CAMPAIGN: TRANSFERS VIA DCS-NEW PROGRAM OUTLINED. Cadillac Fleetwood 1989

The purpose of this bulletin is to inform you of the development of a significant enhancement to the Campaign Transfer system. Effective immediately, Cadillac dealers have the capability to process campaign transfer activity through their Dealer Communications System (DCS) terminal. This enhancement will provide a more accurate and efficient means of processing campaign transfer requests. Highlights of this new application are as follows:

Dealers will no longer be required to submit the "Request to Transfer Campaign Responsibility" form (S-1095) to their zone office for processing (except for requests involving model years prior to 1981).

The V.I. Number entered will be immediately validated through a check-digit routine within the system.

Dealers may only submit transfer requests for vehicles that are assigned to their dealer code.

Entry of campaign numbers is not required. The system will automatically identify all campaigns applicable to the specified V.I. Number.

Dealers will receive a "Daily Campaign Transfer Activity Report" via their DCS mailbox indicating accepted and rejected requests with status messages. This report should be used to confirm accepted requests, resolve rejects, and should be retained on file for audit purposes.

All campaign transfer requests properly submitted prior to the 16th of each month will be reflected on that month's "Vehicles Not Modified Report". Any requests submitted after that date will impact the following month's report.

This system enhancement uses the Special Information Reporting (SIR) application; the software package within DCS designed to allow dealers to submit special data transactions. Important information about SIR is contained in Section 14 of the DCS Operator's Guide. If you do not have the SIR software package, contact your DCS vendor to obtain it. Attached are step-by-step implementation instructions which should be retained in the above referenced section of your DCS Operator's Guide.

Because of the legal obligations that apply to the accurate reporting of campaign information to the government, dealers will be required to maintain detailed records for each campaign transfer request submitted. These records should fully document the reason for transfer, the source of information, and be available upon request. Failure to do so or intentional abuse of this system can be considered as false and fraudulent activity. In this regard, controls are in place to monitor all DCS campaign transfer activity; and audits of dealer records will be conducted as required. Any questions regarding this enhancement should be directed to your Cadillac Zone Service Manager.

Any questions regarding this enhancement should be directed to your Cadillac Zone Service Manager.

* * * IMPLEMENTATION INSTRUCTIONS * * *

SECTION I SIR APPLICATION SET-UP

Your DCS vendor's manual will give you specific details on setting up your terminal for the Special Information Reporting (SIR) application. Simply follow your terminal's instructions and prompts to enter the data elements required. When you select the SIR application from your terminal menu, you will be required to enter the current date and time if your terminal does not enter it for you. In addition, you will be required to enter two different procedure codes and their related edit codes. Creation of these codes is required only once depending upon your software/terminal.

To assist you, the following screen facsimiles and step-by-step instructions are being provided to illustrate the creation of these procedure codes.

SCREEN #1

----------------------------------------------------------------- The Following S.I.R. Transactions Are Available To You Transaction #:

20 = Original Report 21 = Create Procedure Codes 30 = Change Report 40 = Delete Report 41 = Delete Procedure Codes

----------------------------------------------------------------- Step 1 - Enter Transaction #21 (Create Procedure Codes) Note: Transaction # may be different depending upon your software/terminal

SCREEN #2

----------------------------------------------------------------- Cadillac Special Information Reporting Create Procedure Codes Procedure Code:

Edit Code:

OK (Y/N): ----------------------------------------------------------------- Step 1 - Enter Procedure Code J02 Step 2 - Enter Edit Code AXXXAN Step 3 - Enter Y for OK

SCREEN #3 ----------------------------------------------------------------- Cadillac Special Information Reporting Create Procedure Codes

Procedure Code:

Edit Code:

OK (Y/N): ----------------------------------------------------------------- Step 1 - Enter Procedure Code J03 Step 2 - Enter Edit Code A Step 3 - Enter Y for OK Step 4 - Use appropriate function key to return to SIR menu

SECTION II ENTERING CAMPAIGN TRANSFER REQUESTS

After the two procedure codes have been created, as shown in Section I, you may then enter campaign transfer requests.

The SIR application supports the 17 character V.I. Number only. Therefore, campaign transfer requests involving model years prior to 1981 will still require submission of the "Request To Transfer Campaign Responsibility" form (S-1095) to your zone office for processing.

The V.I. Number entered in subject to immediate on-line validation through a check-digit routine within the system. Once the V.I. Number has been validated, the system will then allow entry of the other information fields required for the transfer.

Procedure code J02 is to be used when entering "T" (Owner Not In Area), "C" (Canada) or "E" (Export) transfer codes. Owner information is required for "T" but is optional for "C" and "E" transfer codes.

