UPDATING THE ROUTE LISTING REPORT

1. UPDATING THE ROUTE LISTING REPORT Course Title: Updating the Route Listing Report

2. The Edit Book is the Source It is the primary contributor of information to the AMS database. The database is used to create every address product and service that the Postal Service offers to mailers. It is also the source of all of the address information used by our internal processes and equipment. The information in the Edit Book reaches far beyond the delivery unit. It has direct impact on the quality of mail that is received each day from virtually every mail stream.

3. The Edit Book is a Tool It is the primary means for delivery unit clerks and carriers to communicate with the AMS unit. It is the tool used to report new growth, additions, deletions, and changes. Including line of travel changes that occur to addresses within the clerk or carrier’s delivery territory.

4. Edit Book is a product It is produced from the current data in AMS. Every carrier route and every PO Box unit has an Edit Book. Each time a book is submitted to the AMS unit, the additions, deletions and changes are entered into the AMS database. A new updated Edit Book is produced and distributed back to the delivery unit and the cycle continues.

5. The Route Listing Report It is important that carriers have time to keep this information accurate. Adding and deleting addresses on the Route Listing Report and maintaining actual street delivery sequence to match the edit sheet supports all of our internal and external AMS products. These AMS products are used to develop sort plans and walk sequence bypass mailings. They also generate additional revenue and volume by adding addresses to the database.

6. Route Listing Report Accuracy Accuracy is your responsibility: • You must review contents in all the columns on the Route Listing Report . • Case Labels reflect the book exactly. • Edit Book maintenance does not mean reviewing and updating once a year. Edit Book maintenance is making and submitting changes to the AMS office as they occur. • Be sure every address where mail is delivered is accounted for. • Examine every address where mail is not currently delivered to determine if a change must be made. • Examine the delivery sequence.

8. How is the AMS Database kept accurate? AMS Specialists maintain the AMS database from information submitted by delivery units. Each route has an Route Listing Report listing information on every possible delivery on that route in delivery sequence. An Edit Book provides a place for the Route Listing Report and includes instructions on keeping the Route Listing Report accurate. Both are important documents.

9. How is the Database checked for Accuracy? • Delivery/AMS Reviews are performed from time to time on selected routes in each District to validate delivery sequence information and to ensure that all possible delivery addresses are identified and included in the AMS files. These are Area, Internal or Headquarters Reviews by trained reviewers. • Delivery Supervisors/Managers/Postmasters, etc. need to validate the address information provided by the carriers at the street at least once a year for every route. This is also street management. Edit Book information is verified with regular carrier and NO MAIL.

10. Who is responsible? • All routes must use the Edit Book process for updating the delivery database. Delivery Units are responsible for the accuracy of the delivery database and the Edit Books. Each individual carrier is responsible for keeping his/her Edit Book accurate and up to date. (See M41, M39 and Handbook 603, Rural Carrier Duties) • Edit Book is kept at the carrier case unless it has been submitted to AMS.

11. What affects accuracy? • Lack of maintenance • New growth, new deliveries or route extensions • Deleted deliveries • Firms with their own +4 that move • Changes in delivery sequence • Delivery points vacant over 90 days • Route adjustments • Delivery customers who rent PO Boxes and receive no delivery at the street address • Corrections/changes to primary or secondary addresses • Changes in type of delivery (1621 code, residential/business) • Changes in drop information • Changes in centralized Panels/CBUs (replacing old for new, etc)

12. 100% QUALITY DATABASE-WHY? • The AMS database touches almost everyone in the USPS in some way: • Contains the data necessary for the USPS and customers to barcode, sort and sequence mail using automation. • MLOCR use it to barcode mail. REC SITES use it to barcode mail • Plant use it to make sort plans for the flat sorter and for carrier route mail • DBCS AND CSBCS use it to sequence mail for DPS • CFS uses it to apply +4s to mail being forwarded

13. 100% QUALITY DATABASE-WHY? • COR uses it to make route adjustments • CDS and NDSS files for the DCDs (hand-held computers used for route inspections) come from the database • PEDC-SONIKS schemes are pulled from the database • FLASH delivery statistics are taken from the database • Route Statistics are used for equipment needs and other planning • DOIS, Facilities Database, MyPO, and many other internal postal programs use the information from the database • Customer Products like Click N Ship, Drop Shipment and more rely on the information to provide it to our customers. “There is no DPS without AMS”

14. CUSTOMER USES • Accurate Address Matching • CDS files up to date • CASS Certification • Discounts • Customer Products • Click N Ship • Carrier Pick UP • And MORE

15. IT’S OUR JOB! • If we don’t do our job to provide a quality product at a reasonable rate, our customers will turn to those competitors who will. • Revenue generation is one of our goals.

