Transcript APO/RMPO TRAINING

APO/RMPO TRAINING
Presented by Colorado NAPUS
2013
Each office will have different issues depending on:
Current staffing:
1. OIC who leaves day of the transfer to APO Postmaster.
2. Postmaster/PMR-new, relatively new or long time employee.
3. 2 or more PMR’s splitting days of the week they work.
4. In any case you now are responsible not only for your office but also
responsible for your new RMPO office.
This training is to help you be prepared for what you are responsible
for and what might happen.
eAccess to request at least a week before:
* If Notice appears next to an application name, it means the District
Coordinator for that application needs a message to put you into that system.
Name of Application or Program
Applications below are required:
eAccess (Manager Role) (Have RMPO Employees change manager to you)
Customs Border Protection Manifest (CBPMAN)
eCustomerCare (eCC)
eTravel - Notice - submit Form 1010 to District eTravel Coordinator
eUARS (Electronic Uncoded Address Resolution Service)
Facilities Database (FDB)
Scan Point Management System (SPMS) – Notice-eMail Roger Keathley after requested in eAccess
Time & Attendance Collection System (TACS) 10 WESTERN AREA
WebBATS (Web Box Activity Tracking System)
Applications below may be required:
eMOVES (Electronic Money Order Voucher Entry System) - Field User
eRMS (Enterprise Resource Management System) - Notice
POS ONE NCR - Point of Service (POS) ONE (National Cash Register)
PostalOne!
Safety Toolkit
Day of Transfer:
It is important that when the RMPO Office is transferred to you that you:
1.
Get a key to the doors, Arrow Key and combination to the safe.
2.
Get Fedstrip number.
3.
Get Employee’s phone numbers.
4.
Verify the PS 3977’s are current and filled out correctly
including passwords for the Ace Computer, credit card
machine and a duplicate key for Main Stock. Information
on how to
correctly complete PS 3977’s and a copy of the
PS 3902 log you
can type into on the computer go to:
http://western2.fws.usps.gov/sites/cowy/finance/sctr/Additionalwebpages
/SecurityKeyAccountability.aspx
5. Set yourself up to use the VeriFone Credit Card Machine. If
the Users Manual isn’t there go to the link below:
http://blue.usps.gov/corptreasury/quickref.htm
6.
Verify the Bait Money Orders and make sure log is current. Link below
is to CO/WY Sox compliance webpage/money orders:
http://western2.fws.usps.gov/sites/cowy/finance/sctr/Additionalwebpages
/MoneyOrder.aspx
Links to Single Drawer Accountability
F-101 Changes:
http://nfs.usps.gov/NFSweb/documents/HQ/F101SingleDrawerAccount
ability.pdf
Conversion Guide:
http://nfs.usps.gov/NFSweb/documents/HQ/SDAConversionGuide.pdf
• Stamp ordering:
PMR in RMPO office orders stamps through eBuy. You approve their order
after making sure that this order does not put them over their stamp
accountability limit.
• Make sure that all PMR’s who have eBuy access change their approving
manager to you instead of the POOM.
Bill Pay & Supplies ordering:
I asked Daryl Trujillo, CO/WY District POStPlan Coordinator the questionDoes the APO Postmaster have one Smart Pay Card for all his offices or
one for each office. Answer below:
Joan,
The direction I am receiving from Finance is to have one Smart Card for
the APO which does the purchasing for the RMPO. The general thought is
when offices with reduced and limited retail hours need supplies, the APO
can procure for their limited needs. If the APO is concerned with TOE as a
result, they can submit a request to District Finance Manager for
adjustment at end of year.
Thank you,
Daryl A Trujillo
Manager Post Office Operations Area II
Colorado Wyoming District
(303) 853-6701
(303) 853-6033 Fax
1. Use eBuy on catalog for everything you can and charge to the RMPO
Fedstrip and Finance number.
2. PS Form 8230 is Going Away
https://about.usps.com/postal-bulletin/2013/pb22361/html/updt_006.htm
3. If you don’t have a Smart Pay Credit Card:
Click on link below. Scroll down to the required training. After training
complete, follow procedures to apply for a card.
http://blue.usps.gov/purchase/operations/ops_impachome.htm
When ordering for one of your RMPO offices you need to change Fedstrip number
by clicking on the magnifying glass.
