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Handbook PO-106, Automated Postal Center (APC) Program

1. Page 17 of 65 Handbook PO 106 Automated Postal Center Program 4 Servicing the APC This chapter covers general servicing and alert clear procedures The Machine Service Manual MSM available at http 56 207 11 95 apc files training APG MSM zip contains specific servicing procedures and troubleshooting procedures 412 Optimum Equipment Performance In order for the customer s interaction with the machine to be satisfactory the machine must be operational and available for use at all times To achieve this goal the site manager must assure that APC servicing employees SEs keep it stocked with accountables and consumables in good working order and presentable so that walk in customers are drawn to using it 412 1 APC Consumables The SE is responsible for e Ordering batteries to be used in the APC Pager e Ordering consumables cleaning supplies and stamp stock as needed APC consumables must be ordered from the Material Distribution Center MDC using the touch tone order entry TTOE system By referring to the listing of consumable at http 56 207 11 95 apc files APC Consumables doc the postmaster unit manager will know how to order consumables used in the APC 412 2 Cleaning Supplies The machine requires periodic cleaning Keeping the exterior and interior parts clean will ensure optimal performance and improve customer appeal The SE will perform periodic cleaning in accordance with the APC Cleaning Manual available a
2. 54 APC Credit 541 Definition of APC Credit The APC credit is defined as the stamp stock assigned to the APC and must not exceed 3 months of stamp sales defined as average reported sales in AIC 152 during the preceding three month period When a site has multiple APCs each APC must have separate accountability Do not shift stamp stock among machines Note Servicing personnel must maintain separate accountability for each APC 542 Accountability APC accountability consists of two types of stock e Storage repository inventory e Kiosk inventory o Stamp cassette o Reject retract cassette 542 1 Establishing Accountability e APC accountability is assigned to the APC not to an individual but like segmented inventory accountability SIA individuals must provide a level of security protection and performance as if the stock were assigned to an individual e APC accountability is similar to SIA except that instead of all retail associates RA having access to the floor stock only designated individuals have access to the APC and its stock However APC accountability does not require RAs to maintain a cash reserve of 100 00 Page 23 of 65 Handbook PO 106 Automated Postal Center Program 542 2 Role of the Postmaster Designee The Installation Head must e Have an ACE Advanced Computing Environment logon for the APC machine e When issuing the initial stamp stock prepare in triplicate PS Form 3369 P Consigned Credit Rece
3. Each individual assigned servicing responsibilities must complete the APC Key Accountability Log when they pickup and return their keys at the start and close of the business day The keys must be returned to the designated location at the end of the business day PS Form 1627 General Purpose Ruled Form Exhibit 555 2 may be configured to create the APC Accountability Log The form should be titled APC Key Accountability Log Following are procedures for using the log e Each person assigned servicing responsibility must sign the log when keys are accepted and returned e Each APC site must complete and retain the log to document APC key usage e The log must include the date employee signature time keys were taken out time keys were returned and the signature of the clearance employee Note Keys must not leave the APC facility at any time Page 29 of 65 Handbook PO 106 Automated Postal Center Program Exhibit 555 2 PS Form 1627 General Purpose Ruled Form ee ee ae ee ee PS Form 1627 October 1972 Page 30 of 65 Handbook PO 106 Automated Postal Center Program 554 Duplicate Keys PS Form 3977 Duplicate Key Envelope Exhibit 554 will be used to store duplicate keys for each stamp cabinet safe compartment envelope drawer as well as the APC keys and APC password Exhibit 554 Insert Revised PS Form 3977 Duplicate Key Envelope Article 19 Exhibit 563
4. Network Operations Management Ad Hoc supports the following NODM2 supports the following systems WebMODS Network systems Business Mail Visibility FAST MCRS SASS SASS y Operations Dashboard International SSD Surface Visibility Server name eagnmntweb17 EAGNMNTWEB 16 eagnmntweb le L Server name eagnmntweb17 EAGNMNTWEB 16 eagnmntweb 1e o l Accounting Confirm Integrated Reporting g Server Server y name EAGNMNTWEB12 eagnmntweb 13 eagnmntweb 1b eagnmntweb mame EAGNMNTWEB12 eagnmntweb 13 eagnmntweb ib eagnmntweb la ia a al Supplies Services amp Equipment Reports SSE a Financial Data Mart i Server f Server name EAGNMNTWEB12 eagnmntweb 13 eagnmntweb 1b eagnmntweb name EAGNMNTWEB12 eagnmntweb 13 eagnmntweb 1b eagnmntweb la ia gt eBuy Reports ASK ME Server Server name EAGNMNTWEB12 eagnmntweb 13 eagnmntweb 1b eagnmntweb name EAGNMNTWEB12 eagnmntweb 13 eagnmntweb 1b eagnmntweb ia ta L Customer ID Tracking CAMS Reports Server Server i name EAGNMNTWEB12 eagnmntweb 13 eagnmntweb ib eagnmntweb name EAGNMNTWEB12 eagnmntweb 13 eagnmntweb 1b eagnmntweb la ta wa Human Resources Transportation Contracting Reports TCR D D D Server Server y name EAGNMNTWEB12 eagnmntweb 13 eagnmntweb 1b eagnmntweb name EAGNMNTWEB12 eagnmntweb 13 eagnmntweb 1b eagnmntweb la la Eo This site is brought to you by your Information Technolog
5. 2 l Kiosk Reject Cassette sheevets only 3 Kiosk Total Line 1 2 Storage Repository Price per sheetiet Total Holiday Stamps First Class Sheetiets Pror Rat Form 3364 Stamp Credit Examination Record AIC 175 Overage p AIC 612 Shortage ae PS Form 571 Discrepancy of 100 00 or more T have examined this credit Printed Name of Supervisor Signature of supervisor PS Form 3294 APC Draft 15 Storage Repository Total Line 4 5 6 Total APC Inventory as Caunted Line 3 7 PS1412 Stock Inventory AIC 853 ities Lb List variable rate labels from Reject cassette NOTE Do NOT inciude with total on line 8 1 agree to the count Printed name of employes Page 36 of 65 Handbook PO 106 Automated Postal Center Program Exhibit 613 APC Financial Report 1412 e e U S POSTAL SERVICE APC Financial Report 1412 Ee 97201 9998 APC Fins n em 408760 9550 Operator Logon ID MCAT2SE Reported et 02 08 07 10 41 PN Receipts AIC Description Amount 0080 Tot Trst Fds Rec d 00 0152 APC Stamp Stk Sale 161 46 0247 Fin Dff Oversge 78 0272 APC Postage Meter 867 23 0353 Cash Retained Prev 00 0400 Cash Required 1029 47 SSreseoocsressssesssasee S SSSSSSsssssesssesasa AIC Description Amount 0480 Trust Funds w D 00 0553 Refund Stamps Feos 9 65 0751 Cash Remit Advance 00 0752 Cash Remit Final 00 0753 Cash Ret
6. 3 If there is obvious damage contact the Help Desk before proceeding 4 Follow the procedures in the MSM to power on the kiosk a Turnon the UPS b Press the power switch to the on position Note The revenue for the last day of operation will be combined with the revenue for the next day that the APC transmits 432 General Servicing General servicing involves resolving alerts generated by the APC and stocking consumables The SE must respond to the alert within 30 minutes and attempt to resolve it Alerts advise the SE that either some or all the consumables in the kiosk need replenishment e g stamp stock Postage Printer paper etc or a problem has occurred with an APC component 433 General Cleaning The SE is responsible for keeping the APC free of any debris as described in the MSM 44 Procedures 441 Emergency Shut Down Procedures The following procedures should only be used in extreme emergencies or when directed by the Help Desk Shutting off power to the machine without following standard shutdown procedures using the Servicing Screens designed for this purpose may cause damage to the hardware or software components However should an emergency arise that requires the machine to be shut down quickly the SE should do the following 1 Open the main door and top hatch 2 Locate the power switch on the power distributor in the top hatch 3 Turn the power distributor switch to the off 0 position Page 20
7. PS Form 2018 Duplicate Key PIN amp Combination Inventory United States Postal Se vics Madal Typa Duplicate Key PIN amp Combination Inventory Serial No Cmoployee Name Last First and Wh PIN Cndossd Cembinsten Cnzosed Yes No Yes Nn Operating UnilLova ion NSTRUCTIONS Sia aorta TO Feyke Aves and SAR Aare Saari A Hicho PORO dal arse vivid Ceo aa a Moten Angem Kind of Key How Many Serial No s Jaa saparia siopa Ty ant mach ne ot acut arbon Aha Pa up cubs boys AN crear cabina oc odes oo the flop ard bath wou Door Thocevinyon bunam ta anans arn aakri acd Do ines oto zang AE R sea w aa Aa ATA r al od ael Rola edna asea ath Alarm Box ee Cre ts ance ad poet reread orc ape to tho goap al ageri wi be po gonad y esses hoty apakan Coln Box Yea oe lane aly lire Da conta a otis sown a aa n ha wee dows D do gore SN Gong Poop oe ont Bill Acceptor Need Beth yo and the wake Mit oniore an chr Ma anaipa Whe be conkants ar mit kano the cooned NE and ape CA cre Data P aaa E ne A our mad inca S eaa Ak pec et or any be chal and witness acd che EET REAT sonar w ramen be contr Printed Desig raked irens Marre Yirtead Dessiynakad Wires Sare Wit Da aai a arm r Ww ag ta w Ta ONA O Opa paran A eaaa ant cored fee ace c re ma chon Abo NAT OANE KAP NESA 73 Ferm 2018 January 2002 Page 31 of 65 Handbook PO 106 Automated Postal Center Program 555 Key Log and Lock Examination Each supervisor or designee with
8. 65 Handbook PO 106 Automated Postal Center Program 74 Enterprise Data Warehouse EDW 741 General The vision of the Enterprise Data Warehouse EDW is to provide a single repository for managing the Postal Service s corporate data assets 741 1 Purpose The EDW provides a common source of accurate corporate data across organizations to a wide variety of users The data can be reported upon and manipulated in a variety of ways both within and across functions for deeper analysis which can lead to additional revenue reduced costs and improved business practices 741 2 Access In order to use EDW you must have access To get access to the EDW go to http eAccess and request EDW General Access All Users This level of access will provide each user with access to all public business areas in the warehouse You do not need to ask for separate access to each individual business area such as Accounting Retail or Network Operations Exhibit 741 2 Screenshot showing EDW Business Areas gt gt J ie fw 3 mx 16 O HAAG CK ela Sm 3 d Welcome HOLMES PHYLLIS M If you are not HOLMES PHYLLIS M dick here Global Project Network Operations Management Server name eagnmntweb17 EAGNMNTWEB 16 eagnmntweb 1e if Network Operations Management supports the following systems LCMS NASS RMIS TIMES Servername eagnmntweb17 EAGNMNTWEB 16 eagnmntweb le i a Network Operations Management Ad Hoc NODM2
9. Account Number when applicable Customer Signature Date of Request MM DD YYYY The SSA reviews the form for completeness including customer signature Part 1 Request Disbursement For section of PS Form 3533 the SSA checks the Other Refunds box and fills in the appropriate account identifier code AIC The SSA completes Part 2 of PS Form 3533 Post Office Name Approved Amount of Disbursement Post Office ZIP 4 Finance Number and Unit ID Telephone Number with Area Code Contact Name Signs and Dates as Certifying Employee Obtains Witness Signature with date Note Postal Service official and witness must verify all claims and enter the approved amount in the Approved Amount of Disbursement Make a copy of PS Form 3533 Attach returned APC variable rate postage APC variable rate postage meter strips PSD or Shipping Standard Shipping Labels to the PS Form 3533 Report refund in AIC 553 Refund Stamps and Fees Report sale in AIC 090 Postage Stock Sales Give customer stamps for the same total value and a copy of Form 3533 Place copies of all documents including the customer receipt in a folder labeled APC Refund Document See Section 812 00000000 Note Original should support the daily 1412 Daily Financial Report 812 APC Refund Document File Establish a file folder named APC Refund Document File to track all APC Reimbursements A copy of the completed PS Form 3533 Application and Vouche
