The NCOA project enables CSS to receive United States Postal Service (USPS) discounted mailing rates for as much of its mail as possible. To meet this goal, three separate objectives have been defined:
- Comply with the USPS requirement of 98.5% “good” mail to receive USPS discounted mailing rates by implementing all USPS required processes.
- Implement all interfaces and requirements of the DSD enterprise project for OSIS generated mailings.
- Provide processes and reporting to support CSS specialists in their maintenance of addresses and mailings.
The NCOA project implemented the first part of the project with various software packages. This software provides address corrections and standardizes the format of an address. Furthermore, the system will verifies valid delivery of mailing addresses, which are referred to as “invalid” addresses. There is also a separate database in place that contains 9-1-1 emergency service converted addresses, USPS converted street addresses and renumbered P.O. Boxes. If a changed address is returned from Finalist, the current address will be updated with the standardized address, the address will be marked as valid, and any address status message will be stored with the address. Note that the address will not have a new history version created.
The purpose of this software is to ensure that addresses are entered accurately so that CSS mail can be delivered to CPs and NCPs in a timely manner. Addresses are sometimes undeliverable because of the format or style in which they were entered. CSS is trying to solve this problem in order to cut down costs on undeliverable or misrouted mail.
Additionally the goal of the NCOA PIT was to significantly reduce the volume of the Postmaster Letters that the field has to process.
Requirements
- Standardize and validate OSIS mailing addresses. To meet USPS requirements, improve NCOA address matching, and generally improve the quality of OSIS mailing addresses, all results from the Finalist product will be applied.
- Update OSIS addresses with any applicable change of addresses.
- Display or report any informational code or descriptions for what and why an address was modified or rejected.
- Retention of important non-standard information stored with an address, such as “Care Of”, “Attention To:”, and Department of Corrections (DOC) inmate numbers is retained when processing OSIS mailing addresses.
- Real-time validation of OSIS mailing addresses.
- Defined process for handling international addresses.
Addresses of Records (AORs)
AORs are an exception to almost everything. The online screens allow the entry of an invalid address if it is marked as an AOR. Mailings are allowed to be sent out to an invalid address if it is an AOR. If a Change of Address (COA) is found for an AOR, the AOR will be moved to history and the COA will be entered as the current address and the AOR indicator will remain with its original address.
Note: This project will not modify in any way the use of AORs and Family Violence
International Addresses
Due to the limitations of OSIS, international addresses will always be invalid. To allow their entry, but prevent their being used in automatic mailings, they must be entered using the OSIS standard: OK in the state code and 77777 in the zip code. Any address entered in this manner will not be cleansed or allowed to be used as a mailing address.
Employer Addresses
Type 30 employer addresses that are added to OSIS through various automated processes can be marked as invalid and moved to history. However, the employer will still be shown on APEU as a verified employer. Staff would have to look at the APED screen of each employer listed on APEU to see if the employer has an “Invalid Delivery Point”. If an employer has an invalid address, the worker should use the outlook request form for type 30 address changes, which is then processed by the OKESC. Type 05 addresses will not be moved into history but will remain current so they may be updated with ADU.
The IANE screen indicates why an Income Withholding Order (IWO) did not generate. This screen is used as a quick and easy tool to identify necessary corrections to OSIS screens in order for the IWO to generate. A message related to invalid addresses now appears on the IANE screen. This message indicates that the IWO was unable to generate since the employer address is an invalid delivery point. The address must be corrected for the IWO to be able to generate.
APED (AP Employer Detail) Update
APED displays the address for the current employer for the NCP. If the address for that employer is marked as invalid then the new line “Invalid Delivery Point” will be displayed and highlighted on the line above the address. If the address is in the accepted international format, the displayed line will read “Hand Mail Only” instead.
COA vs. Standardized vs. LACS
When a COA is returned, the current address will be moved to history, updated to an indicator of “L”, and the new address will be inserted as a current, valid address with a source of “COA”. No “Care Of” or DOC notation will be carried over to the new address.
A standardized address is not a new address. It is the same address modified to the USPS standards. As such, it will not cause a current address to be moved to history; it will just update that address. For new addresses being entered, this will be shown and indicated by the address status message. “Care Of” and DOC notations will be preserved if space permits.
A Locatable Address Conversion System (LACS) modified address is an address that has been changed by the USPS for some reason such as 9-1-1 emergency service purposes. These can be a street address change or a rural route updated to a street address. Since these are major changes to the address, the current address will be moved to history with an indicator of “L”. The LACS supplied address will be inserted as a current, valid address. “Care Of” and DOC notations will be preserved if space permits.
Postmaster Letters (PMLs)
The USPS no longer provides confirmation of an individual receiving mail at the requested address, so PMLs only provide information about the validity of an address as a delivery point. Since this information is automatically available on all mailing addresses in OSIS, automated PML generation will be discontinued. Manually request a PML through either CSCD or ALC.
ADA/ADU – Address Update Screen
When entering or updating address types listed in the previous listed address type table, validates the address through Finalist. If Finalist returns a valid address, then the returned standardized address will be displayed along with the associated message and used to update OSIS. As a best practice, staff should double check an address that has been standardized on the ADA or ADU screens. If Finalist returns an error, the appropriate message will be displayed and the address will not be accepted. Addresses of Records (AOR) and international addresses are exceptions. Additionally, if a “%” or “DOC” entry is made these lines will be retained after Finalist processes it, if space allows.
