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

Sort Program Management System(SPMS)

WebEES

Electronic Edit Sheet(EES)

Electronic Edit Sheet Training 2October 13, 2005

Electronic Edit Sheet

Log On Go to an ApplicationNavigating in the SystemHelp

Navigating the System


Electronic Edit SheetLogging on to the system


IP Addresses


Electronic Edit Sheet Logging on to the system


Electronic Edit SheetLogging on to the system



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



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


Electronic Edit SheetHelp



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


Station Input Editor Request Form



The Zone/Carrier PageThe Station Input PageThe Holdouts Page

Main Pages



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



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



Station Input Page Opens Can Find An Address Record and Make Many

of the Changes From Here

Station Input Page



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



On Station Input page, click Advanced Find.

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.

Advanced Find


Electronic Edit SheetDisplay 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



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



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 – (con’t)


EESHoldout 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 LPD

L: Linked to a P.O. BoxP: P001/S999D: Sort to DPS carrierAddress records with POBT are assigned an AMS address sort

code of T automatically.



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


Electronic Edit SheetCOA or TND Holdout - Calendar



– 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



– 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 (con’t)



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



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 (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.

POBT – Applying Holdout (con’t)

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.



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



Hi-RiseAnd

Multiple Delivery Points(M-records)


Electronic Edit SheetViewing Hi-Rise Records (con’t)



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



Select Entire Zone or Current Carrier Select HRS Options Click Create Report Click “To Excel” to Save as an Excel file

Hi-Rise Report (con’t)



View multiple-delivery point hold (M-record)

An “M” Will Appear in the Holdout Column

Multiple Delivery Point

MM



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

Changing Edit Sheet Information



This is the Station Input Page

Click the Link in the Holdout Column

Changing Edit Sheet Information – (con't)



This is the 1621 Area of the Holdout page

Changing Edit Sheet Information – (con't)


Electronic Edit SheetEdit Sheet Fields

Field DescriptionAddr 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)


Electronic Edit SheetEdit Sheet Fields – (con't)

Field DescriptionLttr 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



Delivery Type Code Consists of Three Parts– Usage– Type– Nostats

Delivery Type Codes



Usage Code – 1st Character

Delivery Type Codes – (con't)

AMS Code DescriptionA ResidentialB BusinessC MPR (Mix-Primary

Residential) D MPB (Mix-Primary Business)G GD (General Delivery)



Type Code – 2nd Character


AMS Code DescriptionBlank None

A CurblineB NDCBUC Central D OtherQ GDX Nostats



Nostats – 3rd Character



Y NostatsN StatsC CDS



Type Code for Boxes



E Facility BoxF Contract Box G Detached BoxH NPU Box (non-personnel unit) Q GD (General Delivery)X Nostats



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

Relay Data



Drop/CMRA– Record Must Not be

Nostats– Drop 2 – 999– CMRA 1 - 999

Drop/CMRA



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



Select the Number From the Desired Drop Down List

Letter/Flat Cell Size



Cannot be Set Directly

Except is Box Route Caller Box Setting

Updated to Reflect Setting in Holdouts When Change Saved

Address Sort Code



Code Description DefinitionC 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.

Address Sort Code – (con't)



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



Check “Display 1621 Info” Checkbox to Display Edit Sheet Fields in the Report

1621 In Holdouts Report



EES Reports



Deferred DeleteBusiness ReplyAMS Transaction

EES Reports



Click Reports On Zone/Carrier Page

The Reports Page Opens

Click Deferred Deletion

EES Reports – Deferred Delete (con’t)



If More Than One Zone, Select Zone Select Entire Zone or Current Carrier Click Create Report

EES Reports – Deferred Delete (con’t)



Click Business Reply Mail

If More Than One Zone, Select Zone

Select Entire Zone or Current Carrier

Click Create Report

EES Reports – Business Reply



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



Importing DPF



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



Do not select automatic Download weekly or as scheduled by AMS

DPF Import – Automatic


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

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

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