CPMS C ollection P oint M anagement S ystem

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CPMSCPMSCCollection ollection PPoint oint MManagement anagement SSystemystem

Operations Programs SupportOperations Programs SupportSan Francisco DistrictSan Francisco District

July 2008July 2008

Training Guide

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CPMSCPMS

This course was developed to train San This course was developed to train San Francisco District post offices and stations Francisco District post offices and stations in the theory of CPMS for application within in the theory of CPMS for application within

their functional area of responsibility.their functional area of responsibility.

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Table of ContentsTable of Contents

Getting Started with CPMSGetting Started with CPMS

Viewing Collection DataViewing Collection Data

ScanningScanning

ReportsReports

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Getting Started with CPMSGetting Started with CPMS

A nationwide database that manages information A nationwide database that manages information about all collection points, including Express Mail… about all collection points, including Express Mail…

- basic building blocks are the information - basic building blocks are the information provided by each Districtprovided by each District

Major information source for review and analysis of Major information source for review and analysis of collection box trendscollection box trends

- CPMS was designed to aid field managers in controlling collection activities

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Getting Started with CPMS Getting Started with CPMS (cont)(cont)

Purpose: Purpose:

to improve the management of to improve the management of collection point scheduling and collection point scheduling and

location information…and location information…and ultimately customer serviceultimately customer service

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Valuable resource for independent audits of Valuable resource for independent audits of USPS customer service (EXFC) USPS customer service (EXFC)

- - CPMS directly impacts the First Class Measurement (EXFC)

Web-based, so updated to near real time Web-based, so updated to near real time whenever changes or edits are made…only whenever changes or edits are made…only Operations Programs Support can change Operations Programs Support can change “hard data” such as locations, collection times, “hard data” such as locations, collection times, location ID’s, route ID’s , etc.location ID’s, route ID’s , etc.

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screens are user-friendly, with messages, screens are user-friendly, with messages, menus, and graphics listing CPMS menus, and graphics listing CPMS functions, drop-down menus listing thefunctions, drop-down menus listing the options, and pop-ups showing advice and options, and pop-ups showing advice and useful informationuseful information

any screen can be printedany screen can be printed

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Important terms…Important terms…

Collection point: Collection point: typically blue standard or snorkel typically blue standard or snorkel box but could be APC, mail slots, and dock collection sites.box but could be APC, mail slots, and dock collection sites.

Location: Location: physical location of one or more collection physical location of one or more collection points. A location could have multiple collection points points. A location could have multiple collection points each with its own identity, called a Location ID.each with its own identity, called a Location ID.

Facility: Facility: Any post office, station, or branch. Every Any post office, station, or branch. Every facility will have records for its collection points in CPMS.facility will have records for its collection points in CPMS.

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Typically run from any ACE Typically run from any ACE workstation with browserworkstation with browser

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Viewing Collection DataViewing Collection Data

As a Delivery Unit CPMS user, you can viewAs a Delivery Unit CPMS user, you can view

and print collection point data for your zipand print collection point data for your zip

code and facility…code and facility…

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Viewing Collection Data Viewing Collection Data (cont)(cont)

……but first you must gain access to CPMS by but first you must gain access to CPMS by requesting and receiving approval from your requesting and receiving approval from your

manager or approving authority.manager or approving authority.

To request access, follow these steps:To request access, follow these steps:

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Viewing Collection Data(cont)Viewing Collection Data(cont)

1) go to the USPS blue page…click the1) go to the USPS blue page…click the

“ “My Work” tabMy Work” tab

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Viewing Collection Data (cont)Viewing Collection Data (cont)

2) under the “General Tools” column, click 2) under the “General Tools” column, click “eAccess”“eAccess”

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3) inside window labeled3) inside window labeled

“ “Request Access for Myself”, click Request Access for Myself”, click

“ “Applications” tabApplications” tab

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4) in “Search for Applications” box, type 4) in “Search for Applications” box, type “CPMS” , then hit the Search button“CPMS” , then hit the Search button

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5) click on the link…5) click on the link…

““Collection Point Management System (CPMS)”Collection Point Management System (CPMS)”

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6) update user details as required6) update user details as required

7) click on the drop-down boxes below to reach 7) click on the drop-down boxes below to reach “Delivery Unit” and “San Francisco” “Delivery Unit” and “San Francisco”

8) enter date access is needed 8) enter date access is needed

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7) update your manager/approval authority7) update your manager/approval authority