10. Exam option on the APC Before beginning the credit exam you must e Have received any stock in transit e Validate the Accountability the value of all products of the APC through the Accounting Data Mart ADM program Confirm that the stock on hand AIC 853 in the Stock Ledger Balances Report matches AIC 853 on the prior day s 1412 If it does not any discrepancies must be resolved before initiating the credit exam Instruction for report Shared Reports SAFR Stock Ledger Reports Stock Ledger Balances Select the Prior Days date and enter the APC s cost center id e Have two PS Forms 3294 APC available one for the supervisor and one for the SE e Label a white 10 envelope Redeemed Stock Preparation for a credit exam e Log onto the APC O Run the most recent preliminary version trial of PS Form 1412 Post Office Accounting Procedures see Exhibit 613 o Run an Inventory Current Item Contents report o Remove the Reject Retract Cassette R RC o Remove the Stamp Cassette SC e Lock the APC while away conducting exam e Log off e Take both cassettes into a secure area inside the Post Office Page 35 of 65 Handbook PO 106 Automated Postal Center Program Exhibit 612 PS Form 3294 APC Draft Page 1 of 1 UNITED STATES POSTAL SERVICE Automated Postal Center Stock Count and Summary a Name p Unit ID No Date of Examinabon Price per Klosk wa tit sheetiet Total Value _Kiosk Stamp Cassette
11. Postage Value Total Postage Value Total Postage Value Grand Total of Postage Value Less Charges 10 of face value or 35 per hour if over 350 Minimum charge is 35 Post Offices must destroy customer meter stamps to prevent reuse The manager and a witness must sign to certify that the meter impressions listed above were destroyed Total To Be Refunded Supervisor Manager Signature Witness Signature Part 4 Special Services and Other Refunds Note Fees for registered insured and COD services are not ordinarily refundable Explain the reason for the requested refund Amount of Refund to Which Claimant is Entitled In accordance with USPS policy Part 5 Disbursements for Refunds issued Locally 1 Postal Service official and witness must verify this claim and enter the approved amount in the Approved Amount of Disbursement 2 Certifying Postal Service official and witness are required to print and sign as authorization for payment or withdrawal of trust account 3 Ensure the proper accounting entries are performed on PS Form 1412 4 For cash refund issued obtain payee s signature below For money order refund issued enter the money order serial number below 5 DO NOT SUBMIT PS Form 3533 to Scanning and Imaging Center if a refund is issued locally Payee Signature or Money Order Serial Number Date Part 6 Disbursements Processed by the Accounting
12. Service Center ASC 1 Postal Service official and witness must verify this claim and enter the approved amount in the Approved Amount of Disbursement 2 Certifying Postal Service official and witness are required to print and sign as authorization for payment or withdrawal of trust account 3 Ensure the proper accounting entries are performed a If this is a refund use the appropriate AIC for the refund See Request Disbursement For section b If this is a withdrawal from an advance deposit account use the appropriate AIC 453 for BRM Postage Due or AIC 470 for permit c Ensure the offset to AIC 280 Disbursement Sent to ASC is performed either in Form 1412 or Postal One system d Attach the supporting AIC 280 documentation PS Form 3544 or 3533 X to the PS Form 3533 4 SUBMIT PS Form 3533 with attached AIC 280 supporting documentation to the USPS Scanning and Imaging Center 5 Customer will receive the payment from USPS NOTE Maintain a copy of the PS Form 3533 locally for 90 days PS Form 3533 November 2006 Page 2 of 2 Page 60 of 65 Handbook PO 106 Automated Postal Center Program 811 Completing PS Form 3533 When completing a PS Form 3533 Blue or Black ink must be used The form must be printed within the boxes Part 1 Application section must be completed by the customer Customer Company Name Attention Line Complete Address Telephone Number with Area Code Amount of Refund Request Customer
13. Weekly Revenue by Site Administrator To eye has reset ay 10 digit Cost 4 ea B Page 53 of 65 Handbook PO 106 Automated Postal Center Program 743 Retail Data Mart RDM 743 1 General Retail Data Mart RDM is a business area within EDW The RDM was established to harness the power of Retail data to afford the opportunity to generate more revenue improve customer service manage inventory staff to match customer demand and improve store performance 743 2 Purpose The Retail Data Mart was developed to provide easy access to retail transaction data and critical business information used for operational planning fraud detection and strategy development as well as sales and market analysis RDM is the official source of transactional data 743 3 Access RDM is accessed through the Retail Folder in EDW See Exhibit 741 2 Note You must be an EDW user with a user name and password to access RDM 743 4 Training Retail Data Mart Online Training Course Number 4153021 is a two hour course available through Automated Enrollment System AES enrollment at https aes usps gov index php RMD online course is designed to show Postmasters Customer Service Managers and Supervisors and others how to use the RDM to manage their offices with the data provided by the POS ONE and APC Systems Course contains instruction on how to use the MicroStrategy Web Analyst tool for folder navigation how to find and run Shared Reports using prompts sor
14. coordinate the site visit with the assigned SE within four hours When the IBM representative arrives the SE 1 should accompany him or her to the APC 2 log onthe machine 3 assist as needed Note The SE must remain with the IBM representative at the machine at all times 464 Post Servicing Procedures The SE must use the Log Actions menu on the APC to indicate what was done to resolve all alerts Every action performed on the machine must be recorded using the APC Log Actions menu This information should also be entered into the Help Desk Log Book for the APC location Page 22 of 65 Handbook PO 106 Automated Postal Center Program 5 Financial Accountability 51 Authorized Accounting Procedures Handbook F 1 Post Office Accounting Procedures covers regulations on accounting procedures Anyone involved in accounting procedures for the APC must be familiar with the following sections of Handbook F 1 a Chapter 1 General Information All b Chapter 4 Managing Accountable Paper Section 416 Securing a Place for Accountable Paper Section 422 Accepting Custody Section 423 Handling Main Stamp Stock and Unit Reserve Stamp Stock from SDO Section 424 Handling Unit Reserve Stamp Stock from SSC Section 426 Handling Stamp Credits Section 429 Conducting Examinations Section 452 Procedures for Withdrawing Stamp Stock BLO Os 53 APC Stamp Products The APC is stocked with First Class stamp sheetlets 18 per sheet
15. manager The supervisor may obtain a duplicate key from the key envelope PS Form 3977 Lost Service Keys may be replaced by ordering keys through the Help Desk 557 APC Pager Each APC site is assigned a pager to alert servicing employees of APC servicing needs This pager will receive real time alerts via text messaging if a problem is detected on the APC such as paper jams or low stock Details regarding the alert will be sent to the Servicing Employee SE via the APC servicing pager as well as an email to the IBM Tier 1 Help Desk The IBM Help Desk will track all alerts 557 1 Distribution Each pager and its serial number is assigned to a specific APC site 557 2 Assignments Each office is required to assign an on site SE to monitor the servicing pager during all hours of window operation The pager must be transferred to another SE as needed during lunch relief and end of tour duty so that it is constantly monitored during business hours The SE is required to respond to the alert in 30 minutes After two hours the alert is escalated 557 3 Security While the pager is not considered an accountable item proper security must be maintained During working hours the pager must be in the immediate possession of an SE At closing the pager must be placed in a secure area Note The pager must not leave the APC facility at any time Page 33 of 65 Handbook PO 106 Automated Postal Center Program 557 31 Returns Nonfunctioning
16. menu3 742 4 Reports Reports found in Stored Revenue Reports in the Accounting Data Mart ADM section of the Enterprise Data Warehouse EDW are used to measure APC performance Page 52 of 65 Handbook PO 106 Automated Postal Center Program Exhibit 742 4 ADM Store Revenue Reports E O O Hid o Sx oe m U0 l UNITED STATES Ba POSTAL SERVICE My Reports My Subscriptions History List Preferences Displays the final 1412 amount after the Field Sales Branch FSB has Processed any adjustments AIC 840 and AIC 853 amounts are i RM Displays Cost Center 1412 data at whatever level desired by Area by r EEN District or by Cost Center across whatever period desired Location and m Administrator 2 20 05 2 53 04 AM Time column headings selected are NOT related to the filters selected to a ga 3 a ea at S AR fore EEE E ID RED LIE oO EM AIC Report Builder Final Amount Displays the final 1412 amounts for selected AICs after the Field Sales po Oi nnn NaN MARIE IBIZ aranh FE has processed any adusments A Displays Cost Center Final1412 data only at whatever level desired by M AlcRenortBukderbv AP EY 2005 Meter 2 20 052 55 07AM__ area by District or by Cost Center by AP for FY nS l A a Booo Displays FPR lines 1 7 by effective 8 digit account If the last 3 digits of m Cs by FPR Line Administrator the effective account are all zeros then the revenue is allocated and does 9 94 L eee E S A E S AS E oaeen riero A ee M
17. of the Unit Reserve 551 2 Security While Servicing Equipment Stamp stock must be kept in places inaccessible to the public and concealed from public view Stamp stock not loaded in the APC must not be stored in the machine All stamp stock not loaded into the machine must be returned to the safe 552 Key Security There are two levels of key authorization to access the APC Service Employee Key and Supervisor Key Staffing and Accountable keys issued to each APC site 9 per site APC Service Employee Keys Six 6 delivered with each machine APC Supervisor Keys Three 3 delivered with each machine 552 1 Supervisor Keys Supervisor keys are required to open the machine during a power outage situation while conducting an audit when requested by the Help Desk or during an emergency situation The supervisor key must be assigned to the site manager or designee and secured using PS Form 3977 Duplicate Key Envelope Exhibit 554 The three supervisor keys must be sealed in a PS Form 3977 and stored with the other PS Form 3977s as required in F 1 Chapter 3 Part 372 Securing Combinations and Keys Missing supervisor keys must be immediately reported to the local branch of the Inspection Service 552 2 Service Employee Keys Page 28 of 65 Handbook PO 106 Automated Postal Center Program The Service Employee Key Log identifies the person or persons responsible for the daily servicing of the APC as required Servicing res
18. or missing pagers must be reported to the Help Desk When returning pagers for credit the following address should be used USA Mobility Returns 2800 Technology Dr Suite 200 Plano TX 75074 Note Enclose in the package the account number 92634 your APC number and address Send the pager back priority mail with delivery confirmation Retain the receipt for your files 56 Employee Access Other than the assigned SE with proper logon credentials no employee supervisor or postmaster shall have access to the APC except as provided in Handbook F 1 372 2 and in the instructions printed on PS Form 3977 Page 34 of 65 Handbook PO 106 Automated Postal Center Program 6 Examining the APC Credit 61 Procedures A supervisor must examine the APC credit defined as the value of all products every month for the first three months After the first three counts an examination must be conducted once every three months To avoid setting a pattern examinations are unannounced and staggered All counts will be considered official There is no tolerance 611 Who Participates A supervisor with assigned supervisor access and a service employee SE must each conduct an independent stock count 612 Forms Used PS Form 3294 APC Exhibit 612 must be used when performing credit examinations One PS Form 3294 APC will be used by the supervisor and one by the SE 613 Credit Exam All results must be entered into the system utilizing the Credit
