CPS – Central Processing System

1. CPS – Central Processing System Overview

2. CPS Overview • The Central Processing System (CPS) is a web-based application providing automation and centralization of the print and mail management process. • Assists the PR Rep in managing the printing and mailing functions of their groups. • Reports will be made available to users through the CPS application. • CPS and ESCATON are two independent systems but interface with one another and share databases.

3. CPS Functions Previously in ESCATON • Update personal contact info • Add new groups • Assign single groups • Create a TG Pack • Create a Print Pack • Monitor a Print Pack

4. CPS – Sign In Sign in using your user name and password Username – typically first initial and last name Password – at least 6 characters, 1 numeric, 1 upper Enter your user name or email if you have forgotten your password.

5. Expired Passwords You are required to change your CPS password every 45 days. Click “Change Password “ Click “Continue” to proceed to My Work Page

6. My Profile • The “My Profile” page displays your Personal, Location, and Territory information. • The “My Profile” page is used to make changes to your profile and to change your password. • Access your profile by selecting “My Profile””Edit My Profile” from the main menu. • Items in RED are required.

7. My Profile This allows the phone number to be shown on the user list table

8. User List If “Allow other PR Reps to View” is checked from the “My Profile” page, then the phone numbers will be visible on the User List table. Select AdministrationUsers Filter Field: • username • firstname • lastname • User Type • Email • Phone/Fax • Location • Status

9. My Work Page • “My Work” page lists items in the CPS system requiring your attention. • Filter and sort items by work name, work description, item, territory, or action date by clicking the header or using the Filter feature. • Delay tasks by using the delay calendar. • Broken down by: • Tasks • Escalations • Notifications • Click “Home” from any page to return to the “My Work” page.

10. My Work Page

11. My Work Page - Tasks Tasks require the user to take action in reference to a specific assigned group. Tasks can only be removed by executing this action. Tasks can be delayed using the task delay calendar. Maximum time a task can be delayed is 90 days. Click the WorkName item to proceed to the appropriate page

12. My Work Page - Escalations Escalations are incomplete tasks requiring immediate attention. Tasks escalate to your Manager, Director, or Home Office depending on the nature of the task. PR Reps do not receive escalations.

13. My Work Page - Notifications Notifications provide information about actions taken by others in regards to your assigned groups. They require no action. You can dismiss an item to remove it from your list once it has been reviewed.

14. Groups • Selecting “Group Management” from the “Groups” menu allows you to view all groups assigned to your territory in the CPS system. • The “Group Management” screen contains all Group Types (association, business, credit union, event, group, other, school, union) and provides the name of the assigned PR Rep and current work status. • Filter and sort items by group name, territory, group type, assigned PR Rep, and status by clicking the header or using the Filter feature. • Click the group name to view the detailed information. This will take you to the Group Information screen. • Single group assignments are made from this page by the Director/Manager.

15. Groups If a group is not shown, a new group needs to be added. Until the duplicate check is added to CPS, contact Susan Snowden (ssnowden@ailife.com). You will be notified when the group has been added. You can Filter items as well. Select the “Filter Field” and enter a “Filter Value”. You can filter by: Group Name, Territory, Group Type, Assigned PR Rep, and Status. Select Groups Group Management

16. Group changes require approval by Home Office. A task is generated for AD&D. A Notification is sent upon completion. Groups All items in RED are required Once all information has been entered, click “Submit”

17. TG Pack • Once you have a signed TG, PG, IG, or CH the application and related information can be referred to as a TG Pack. • A TG Pack is submitted via the CPS application. • A new TG Pack can be created by the PR Rep, PR Manager, Director, or the Home Office. • Access the group list by selecting “Groups””Group Management” from the main menu. TG Packs are added from the Group screen. • Items in RED are required.

18. Create TG Pack Group Prospects or group changes must be approved before a TG Pack can be created Click “Add New TG Pack”

19. TG Pack Other available forms: • CE Event • CH-Form • CH-School • IG-14 • PG-14 • TG13 TG13 was selected for Policy Form

20. TG Pack Defaults to the PR Rep from the previous TG Pack. The PR Rep can be changed by zeroing out the Lead Credit % displayed. Add the new Rep(s) from the drop-down list, and enter the Lead Credit %.