(use Cathy Swarm, 707-778-5245)(use Cathy Swarm, 707-778-5245)

8) click “Next”8) click “Next”

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9) edit as required9) edit as required

10) submit request10) submit request

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you will be notified within a few days via email you will be notified within a few days via email of your approval statusof your approval status

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Now that you have approval, there are 2 Now that you have approval, there are 2 methods to access CPMS:methods to access CPMS:

from the USPS blue page, click the “My Work” from the USPS blue page, click the “My Work” tab… tab…

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under the “Moving The Mail Tools” column under the “Moving The Mail Tools” column

click on CPMSclick on CPMS

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Access to the USPS blue page is not Access to the USPS blue page is not

necessary to get into CPMS…necessary to get into CPMS…

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To access CPMS from any browser, such as To access CPMS from any browser, such as Microsoft Internet Explorer… Microsoft Internet Explorer…

… …type type http://cpmshttp://cpms in the address in the address

bar and select Go, or Enter on the keyboardbar and select Go, or Enter on the keyboard

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or

oror

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3) select “Enter Application” button3) select “Enter Application” button

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4) enter your ACE Logon ID and Password4) enter your ACE Logon ID and Password

5) select Log On button 5) select Log On button

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remember…remember…

The USPS blue page is not The USPS blue page is not

required to access CPMS!!required to access CPMS!!

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- after logging on to CPMS, the first screen you see is the Exception Report…the primary report used to view collection data for your zone. We’ll go into more detail later in the Reports section of the course.

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You may want to view more detail about each collection point within your zip code…to do this go to the Collection Point Data Screen. Access this screen by clicking on the COLLECTION tab on the blue menu bar.

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The screen you see will be the first collection point in your CPMS database, based on it’s location ID…a ten-digit number which uniquely identifies each collection box (or collection point) in CPMS.

>same as the CPMS bar code label<


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The first five digits of the location ID are the zip code of the collection point…the last five digits consist of sequential numbers from 00000 to 99999, assigned by the application and cannot be changed.


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F4SBF0

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Even if two or more collection points are physically located together, they are assigned separate location ID numbers and thus separate records in CPMS.


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The View Collection Point Data screen has:The View Collection Point Data screen has:

tabs to navigate within CPMStabs to navigate within CPMS

a search function for location ID’sa search function for location ID’s

navigation buttons and drop down menus to navigation buttons and drop down menus to move you through the collection point move you through the collection point records in the CPMS District database.records in the CPMS District database.

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F4SBF0

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Later in the course, we’ll examine the Later in the course, we’ll examine the Exceptions and Reports tabs on the blue Exceptions and Reports tabs on the blue menu bar.menu bar.

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F4SBF0

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ScanningScanning

Collection data (scan times and location ID) Collection data (scan times and location ID) is entered into the CPMS database via the is entered into the CPMS database via the same scanner you currently use. A collector same scanner you currently use. A collector scans the bar code inside a collection box or scans the bar code inside a collection box or positioned near the mail slot.positioned near the mail slot.

5858Sample CPMS bar code

Scanning Scanning (cont)(cont)

In order for the CPMS to provide accurate In order for the CPMS to provide accurate and effective information, a valid scan of the and effective information, a valid scan of the bar code must be made at each collection bar code must be made at each collection point. This bar code contains the location ID point. This bar code contains the location ID and the address of the collection point.and the address of the collection point.

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The bar code is placed inside the collection The bar code is placed inside the collection box on either the lower left panel or rear box on either the lower left panel or rear panel. At other collection points the bar panel. At other collection points the bar code will be placed near the mail slot where code will be placed near the mail slot where the mail is collected.the mail is collected.

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Set up your scanner...Set up your scanner... - verify current date and time immediately after - verify current date and time immediately after removing from cradleremoving from cradle - select - select “On-Street walking”“On-Street walking” - enter your employee ID (last 4 digits of SSN)- enter your employee ID (last 4 digits of SSN) - enter assignment zip code- enter assignment zip code - scan the Route ID* - scan the Route ID* (do not enter manually!)(do not enter manually!) - press Enter and listen for 2 confirmation beeps- press Enter and listen for 2 confirmation beeps and look for the display :and look for the display : “ “Setup Completed Successfully”Setup Completed Successfully”

Follow these steps to ensure an accurate scan:

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*Route ID: a 9-digit number identifying the *Route ID: a 9-digit number identifying the collection route responsible for a specific collection route responsible for a specific box or collection point.box or collection point.