16. How to make changes on the Route Listing Report • The Route Listing Report is a hardcopy printout of every delivery point on a route. We’re going to take a few minutes to go over each column of the Edit Book. • Let’s review each column.

17. All corrections to be done on RED INK. All writing must be clear and legible.

18. ADDITIONS OF DELIVERIES Draw an arrow where deliveries will be inserted. All delivery points are to be included. “ADD” does not mean “MOVE” 10 CALLE ALHELI

19. ADDS • Be sure to include all necessary information. • complete correct street name • Diagrams and maps may be required to add street names correctly • any secondary designators • 1621 delivery point type code Edit sheets that are sent with unclear or illegible information waste everyone’s time. If the supervisor or manager cannot understand it, AMS personnel probably can’t either. Make it clear before it is sent.

20. ADDS • Any new deliveries which require approval of time must be submitted to the Growth Coordinator with PS Form 697 (City Routes) or PS Form 5406 (Highway Contract) • Be sure to include MAP, schematics, NDCBU schematic if applicable, etc.

21. Centralized Delivery • Setting up delivery to a CBU or bank of boxes requires planning before it is added to the Edit Book. • Include layout, location, distance separation banks of boxes and the direction the doors open. Diagrams should always be from the carrier’s view. • The sequence of delivery within a CBU or bank of boxes must matchthe way the carrier delivers the CBU. • If you have situations where your bank of boxes changed, be sure to let AMS know, the Zip+4s might change.

22. CHANGES Draw a line through old delivery point and clearly indicate the correct information next to it. 30 20 Calle Alheli

23. DELETIONS Draw a line through the entire address to be deleted. “DELETE does not mean “MOVE”! 20 Calle Alheli 30 Apt 2 40 50 When deleting information, accurately reflect what you want. To remove a secondary delivery designator but not the primary address, draw a line through the secondary info only. Be sure not to create a duplicate address.

24. DELETES A business burns to the ground and no mail is received at the address. Delete the address from the edit sheet. If the residents are rebuilding and continue to receive mail in a receptacle there, leave it. A No-Stat code may be used in place of deleting an address in the case of renovations, demolitions or expansions.

25. When does a sequence take effect and when should new addresses appear in the DPS mail? • Sort plans need to be updated. Each week, In Plant Support receives a refresh tape with new files from the database. • Changes will not be reflected in DPS mail until the delivery unit downloads the transactions file via WebEES. The file must be downloaded weekly. • If you have a CSBCS machine in your office the changes are automatically downloaded each week.

26. Changing Delivery Sequence • Requires Management approval • Use the proper steps for resequencing • Minor changes can be done on the Edit Sheet – major changes should be made using the Line of Travel Worksheet • Make sure you are using a current Edit Sheet to make your changes. • Once entered into the system, changes appear in next weeks’ refresh.

27. CHANGES IN LINE OF TRAVEL • Any changes in the Line of Travel must be approved by the Manager of Delivery before AMS can enter the information changes in the system. • Documentation as to the reason why the change will take place must be submitted together with a PS Form 3999 to Delivery Programs.

28. SEQUENCE CHANGES There are many ways to move deliveries on a route depending on how far the deliveries are being moved and how complex the move is. DO NOT use “ADD” and “DELETE” to move addresses. DO NOT white out, mark out or rewrite the line numbers or the data.

29. SEQUENCE CHANGES Simple moves on same page, draw a circle around the addresses and draw a line to where it should be moved. Write “move to after line ____” near the line. 30 Calle Alheli 40 60 70 80 90 100 move to after line 200

30. SEQUENCE CHANGES To reverse deliveries draw a circle or bracket around them and write reverse. 50 Calle Alheli 60 70 reverse 80 90

31. SEQUENCE CHANGES For more complex moves, draw a circle around the ones to be moved and indicate the line number where they should be inserted. 60 Calle Main 70 80 move to 90 line 150

32. MOVES • Do not move addresses by deleting them and then adding them back to the edit sheet in another location!

33. SEQUENCE CHANGES For a route all out of sequence, use the “Line of Travel” worksheet. Here all lines must be accounted for and should be carefully completed. If in doubt, contact the AMS Specialist assigned to your area. Line of Travel

