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The Importance of the AMS Database

The Importance of the AMS Database. - Contains information on EVERY ZIP Code and EVERY Delivery Point - Allows barcoding of mail for sorting & sequencing

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The Importance of the AMS Database

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  1. The Importance of the AMS Database - Contains information on EVERY ZIP Code and EVERY Delivery Point - Allows barcoding of mail for sorting & sequencing - Large volume mailers use products from the AMS database to create barcodes, presort mail to carrier routes, sequence full coverage mailings, receive discounts and correct addresses they have received containing missing or incorrect information. Revenue from products related to AMS data exceeds $100 million annually. - Touches almost everyone in the organization – carriers, plants, marketing, USPS.com, etc - Customers rely on the accuracy and our credibility hinges on it!

  2. Database Accuracy • Maintained from information submitted by carriers/delivery units on edit sheets • AQIP Review findings by the supervisor when walking route using F-3999 must forward to AMS • SPOT Street Reviews performed by AMS to validate database accuracy • Edit Books must contain the most current and accurate edit sheets

  3. Who is Responsible • Delivery Units are responsible for the accuracy of the database and Edit Books • Letter carriers maintain the information contained in the Edit Book. • Designated Liaison or Supervisors review and sign off the Edit Book before submitting to the AMS office. Carrier handbooks say it is “absolutely essential” that the carriers keep it accurate and up-to-date

  4. Changes to be Submitted via Edit Book • Examples of changes submitted through the edit book: • - New growth, new deliveries • - Deleted deliveries or demolition to an area • - Changes in delivery sequence (LOT) • - Corrections to apt/suite numbers • - Corrections to primary & secondary addresses • - Changes in mode of delivery (curb to CBU) • - Changes in Route Type (Foot to P&L…etc) • - Case Layout change (add or eliminate case) • - Route adjustments • - Delivery points vacant over 90 days or previously vacant addresses that are now being delivered

  5. Delivery Point Attributes • DELV TYPE - The delivery type code categorizes the delivery point and describes the mode of delivery. • USG CODE - The usage code describes a delivery as a business, residence, or a mixed delivery • VACANT IND - The Vacant Indicator is used when an address has been unoccupied for 90 days or more and is NOT getting delivery • ADDR SORT - The Address Sort Code provides information used by both the mailers and US Postal Service automated mail processing equipment. i.e T=PO Box throwback and H=firm holdout.

  6. Delivery Point Attributes • NO STAT - The No Stats Indicator describes whether the address is NOT counted as a possible delivery - Absorbed by another address - When an address has expanded into another adjoining address and no space is available for another tenant to move in, the address must be flagged as a No-Stat or deleted. This situation frequently occurs in strip malls and high-rise buildings. Warehouses and Storage units - Delivery points converted into warehouses or storage units that no longer receive delivery must not be counted as possible deliveries and must be flagged as No-Stat. - Not vacant or PO Box and/or refuse delivery -Delivery points that are not vacant and may include one or more of the following; residential delivery points with no mail receptacle, carrier does not deliver mail to delivery point or customer refuses delivery. • Delivery points that are not vacant and the carrier does not deliver mail and it is not known to be a PO Box throwback, must be flagged as a No-Stat. - Delivery points that are not vacant and the carrier does not make delivery because the carrier disposes of or returns all mail to sender, must be flagged as a No-Stat.

  7. Editbook and Case Labels Accuracy • ACCURACY belongs to you – the delivery unit & carriers • Your carrier case labels and your Edit Book should be exactly the same! • You will receive your DPS mail in the same sequence as listed in your Edit Book • Case Labels • must be installed on the date listed on the Certification • No Cut & Past • No hand writing

  8. Address Basics • City-style primary addresses are assigned by local addressing authorities • Secondary addresses are normally assigned by property managers/owners. Each city may have different policies in assigning secondary addresses • It is important that you understand all elements of an address – correct street name spelling, suffix (Ave, St, Ln, post & pre-directional, etc) • There should be NO Duplicate addresses on the edit sheets

