delivery Type Codes – (con't) Usage Code – 1st Character AMS Code Description A Residential B Business C MPR (Mix-Primary Residential) D MPB (Mix-Primary Business) G GD (General Delivery) The Usage code is the first character. If any character is blank, the corresponding position in the Station Input page is blank. October 13, 2005 Electronic Edit Sheet Training

Delivery Type Codes – (con't) Type Code – 2nd Character AMS Code Description Blank None A Curbline B NDCBU C Central D Other Q GD X Nostats Only Type codes that correspond to the Usage code are displayed. October 13, 2005 Electronic Edit Sheet Training

Delivery Type Codes – (con't) Nostats – 3rd Character AMS Code Description Blank None Y Nostats N Stats C CDS Y means the record is a non-active delivery. N means the record is an active delivery. C means the record is a non-active delivery, but the data is provided to the mailers. October 13, 2005 Electronic Edit Sheet Training

Delivery Type Codes – (con't) Type Code for Boxes AMS Code Description Blank None E Facility Box F Contract Box G Detached Box H NPU Box (non-personnel unit) Q GD (General Delivery) X Nostats October 13, 2005 Electronic Edit Sheet Training

Relay Data Type Definition Letter Relay A relay point R Park A point where the carrier parks the mail truck P Collection A mail collection box is near this address C Dismount A dismount point D MSP A managed service point (can be changed only by DOIS) M Select the checkbox next to the desired type. To remove a relay type clear the check box. MSP can only be cleared in DOIS. It will be update with the next refresh DPF and subsequent DPF import. October 13, 2005 Electronic Edit Sheet Training

Drop/CMRA Drop/CMRA Record Must Not be Nostats Drop 2 – 999 CMRA A Drop is a single delivery point for multiple deliveries, such as a gated community. A CMRA is a Commercial Mail Receiving Agent, such as Mail Boxes, Etc. A Drop/CMRA may not be selected if the record is a Nostat. October 13, 2005 Electronic Edit Sheet Training

Case Configuration 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 The user must be aware of the case configuration for a route when changing Case Configuration information. These selections affect the case labels. The Flat checkbox is grayed out if the case configuration is one-bundle. October 13, 2005 Electronic Edit Sheet Training

Letter/Flat Cell Size Select the Number From the Desired Drop Down List Flat cell size is grayed out for one-bundle routes. October 13, 2005 Electronic Edit Sheet Training

Address Sort Code Cannot be Set Directly Except is Box Route Caller Box Setting Updated to Reflect Setting in Holdouts When Change Saved The user selects the holdouts in the Holdouts section of the Holdout page. When the change is saved, the Addr Srt Code field in the Station Input and Holdout page is updated. October 13, 2005 Electronic Edit Sheet Training

Address Sort Code – (con't) Code Description Definition C Caller box Customers with this service pay a fee to have the option of picking up their mail as Window Call or at a loading dock. H Firm holdout/ Window call A firm with this service can pick up its own mail at the Post Office (i.e., a Window Call). T P.O. Box Throwback A customer with a street address and a P.O. Box can receive all mail at the P.O. Box. October 13, 2005 Electronic Edit Sheet Training

Occupancy Codes 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 A record marked as Vacant may not be: POBT Window Call or Drop/CMRA Vacant may co-exist with Nostats and Stats October 13, 2005 Electronic Edit Sheet Training

1621 In Holdouts Report Check “Display 1621 Info” Checkbox to Display Edit Sheet Fields in the Report October 13, 2005 Electronic Edit Sheet Training

EES Reports October 13, 2005 Electronic Edit Sheet Training

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

EES Reports – Deferred Delete (con’t) Click Reports On Zone/Carrier Page The Reports Page Opens Click Deferred Deletion Reports accessed from the Zone/Carrier page are generated for the entire zone only. Reports accessed from the Station Input page give the option of Entire Zone or Current Carrier. October 13, 2005 Electronic Edit Sheet Training

EES Reports – Deferred Delete (con’t) If More Than One Zone, Select Zone Select Entire Zone or Current Carrier Click Create Report Reports accessed from the Zone/Carrier page are generated for the entire zone only. Reports accessed from the Station Input page give the option of Entire Zone or Current Carrier. October 13, 2005 Electronic Edit Sheet Training

EES Reports – Business Reply Click Business Reply Mail If More Than One Zone, Select Zone Select Entire Zone or Current Carrier Click Create Report Reports accessed from the Zone/Carrier page are generated for the entire zone only. Reports accessed from the Station Input page give the option of Entire Zone or Current Carrier. October 13, 2005 Electronic Edit Sheet Training

EES Reports – AMS Transaction Click AMS Transaction Select Zone Click Create Report User May Create Excel Version Always print AMS Transaction Report after making 1621 changes AMS Transaction report is only available when reports are accessed from the Zone/Carrier page. October 13, 2005 Electronic Edit Sheet Training

Importing DPF October 13, 2005 Electronic Edit Sheet Training

DPF Import - Manual 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 The Status column display the processes as the Import progresses. The Status column display the processes during the import. It displays complete when the import is successful. If the import is not successful, the Status will display that it failed. If the import is successful, the Last Import Date column is updated. October 13, 2005 Electronic Edit Sheet Training

DPF Import – Automatic Do not select automatic Download weekly or as scheduled by AMS The import will be processed weekly without interaction from the user. The Status column display the processes during the import. It displays complete when the import is successful. If the import is not successful, the Status will display that it failed. If the import is successful, the Last Import Date column is updated. October 13, 2005 Electronic Edit Sheet Training

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) of DPF import Delete EESWin from delivery unit computer October 13, 2005 Electronic Edit Sheet Training

Sort Program Management System

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