3
2
1
1. Type in the RMPO Fedstrip number and apply filter.
2. Then highlight the office name.
3. Click on Select
Now change the “Bill To”section. Click on the magnifying glass
3
2
1
1. Type in the Finance number of your RMPO office.
2. Highlight the Office name.
3. Click on Select.
Now that both the “Ship To” Fedstrip and the “Bill To” Finance number
have been changed to the RMPO you are ready to submit the eBuy for
your RMPO Office.
~zipcode emails for your RMPO Offices.
If you are not getting these emails you might miss an important
message sent only to that ~zipcode. This might be an accounting
error the PMR made that needs to be corrected, a missed scan, mail
being sent to Mail Processing incorrectly etc.
1. How to check to see if you are.
2. Who to contact to have you added if you are not.
3. You must be using Outlook in order to check this.
Click on Tools.
Click on drop down box.
Click on address book.
Type ~ then the zipcode of your RMPO.
Click on the highlighted block of your RMPO
If your name is not here
Contact this person.
Responsibilities:
1. Daily reports: SPMS, CPMS, AM/PM-RMPO Office is
responsible for doing these reports BUT you are responsible
for making sure they do the reports. So when you run your
end of day reports (or earlier) run the reports on your RMPO
office(s). Make sure you know their scanning times:
1. Distribution
2. Box Up
3. Dispatch
4. You will need access to their SPMS (eAccess & email
Roger Keathley)
5. Make sure eMoves is done by 10 am the following
morning. eMoves Training:
http://blue.usps.gov/accounting/eMOVES/trainingscreen.htm
2. Daily Flow Chart: Excel Spreadsheet will be sent to everyone
so that you can put in the times applicable to your RMPO
office..
Weekly Responsibilities:
Time Cards: It is the APO Postmaster’s responsibility to make sure
RMPO employees times are entered into TACS.
eFlash:
Volumes are entered into eFlash weekly. Volumes are
entered in eFlash as pieces.
Attached volume recording spreadsheet-letters and flats
entered in to spreadsheet in inches. Spreadsheet converts
to pieces. Also puts in correct order of entry to make
eFlash entry easier with less chance of error.
YOUR OFFICE, ZIPCODE
09/29/12
09/30/12
10/01/12
10/02/12
10/03/12
10/04/12
10/05/12
Saturday
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
TOTAL
Unit Letters (inches)
0
0
0
0
0
0
0
0
Unit Flats (inches)
0
0
0
0
0
0
0
0
Box Letters (inches)
0
0
0
0
0
0
0
0
Box Flats (inches)
0
0
0
0
0
0
0
0
Unit Parcels (pieces)
0
0
0
0
0
0
0
0
Box Parcels (pieces)
0
0
0
0
0
0
0
0
Box DPS from EOR (pieces)
0
0
0
0
0
0
0
0
Box Letters from EOR (pieces)
0
0
0
0
0
0
0
0
Box Flats from EOR (pieces)
0
0
0
0
0
0
0
0
MANUAL VOLUMES
0
eFlash Reporting
Unit Distribution Flats
HLUF
0
DISTRIBUTION FLATS IN PIECES
Unit Distribution Letters
HLUL
0
DISTRIBUTION LETTERS IN PIECES
Unit Distribution Parcel Post
HLUP
0
TOTAL UNIT PARCELS IN PIECES
Box DPS
HLBD
0
TOTAL DPS BOX LTRS IN PIECES
Box Flats
HLBF
0
TOTAL BOX VOL FLATS IN PIECES
Box Manual
HLBM
0
TOTAL MANUAL BOX LTRS IN PIECES
Box Parcels
HLBP
0
TOTAL BOX PARCELS IN PIECES
Use of Personal Owned Vehicle
1. Problem is-- right now you are not covered by Postal Service
Insurance if you have an accident doing postal service work even
though you are on the clock.
2. Postal Service Headquarters is working on a solution.
3. Most of us have been using our POV for Postal Service business.
4. If you do use your POV, be sure to use eTravel and be reimbursed for
you mileage.
5. Official Letter that states you can not be required to use your POV:
Use of POV to manage
RMPO Offices: Official
Rule in letter dated
March 12, 2004:
If you do use your POV
to visit RMPO offices,
you do get paid
mileage. Be sure to
submit through eTravel.
Any questions, issues that come up pertaining to POStPlan, feel
free to contact me:
Joan Mallon
Postmaster
Kiowa CO 80117
Silt Office Phone: (thru May 31) 970 876 2250
Kiowa Office Phone: (after June 1) 303 621 2011
Cell Phone:
720 339 8834