19. quantity of APC Sheetlets available up to the maximum of 2000 sheetlets Following are some useful tips When the APC is low or out of stock it sends an alert text message to a pager carried by one of the unit s designated APC SEs Any authorized employee then opens the APC Storage Repository retrieve the stock and load it into the APC Although procedures may vary from site to site it is recommended that stock levels be checked and replenished if the SE will not be able to maintain the machine for long periods of time e g over a long holiday weekend This way the kiosk will be less likely to run out of stock before the SE has a chance to re load SEs do not have to wait for an alert to replenish the machine Page 27 of 65 Handbook PO 106 Automated Postal Center Program 55 Security 551 Stamp Stock Security Each APC requires separate accountability The Storage Repository is the area designated for storage of the APC stamp sheetlets and non saleable stock All Storage Inventory must be secured in a safe compartment or vault called the Storage Repository separate from the stamp stock and other credits of the Unit Reserve Access to the Storage Inventory is limited to the SEs 551 1 Security between Servicing Visits The servicing person must keep all stamp stock not loaded into the APC locked in a safe or vault The APC Credit must be secured separately from any other stamp credits consigned to the SE and other credits
20. response to kiosk alerts c Providing routine cleaning of the kiosk d Clearing jams labels sheetlets receipt paper etc e Replacing Level 1 Field Replaceable Units f Working with the APC Help Desk to resolve problems g All replaced parts must be return to the depot repair facility within 24 hours h Accompanying and assisting IBM Level 2 maintenance personnel i Managing stamp inventory at the kiosk in accordance with Chapter 5 j Perform a visual security inspection of the APC to determine if there has been any vandalism or tampering k Check the card reader for any unauthorized modifications Performing other duties as assigned Page 16 of 65 Handbook PO 106 Automated Postal Center Program 33 Training The Unit Manager Postmaster is responsible for ensuring that a minimum of four servicing employees are trained in each APC location The Postmaster Unit Manager is responsible for completing PS Form 1782 Training Request and Authorization for all trained APC employees Once the training has been successfully completed the completed PS Form 1782 should be forward to the district PEDC for processing The National Agreement training procedures must be followed Training shall be conducted per the guidelines outlined in Course Number 41202 99 Automated Postal Center Training and completed by all servicing employees prior to servicing the APC It must be used in conjunction with the APC Machine Service Manual
21. to AIC 612 Vending Machine Shortage on PS Form 1412 No PS Form 571 is required 663 222 100 or More When a shortage of 100 or more exists the SE s supervisor reports the shortage to the Inspection Service on PS Form 571 663 3 Losses Due to Fire Theft or Robbery Loses due to fire theft or robbery must be documented and brought to the attention of the postmaster and the Inspection Service The SE and supervisor must conduct an exam of the APC 663 4 Losses Due to Negligence Theft or Embezzlement The Inspection Service determines what action to take in cases of loss due to negligence theft or embezzlement 663 5 Losses Due to Other Causes Losses due to error in prior examination procedures will be adjusted PS Form 571 will reflect the comment shortage due to examination error on stock count of reference date refer to prior stock count date where an overage was reported 664 Retail Data Mart RDM APC Credit Exam History The RDM APC Credit Exam History report is updated in the RDM after successful completion of transmitted data Transmission occurs nightly and does not require interaction from the site Please see Chapter 7 Section 743 5 Page 44 of 65 Handbook PO 106 Automated Postal Center Program 67 PS Form 3368 Stamp Credit Exam Record Upon completing the credit exam the supervisor who conducted the exam enters the results on PS Form 3368 Stamp Credit Examination Record Exhibits 67a and b E
22. 3294 Automated Postal Center Stock Count and Summary see Exhibit 612 certifying stock removed from each machine The SE will do the following Notify the APC Help Desk Help Desk that the machine will be powered off Print a PS Form 1412 APC Financial Report see Exhibit 613 from the APC Remove stamps Complete PS Form 3294 Store stamps and the PS Form 1412 in the Storage Repository Power off the machine following procedures in the Machine Service Manual Log on to the system Touch Systems Functions Touch Shutdown Software Wait for the display it is safe to turn off your computer Turn the power switch to the off position Turn off the uninterruptible power supply UPS 7 Cover kiosk with plastic where there is potential for water damage 8 As soon as possible notify the District Retail Manager which machines are not functioning and the potential cause oY SL eS gt on Page 19 of 65 Handbook PO 106 Automated Postal Center Program 431 2 Restoring Service The SE who suspended service should also restore it If the SE both suspended and restored service he or she will not be required to count the retrieved stamp stock If a replacement employee restores service the stamp stock retrieved must be counted using PS Form 3293 The SE should do the following 1 Call the Help Desk and advise them that the APC is being placed backed into service 2 Check the machine for obvious damage before powering on
23. Handbook PO 106 Automated Postal Center Program 1 The Automated Postal Center APC Program 11 Purpose The APC addresses two elements of the United States Postal Service Postal Service Strategic Transformation Plan 2006 2010 reducing costs and providing better customer service The APC is one of the access points designed to increase alternate access revenue to 40 by 2010 The National Strategic Cook Book is available at http olue usps gov delret L2rsnam nsc_ updated _111706res pdf to identify the strategic approach for the APC Program and provide ingredients to develop customized Recipes for Success 12 Background 121 History The Postal Service has provided customers access to stamps via vending machines In an effort to expand and strengthen this self service strategy by allowing customers to weigh and rate articles and purchase postage the Postal Service implemented a self service platform SSP that evolved into the Automated Postal Center in 1998 The Automated Postal Center APC is a self service kiosk that gives customers access to the most frequently needed products and services up to 24 hours a day seven days a week The APC provides access to our popular products and customers save time by avoiding the retail line for simple quick easy and convenient transactions that do not require assistance The APC has a touch screen that shows customers the available services products and information The machine a
24. Owner Administrator Owner Modified 7 5 05 5 20 34PM These reports provide information about the revenue and transactions that have been diverted from the POS ONE windows to the APC This data can be used to evaluate how well the APC diverts customers from the window Flash Reports B Modified 3 19 04 7 01 23 PM These reports contain information about credit exams conducted to audit each APC in a selected location and time period USPS can use this data to identify the over short trend between the actual count of stamps and recorded system value of stamps Sales Reports Owner Administrator Modified 8 19 04 7 01 22 PM These reports provide revenue and operating performance data for all APCs in a selected location for a selected day or month and data for SPLY These reports provide a snapshot of APC revenue and performance trends Owner Administrator Modified 8 19 04 7 01 24 PM These reports provide information that can be used to determine the sales performance of the APC Sales trends by product and hour can be reviewed Current sales performance is compared to SPLY B APC Gain Owner Administrator Modified 1 9 06 3 25 03 PM This report shows how well transactions have been diverted from the retail window to the APC It compares APC visit revenue and WOS time with APC eligible visit revenue and WOS time Subscriptions Export PDF More Info 744 Customer Care for EDW Business Areas Follow the in
25. Program 164 2 Service Employees The servicing employee shall be knowledgeable of all aspects of Level 1 servicing and replenishment as outlined in the Machine Service Manual MSM at http 56 207 11 95 apc files training APC_ MSM zip 164 3 APC Host The APC Host is responsible to meet greet and educate customers by a Helping customers get acquainted with the machine b Encourage customers to use the APC c Assist customers with their transaction d Answer any questions about the APC 165 Collection Employees In addition to routine duties collection employees make visual checks of APC parcel drop boxes and report any apparent malfunctions to the supervisor responsible for the APC 166 Help Desk The Help Desk is the first point of contact if the employee cannot determine the cause of a problem with the APC using the Machine Service Manual or is unable to clear an alert The Help Desk will help identify the problem order replacement parts and contact a higher level of service when needed The Help Desk can be reached at 800 USPS Help 800 877 7435 Automated Postal Center option Hours of operation for the Help Desk are Monday through Friday 7 a m to midnight Eastern Time Saturday 7 a m to 6 p m Eastern Time Sunday Closed The Help Desk is closed on Postal Service observed holidays 167 Accounting Help Desk Questions about policy and procedures and accounting issues should be directed to the Shared Service Help Desk
26. YMENT BY ACCOUNT WAIVER OF SIGNATURE Domestic lt an Li 5 S gt Express Mail Corporate Acct No bivencence ie coiii X hein Total Postag mere ir e ra tines lt PM pn g RAAT of adirasnon of acidresnse s egare calvary empioyea ms som S Fodteral Agency Acct No or Hijet vile can be it ey eecisre Jocar ares Fiat Ra or Wagt 4 Postal Series Acct No thet detivery employes s signature conatkines g inti Alpha Country Coda Acceptance Em valid proof of dalivery NO DELIVERY C weini Holiday L Mailer Signature 9 FROM cease pasm PHONE TO puease PRT PHONE g e u 9 w Cc a FOR PICKUP OR TRACKING vist WWW USps com Call 1 800 222 1811 ZIP 4 US ADDRESSES ONLY DO NOT USE FOR FOREIGN POSTAL CODER FOR INTERNATIONAL DESTINATIONS WRITE COUNTRY NAME BELOW Page 65 of 65
27. adjusted to reflect inventory overages and shortages Revenue on this site has been reported from 1412 source data as will be reported in the Accounting Data Mart ADM Revenue shown here does not reflect transactional data therefore differences between data on this site and the Retail Data Mart RDM may exist The Previous Day s Revenue data will be updated each day by 9 A M EST To view revenue results for individual distncts in an area please CLICK on the desired Area link from the list below 1FY2007 revenue data in MS Excel format for ALL sites k the k below Download FY2007 Revenue Data Area bina Tot Rev Credit Card Debit Card APC Postage Stamps CAPITAL METRO 201 15 888 270 84 11 141 877 47 4 716 411 82 8 081 244 60 7 807 026 24 EASTERN 231 15 877 226 47 12 043 374 00 3 805 213 08 7 092 370 39 8 784 856 08 GREAT LAKES 335 22 882 732 61 16 707 523 45 6 136 676 41 10 883 629 13 11 999 103 48 mae 157 14 169 272 78 10 338 015 35 3 791 899 36 7 839 317 72 6 329 955 06 NORTHEAST 120 9 571 498 56 7 094 478 87 2 460 624 52 4 903 935 68 4 667 562 90 PACIFIC 398 28 568 642 15 17 864 128 00 10 613 213 66 16 519 612 43 12 049 029 72 SOUTHEAST 364 29 870 221 14 18 6861 913 09 11 217 763 96 14 558 379 66 15 311 641 48 SOUTHWEST 258 24 648 060 12 16 630 104 66 7 959 247 20 12 412 149 92 12 235 930 20 WESTERN 432 37 118 089 48 25 376 784 10 11 647 085 16 22 110 845 80 15 007 243 68 Page 50 of