When displaying an existing address for update, this screen displays any message that has been saved about the status of the address. See status message table previously listed for a list of messages. Also, if the address is marked as invalid, then the new line “Invalid Delivery Point” will be displayed and highlighted on the line above the address. If the address is in the accepted international format, the displayed line will read “Hand Mail Only” instead.
To support addresses loaded with a COA, a new source code will be added. Additionally, to reduce the use of the OTH source code, several new codes were added for use by the CSS staff. The following source codes are supported:
Added Source Codes
- Source Code
- Source Code Explanation
- AOP
- Acknowledgement of Paternity
- BP
- BP provided address
- COA
- Change of Address from the USPS
- CP1
- CP 001 supplied address
- CP2
- CP 002 supplied address
- CP3
- CP 003 supplied address
- CP4
- CP 004 supplied address
- CP5
- CP 005 supplied address
- CP6
- CP 006 supplied address
- CP7
- CP 007 supplied address
- CP8
- CP 008 supplied address
- CP9
- CP 009 supplied address
- NCP
- NCP supplied address
No automated Postmaster Letters (PML – CSL04 document) will be generated from these screens. If the staff member wishes to have a PML generated, they can go to CSCD or ALC and choose one of the manual documents.
- Type
- Description
- 02
- AP Finding
- 21
- CP Finding
- 24
- BP Finding
- 51
- Incomplete AP Mailing
- 55
- Incomplete AP Employer
Note: If the system will not allow you to add an address that you need to retain; enter it as a finding (type 02, 21, 24) or partial address (type 51 or 55).
Note: When there is not a valid type 01 address some automated process may create a type 51 address
ADI – Address Display Screen
ADI displays the selected current or history address. This screen will be modified to display the last status message for the address. See the status message table previously listed for a list of messages. Also, if the address is marked as invalid, the new line “Invalid Delivery Point” will be displayed and highlighted on the line above the address. If the address is in the accepted international format, the displayed line will read “Hand Mail Only” instead.
Long Addresses
OSIS currently provides two address lines of 20 characters each. A street address requiring more than 20 characters can be continued on the second line. The line break should occur between words or abbreviations. If a standardized address, LACS changed address, or COA requires more than 20 characters, they will be split between the two lines. If an address is greater than 20 characters and continues onto a second line, no “Care Of” or DOC inmate number can be retained for that address. In the rare case of an address requiring more than 40 characters, the first 40 characters will be retained. A status message will appear indicating the address is too long.
“Care Of”, “Attention To:” and DOC Inmate Numbers
To be able to retain important information that is not technically a part of an address, such as “Care Of”, “Attention To:”, and DOC inmate numbers, (for any state or federal institution) there are two standard ways to enter these. For DOC inmate numbers, the first address line must begin with “DOC” followed by a space followed by the inmate number. For all other situations, the first address line must begin with a “%” followed by a space followed by the appropriate information. This address line will be ignored for “cleansing” purposes. If the standardized address is greater than one line the DOC or % line will be lost.
CSNA – Case Creation Screen
CSNA allows the entry of several addresses when creating a new case. This screen validates these addresses and displays error messages for each invalid address type. If addresses are brought in from OSIS, those addresses will be accepted as they appear. If the addresses are brought in from other sources (CSENet, Family Support), they will be validated as if manually entered. Due to the limitations of this screen, an Address of Record cannot be designated here. However, an international address can be entered by making the state OK and the zip code 77777.
Note: The NCP and employer addresses are limited to one street line address on this screen.
If the CS Specialist cannot enter an acceptable address on this screen, they can continue to create the case without the address and then use the normal ADA screen to enter addresses for the case.
No automated Postmaster Letters (PML – CSL04 document) will be generated from this screen. If the Specialist wishes to have a PML generated, they can go to CSCD or ALC and choose one of the manual documents.
New Report
All new address “cleansing” processes, where possible, will report invalid addresses that were not loaded into OSIS along with the appropriate message. This is reported once a week in a report, CS297R01.
New Report CS297R01
The address types previously listed in the address type table will be reported to the individual specialist within the office. Address type 30 will be reported under the office code ESC. Address types 40 and 41 will be reported under the office code SIN.
Glossary of Terms
- CASS
- Coding Accuracy Support System is software that can do address correction and standardize format of addresses.
- COA
- Change of Address is a USPS term to request a change of mailing address by individual, family or business.
- DPV
- Delivery Point Validation is a system to verify valid delivery mailing addresses. If an address fails DPV, it is referred to as an “invalid” address.
- Finalist
- A Group 1 product that provides CASS, DPV, LACS, and SuiteLink.
- LACS
- Locatable Address Conversion System. Separate database that contains 9-1-1 converted addresses, USPS converted street addresses and renumbered PO Boxes.
- IMB
- Intelligent Mail Barcode is a way to track a piece of mail thru USPS. It’s a unique number that must be kept for 45 days to allow tracking of mail.
- NCOA
- National Change of Address is a USPS data product. It consists of records identified as “moves” performed by a postal customer consisting of the customer’s name, former address, current address, and the date of the change.
- NCOALink
- A generic name given by the USPS to computer programs that process the NCOA data. These programs are written by third parties under the guidance, direction and certification of the USPS.
- SuiteLink
- A product that provides suite numbers for office buildings.
- Standardized Address
A standardized address is not a new address. It is the same address modified to the USPS standards.USPSUnited States Postal ServiceVeriMoveAn NCOALink product from Group 1.
If you have any questions, please contact: *CSED.NCOA