UPDATING THE ROUTE LISTING REPORT

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

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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 carriers delivery territory.

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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.

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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.

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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.

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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.

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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.

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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.

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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)

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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

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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
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CUSTOMER USES

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

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ITS OUR JOB!

• If we dont 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.

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How to make changes on the Route Listing Report

• The Route Listing Report is a hardcopy printout
  of every delivery point on a route. Were going
  to take a few minutes to go over each column of
  the Edit Book.
• Lets review each column.

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All corrections to be done on RED INK.

• All writing must be clear and legible.

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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
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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 everyones time. If
the supervisor or manager cannot understand it,
AMS personnel probably cant either. Make it
clear before it is sent.
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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.

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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 carriers
  view.
• The sequence of delivery within a CBU or bank of
  boxes must match the way the carrier delivers the
  CBU.
• If you have situations where your bank of boxes
  changed, be sure to let AMS know, the Zip4s
  might change.

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CHANGES

• Draw a line through old delivery point and
  clearly indicate the correct information next to
  it.

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20 Calle Alheli
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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.
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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.
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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.

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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.

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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.

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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.

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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
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SEQUENCE CHANGES

• To reverse deliveries draw a circle or bracket
  around them and write reverse.

50 Calle Alheli 60 70 reverse 80 90
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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
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MOVES

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

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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
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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
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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
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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
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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
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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
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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.

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Apt 1,2 3
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WHAT ISNT 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
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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.

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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.

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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
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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.

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NON STATS

• Addresses which have never 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.

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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

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Delivery Type
CURB
OTHER
Cluster Box Units
CENTRAL or mail room
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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

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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

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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.
• Dont forget the Call Boxes.one error can lower
  score drastically.

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Maintenance Signatures

• Without the carriers and Postmasters/
• Supervisors signatures, AMS will not process.

No ticket???? No laundry!!!
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Case Labels and Route Summary Report

• The Route Summary Report information determines
  the carrier case label format and appearance.
• The Route Summary Report contains delivery counts
  by 1621 code.
• Carrier signature is required. We want to make
  sure he/she is certifying the changes.
  Postmaster/Delivery Manager signature is
  required. Before signing, they should go over
  corrections.
• For the AM SOP case labels must be less than a
  year old. Therefore, review labels as soon as
  they are received and INSTALL THEM.

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Case Labels and Route Summary Report

• Section One contains the data that will determine
  significant portions of the case and label
  configuration.
• Bundle type identifies the system used for casing
  and preparing mail, using codes 1, 2, V or Z
• 1 bundle letters and flats placed in the same
  cell.
• 2 bundle-one case holds letters and another case
  holds flats.
• V-Two bundle vertical-one case holds letters and
  another case holds flats.
• Z-Two Bundle modified-a modified two bundle
  system that does not calculate flats.

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CASE LABELS

• Carrier Case Labels will be prepared only when
  data is 100 accurate.

Use the Edit Book as the source of information
with input from carrier. Mark on Route Summary
correct equipment (124, 143, 144) Mark all relay
points. Allow for 39821, CFS Two streets
cannot be put in one cell.
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CASE LABELS

• Additional information depends on the cell size
  that is assigned to that delivery point. Include
  only very critical information in this section.
• Panels, centralized deliveries, NDCBUs and some
  deliveries by floor, get cell sized by groups.
• Keep in mind some math to square the labels.

Note Once labels are generated, it is the
responsibility of the delivery unit to install
them immediately.
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QUESTIONS ANSWERS
More info www.usps.gov/delivery/ams/pdfs/editbook
training.pdf or go to IMAQ web page.