28. adquarters and the Area Vice President Districts must coordinate all activities with the Area Retail Equipment Specialist The APC Relocation Procedures are posted on the APC website at http eagnmnsq1 0d apc index asp 261 1 Internal Relocations Internal Relocations are defined as moving the APC within a facility Internal moves require a minimum of 45 days after Headquarters approval for scheduling purposes 261 2 External Relocations External Relocations are defined as moving the APC from one facility to another facility External moves require a minimum of 90 days after Headquarters approval for scheduling purposes 261 3 Emergency Relocations Emergency Relocations are defined as internal or external moves as a result of an emergency or safety issue These moves will be handled on an expedited basis but still require supporting documentation and approvals to document the request 262 Physical Deployments The physical installation and relocation of an APC is authorized to be conducted only by Headquarters approved vendors USPS maintenance is not authorized to install or relocate an APC without written authorization from the APC Program Manager 263 Funding The Facilities Services Office FSO will be responsible for funding the construction cost associated with the installation and relocation of an APC This includes site surveys preparation of the site and restoration of the losing site The cost associated with the physical ins
29. aind Today 00 0762 Credit Card Renitd 871 02 0772 Debit Card Resit a 148 80 0800 Cash Accounted for 1029 47 PERT OSSS SSS SSS lr Ssssessssseeeeeensee Stemp Accountability AIC Description Amount 0840 Stamp Account Open 105033 24 0841 Stamp Stock Record 77220 00 0845 Stock Accnt Subtot 182253 24 0648 Stamp Stock Retrnd 69498 00 0851 Stamp Accnt Subtot 112755 24 0852 Total Stamp Sales 161 46 0853 Stap Account Close 112593 78 Page 37 of 65 Handbook PO 106 Automated Postal Center Program 62 Examining the Storage Repository Inventory The Storage Inventory consists of stamp sheetlets not loaded into the SC and redeemed stamp stock from previous credit exams To determine the value of stamps contained in the Storage Inventory e The SE must count the inventory and enter the results in one PS Form 3294 APC Draft e The supervisor must do an independent count and enter the results using a separate PS Form 3294 APC Draft e Supervisor and SE must each verify the counted items and resolve discrepancies after the entire Storage Inventory has been counted Note Remember to include the value of all redeemed stock stored in the Storage Inventory from prior stock count as part of the Storage Repository Count Redeemed stock is only sheetlets that are damaged mutilated and can not be sold e Record quantity and dollar value on Line 17 of PS Form 3294 63 Examining the Reject Retract Cassette The R RC could contain both stam
30. amp Service Center SSC Stamp Distribution Network SDN and Finance when locating and relocating equipment e Serving as an escalation contact if required to resolve site issues that are not resolved ina timely manner 163 2 District Finance A financial services specialist FSS using the Finance Number Control Master FNCM is responsible for a Setting up an APC unit in FNCM b Notifying SDO SSC SDN to set up unit in unit file c Activating unit 30 days before start date d Notifying SDO SSC SDN when active so first shipment can be made Shipments made to an inactive unit will not be recorded in the Standard Accounting for Retail SAFR system 163 3 Stamp Distribution Offices SDN Each district s SDO provides stamp stock for that districts APC Each site getting an APC must request stamp stock from their SDO before installation Each APC site s initial order may not exceed 5 shrink wrapped bundles of stamp sheetlets The accountable paper custodian is responsible for obtaining enough APC stamp sheetlets for the sites in that area Page 10 of 65 Handbook PO 106 Automated Postal Center Program 164 Post Office 164 1 Postmasters Unit Managers The postmaster unit manager is responsible for a Prior to installation adhering to timeframes established in the preparation checklist published in the APC Relocation Procedures at http 56 207 11 95 apc files checklist APCRelocationProcedures 01 22 07 doc Be a
31. anagement Objectives 141 Objective in Marketing the APC The Transformation Plan recognizes that retail products and services are the main areas of growth in the Postal Service The APC gives customers quick easy and convenient access to services and fulfills the following two of the objectives of the plan 142 Strategies 142 1 Move Simple Transactions Out of Post Offices The APC gives customers quick easy and convenient access to the products and services they need where they live work and shop up to 24 hours each day 7 days a week In the future machines may be located not only in more Post Offices but also at non Postal Service locations such as supermarkets shopping malls and other places frequented by the public 142 2 Create New Low Cost Retail Alternatives The APCs are self service mailing kiosks which are designed to process simple transactions normally handled by a retail employee at the window 142 3 Optimize the Retail Network The retail optimization program tailors retail services to meet the needs of communities The APC reduces the cost of sales by moving simple transactions to a lower cost alternative and allows managers to focus resources on more complex higher margin business 142 4 Develop New Retail Services That Increase Postal Service Revenue Moving simple transactions from the counter the Postal Service will be able to offer new products requiring more attention at the retail counter 142 4 Improve Custom
32. at 1 866 9shared 866 974 2733 Page 12 of 65 Handbook PO 106 Automated Postal Center Program 17 Major Assemblies The APC has two major assemblies as described in Section 2 of the Machine Service Manual posted on the APC Program Page at http 56 207 11 95 apc files training APC MSM zip 18 Backdrop Each machine is installed in front of a Postal Service backdrop that complements the products sold in the machine The Help Desk does not support the backdrop and associated signage Point of Purchase Signage will be updated from Headquarters 19 Pager An APC servicing pager will receive real time alerts via text messaging if a problem is detected on the machine Timely responses to APC pages should be within 30 minutes Each APC location is assigned one pager This pager should be assigned to the SE on duty to respond to the following alerts 20 Alerts A listing of real time APC alerts may be found in Section 4 of the MSM at http 56 207 11 95 apc files training APC MSM zip For critical alert types the APC Help Desk will be sent a page e mail of the alert if the Service Employee has not responded appropriately to the original alert condition These are considered critical alerts since they may directly impact sales Page 13 of 65 Handbook PO 106 Automated Postal Center Program 2 APC Performance 21 Performance Monitoring APC performance must be maintained in accordance with Section 23 The postmaster unit manager
33. ccepts payment by credit debit or an Electronic Bank Transaction EBT card Before the APC it was impossible to do a self service mailing at a single machine 13 Equipment 131 Model The APC is manufactured by IBM Model Number G8C and measures 38 inches wide 28 inches deep plus 8 inch deep sign panel and 56 inches high 81 5 16 inch sign panel height 132 Description 132 1 Automated Postal Center The APC Exhibit 1 3 2 1 is a self service kiosk that allows the public to weigh and rate packages purchase and print postage and purchase stamps The kiosks accept payment by credit debit or EBT card The APC is comprised of a base kiosk and a side car Page 1 of 65 Handbook PO 106 Automated Postal Center Program Exhibit 132 1 Automated Postal Center Automated Postal Center With Devices and Product Slots Logo Cover Backdrop Touchscreen i Receipt Printer Presenter Camera muler Card Reader EZ Access Keypad Scale PinPad Dispenser Presenter Shutter Servicer Lock Supervisor Lock SS Label Printer Presenter Forms Printer Presenter Note Sidecar is 20 wide and the Main Unit is 18 wide Page 2 of 65 Handbook PO 106 Automated Postal Center Program 132 2 Additional Components 132 21 Parcel Drop Box The drop box dimensions are 33 inches wide 42 inches deep and 60 1 2 inches high The drop box is ready to receive letters and packages when the drum handle is pulled out
34. ck Requisition The Postmaster Designee Stamp Stock Custodian is responsible for the following 1 2 3 4 5 Submitting completed PS Form 17 Stamp Requisition Stamp Return see Exhibit 543 to the SDO SSC Using the copy of PS Form 17 returned with the stamp stock order to verify that the order is complete See Handbook F 1 444 Retaining the returned copy of PS Form 17 Entering in the APC software system the total value of the stamp sheetlets as soon as they are received Storing stamp stock in the assigned secure area Note The initial shipment of stock shall be limited to 5000 sheetlets Page 25 of 65 Handbook PO 106 Automated Postal Center Program Exhibit 543 PS Form 17 Stamp Requisition Stamp Return UNITED STATES Pe Ba POSTAL SERVICE Stamp Requisition Stamp Return Location ID 10 digit unit finance of shipping unit Name of Postal Retail Unit Postmark Telephone No edna ZIP Code Signature of Submitter Required for all Stock Shipped or Returned Location ID 10 digit unit finance of receiving unit Registry Number Used Stamp Requistion Prepare in duplicate Submit ORIGINAL and keep a COPY at the unit Print clearly all information Stamp Return to SDO SSC Prepare four copies ORIGINAL in an envelope taped to the outside of package two COPIES inside and keep a COPY at the unit Ship to Other Locations Prepare in duplicate submit ORIGINAL inside of pa
35. ckage to receiving unit and keep a COPY at the unit Use the location ID 10 digit unit finance of receiving unit Signature of Shipper Shipment 10 digit Signature of Witness T Check ypa aon One O Scheduled Order E Emergency Order Ei Return Stock El Return for Destruction w Ship to Other Location Do Not 7 Redemption Rate Substitute Item No Quantity Destruction Dollar Value Denomination and Description 0 gooogooognpoogamo0odiodma Total Value _ Signature of Person Receiving Stock Signature of Witness Section to Be Completed by Stamp Destruction Committee Method of Disposition Value In words SDO SSC USE ONLY CORRECTED VALUE Certificate of Destruction Committee Postmark We certify that the stock value in words was verified and disposed by the method specified above Further each member witnessed the verification and disposal of that stock Member of Committee and Title Member of Committee and Title Member of Committee and Title Date PS Form 17 September 2006 PSN 7530 03 000 9112 Page 26 of 65 Handbook PO 106 Automated Postal Center Program 544 Replenishment Process for Stamp Stock Following are guidelines for replenishing stamp stock The individual in charge of ordering stamp stock for the retail unit Stamp Stock Custodian will order stamp sheetlets for the APC using PS Form 17 Exhibit 543 The Stamp Distribution Office ships the stock t
36. custody of PS Forms 3977 must use PS Form XXX Duplicate Key Log and Lock Examination to maintain a list showing each PS Form 3977 and record the key examination when performed At least once every 6 months examine each PS Form 3977 to assure it is on hand and intact To safeguard the APC stamp credit an annual examination of all locks and keys in the unit must be performed and must be logged in the PS Form XXX Duplicate Key Log and Lock Examination Exhibit 555 Insert PS Form XXX Key Log and Lock Examination pending Page 32 of 65 Handbook PO 106 Automated Postal Center Program 556 Lost Keys 556 1 Lost Supervisor Keys A lost supervisor key which is not located may result in the replacement of the supervisor lock and the issuance of new keys If a supervisor key is lost or misplaced the loss must be reported immediately to the Inspection Service and the Help Desk After reporting to the Help Desk immediately do the following e Record the remedy ticket number obtained from the Help Desk An IBM Technician will be sent to the site to replace the lock e All supervisor keys must be secured in PS Form 3977 immediately upon receipt Note The cost of the IBM service call is significant and will be charged to the APC site Note Failing to report a missing supervisor key may result in disciplinary action 556 2 Lost Service Employee Keys If an SE key is lost or misplaced the loss should be reported immediately to the supervisor