- first 5 digits = zip code- first 5 digits = zip code

- last 4 digits = route information- last 4 digits = route information

ex. 94109R601ex. 94109R601

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At On Street Menu…At On Street Menu…

- Select - Select “Scan Bar Code”“Scan Bar Code”

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-Scan the bar code consistent with the label time Scan the bar code consistent with the label time displayed on the collection box or point…displayed on the collection box or point…

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and…thoroughly check the box for all mail, and…thoroughly check the box for all mail, including pieces that may be lodged in the snorkel including pieces that may be lodged in the snorkel or chuteor chute

Insert picture here of Betty Looking inside mailbox ??????????????

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Distance from bar code


bar code

To get a good scan, aim the scanner properlyTo get a good scan, aim the scanner properly

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Listen forListen for:: 2 confirmation beeps 2 confirmation beeps

Look forLook for:: numerical bar code displayed numerical bar code displayed

on screen followed by the message: on screen followed by the message:

“ “Information Recorded Successfully”Information Recorded Successfully”

also…also…

Following each scan…

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Whenever a scan is made, this symbol Whenever a scan is made, this symbol appears in the lower status bar indicating appears in the lower status bar indicating the scanner contains collection (CPMS) the scanner contains collection (CPMS) data.data.

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Never scan the bar code earlier than the printed label time!

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After scanning the bar code(s), place the After scanning the bar code(s), place the scanner in the cradle. Ensure the scanner scanner in the cradle. Ensure the scanner is seated properly. is seated properly.

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Approximately 20 minutes after placing the Approximately 20 minutes after placing the scanner into the cradle the data upload into scanner into the cradle the data upload into

CPMS is complete and its database CPMS is complete and its database updated. To verify a successful update…updated. To verify a successful update…

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……check for this symbol…it disappears check for this symbol…it disappears following a successful data upload into the following a successful data upload into the CPMS databaseCPMS database

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Some examples of malfunctions which may occur…Some examples of malfunctions which may occur…

……mailbox won’t open mailbox won’t open ……scanner inoperativescanner inoperative……CPMS inaccessibleCPMS inaccessible……no internet (remember blue page access is not required)no internet (remember blue page access is not required)

If any issue involving inability to scan or send CPMS data occurs, you must contact your supervisor/postmaster and SF District Operations Support for verification, validation, and documentation!

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ReportsReports

CPMS provides access to a variety of reports in CPMS provides access to a variety of reports in it’s database. For this course we will cover the it’s database. For this course we will cover the Scan History Report, Carrier Report, and the Scan History Report, Carrier Report, and the CPMS Scanner Exception by Zip Code Report, or CPMS Scanner Exception by Zip Code Report, or simply the Exception Report.. simply the Exception Report..

As previously stated, every District collection point As previously stated, every District collection point

is already in the CPMS database. Scanned data is already in the CPMS database. Scanned data is matched against the CPMS database for is matched against the CPMS database for verification and validation. The results provide the verification and validation. The results provide the various reports.various reports.

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Reports Reports (cont.)(cont.)

The Scan History Report displays various The Scan History Report displays various information by collection route including information by collection route including Early, Missed, and No Data scans. Early, Missed, and No Data scans.

To access, click the Reports tab from within To access, click the Reports tab from within CPMS…CPMS…

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Then, click on Scanner Reports By Route…Then, click on Scanner Reports By Route…

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Enter the Route ID in the boxes…Enter the Route ID in the boxes…

(if only querying one route, Beginning and (if only querying one route, Beginning and Ending Route will be the same)Ending Route will be the same)

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Reports (cont)Reports (cont)

The Carrier Report allows a carrier name to The Carrier Report allows a carrier name to be associated with the 4-digit employee ID be associated with the 4-digit employee ID entered into the scanner during setup. This entered into the scanner during setup. This information can be used to identify a carrier information can be used to identify a carrier in subsequent reports.in subsequent reports.

To view this report, select the CARRIERS To view this report, select the CARRIERS tab on the blue menu bar…tab on the blue menu bar…

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then click on your facility name…then click on your facility name…

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… …click on the List button…click on the List button…

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… …a listing of carriers assigned to your zip a listing of carriers assigned to your zip code with their associated scanner ID’s is code with their associated scanner ID’s is shown. Select the navigation buttons to shown. Select the navigation buttons to view additional carriers.view additional carriers.

You can also search for a specific carrier by You can also search for a specific carrier by last name.last name.

