full service update - gppcc.comfull service update february 2014 ken penland hq program manager bms...

Mail Entry & Payment Technologies

Full Service Update

February 2014

Ken Penland

HQ Program Manager BMS


Agenda

Acceptance Today moving to Seamless

Mail Anywhere

eInduction

How Seamless will work

Seamless Verification Overview

How to use the Mail Quality reports


Acceptance Today

Issues Paper based process with hard

copy 8125

No flexibility in optimizing loads

Permit at every location

Manual, time-consuming Acceptance

Inconsistent Experience

Acceptance/Verification delays mail induction

Issues

For PVDS, mailer must submit 8125

Mailer submits to acceptance site with hardcopy or electronic documentation

Mailer prepares mailing


Breaking down the barriers

4

The Seamless Way


Class Processing Category Included Preparations

First-Class Mail® Postcards Letters Flats

Standard Mail®

Letters

Flats

Carrier Route-Basic Carrier Route-High Density Carrier Route-High Density +

Periodicals Letters

Flats Carrier Route

Bound Printed Matter Flats SCF, NDC, Origin Entry

Full-Service Intelligent Mail - Eligibility

The Full-Service discount can be claimed at the piece level on the mail types below:

The Full-Service discount cannot be claimed on the below mail types, even when the mail meets the qualifying standards:

• Standard Mail Flats, Carrier Route-Saturation

• Bound Printed Matter, Carrier Route or DDU entry

• Business Reply Mail (BRM), QBRM, CRM or PRM


Intelligent Mail Barcode

Mailpiece Barcode

Apply unique Intelligent

Mail barcodes (IMb) to

identify each postcard,

letter and flat mailpiece

Tray Barcode

Apply unique Intelligent Mail tray barcodes (IMtb) on

trays, tubs and sacks

Container Barcode

Apply unique Intelligent

Mail container barcodes (IMcb) on

placards for containers,

such as pallets or

APCs, when required

Electronic Documentation (eDoc)

Submit Electronically

Submit Postage

Statement Information & Supporting Documen-tation like

Qualification Reports

electronically

Identify

Identify party

submitting eDoc

Identify Mail Owner and

Mail Preparer (By/For)

Specify Barcodes

Barcode Information

for Mailpieces, Trays and Containers included in

eDoc

REQ

UIR

EM

EN

TS

Full-Service Requirements


Use of One Permit Across All Mailing Locations

(“Mail Anywhere”)

Elimination of Permit Fees

Track and Monitor Service

• Start-the-Clock on Mail Entry

• Visibility and Tracking

Free Address Correction

• Change of Address and Nixie

• Not available for Standard Mail ECR Flats

(Basic, High Density, High Density Plus)

Full-Service Benefits


Agenda


Mail Anywhere

eInduction





The Mail Anywhere program allows the same permit to be used at every mail entry site without having to pay additional fees!

Full-Service Benefits – Mail Anywhere

https://ribbs.usps.gov/intelligentmail/documents/tech_guides/MailAnywhereFactSheet.pdf




Before participating in the Mail Anywhere program, the mailer must complete the following four steps.

Step 1: Verify you meet the Full-Service requirement. For additional information, view the back of the Mail Anywhere Fact Sheet.

Step 2: Email the PostalOne! Help Desk at [email protected] with the following information:

Request for Mail Anywhere

Customer Registration ID (CRID) – for Location where mail is prepared

Contact Name

Company Name

Business Address, including City, State, and ZIP code

Permit #’s and BMEU’s where the permit is registered

Postal Facilities where you plan on dropping your mail

Provide the permit #’s that you plan on consolidating and additional customer permits you mail for‐ so that we can supply the account numbers for each permit.

Step 3: Follow the instructions from the Help Desk on how to populate your electronic mailing files optional – submit test job to Test Environment for Mailers (TEM) via https://tem.uspspostalone.com/postal1/index.cfm?com=false

Step 4: Submit your Mail Anywhere job to the Production environment

https://tem.uspspostalone.com/postal1/index.cfm?com=false




Permit fee is waived for mailers who maintain over 90%

Full Service volume

FULL SERVICE Benefits-Se–

First Class Non-First Class

Start Date Transaction date of first mailing after: • Permit Holder’s Fee

Expired • Mailing Agent’s Fee

Expired • Full-Service Volume

> 90% cumulative

Transaction date of first mailing after: • Permit Holder’s Fee

Expired • Full-Service Volume

> 90% cumulative

End Date The Permit Fee waive ends immediately if the Full-Service volume drops below 90% cumulative

Renewal Date If cumulative Full-Service volume remains over 90%, Permit Fee Waive is renewed annually on the anniversary of the start date.