37. eport Lists the accountable stock by item number for the APC and for the office storage vault b Trial PS Form 1412 Lists the accountable activity since the last close out i e today s activity is reported Exhibit 613 c Previous Final PS Form 1412 Lists the accountable activity from the previous day i e yesterday s activity is reported 722 Generating a Report To generate and print a report you must a Log on to the machine Type your ID then press Enter tw X 4 ha hs Apt Fouts te os to Do te i y Shift Z t fee up Page 46 of 65 Handbook PO 106 Automated Postal Center Program b Touch the Print Reports button in the Servicer main menu to display the Print Reports menu What would you like to do Test Vends Print Reports Log Actions System Functions Diagnostics Credit Exam Enable Door Key Replenishment EXIT tll c In the Print Reports menu touch the button for the report that you want printed 1 Current Contents 2 Trial PS Form 1412 3 Previous Final PS Form 1412 Select the report you would like to print ooo mM Current Contents l Trial 4442 Previous Final 1412 Page 47 of 65 Handbook PO 106 Automated Postal Center Program After the report has printed touch the Continue button to return to Print Report menu Please take your report below Once you have printed the desired report s and wish to exit
38. er Service 142 4 1 Training Employees that may receive inquiries about the APC should understand what products and services the APC offers Page 6 of 65 Handbook PO 106 Automated Postal Center Program 142 5 Improve the Postal Service Image 142 5 1 APC Performance Service personnel must be given time to perform their duties which include timely clearing of alerts adequately stocking consumables and keeping machines operational at all times 142 5 2 Appearance of the APC The equipment and surrounding areas must always be clean and well organized 142 5 3 Signage Only Headquarters approved APC signage is allowed Note No locally produced or handwritten notices are permitted 142 5 4 Collection Schedule In accordance with chapter 3 of the Postal Operations Manual POM local offices must set the collection schedules at all APC locations The schedule must include regular pickups over weekends and holidays 142 5 5 Courteous Handling of Claims and Refunds Employees must process claims and refunds in a timely courteous and diplomatic manner in accordance with chapter 8 of this handbook Employees should refer any claims to the postmaster or designee requiring further resolution Page 7 of 65 Handbook PO 106 Automated Postal Center Program 16 Organizational Functions and Responsibility 161 Headquarters 161 1 Retail Service Equipment RSE Retail Service Equipment is responsible for management of the APC Program for t
39. fications for existing APCs c Testing and evaluating production models d Procure initial supplies e Oversee and test proof of concept APC equipment f Work with vendors to resolve technical issues with deployed equipment Page 8 of 65 Handbook PO 106 Automated Postal Center Program 161 4 Facilities Facilities is responsible for all facility work associated with APC relocations at gaining and losing sites a Site Survey and design development b All required construction including ACBM abatement if required c Dedicated electrical GFI circuit installation d IT device cable box conduit installation back to patch panel location e Order and installation of backdrop only if new is required may require additional funding f Installation of IN Wall Drop receptacle if required g Installation of Stand Alone drop receptacle if required h Construction Administration Inspection Originating Site Responsibilities a Review of the site survey document form the original installation to establish scope of work required b Floor patching of holes c Infill of security walls if through wall drop is removed d Repair of wall where backdrop signage is removed IF required e Removal of security cage if a cage was installed as part of the original APC deployment f Painting of wall patches NOTE Scope of work at originating site should include work required to maintain security and safety at the originating site onl
40. government agencies regarding personnel matters to the Equal Employment Opportunity Commission and to the Merit Systems Protection Board or Office of Special Counsel For information regarding our Privacy Policy visit www usps com Request Disbursement For Select the appropriate box El Refund Postage and Fees AIC 553 El Refund for Postal Service Related Products AIC 608 g hi i 1 Post Office PVI Error Issued Locally e g merchandise Attach spoiled misprint label to this form E Refund Miscellaneous Non Postal Service Revenue AIC 624 1 Refund of Special Service Fees Service not rendered Freviously recorded info AIG 126 Certified Mail Registered Mail Delivery Confirmation etc el Express Mail Refunds AIC 676 C SpoitediUnused Printed Customer Meter Postage AIC 526 Postage and fees for service falure or not rendered Legible postage meter stamps must be submitted to USPS O Sure Money Refund AIC 645 646 Issued Locally _ Refund of Permit Postage and Fees AIC 528 E Withdrawal from Advance Deposit Account AIC 470 453 Damaged printed mailing refund of annual fee O Close Account O Partial Refund El Refund of Fees and Retail Services AIC 535 fl Other Refunds AIC PO Box keys and service fees Explanation El Value Added Services AIC 541 Refunds to mailing agents that perform value added service and submit mail at discounted rates This refund will require the Customer Ta
41. he exchanged amount initial and photocopy the receipt e Give the customer the annotated copy e Document exchange using PS Form 3533 section 81 e Gives customer stamps for the same total value Note Procedure above does not apply for Express Mail Service Failures Page 63 of 65 Handbook PO 106 Automated Postal Center Program 845 APC Variable Rate Postage Labels 844 1 General No cash refunds are authorized Purchase must be exchanged for equivalent value stamps only APC variable rate postage strips removed from letters and packages are not accepted Inspect to ensure that peel off adhesive has not been removed APC variable rate postage strips and Standard Shipping Labels may not be reused modified or cut 844 1 General When a customer wants to exchange Variable Rate Postage Labels e Complete PS Form 3533 section 81 e Gives customer stamps for the same total value 845 Express Mail Refunds 845 1 General Express Mail refunds will be processed using the same procedures available to those using Label 11 B Mailing Label Exhibit 845 1 refunding postage and fees for service failure or services not rendered A claim for refund for Express Mail may only be made by the mailer When the Postal Service can determine immediately that the mailer is entitled to a refund and the Express Mail item had postage affixed then the USPS refunds the postage immediately in cash or with a no fee money order A refund request mu
42. he following a Oversight of the APC program to ensure conformance to policies and fulfillment of objectives b Developing placement criteria policies and instructions for managing and operating APCs c Developing long range plans and goals for the APC program d Coordinating with vendor on any modifications and retrofits of APC equipment e Coordinating with Engineering on the design and testing of equipment f Coordinating with Information Technology on network infrastructure support g Developing handbooks directives and instructions applicable to installation and operation h Collaborating with vendors to develop data reporting systems i Monitoring performance and coordinating relocations of all APCs 161 2 Supply Management Supply Management works with Retail Service Equipment to obtain parts or supplies for new and existing equipment As necessary Supply Management will coordinate with Delivery Customer Service Equipment and Purchasing and Materials RSE coordinates with Supply Management to a Prepare evaluate award and monitor contracts for new and existing APC equipment and functionality b Initiate and monitor competitive production contracts for new and existing APC equipment 161 3 Engineering and Delivery and Retail Services EDRS Engineering and Delivery and Retail Services are responsible for a Preparing specifications for new APC equipment b Justifying preparing testing and evaluating modi
43. hen a higher level of service is needed or dispatch IBM Level 2 maintenance to the site The Help Desk can be reached at 800 877 7435 Automated Postal Center Option During the Help Desk call the SE should have the servicing keys the MSM and a telephone close enough to the APC that the SE can speak to the Help Desk while standing at the machine The SE should be prepared to provide the following information His or her name telephone number and user ID USPS address or site identification number or APC ID of the failing machine Description of problem Type of alert received Current status of the machine including actions taken since problem was first observed or reported Condition of machine is it operational or not Page 21 of 65 Handbook PO 106 Automated Postal Center Program This should be sufficient information for the Help Desk to create a trouble ticket or case However the Help Desk may ask some additional questions or require some additional tasks in order to diagnose the problem The SE must cooperate with the Help Desk Once the problems are resolved the SE must document the resolution by entering a Log Action on the APC 465 IBM Level 2 Maintenance If the SE and the Help Desk cannot resolve a Level 1 problem or the problem has been identified as a Level 2 issue the IBM Level 2 maintenance support representative will be dispatched to the site Level 2 representatives must respond to the service call and
44. ipt Exhibit 542 2 e Keep the original and one copy of PS Form 3369 P and file the third copy with the APC Credit Note Form 3369 P must be signed by the Installation Head accepting responsibility not liability for the total value of the consigned credit for the Automated Postal Center Exhibit 542 2 PS Form 3369 P Consigned Credit Receipt UNITED STATES f l Ba POSTAL SERVICE Consigned Credit Receipt Location of Credit Check One Credit Amount Maximum Authorized Cash E Stamp Credit __ Cash Credit Issued by Signature will faithfully account to the U S Postal Service for the consigned credit amount shown above or modified by transactions recorded on my Daily Financial Reports have read the following statements and have been advised of the priorities of protection to be given to funds and accountable paper in Chapter 4 of Handbook F 1 Post Office Accounting Procedures Employees and contractors will be held responsible for losses of stamps and funds from stamp or cash credits resulting from failure to give the best available protection during and after business hours Withdrawals of official funds for personal use whether temporary or permanent may subject employees or contractors to removal from office cancellation of contract and criminal prosecution Signature Date PS Form 3369 P January 2001 Page 24 of 65 Handbook PO 106 Automated Postal Center Program 543 Initial Stamp Sto
45. iscrepancy of 100 or More in Financial Responsibility see Exhibit 66 Note Only an employee with supervisor access may access the Credit Exam option on the APC Page 39 of 65 Handbook PO 106 Automated Postal Center Program Exhibit 66 PS Form 571 Discrepancy of 100 or More in Financial Responsibility gt UNITED STATES Discrepancy of 100 or More in Financial Responsibility POSTAL SERVICE Shortage or Overage Post Office State and ZIP 4 Branch or Station From Date of Birth Social Security Number POSTAL INSPECTOR IN CHARGE Employee or Contractor Name and Title Amount of Accountability Examiner Name and Title Type of Discrepancy Check One O Shortage O overage Amount Date Disclosed Funds Check All That Apply Overage Placed Not Replaced Replaced by O cash O Check O installment O in Trust Funds O Explain under remarks Results of Prior Inventories Show the six prior inventories of credits assigned the same employee or contractor Date of Amount of Overage or Adjustment Count Shortage Date Does the employing office have any knowledge of employee s financial difficulties O yes C No if Yes explain Are any of the shortages or overages unresolved O Yes O No If so how are these amounts being carried in the Postal Account Trust Fund AIC 080 Suspense Account AIC 814 In the judgment of the PM Supervisor or PSE is the protecti