34. MAJOR LINE OF TRAVEL • Make sure the edit sheet is the current edit sheet. • Do not write out the route sequence address by address. • Use current line numbers only. Do not try to determine new line numbers after adds, deletes, or moves and then use those new numbers. AMS will do adds and deletes after the route is sequenced. • Make sure all line numbers are accounted for. • Make sure all line numbers are used only once. Line of Travel Worksheet Range 20-25 35-70 26-34 1-19 71-100

35. PO BOX HOLDERS For customers that rent a post office box not receiving street delivery and do not have a mail receptacle at the street address a “B” must be marked on the 1621 code column. Note, if mail can be delivered, the “T” is not required. A receptacle includes a doorway if the delivery is in a business area and the normal mode of delivery in the area requires the carrier to go inside the business. 1621 30 Calle Alheli 5B

36. PO Box throwbacks PO Box throwbacks are delivery points that receive no street delivery and receive all of their mail in a PO box, or through Paid Caller Service. House, no mailbox, carrier knows they receive through PO Box

37. VACANCIES Vacancies over 90 days must be marked with a “Y” in the vacant column. Note: if a delivery is marked and is active, it will be a red line error. These must be followed up closely. Vacant 30 Calle Alheli Y

38. VACANCY • Since March 5, 1999 there was a change on vacant deliveries in the FY Street Reviews. "Use the information on PS Form 3982 to verify the date the address was vacated when less than 90 days. If no 3982 is present, it is automatically a red line error. If necessary, PS Form 3575 can also be used for supplemental verification". Additional reference can be found on Handbook M41, 241.3 Purpose and Duration of Form 3982. 3575 3982

39. DROP Delivery to more than one secondary address to one mailbox or delivery point. A drop always has only one mail receptacle or delivery point. Rural route drops are different from city drops. CMRA drops must be flagged with a “C”. 18 Apt 1,2 & 3

40. WHAT ISN’T A DROP • Individual Primary Addresses: On City routes when individually addressed locations are delivered into one mail receptacle, each address should be counted as an individual possible delivery. This is a courtesy and it is not a drop!!! BOTH RECEIVE HERE 26 24

41. Drops on Rural Routes • When multiple primary addresses are delivered into one mail receptacle, only one address should be counted as an active delivery point. Even though primary addresses are different, since all are delivered to one mail receptacle, this situation is a drop. • Rural routes are different from city routes.

42. Exception: Rural and HC Routes On rural and highway contract routes, if more than one primary address is delivered to a single mail receptacle, the primary address of the receptacle owner is active and flagged as a drop. The drop served number will be the number of primary addresses placed in the receptacle. The remaining primary addresses delivered to that receptacle must be marked as “no stat”.

43. CMRAs • When a drop is a Commercial Mail Receiving Agency (CMRA) note that fact on the Edit Sheet in the additional information field. CMRAs are flagged in the database. The drop served number column must list the number of active PS Form 1583s on file in the delivery unit. Commercial Mail Receiving Agency

44. Nursing Homes A nursing home is defined as “a health care facility dedicated to providing extended in-patient care to patients with chronic infirmities.” If the primary purpose of a nursing home is identified as health care, the delivery must be listed in AMS as a business delivery.

45. NON STATS Addresses which havenever received delivery service (never established) or the delivery point no longer exists as a possible delivery. The address does not count as a possible delivery. . This could be newly constructed houses in new curb or new box section never rented.

46. Delivery Mode The Delivery Mode column shows the type and mode of delivery as it is recorded and ultimately totaled for delivery statistics. Identifies the delivery point as: Residential Residential Combined with Business Business Business Combined with Residential

47. Delivery Type CURB OTHER Cluster Box Units CENTRAL or mail room

48. POST OFFICE BOXES • Make sure all boxes are entered in AMS and in the correct box section. Each box section is assigned an ID number for sorting. (B001, B002, etc) • Call Boxes should be in Box Section B900. • Boxes that have never been rented should be marked as “No Stat”. • Vacant over 90 days should be marked with “Y”. • Residential/Business info must be verified. • No alpha box numbers

49. POST OFFICE BOXES • Any of the following may be used to determine if a PO box should be marked as residential or business: • The box clerks’ knowledge • The name on the box label • Observing the mail • The box application (PS Form 1093) or • WinBATS/WebBATS

50. POST OFFICE BOXES • Resolve the vacant status with PS Form 1091A, the date the PO Box was closed from WebBATS Closed Box Listing or PS Form 3575 for any PO Box identified as vacant. • Use the dot system that was implemented. • Don’t forget the Call Boxes….one error can lower score drastically.