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Reports (cont)Reports (cont) To verify your collection point (s) have been To verify your collection point (s) have been

collected and scanned and this data has been collected and scanned and this data has been uploaded correctly, you must access CPMS. As uploaded correctly, you must access CPMS. As we’ve seen, the Scan History and Carrier Reports we’ve seen, the Scan History and Carrier Reports allow you to view this collection data, but the allow you to view this collection data, but the report you will become most familiar with is the report you will become most familiar with is the CPMS Scanner Exception by Zip Code Report, or CPMS Scanner Exception by Zip Code Report, or simply the Exception Reportsimply the Exception Report

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Reports Reports (cont)(cont)

Access the Exception Report after the final Access the Exception Report after the final collection and scan of the box (s) and after collection and scan of the box (s) and after the scanner has been successfully the scanner has been successfully uploaded.uploaded.

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There are 2 methods to access There are 2 methods to access

The Exception Report:The Exception Report:

You can either:You can either:

Click the REPORTS tab on the blue menu bar,Click the REPORTS tab on the blue menu bar,

then select Exception Report by Zip Codethen select Exception Report by Zip Code

from the list…from the list…

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……or you can Click on the EXCEPTIONS tab or you can Click on the EXCEPTIONS tab on the blue menu bar on the blue menu bar

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Entering correct information in this report is Entering correct information in this report is critical. Be sure to check for accuracy before critical. Be sure to check for accuracy before

submitting or a failure will resultsubmitting or a failure will result..

1) enter the date in the Scan Date box using the 1) enter the date in the Scan Date box using the proper format (mm/dd/yyyy)proper format (mm/dd/yyyy) 2) indicate whether it is a holiday2) indicate whether it is a holiday 3) enter your station’s zip code in both Beginning3) enter your station’s zip code in both Beginning Zip Code and Ending Zip Code boxes. Zip Code and Ending Zip Code boxes.

Early, Missed, and No Data are selected by Early, Missed, and No Data are selected by default and cannot be changeddefault and cannot be changed..

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Select the Run Scanner Exception Zip Report Select the Run Scanner Exception Zip Report button…button…

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……and a list of boxes (collection points) within and a list of boxes (collection points) within the zip code entered in the previous screen the zip code entered in the previous screen are shown. The columns show are shown. The columns show Location IDLocation ID, , Box LocationBox Location, , Box TypeBox Type , , Label TimesLabel Times, , Status MessageStatus Message, and , and Collected By.Collected By.

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The Exception Report shows collection The Exception Report shows collection status of boxes in your area of status of boxes in your area of responsibility (zip code). While using responsibility (zip code). While using this report, focus on the column labeled this report, focus on the column labeled Status MessageStatus Message for any Early, Missed, for any Early, Missed, or No Data entries. or No Data entries.

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As boxes are collected and scanned, this list As boxes are collected and scanned, this list will shorten. After all the data is will shorten. After all the data is successfully uploaded, you should see this successfully uploaded, you should see this screen…screen…

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As you wait for the data to be uploaded,use As you wait for the data to be uploaded,use the buttons at the bottom of the screen to the buttons at the bottom of the screen to show additional collection points, print the show additional collection points, print the screen, or to refresh (update) the data. screen, or to refresh (update) the data.

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Every Exception Report includes a summary Every Exception Report includes a summary screen of the collection activity…normally screen of the collection activity…normally the final page of the report, and also the final page of the report, and also displayed when all the boxes are displayed when all the boxes are successfully picked up and there are 0 No successfully picked up and there are 0 No Data, Missed, and Early scans.Data, Missed, and Early scans.

Access this screen by selecting the double Access this screen by selecting the double

right arrow button at the page bottom.right arrow button at the page bottom.

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When all the boxes (collection points) have When all the boxes (collection points) have been successfully picked up and scanned, been successfully picked up and scanned, you will see…you will see…

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By regularly selecting the Refresh button, By regularly selecting the Refresh button, the most current data will be shown in the the most current data will be shown in the Exception Report. Exception Report.

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Continue to refresh until the Continue to refresh until the

No Data, Missed, or Early rows show 0No Data, Missed, or Early rows show 0

This indicates the box (es) has been scanned, This indicates the box (es) has been scanned, data successfully uploaded, and the CPMS data successfully uploaded, and the CPMS database updated.database updated.

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The last screen in the Exception Report The last screen in the Exception Report showing all collection points cleared.showing all collection points cleared.