Procedure code J03 is to be used when entering "S" (Stolen), "X" (Scrapped) or "U" (Unresponsive/Unreachable) transfer codes. Owner information is not required for these transfer codes.

Additional information about transfer codes can be found in Section IV of these instructions.

Important: When moving from one procedure code to the other, depending upon your software/terminal, you may have to exit beyond the SIR menu to the terminal menu and then re-select the SIR application.

To assist you, the following screen facsimiles and step-by-step instructions are being provided to illustrate the entry of campaign transfer requests.

SCREEN #1

----------------------------------------------------------------- The Following S.I.R. Transactions Are Available To You Transaction #:

20 = Original Report 21 = Create Procedure Codes 30 = Change Report 40 = Delete Report 41 = Delete Procedure Codes

----------------------------------------------------------------- Step 1 - Enter Transaction #20 (Original Report)

Note: Transaction # may be different depending upon your software/terminal

SCREEN #2

----------------------------------------------------------------- Cadillac Special Information Reporting Original Report

Procedure Code: Vehicle-ID-Number: Edit Code: Data Field(s) Field 01: Field 02: Field 03: Field 04: Field 05: Field 06: ----------------------------------------------------------------- Step 1 - Enter Procedure Code J02 Step 2 - Enter Vehicle-ID-Number/Must be 17 characters Step 3 - Enter Transfer Code/Must be T, C or E (Field 01) Step 4 - Enter Owner's Name (Field 02) Step 5 - Enter Street Address or P.O. Box Number (Field 03) Step 6 - Enter City (Field 04) Step 7 - Enter State (Field 05) Step 8 - Enter Zip Code (Field 06) Step 9 - Use appropriate function key to return to SIR menu

SCREEN #3

----------------------------------------------------------------- The Following S.I.R. Transactions Are Available To You Transaction #:

20 = Original Report 21 = Create Procedure Codes 30 = Change Report 40 = Delete Report 41 = Delete Procedure Codes

----------------------------------------------------------------- Step 1 - Enter Transaction #20 (Original Report) Note: Transaction # may be different depending upon your software/terminal

SCREEN #4

----------------------------------------------------------------- Cadillac Special Information Reporting Original Report

Procedure Code: Vehicle-ID-Number:

Edit Code:

Data Field(s) Field 01:

----------------------------------------------------------------- Step 1 - Enter Procedure Code J03 Step 2 - Enter Vehicle-ID-Number/Must be 17 characters Step 3 - Enter Transfer Code/Must be S, X or U (Field 01) Step 4 - Use appropriate function key to return to SIR menu

Important: A screen print of each transfer request submitted should be made for data vertification and retained on file for audit purposes. Most software/terminals will automatically provide this print-out.

If a mistake is made while entering a request, use the SIR "Change Report" transaction to correct the error. Refer to Section 14 of the DCS Operator's Guide for instructions. This transaction is used to change original data that has been entered, but not transmitted to Cadillac. Once the request is collected by DCS, the information entered cannot be recalled for correction. If duplicate transfer requests are submitted, the "Daily Campaign Transfer Activity Report" will indicate that all requests have been accepted, but the system will only process the last request entered.

If deletion of a transfer request is required, use the SIR "Delete Report" transaction. Refer to Section 14 of the DCS Operator's Guide for instructions. This transaction is used to delete original data that has been entered, but not transmitted to Cadillac. Once the request, is collected by DCS, the information cannot be deleted.

SECTION III SIR DATA FIELD LENGTHS

Field Number Length

01 (Transfer Code) 1 Character 02 (Owner's Name) 30 Characters 03 (Street Address) 25 Characters 04 (City) 20 Characters 05 (State) 2 Characters 06 (Zip Code) 9 Characters

SECTION IV TRANSFER CODE BEFINITIONS

Transfer Code Definition

T It has been documented that the vehicle owner does not reside in the assigned dealer's area of sales/service responsibility.

C It has been documented that the vehicle is being operated in Canada.

E It has been documented that the vehicle has been exported or is being operated outside of the USA except Canada.

S It has been documented that the vehicle has been stolen and not recovered.

X It has been documented that the vehicle has been scrapped.

U It has been documented that the vehicle owner is unresponsive or unreachable.

SECTION V DAILY CAMPAIGN TRANSFER ACTIVITY REPORT STATUS MESSAGES

** Accepted For Further Processing**

Request has passed preliminary system edits and will be included in month-end batch processing. Check your monthly "Vehicles Not Modified Report" to confirm that transfer has been properly executed.

** Rejected: Invalid Transfer Code **

A transfer code other than T, C, E, S, X, or U has been entered or the transfer code entered is valid but not compatible with the SIR procedure code. Correct and resubmit request.

** Rejected: Owners Name Is Missing **