46. leting PS Form 3294 APC the counters SE and supervisor return to lobby The supervisor logs onto the kiosk and e Replaces the Stamp Cassette e Replaces the now empty Reject Retract Cassette e Resolves Dispenser and Stamp Booklet Cassette alerts e Locks APC safe compartment doors 662 1 Transferring Redeemed Stamp Sheetlets in Reject Bin to Storage Inventory To transfer the redeemed stamp sheetlets the supervisor logs into the kiosk and from the Servicing Main Menu select e Replenishment Stamp Sheetlet Stock Remove Stamp Sheetlets from Kiosk Continue Enter 0 as the quantity of sheetlets being removed from the stamp sheetlet dispense cassette Enter actual quantity of non saleable sheetlets being removed from the Reject cassette Line 16 of PS Form 3294 APC Draft Review the summary screen for accuracy and touch Continue e Review the Stamp Stock Removed receipt that will be generated with the stock count records for accuracy and touch Continue e Touch Exit to return to the Servicing Main Menu screen e Print current contents report to verify stock transfer The system will deduct the value of the redeemed sheetlets from the Kiosk Inventory and increase the value of the Storage Inventory Page 41 of 65 Handbook PO 106 Automated Postal Center Program 662 2 Creating a Credit Exam Record At the Servicing Main Menu select e Credit Exams Enter the first name of the SE and touch Enter Enter the last name of the SE a
47. llow the regulations of the bank card issuer 833 Double Charge Do not refund a claim for a double charge 1 Customer must wait for their monthly credit card statement 2 Customer must follow the normal process and dispute the charge with the bank card issuer Page 62 of 65 Handbook PO 106 Automated Postal Center Program 84 Handling Reimbursements 841 General Customers may be reimbursed for the following products provided by the APC 1 Stamp sheetlets 2 E Labels and APC variable rate postage 3 Express Mail packages postage 842 Stamp Sheetlet Exchange Cash refunds are not authorized Any sales and service associate SSA may accept stamp sheetlets and provide customers with postage stamps for the same total value Exchanges may be made only at the office where the sheetlet was purchased 842 1 Procedure Stamp sheetlets may be exchanged for like postage at the retail counter e The value of the stamp booklets will be entered into the Point of Service POS system using the Exchange option e Enter the value of the stamps to be exchanged as a 1 cent redeemed item Stamp booklets will be received into the POS system and will now be considered as part of the stock assigned to the POS unit e Document exchange using PS Form 3533 section 81 e Provide the customer with stamps of the same value 843 Partial Exchange Procedures When a customer has multiple transactions and wants to make a partial exchange e Circle t
48. mary screen is the same as the difference recorded in Line 21 of PS Form 3294 APC Draft 662 2 Recording Differences If PS Form 3294 APC Draft and the credit exam summary match no further action is required If there is a difference between the two adjust using Change Stamp Booklet Count in Kiosk or Change Stamp Booklet Count in Storage Repository e Once the count is correct touch Continue to accept e Touch yes to certify the Accountability is as shown for Counter 1 e Touch yes to certify the Accountability is as shown for Counter 2 To add comments touch yes and enter comments for Counter 1 Otherwise touch no To add comments touch yes and enter comments for Counter 2 Otherwise touch no The system displays an informational message Please take your Credit Exam Report below Touch Continue Page 42 of 65 Handbook PO 106 Automated Postal Center Program Supervisor then e Follows any additional prompts on the screen e Tests stamp sheetlet dispenser and then prints the preliminary PS Form 1412 to verify posting e Logs off e Attaches the report to PS Form 3294 APC along with the PS Form 3533 with APC variable rate postage attached and cancelled e Creates a folder for the APC audits and the file Note Both counters must sign the Credit Exam Results report 663 APC Stock Count Adjustments After a credit exam is entered into the APC the system will automatically adjust PS Form 1412 Exhibit 613 663 1 Overages O
49. must monitor the APC performance by using the APC webpage and the Enterprise Data Warehouse EDW 22 Determining Locations The following criteria will be considered when determining where an APC will be located Potential APC able revenue at the location The percentage of credit debit transactions at the location Population in the immediate ZIP code Median income of the population Wait time in line at the location does not apply to non Mystery Shopped locations i mare a 23 Revenue Expectations After 3 months each APC is expected to generate revenue which is equal to or greater than e 35 achievement of APC able revenue as measured by the APC Gain report from the Retail Data Mart RDM e or 16 500 average revenue per month as measured by Accounting Data Mart ADM Reports may be found in Stored Revenue Reports in the Accounting Data Mart ADM section of the Enterprise Data Warehouse EDW Note Any APC not meeting revenue expectations will become a candidate for relocation Page 14 of 65 Handbook PO 106 Automated Postal Center Program 24 Acquiring Equipment Only Headquarters can purchase retail service equipment including the APC 25 Installing Equipment Initial Installation is defined as the first deployment of an APC conducted by Headquarters 26 Relocating Equipment 261 General All relocating requests internal and external must be submitted to and approved by Retail Service Equipment RSE at USPS He
50. nd touch Enter Enter the first name of the supervisor and touch Enter Enter the last name of the supervisor and touch Enter The system displays a list of item codes to be counted in the non saleable compartment of the R RC e Select any stamp sheetlet item code e Using either the PIN pad or the on screen keypad calculator select 0 and press Enter e Select no to indicate there is no other type of stamp sheetlet to be counted o The system displays a list of item codes to be counted in the stamp sheetlet dispenser cassette e Select Item Code 567600 39c Nan Lib Flag ATM 18 stamp sheetlet that was counted in the SC e Using the PIN pad or the on screen keypad calculator enter number from Line 15 of PS Form 3294 APC and press Enter e Select no to indicate there is no other type of stamp sheetlet to be counted The system displays a list of item codes to be counted for the Storage Repository e Select Item Code 567600 39c NDN Lib Flag ATM 18 e Using the PIN Pad or the on screen keypad calculator enter number from Line 18 of PS Form 3294 APC and press Enter e Select no to indicate there is no other type of stamp sheetlet to be counted The system displays the Credit Exam Summary screen e Compare the Credit Exam Summary kiosk inventory with Line 15 of PS Form 3294 APC Draft e Compare the credit exam summary storage repository inventory with Line 18 of PS Form 3294 APC Draft e Verify that the shortage overage amount on the Credit Exam Sum
51. nter the last allowable date for completion of the next examination as required by the National Agreement in the appropriate column Exhibit 67a PS Form 3368 Stamp Credit Examination Record front Stamp Credit Examination Record Use an asterisk 10 denote excessive cash Line numbers are trom Form 3294 amp Credit Accountability COB Previous Duty Day Line 17 Col 11 PS Form 3368 September 1968 Prewous Editions Usable Exhibit 67b PS Form 3368 Stamp Credit Examination Record back Use an asterisk to denote excessive cash Line numbers are from Forn 3294 Stamp Credit r Stock Overage Accountabily COB Accourted for gt Shortage Previous Duty Day Line 17 Col 11 Line 15 Cal 11 Line 18 Col 11 PS Fom 3368 September 1968 Reverse Page 45 of 65 Handbook PO 106 Automated Postal Center Program 7 Reporting 71 Procedures The APC will close out and transmit automatically each evening at 10 40 p m local time After settlement a PS Form 1412 will be created When the APC cannot settle no PS Form 1412 is created The APC will return to the customer transaction screen without transmitting daily data The next night at the same time the APC will again attempt to settle and transmit If successful both days of data will be transmitted on one business day 72 APC Generated Reports 721 Description The APC generates and prints three reports a Current Contents R
52. o the host Post Office using the host Post Office mailing address along with a 10 digit reporting ID unique to the APC This 10 digit reporting ID consists of the current 6 digit finance number of the host Post Office plus a 4 digit Unit ID assigned to the APC by District Finance Once the stock is received at the unit any SE authorized to service the APC will be permitted to verify the order and note receipt of the stamp sheetlets using the replenishment function of the machine see below for details If not loaded into the APC the stock is placed into a repository designated for APC stamps only The APC stamp stock is not entered into the host POS ONE Terminal and is to be kept separate from the stamp stock and other credits of the host Post Office The Stamp Stock Custodian is responsible for the following Submitting the original PS Form 17 Exhibit 543 to the custodian of the Unit Reserve stamp stock of the office station or branch Using the copy of PS Form 17 returned with the stamp stock order to verify that the order is complete See Handbook F 1 444 Retaining the returned copy of PS Form 17 545 Frequency of Replenishment The Stamp Stock Custodian requisitions stamp stock according to the schedule established by District Stamp Distribution Office SDO Current Contents Report should be run from the APC Kiosk in order to determine the level of stock on hand The SE must ensure that the APC has an appropriate
53. of 65 Handbook PO 106 Automated Postal Center Program A Warning The emergency power down sequence removes power from the entire machine except for the uninterrupted power supply UPS and the power distributor 463 On Site Level 1 Servicing Procedures Level 1 service is provided by the SE whose responsibilities are e Responding to machine alerts sent via pager messages within 30 minutes Note Alerts present when shift begins should be responded to within one hour of shift start e Replenishing consumables and stamp sheetlets in response to machine alerts e Clearing jams labels sheetlets receipt paper etc e Exchanging Level 1 Field Replaceable Units and if needed working with the Help Desk to resolve problems e All replaced parts must be returned to the depot repair facility within 24 hours e Accompanying and assisting IBM Level 2 maintenance personnel e Accessing the kiosk service screens and providing log in for Level 2 personnel e Managing stamp inventory at the kiosk 463 1 Reporting Trouble Conditions to the Help Desk If the SE discovers a problem with the machine or if a customer complains of experiencing difficulties with a purchase the SE should try to resolve the problem using the MSM If the SE is unable to resolve the problem he or she should contact the Help Desk 464 Help Desk Procedures The Help Desk will help identify the problem order replacement parts refer a problem to IBM Technical Support w
54. ook PO 106 Automated Postal Center Program 64 Examining the Stamp Booklet Cassette The SBC contains stamp sheetlets only Examination procedures are as follows e The SE must count all stamp sheetlets in the SC and enter the results on one PS Form 3294 APC e The supervisor will enter an independent count on a separate PS Form 3294 APC e Supervisor and SE must each verify the counted items and resolve discrepancies after the entire SC has been counted e Record total of all stamp sheetlets both quantity and dollar value on Line 15 of PS Form 3294 APC 65 APC Inventory Summary Both counters must agree to each type of stock counted e Line 15 will reflect Kiosk Stamp Cassette Inventory e Line 16 will reflect Kiosk Reject Cassette sheetlets Inventory e Line 17 will reflect Storage Repository safe Inventory Add Line 15 16 and 17 for Total Kiosk Inventory The supervisor and the SE must record the dollar value of AIC 853 Closing Stamp Accountability from the preliminary PS Form 1412 on Line 20 of PS Form 3294 APC 66 Completing the Exam All counts will be considered official There is no tolerance All results will be entered into the system using the Credit Exam option on the APC The system will automatically make the adjustments to AIC 175 Vending Machine Overages or AIC 612 Vending Machine Shortages Overages and shortages in excess of 100 must be reported to the OIG Office of Inspector General using PS Form 571 D