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If after selecting Refresh, the Exception Report Status Message column or summary page still shows any collection point as No Data, Missed, or Early, station personnel must not leave the station without physically scanning that collection box or point and gathering any mail inside, and confirming No data, Missed, or Early all indicate 0.

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In addition, the final dispatch from the station will not be held while waiting for a collection point to clear. If any collection point in CPMS is not cleared (a number other than 0 in the No Data, Missed, or Early rows) until after the last dispatch, then the station or post office with responsibility for that collection point will take any collection mail to the plant.

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Print the Exception Report showing 0 No Print the Exception Report showing 0 No Data, Missed, and Early scans.Data, Missed, and Early scans.

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Complete the CPMS, MYPO, and Vehicle Complete the CPMS, MYPO, and Vehicle Security Checklist…Security Checklist…

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……and fax both the:and fax both the:

Exception Report Exception Report

CPMS, MYPO, and Vehicle Security Checklist CPMS, MYPO, and Vehicle Security Checklist

toto

SF District Operations Programs Support. SF District Operations Programs Support. (650-577-6023) (650-577-6023)

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There are instances where a collection There are instances where a collection point listed in the database is non-point listed in the database is non- functional or physically not at its location, thus functional or physically not at its location, thus will not be scanned. These cases are rare and will not be scanned. These cases are rare and each must be verified, validated, and certified byeach must be verified, validated, and certified by the Manager, Operations Programs Support.the Manager, Operations Programs Support.

The CPMS will show these points as No Data The CPMS will show these points as No Data and must be documented on the daily report and must be documented on the daily report faxed to Operations Programs Support.faxed to Operations Programs Support.

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Every Monday through Saturday (non-holidays) night SF District Operations Programs Support personnel monitor the CPMS for any collection box or point not scanned. They are required to contact the postmaster, then MPOO, and if necessary, the District Manager to resolve a collection point without a valid scan in the CPMS.

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The consequences of not scanning a collection The consequences of not scanning a collection box or point include a possible box or point include a possible zero bundle for the for the station or post office responsible for that box. As station or post office responsible for that box. As mentioned earlier, CPMS is a resource to validate mentioned earlier, CPMS is a resource to validate our EXFC scores. Independent auditors randomly our EXFC scores. Independent auditors randomly place actual mail - indistinguishable from typical place actual mail - indistinguishable from typical mail pieces - into collection points and record its mail pieces - into collection points and record its delivery time and quality. If this box is not delivery time and quality. If this box is not scanned (and mail inside not picked up), a scanned (and mail inside not picked up), a zero bundle results and the report elevated to the Area results and the report elevated to the Area Vice President with devastating consequences for Vice President with devastating consequences for the District and post office or station involved.the District and post office or station involved.

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ReviewReview

Request access to CPMSRequest access to CPMS Scan all collection point bar codes you are Scan all collection point bar codes you are

responsible for and place scanner in cradleresponsible for and place scanner in cradle Log into CPMS and verify collections were Log into CPMS and verify collections were

made and bar codes scannedmade and bar codes scanned Print copy of Exception Report showing 0 Print copy of Exception Report showing 0

Early, Missed, or No Data ScansEarly, Missed, or No Data Scans Fax this copy to Operations Support dailyFax this copy to Operations Support daily

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CPMSHelpCPMSHelp

If you need assistance at any time with CPMS, you can click the UTILITIES tab on the menu bar for a contact list…

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CPMSHelpCPMSHelp

click the link…click the link…

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CPMSHelpCPMSHelp

click the button…click the button…

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Operations Programs Support Fax LineOperations Programs Support Fax Line 1-650-577-60231-650-577-6023 USPS Help Desk (technical support)USPS Help Desk (technical support) 1-800-USPS-HELP (1-800-877-7435)1-800-USPS-HELP (1-800-877-7435)

San Francisco District Web PageSan Francisco District Web Page type “sanfran” in the address bar of any ACE type “sanfran” in the address bar of any ACE

computercomputer

San Francisco Operations Programs SupportSan Francisco Operations Programs Support David Jones (1-415-550-5083)David Jones (1-415-550-5083)

CPMSHelpCPMSHelp

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CPMSCPMSCCollection ollection PPoint oint MManagement anagement SSystemystem

Operations Programs SupportOperations Programs SupportSan Francisco DistrictSan Francisco District

July 2008

> this training program developed by DWJ with assistance from the OPS staff <

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