  9. Possible Deliveries • Every point where mail is delivered must be accounted for by a record on the edit sheet • Every record on the edit sheet where delivery is not made should be closely examined for proper coding or deletion, ie., vacant lot, trailer space, parking lot, etc

  10. When You DON’T Make Delivery • Sometimes addresses not receiving delivery will still be “possible deliveries” • Long Term Vacancy • PO Box Throwback • Paid Caller Service • Firm Holdout • Educational • Seasonal The situations above should not be marked “No-Stat”

  11. Drops • Delivery to more than one secondary address to one mailbox or delivery point, ie, executive suites • 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”

  12. Adding Addresses • All necessary information must be included on the edit sheet • Box Diagrams and maps may be required to ensure proper coding for grouping arrow lock correctly • Make sure streets are spelled out completely and all information is correct before submitting to AMS • Add new addresses as No-Stat before delivery begins. This info can be submitted to AMS 90 days before delivery starts • Carriers must notify supervisor and obtain approval BEFORE starting delivery to new address

  13. Deleting Addresses • Before deleting an address make sure your request is clear to AMS - mark through the entire line, write delete in the margin and state “WHY” • Be careful when removing secondary addresses so a duplicate address does not occur • A No-Stat code may be used in place of deleting an address in the case of renovations, demolitions, expansions or if the address is still being used as a forward

  14. Centralized Delivery • Setting up delivery to a CBU or bank of boxes requires planning before it is added to the Edit Book. (A GMT-Centralized Mail Box Agreement needs to be initiated by GMT Coordinator) • Include box diagrams/Layout • The sequence of delivery within a CBU or bank of boxes must comply EDS guideline (Top to Bottom, Left to Right or right to Left) EDS = Exact Delivery Sequence

  15. Changing Delivery Sequence (LOT) • Requires management approval • Use the proper steps for re-sequencing – Use LOT Worksheet includes ALL line numbers on the edit sheet • 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 • The effective date of the re-sequence will be written on the Case Labels Installation Certification sheet

  16. Case Labels & Route Summary Report • The Route Summary Report information determines the carrier case label format and appearance - Addresses MUST be assigned a cell size for the address to appear on the labels • The Route Summary Sheet contains delivery counts by Delivery Mode and Status - The Route summary also includes the type of equipment, how many pieces of equipment, the number of available cells that can be used

  17. PO Boxes • Each box section is assigned an ID number for sorting • AMS must be notified when adding or deleting p o box numbers • AMS must be notified when physical box is used as paid-caller and vice-versa. • Vacant & no-stat information should be entered in WebBATS

  18. Making Changes • Make the changes to your edit sheet when they occur! • Submit them as soon as changes updated in the Edit Book or at least once a month as required • Use a red pen to make changes • Make sure your changes are clear so that AMS can make the accurate change in the database

  19. Submitting Changes • Changes must be legible and in red ink • Review all pages for accuracy • Get approval and signatures needed • Use the “Monthly Carrier Interview Log” for routes that were validated and had NO CHANGES. Fax this form to AMS with a PM / Stn Mgr / Supv signature @ 415-550-5490

  20. Reviewing for Accuracy • Review Edit Book and Case Labels when received MAKE SURE the changes you WANTED are the changes you RECEIVED!

  21. Appendix

  22. Monthly Carrier Interview Log

  23. Route Edit Sheet

  24. Examples of Updating Changes (1 of 2)

  25. Examples of Updating Changes (2 of 2)

  26. LOT Change APPROVAL FORM

  27. LOT Worksheet

  28. Gang Box Diagram

  29. Edit Book – Route Summary Report Change on Delivery Mode to Foot, P&L, Dismount or Curb.. Change of case equipments must submit with approved Deviation Request Form

  30. Case Equipment Deviation Form

  31. SF – AMS WEB SITE @ http://sanfran.usps.gov/index.cfm?treeID=36956

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