55. p sheetlets and variable rate postage Items found in the R RC CAN NOT be reused or resold The supervisor and the SE together must take the following steps e The SE must count all stamp sheetlets in the R RC and enter the results on one PS Form 3294 APC e The supervisor must do an independent count using a separate PS Form 3294 APC e Supervisor and SE must each verify the counted items and resolve discrepancies after the entire R RC has been counted e Record total of all stamp sheetlets on Line 16 of PS Form 3294 APC Draft Enter both quantity and dollar value e Place rejected stamp sheetlets from the R RC in an envelope labeled Redeemed Stock and store in Storage Repository e Total the value of the variable rate APC postage and record under Comments on page 3 of PS Form 3294 APC i e 4 39 2 18 etc e Attach each variable rate postage label to PS Form 3533 Application for Refund of Fees Products and Withdrawal of Customer Accounts Exhibit 81 e Draw a line through each label to cancel the value e Attach PS Form 3533 to the PS Form 3294 APC used for the count Note APC variable rate labels are not part of the Accountability at this time Do not include the value of APC postage on Page 1 of PS Form 3294 APC Note Redeemed Stock for the APC is to be returned as a SEPARATE shipment following the SAME guidelines as Redeemed Stock Returns for the retail window using the SAME return schedule Page 38 of 65 Handb
56. ponsibilities should be assigned to multiple individuals so someone is available throughout the workday Use of this key also requires a logon ID and password to open the safe area of the machine Employees assigned APC Service Employee responsibilities will be issued two 2 Servicer keys These keys are identical One key is necessary to open the main APC cabinet for normal servicing The second key is required to open the safe and must be used in addition to the first key Note Servicing keys must be secured when not assigned to an individual 553 APC Logon and Password Use of this Service Employee Key requires a logon ID and password to open the safe area of the machine An APC Logon and Password is granted through completion of an eAccess application Note The Postmaster Designee must remove logons for individuals who no longer require access to the APC 554 APC Accountability Log Service Employee and Supervisor key accountability requires completion of the APC Key Accountability Log Exhibit XXX The purpose of this log is to identify daily responsibility for the service employee and when necessary the supervisor keys Each APC site is required to complete and retain this form to document APC servicing responsibility Servicing responsibilities are designated by the unit manager or supervisor and may be assigned to multiple individuals during the workday as necessary to support breaks and lunches to ensure continuity of APC support
57. r for Refund of Postage Fees and Services Exhibit 81 must be maintained in this file for documentation Keep records in this file separate from all other daily documents Page 61 of 65 Handbook PO 106 Automated Postal Center Program 82 Handling Complaints Customers may submit complaints such as equipment malfunction loss of money or stamps and empty equipment to the retail service counter in person or by telephone mail or e mail 83 Handling Claims 831 General Credit and debit card policy as set by the issuing company will be followed when issues arise regarding errors in charging a customer s account Claims of overcharge on credit debit accounts are not allowed Customer must follow the dispute procedures for erroneous charges in compliance with the regulations of the bank card issuer Online queries or print outs from the customer account do not qualify as proof of an overcharge 832 Non Receipt of Merchandise Allegations of non receipt of merchandise should be handled as follows 1 Verify receipt that bank card account was charged 2 Whenever possible the servicing employee SE should inspect the retract bin for missing merchandise 3 If stamp sheetlets are present follow Exchange of Stamps procedures in section 842 4 lf variable rate postage labels are present follow APC Variable Rate Postage Label procedure in section 844 5 lf no stamp sheetlets or Variable Rate Postage Labels are present customer must fo
58. rogram Ba UNITED STATES Application for Refund of Fees Produc POSTAL SERVICE Use blue or black ink and print within the boxes and Withdrawal of Customer Accoun Part 1 Application Customer complete and submit to local Post Office for processing Customer Company Name HAO ooo ooo ooo PMID oo ooo ooooooooooooooooooo SHOOORCORo0ooooooooooo0o HAHE MIODCOOoOocooooonoooooooooO AE BEANT ANAC AEE AEA SOOO OO0000 CCCODCOCOOCOOOOCOO ee E E 5 EE Signature of Customer Date of Request MM DD YY Privacy Act Statement Your information will be used to process and respond to your transaction Collection is authorized by 39 USC 401 403 404 410 2008 amp 31 USC 7701 Providing the information is voluntary but if not provided we may not process your refund request We do not disclose your information to third parties withe your consent except to facilitate the transactions to act on your behalf or request We may only disclose your information as follows in relevant legal pro ceedings to law enforcement when the USPS or requesting agency becomes aware of a violation of law to a congressional office on your behalf to con tractors and other entities aiding us to fulfill the service service providers to entities authorized to perform audits to labor organizations as required by law to federal state local or foreign
59. st be made within 90 days after the date of mailing as shown in the Date In box on Label 11 B or the receipt from the APC if no Label 11 B was used 845 2 Procedure To complete an Express Mail refund the SSA must do the following e Use Express Mail receipt to validate claim e When applicable annotate Express Mail receipt Refund given and initial e Photo copy and retain original for folder e Review Form 3533 for completeness including customer signature e Check the Express Mail Refunds box in the Refund Requested For section of PS Form 3533 p 1 e Complete Part 2 of PS Form 3533 sign and date the form e Report refund in AIC 676 Express Mail Refunds e Make acopy of the PS Form 3533 e Give customer cash or no fee money order for the same total value and a copy of PS Form 3533 and a copy of the Express Mail receipt Page 64 of 65 Handbook PO 106 Automated Postal Center Program Exhibit 845 1 Label 11 B Mailing Label EQ 400589438 US BA Mailing Label Label ThB March 2004 unrteostaresrostatservicee PostOfficeTo Addressee DELIVERY POSTAL USE ONLY Delivery Attempt Tune an Emplove ORIGIN POSTAL SERVICE USE ONLY m Qay pm PO ZIP Code Day of Ostivery Pustag Bevery Attempt Tirmas Em M a Scheduled Date livery fotu gt Dafivery Data O Date Accepted i AM O Month Day 5 m Day M N mo y Scheduled Time of Ds coor USTOMER USE ONLY O Fries iom a PA
60. structions for the business area Accounting Data Mart ADM Contact Shared Service Accounting Help Desk at 1 866 9SHARED or 1 866 974 2733 To report a specific performance issue go to the ADM USPS GOV Web site and post the question Retail Data Mart RDM Step 1 Call 1 800 USPS HELP or 1 800 877 7435 Step 2 Say Retail Data Mart or RDM Step 3 Ask for Retail Data Mart assistance from the operator Page 55 of 65 Handbook PO 106 Automated Postal Center Program 8 Handling Customer Complaints Claims and Reimbursements 81 Policy and Procedures Employees record APC reimbursements on PS Form 3533 Application for Refund of Fees Products and Withdrawal of Customer Accounts dated November 2006 Exhibit 81 PS Form 3533 is used to process and document the reimbursement provide a receipt to the customer and provide written proof of the reimbursement Part 1 Application must be completed by the customer The customer must submit Form 3533 to the local Post Office for processing All reimbursements must equal 100 percent of the value of the returned postage Proper accounting entries must be performed on the Unit 1412 Page 56 of 65 Handbook PO 106 Automated Postal Center Program Exhibit 81 PS Form 3533 Application and Voucher for Refund of Postage Fees and Services Page 1 of 2 Page 57 of 65 Handbook PO 106 Automated Postal Center Program Page 58 of 65 Handbook PO 106 Automated Postal Center P
61. t http 56 207 11 95 apc files APC Cleaning Manual doc 412 3 Stamp Sheetlets See Chapter 5 Section 542 for procedures to order stamp sheetlets 42 Revenue Awareness Supervisory personnel must be familiar with the daily revenues of each APC under their supervision by accessing the APC Gain Report available from Retail Data Mart see Chapter 7 Section 743 Page 18 of 65 Handbook PO 106 Automated Postal Center Program 43 Types of Servicing 431 Emergency Servicing Emergency servicing is defined as servicing due to fire theft natural disaster safety or anything that compromises the security of the equipment including man made hazards Emergency servicing can be proactive Emergency Preparedness Information for Hurricane Preparedness for Automated Postal Canters can be found at http 56 207 11 95 apc files EmergencyPreparednessforAutomatedPostalCenters doc This document may also be used as a guide for other emergency situation Note The machine is serviced only when servicing personnel are able to follow all safety policies and procedures Emergency servicing should NOT be performed unless it is safe to do so Local safety policies and procedures must be followed 431 1 Suspending Service When emergency servicing is scheduled to suspend service and retrieve accountability before a pending event e g lobby renovations relocations flood or hurricane machine credits must be secured individually with a separate PS Form
62. tallation or relocation of an APC and any other costs including but not limited to the procurement of a collection device are the responsibility of each area Specific guidance regarding funding for relocations and associated costs can be found in the APC Relocation Procedures Guide at http 56 207 11 95 apc files checklist APCRelocationProcedures 01 22 07 doc Page 15 of 65 Handbook PO 106 Automated Postal Center Program 3 Selection and Training 31 Selection 311 Selecting an APC Servicing Employee The unit manager postmaster is responsible for selecting the servicing employee The APC Servicing Employee is responsible for Level 1 duties as defined in the Machine Service Manual MSM The MSM can be found at http 56 207 11 95 apc files training APC MSM zip Level 1 is the normal everyday replenishment and servicing of the APC The scope of the duties and responsibilities for Level 1 servicing and replenishment falls within the grade range of Sales and Services Associate SSA and Sales Services and Distribution Associate SS amp DA Level 1 servicing is performed by bargaining unit employees Level 1 servicing can be performed by the APC Site Supervisor Manager 32 Workload 321 Servicing Employee The SE responsibilities are a Responding to kiosk alerts within 30 minutes alerts present when shift begins should be responded to within 1 hour of shift start b Replenishing consumables and stamp sheetlets as needed and in
63. ting exporting printing and saving reports 743 5 Reports APC performance metrics and transactional data can be found in 5 APC Reports folders in the Retail Data Mart RDM section of the Enterprise Data Warehouse EDW 1 APC to POS Comparison Reports can be used to evaluate how well the APC diverts customers from the window 2 Flash Reports provide a snapshot of APC revenue and performance trends 3 APC Gain compares APC visit revenue and Window Operation Survey WOS time with APC eligible visit revenue and WOS time NOTE After three months each APC is expected to generate revenue which is equal to or greater than 35 achievement of APC able revenue as measured by the APC Gain report from the Retail Data Mart RDM 4 Credit Exam Reports can be used to identify the over short trend between the actual count of stamps and recorded systems value of stamps 5 Sales Reports provide information that can be used to determine the sales trends by product and hour Current sales performance is compared to same period last year SPLY Page 54 of 65 Handbook PO 106 Automated Postal Center Program Exhibit 743 5 Screenshot of the APC Report Folders in RDM 1IO O NASLO a m 3 Ss UNITED STATES L POSTAL SERVICE e Shared Reports Mwy Subscriptions Preferences Q Help fd Gh c Retail gt shared Keports APC to POS Comparison Reports Administrator My Reports History List Logout Credit Exam Reports