21. TG Pack Review Status: • Ready For Review • Comment Only Click “Next” to proceed to the TG13 Policy Form

22. TG Pack – TG13 Form Note that each Policy Form will have it’s own specific page to complete. Review Status: • Ready For Review • Comment Only Submit Method: • Mail • Other • Upload Sample Click “Next” to proceed to the TG Pack Summary

23. TG Pack Summary • The TG Pack Summary is an overview of the TG Pack that has been created. • It is provided for your review to ensure all items are properly entered. • Once your review is complete route to Home Office.

24. TG Pack Summary Click link to make any necessary changes prior to routing Select the “Route To” and click “Submit”

25. Print Pack • The Print Pack consists of: • Print Request • Print Instructions • Mail Instructions

26. Print Request • A Print Request is a collection of instructions and supporting documents necessary to create the mailing for a group. • A Print Request may consist of the following components; member letter, outer envelope, response card, read-off letter, steward letter, insert, or other. • Supporting documents are referred to as elements and can be uploaded or mailed to Home Office. Elements include letterhead, officer signatures, mailing list, etc. • The PR Rep is required to identify the components to be included in the mailing and provide the supporting documents (elements). • Items in RED are required.

27. Create Print Request A TG Pack must be created before a new Print Request can be created. Click “Add New Print Pack”

28. Create Print Request Click “Rep Defined Print Request”

29. Create Print Request If certain components are not selected you will receive a warning message after clicking submit Select the Components to be included in the Print Request Click “Next”

30. Print Request – Member Letter Member Letter Source: • New • Template • Use previous with change • Use previous with no change

31. Print Request – Member Letter

32. Print Request – Member Letter Review Status: • Ready For Review • Comment Only Click “Next” to proceed to the Member Letter Body Element

33. Print Request - Member Letter Body Element Submit Method: • Mail • Other • Upload Sample Click “Next” to proceed to the Member Letter Letterhead Element

34. Print Request – Member Letter Group Letterhead Element Click “Next” to proceed to the Member Letter Group Signature Element

35. Print Request – Member Letter Group Signature Element Click “Next” to proceed to the Outer Envelope screen

36. Print Request – Outer Envelope Outer Envelope Source: • New • Use previous with change • Use previous with no change

37. Print Request – Outer Envelope Click “Next” to proceed to the Outer Envelope – Group Envelope Element

38. Print Request – Outer Envelope Group Envelope Element Click “Next” to proceed to the Response Card screen

39. Print Request – Response Card Proof Created By: • AIL • Group Assigned Printer

40. Print Request – Response Card Click “Next” to proceed to the Read-Off Letter screen

41. Print Request – Read Off Letter Read-Off Letter Source: • New • Template • Use previous with change • Use previous with no change Click “Next” to proceed to the Print Request Summary

42. Print Request Summary • The Print Request Summary is an overview of the Print Request that has been created. • It is provided for your review to ensure all items are properly entered. • Once your review is complete, route to the Home Office PR Coordinator. • Items in RED are required.

43. Print Request Summary Click “Review” to review all components and make any necessary changes prior to routing Click link to make any necessary changes prior to routing Select the “Route To” and click “Submit” to start Print Instructions

44. Print Instructions • The Print Instructions provide the necessary details on how the Print Request is to be printed. • Print Instructions must be created for each component in the mailing. • Items in RED are required.

45. Print Instructions

46. Print Instructions Click “Next” to create Mail Instructions

47. Mail Instructions • The Mail Instructions provide the necessary details on how the Print Request is to be mailed. • If the “Copies to Mail” in the Mail Instructions are less than the “Available Copies”, an additional Mail Instructions form will display by clicking “Next” until the “Available Copies” are zero. • Items in RED are required.

48. Mail Instructions Labeled/Mailed By: • 3rd Party Mailhouse • AIL Printer • Group • Group Assigned Printer • PR Rep

49. Mail Instructions Click “Next” to proceed to Print/Mail Request Summary

50. Print/Mail Request Summary • The Print/Mail Request Summary is available after completing the print and mail instructions. • This summary page provides the final “Route To” option. • You will proceed to the Second Mailing Overview.