administration correspondence
TRANSCRIPT
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US Army Corps of EngineersUS Army Corps of EngineersAfghanistan Engineer DistrictAfghanistan Engineer District
CorrespondenceCorrespondence(Outgoing and Incoming)(Outgoing and Incoming)
Ready-Relevant-Responsive-Reliable18 Feb 200918 Feb 2009
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Outgoing Correspondence
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Outgoing Correspondence
Select letter category
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Outgoing Correspondence
I picked ‘Letter to Contractor’ category
Accept the next serial number
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Outgoing CorrespondenceEnter letter date
This block should automatically fillwhen you close letter at end
Does letter require an answer? If yes, click box and enter‘answer due date’. If no, leave blank
Does this letter answer a letter?If no, leave blankIf yes, see the next slide
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Outgoing Correspondence
If yes, Select and go to next slide
If no, skip next slide
Does this letter answer a letter?
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Outgoing Correspondence1
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Outgoing Correspondence
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Outgoing Correspondence
Your list may be different.Highlight the format for the letter you want to create.Click ‘Create Document’
Make sure this is NOTmarked
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Outgoing Correspondence
The program will begin creating the letter. Depending on which letter you arecreating, you will be prompted for entries—change request number, dates, names,email address, name of person signing the letter etc. Fill in the blanks as they come up.The letter is being created in Word. You will have the opportunity to correct or changewhen the letter is finished. After you have made all changes and corrections, you mustclose Word and save the letter to the Temp file and RMS database.
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Outgoing Correspondence
Close Word
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Outgoing Correspondence
• QA Check of Outgoing Correspondence:– Letter date– Confirm that Contractor Name and Address are correct– Subject is copied from Administration/Contract Description/Contract
Description tab/Contract Long Title. Is it correct?– Is Task Order number included in the Subject line? (if not, correct in
your letter then notify RMS administrator)– Is the correct person listed in the Signature block?
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Outgoing Correspondence
Some of the templates are ‘broken’Delete and enter the correct subject title
Notify the RMS administrator.Tell her which template you used
To sign the letter, reopenWord by clicking Edit Letter
Go to next slide
When you ‘edit’ the letter, if you make any changes to the letter, you must
Save to Temp File and/or Save to RMS Databaseor your changes will be lost
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Click File; Print. Change the printer to Adobe pdfChoose a file location for the letter. The letter will appear on your screen in a pdf format.Click the ‘Sign’ icon at the top or from the Advanced menuChoose ‘Place Signature’.Using your mouse, click and drag to draw the area where youwould like your signature to appear. Follow instructions in the program to complete the signature.Re-save the file.Close the adobe version of the letter
Outgoing Correspondence
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Outgoing Correspondence
Mark the appropriate status
When letter has been completed by the writer,mark ‘Draft Letter Completed’
When letter has been approved and signed,mark ‘Draft Letter Approved’
Letter will appear in the ‘Prepare Letter’ tab
You can sign the letter electronically by printing to ‘Adobe pdf’instead of to your printer.
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Outgoing Correspondence
Scan the signed copy of the letter and placein your C:\RMS folder
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Make sure you are on the correct letter
Attach letter so that it exports to QCS
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Outgoing Correspondence
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1Enter date of letter
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Outgoing Correspondence
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Make sure this is C$
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Outgoing Correspondence
Change from doc to pdf
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Double-click orHighlight and click Open
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Outgoing Correspondence
When import is complete, the file name appears in the Attachment Title
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Outgoing Correspondence
Letter now appears in the ‘Letters Sent’ tab
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Incoming Correspondence
• Check the Administration/Contract Setup tab to determine whether Correspondence is entered by Contractor or Government
• If Contractor, the letters will appear in the correspondence module automatically if the contractor ‘attaches’ the letter in the same manner we did on the previous slide.
• If Government, the letters must be scanned and manually entered. Those steps follow.
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Incoming Correspondence
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Pick categoryI chose Contractor Home Office
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Accept Letter No.
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Incoming Correspondence
Date of letterWhen did you receive it?
If letter requires an answerAdd check mark and enter due date
Action byEnter brief summary of contentsof letter
If this letter answers your letter,Select and choose your letter
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Incoming Correspondence
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Make sure this is C$
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Incoming Correspondence
Change from doc to pdf
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Double-click orHighlight and click Open
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Incoming Correspondence
When the ‘Import Letter’ button hasgrayed out, the import is complete
Click close to exit screen
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Incoming Correspondence
Letter now appears in the ‘Letters Received’ tab