64. touch the Exit button and you will be returned to the Servicer main menu Select the report you would like to print Current Contents Trial 1412 Note The APC retains PS Form 1412 data for two days After that time the information is overwritten and can no longer be accessed from the APC Page 48 of 65 Handbook PO 106 Automated Postal Center Program 73 APC Web Site 731 General The APC webpage communicates functional guidance and performance reporting for the APC Program 732 Purpose The APC webpage provides specific up to date information about the APC operation 733 Access A user name and password is not need to access the APC Web Page at http eagnmnsg1 Od apc index asp Exhibit 733 APC Web Page on Blue TEC Users Guide TEC Tool About APC Postage Images FAQs APC Revenue APC Hardware Specifications APC Information Book APC Relocation Procedures Training Signage Site Data SPD Postmaster Tool Kit Notices Presentations Newsletters Flashes Contact Manager Emergency Servicing Info APC Holiday Plan APC Site Photos Operational Procedures 10 0 HAG DX ele m UHA 3 APC Total FY2007 Revenue as of 11 Mar 07 Monthly Revenue History FY2007 03 07 11 138 910 68 02 07 31 655 667 45 01 07 35 673 815 59 12 06 62 852 517 40 11 06 29 545 954 93 10 06 31 136 960 96 APC Total Revenue for 11 Mar 07 The Previo
65. us Day s Revenue data will be updated each day by 9 A M EST APC 14 Day Revenue Trend E 8888888 ao 6 Soa 6 ao a x0 8 zo M coco M ovco ME LWEO L 9zz0 27z0 LOEO ZEO APC Consumable Outage Data for 2 07 Posted 03 12 07 APC Ruler Installation Posted 03 06 07 APC Card Reader Cleaning Card Posted 01 24 07 APC Relocation Procedures Posted 01 22 07 APC Standard Operating Procedures Posted 10 19 06 Page 49 of 65 S the consumables U a host at peak times oe alerts in a timely manner C the customer s fear of the technology E the customer about the functionality S the customer how to use the APC Son the customer during the transaction Handbook PO 106 Automated Postal Center Program 734 Reports 734 1 APC Revenue Report The APC Revenue Report must be used to monitor the revenue performance of each APC deployed in a sales location The source for revenue posted on the APC Revenue Report is the PS Form 1412 Daily Financial Report and does not reflect transactional data Therefore there may be differences between revenue on this report and the revenue reported in Retail Data Mart RDM Note The Previous Day s Revenue data is updated each day by 9 AM EST Exhibit APC Revenue Report UNITED STATES Ba POSTAL SERVICE Automated Postal Report APC Revenue Report Total Revenue FY2007 To Date 198 594 034 17 As Of 07 Mar 07 Revenue has been
66. vailable for acceptance on the day of installation to inspect and supervise the installation of equipment in conformance with negotiated agreements and contracts Publicizing and promoting the APC program Obtaining enough stock to maintain the APC Ensuring that at least three trained servicing employees are available during window hours Providing an APC security container for the accountable paper custodian to secure the stock credit Directing and supervising the APCs at their sites Ordering supplies using established procedures Reviewing RDM reports and maintaining revenue and efficiency including evaluating how effectively the APC is being managed at the Post Office level Ensuring supervisory and servicing personnel follow accounting and credit examination procedures as outlined in chapter 5 of this handbook Ensuring servicing personnel have enough time to properly service the APC equipment respond to customer complaints and perform any required accounting duties Ensuring all stamp stock is accounted for which includes maintaining security and preparing written reports on inventory and finances Arranging for back up support in case the designated SE is not available Assisting servicing employees with credit exams Providing adequate shipping supplies i e Priority Mail Envelopes for APC customers Maintaining the revenue performance requirement for the APC Page 11 of 65 Handbook PO 106 Automated Postal Center
67. ve equipment assigned adequate O Yes O No Has written demand been made on the employee by management to replace shortage O Yes O No Is the employee in a regularly assigned bid position or on detail to the position O Yes O No In shortage cases indicate the nature of any adjustment made between employees Have there been other significant shortages 100 or more for accountability assigned to other employees in this unit in the past 12 months O yes O No if Yes include dates and amounts in Remarks Remarks Signature Name and title of postmaster or designated official Date Submitted Note This form is not to replace telephone or telegraphic report requird by Adminstrative Support Manual Section 220 PS Form 571 June 1993 ORIGINAL POSTAL INSPECTOR IN CHARGE NOTE Must be mailed to your Area Office of Inspector General Page 40 of 65 Handbook PO 106 Automated Postal Center Program 661 Recording the Exam on PS Form 3294 APC Following the examination of the APC the servicing person and supervisor do the following on their respective PS Forms 3294 APC see Exhibit 61 1b Add values in Lines 16 and 17 and enter sum on Line 18 Add values in Lines 15 and 18 and enter sum on Line 19 Subtract Line 20 from Line 19 Note difference on Line 21 Note Both counters must 1 agree to the count of each type of inventory item and 2 sign PS Form 3294 APC Draft 662 Recording the Credit Exam on the APC After comp
68. verages rarely occur during a credit exam but possible causes appear below 663 11 Causes a Errors in exam procedures b Errors on PS Form 17 Stamp Requisition Stamp Return c Other procedural errors that can be documented d Errors in moving stock from the Storage Inventory to the SC Note Only stock received from the Stamp Distribution Office SDO or Stamp Service Center SSC and supported by PS Form 17 should be reported as Stock Received from SDO SSC in the Replenishment Menu Option 663 12 Action Net overages will be posted automatically to AIC 175 Vending Machine Overage 663 121 Less Than 100 When the overage is less than 100 a PS Form 571 is not required 663 122 100 or More When an overage of 100 or more exists the SE s supervisor reports the overage to the Inspection Service on PS Form 571 663 2 Shortages 663 21 Causes Because SEs do not have complete control at all times of the assigned credit shortages must be assumed to be the result of machine malfunctions unless the following can be determined e Loss was due to fire theft or robbery e Loss resulted from negligence on the part of the SE e SE is suspected of theft embezzlement etc and there is sufficient evidence to prefer charges to the Postal Inspector Page 43 of 65 Handbook PO 106 Automated Postal Center Program 663 22 Action 663 221 Less than 100 When the shortage is less than 100 the adjustment will automatically be made
69. ward Exhibit 132 21 Parcel Drop Box Page 3 of 65 Handbook PO 106 Automated Postal Center Program 132 22 In Wall Parcel Drop Box The in wall drop box dimensions for the rough opening are 26 1 2 inches wide and 28 1 2 inches high The in wall drop box is ready to receive letters and packages when the drum handle is pulled outward Exhibit 132 22 In Wall Parcel Drop Box 26 1 2 ROUGH OPENING APC w Backdrop 6171 2 AFF TO TOP OF FLO Page 4 of 65 Handbook PO 106 Automated Postal Center Program 132 3 Functionality The APC does the following a b c D Accepts payment by debit credit and EBT card Weighs letters flats and small packages up to 70 pounds and prints the correct postage Provides postage for the following mail classes First Class Priority Express Mail and parcel post Provides ATM style First Class Mail stamp sheetlets Provides the option to purchase the following special services delivery confirmation insurance and certified Provides postage for international letters Provides ZIP Code look up Provides information on different types of mailing services Prints the following items Express Mail shipping labels Certified Mail and Return Receipt forms when using standard shipping label Generates a receipt for payment Provides ability to lookup tracking and delivery information Page 5 of 65 Handbook PO 106 Automated Postal Center Program 14 Program M
70. x Identification Number TIN cee H HOOOOOOO Part 2 Verification of Disbursements This area is for Official use only Post Office Approved Amount of Disbursement IIL 1 Post Office ZIP 4 Finance Number and Unit ID Telephone No Include area code ERIE E EAE E E eer ae Print Contact Name CHOU Certifying Employee Signature Date Witness Signature Da PS Form 3533 November 2006 Page 1 of 2 PSN 7530 01 000 9932 Page 59 of 65 Handbook PO 106 Automated Postal Center Program Exhibit 81 PS Form 3533 Application and Voucher for Refund of Postage Fees and Services Page 2 of 2 Part 3 Postage or Meter Stamps excluding PC Postage For Official Use Only The customer s meter must be licensed at the refunding office and complete legible and valid unused meter stamps must be submitted by the licensee within 60 days from the dates shown on the indicia Those produced by PC Postage systems are not refundable at the window Charges are assessed at 10 off the face value of the indicia if the total is 350 or less If the total face value is more than 350 a charge of 35 per hour is assessed for the actual hours to process the refund the minimum charge is 35 Meter Manufacturer Meter Serial No Meter License Group and list by postage units or value Group and list by postage units or value Number of Pieces Amount Each Postage Value Number of Pieces Amount Each
71. y 161 5 Retail Operations Retail Operations is responsible for a Developing and administering programs to train supervisors and servicing personnel in how to use the APC b Developing and maintaining standard operating procedures SOPs for duties related to the APC 161 6 Retail Marketing RSE works with Marketing to develop policies and programs to publicize and promote the services provided by the APC 161 7 Finance Finance establishing accounting procedures for APCs 161 8 Payment Technologies Payment Technologies is responsible for a Getting merchant Ids b Resolving debit and credit card problems c Communicating debit and credit card changes Page 9 of 65 Handbook PO 106 Automated Postal Center Program 162 Area Retail Area retail is responsible for a Ensuring APCs meet minimum monthly performance standard of 16 500 revenue b Managing APC equipment requests 163 District 163 1 District Retail Office The District Retail Office is responsible for a Ensuring all sites being considered for an APC meet retail guidelines b Ensuring sites scheduled to receive an APC are ready for installation by utilizing APC checklist in the APC Relocation Procedures at http eagnmnsq10d apc files checklist APCRelocationProcedures 01 22 07 doc c Coordinating the decision to relocate APC equipment with Area d Coordinating with the district material management specialists stamp distribution office SDO St
72. y organization Bg Ractrictad Infarmatinn More information may be found on the EDW Home Page at http edwhome pls edwprodnp page psite id 9 amp pnode id 1 Page 51 of 65 Handbook PO 106 Automated Postal Center Program Note You do not need a user name and password to visit the EDW Home page 741 3 Training MicroStrategy is an advanced reporting tool that provides features that give you the ability to access information prepare reports and print the results Online training on how to use the EDW reporting tool MicroStrategy can be found at EDW Reporting Tool 742 Accounting Data Mart ADM 742 General Accounting Data Mart ADM is a business area within EDW The ADM is the repository for all accounting and finance related data for the Postal Service 742 1 Purpose The ADM provides a one stop reporting location for financial reports ADM is the official source of APC revenue data 742 2 Access ADM is accessed through the Accounting Folder in EDW See Exhibit 741 2 Note You must be an EDW user with a user name and password to access ADM 742 3 Training The ADM has an online training course available through the AES system The ADM also has more than 20 online videos that walk the user through the ADM and explain how the system works There are videos on AIC Report Builder Stock Ledger Reports Store Reconciliations and Exceptions among many others For more information go to http adm usps gov index cfm job

Handbook PO-106, Automated Postal Center (APC) Program

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