Agenda


Mail Anywhere

eInduction





eInduction will result in quicker appointment processing, reduce errors, and improve revenue protection

Paper 8125/8107 eInduction

Paper forms required for all shipments

Entire shipment is held until resolved

Appointment issues are resolved by calling origin site (if open)

Entry discounts and induction location validated manually

No paper forms required for drop shipment

Containers resolved individually

24/7 appointment resolution via NCSC

Automated validation of entry discounts

eInduction streamlines the preparation and induction of

drop shipments and expedited plant load mailings


The following process describes how mailers begin participating

Contact the FAST Helpdesk

BMS Analyst assigned

BMEU/DMU personnel trained

BMS checks eDoc for

eInduction readiness

Mailer CRID activated when

BMEU/DMU personnel trained

BMS notifies mailer upon activation

[email protected]

1-877-569-6614

eInduction Mailer Management - Onboarding


eDoc Types

Mail.Dat Mail.XML Postal Wizard ContainerManifestCreateRequest: XML message to support upgrade of containers to eInduction

Payment Requirements All containers must be on a finalized postage statement prior to container shipment

Appointment Requirements

Non-SV Sites Only: Containers destined for non-SV enabled entry points must be associated to an appointment prior to shipment

Destination Identification Requirements

For containers to be accepted, the actual entry location must be identified in the eDoc or appointment Containers identified as Origin in the eDoc require a PS Form 8017

eInduction supports use of all eDoc types, linking payment

data and appointment data to container barcodes


Continuous Mailers

May register a MID as continuous for eInduction allows shipment/induction of containers prior to postage statement finalization

DSMS Mailers

No changes to DSMS release eInduction containers cannot be included on paper 8125-CD

Checked as a part of the DSMS audit

Co-Palletization/Co-Mailing

ContainerManifestCreateRequest can be used to upgrade mailer pallets to eInduction

Accept Mis-Shipped Containers

Option in eDoc Containers are accepted at any induction location, preventing re-handling Mailers invoiced for difference between rate paid and origin entry rate

eInduction provides flexibility and supports mailers

using non-standard preparations


Report Location Purpose

Shipping Summary Report

PostalOne! Real time data on container status before and after shipment

Mailer Scorecard Microstrategy Rollup of mail quality information after mailing has been inducted

Mail Quality Detailed Error and Error Type reports

Microstrategy

Detailed reports of mailings/containers with errors; linked to Mailer Scorecard after mailing has been inducted

Mailer Summary Report Microstrategy

Drill–down to from mailer to container level; status for all containers after mailing has been inducted

eInduction – Key Reports for Mailers


Agenda


Mail Anywhere

eInduction





Seamless Acceptance

Enables an automated verification process by comparing system data to electronic documentation from sampling and as it flows through postal automated processing equipment

Leverage Intelligent barcodes on mailpieces, handling units, and containers and electronic documentation

Utilize sample scanning and mail processing equipment scans to evaluate mail quality and payment

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Streamlined Entry

• Sampling • eInduction • MPE

• Validation • Compare scans to

electronic documentation

• Electronically submit mailing information • Auto-finalization of postage statement

• Unique Barcodes • eDoc for all

mailings • Piece data

provided Mail Preparation

Submit Mailing

Information

Mail Induction

and Scanning

Reconcile and Report

Seamless Entry


Seamless Acceptance Benefits

Allows for preparation and payment flexibility

Longer mail production cycle

Standardized acceptance and verification processes

Improved feedback on business mail quality issues

21

Seamless Acceptance


Agenda


Mail Anywhere

eInduction





How Seamless Acceptance will work

23

Seamless Acceptance

1. Mailers submit eDoc

2. Statements auto-finalized

3. Capture data using handheld scanner (FS-IMD) at induction point

4. Capture data from Mail Processing Equipment (MPE) scanning

5. Compare data captured to electronic documentation

6. Detailed mail quality reporting


How Seamless Acceptance will work Manual traditional verifications will be phased out and automated by comparing

electronic documentation to data collected from Mail Processing equipment and sampling

As part of Seamless Acceptance, the following verifications will be performed:

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Verification Level Source

Container HU Piece eDoc MPE FS-IMD

Undocumented X Yes Yes

Delivery Point X Yes

Move/Update X Yes

Nesting/Sortation X X X Yes Yes Yes

Mail Characteristics X Yes

Postage X Yes

Weight X Yes

Barcode Scan Rate X Yes


Seamless Onboarding

• BMS identifies mailers • Participated in

Parallel for at least one month

• Below thresholds for one calendar month

• BMS contacts mailers above thresholds

• Mailer & BMS work to resolve mail quality errors

•BMS contacts mailers above thresholds •Mailer & BMS work to resolve mail quality errors

• Mailers who are eligible for Seamless Parallel are identified • DMU > 90% FS

• CRID is set to Seamless Parallel

Parallel Activation

Parallel Monitoring

Seamless Activation

Seamless Monitoring

Seamless Onboarding


Seamless Acceptance functionality will be activated as follows:

Beginning March 2014

Onboarding of Mailers with DMUs will begin

Standardized SOPs will be implemented, along with Seamless Sampling

Traditional verifications replaced by Seamless automated verifications

Postage statement auto-finalization is turned on

Monitor Seamless errors outside the mailer contact thresholds

Begin invoicing for Seamless errors outside the egregious thresholds

Continue onboarding any remaining DMUs or BMEUs

Planned Roll-Out


Mailer Contact Threshold

Egregious Threshold

Undocumented (Piece) ≤0.5% <0.8%

Weight ≤3% ≤5%

Postage ≤2% ≤5%

Delivery Point ≤2% ≤5%

Mail Characteristic ≤0.1% ≤0.5%

Move/Update ≤0.05% ≤0.15%

Nesting/Sortation (MPE) ≤1% ≤3%

Nesting/Sortation (eDoc) ≤2% ≤4%

Nesting/Sortation (Sampling)

≤3% <5%

Barcode Scan Rate (Piece) Class and Shape Specific

Draft Verification Thresholds


Agenda


Mail Anywhere

eInduction





Undocumented from MPE

Receive an IMb scan record from MPE

Attempt to associate the IMb from the scan to finalized eDoc

Identify scans that could not be associated to an eDoc when the Service Type ID (STID) on the IMb is either Full-Service or Basic

These scans will be flagged as Unassociated

Re-attempt to associate a Unassociated piece scans to eDoc for 3 days after the scan date/time:

If the IMb can not be associated to any eDoc submission at this time, the barcode will be considered Undocumented

If the IMb can be associated to any eDoc submission at this time, the barcode will not be considered Undocumented


Undocumented from Sampling

Receive an IMb sampling scan record from FS-IMD

Attempt to associate the IMb from the scan to finalized eDoc

Immediately flag sampling scans that could not be associated to an eDoc as Undocumented when the Service Type ID (STID) on the IMb is either Full-Service or Basic

Re-attempt to associate FS-IMD scans to eDoc for 45 days


Undocumented Scan Association

Obtains the MID within the IMb for all Undocumented pieces

Associate the MID to a CRID:

If there is a Seamless MID to CRID override in place, this mapping will be used to associate the piece to the CRID

If there is no Seamless MID to CRID override in place, the piece will be associated to the CRID of the MID owner

Once MID from the piece has been linked to a CRID, then the Undocumented record is associated to the CRID

All Undocumented piece scans are sent to BIDS for MicroStrategy reporting

Data will appear in the Undocumented reports in MicroStrategy for the CRID


Barcode Scan Rate is calculated for mailpieces

– Piece barcode scan rate is determined by calculating the number of pieces that received a scan compared to the total number of pieces expected

Piece Adjustments

– Mailpieces are excluded from scan rate calculations when a scan is not expected

– For example: mailpieces are excluded from barcode calculations when mail is entered into a facility but will not be scanned (DDU entered)

– An adjustment will be made to the total piece count if a piece is destined for a non-automation zone based on its 5 Digit Delivery Zip

– Pieces processed on MPE operating below the acceptable threshold will be excluded from barcode scan rate determination

Barcode Scan Rate


Verification performed based on delivery points included in electronic documentation

– IMb does not contain a valid or active 11-, 9-, or 5-digit delivery point

– Intelligent Mail Barcode contains '0000' or '9999' in positions 6-9 of the Delivery Point

Delivery Point Verification


Individual errors will be logged to determine Move/Update compliance if any of the following conditions are determined from the mailpiece MPE scans:

– The mailpiece received more than one associated COA record where the later of the COA create date and COA effective date is between 95 days and 18 months of the postage statement finalization date

– The mailpiece was undeliverable as addressed and received an associated NIXIE record

– The mailpiece was undeliverable as addressed because the IMb delivery point and routing Delivery Point do not match

Move/Update


Sampling data is compared to electronic documentation to determine if it matches nesting and sortation

Reconstructs bundles and trays using scan information from MPE equipment to determine correct nesting and sortation

Electronic documentation is verified to ensure that mailing has been prepared in accordance with presort rules outlined in the Domestic Mail Manual (DMM)

Nesting/Sortation


Verification is performed by comparing piece weight captured during sampling to electronic documentation

Errors are logged when:

– Piece weight retrieved from the sample is greater than the piece weight claimed in the eDoc and the sample weight crosses into a new rate category

– Piece weight retrieved from the sample is greater than the piece weight claimed in the eDoc and exceeds the percent threshold set for pound postage

Weight


Verification is performed by comparing sampling results to electronic documentation

Errors are logged when:

– Postage Payment Method from the sample does not match the eDoc

– Affixed postage amount on the mailpiece sample does not match the eDoc

Postage


Verification is performed by inspecting physical preparation and comparing sampling results to electronic documentation

– Content error found on a mailpiece during sampling

• Contains material required to be mailed at First Class rates

• Contains material not eligible for non-profit rates

– Processing Category identified during sampling is different than the Processing Category claimed in the eDoc

Mail Characteristic


Agenda


Mail Anywhere

eInduction





What is the Mailer Scorecard?

The Mailer Scorecard provides a dashboard view summarizing performance

Allows comparison across facilities

Conditional formatting provides a trending view across months

Drill reports provide a way to determine specific mail preparation errors

Available for any company that submits electronic documentation

Data grouped by eDoc submitter CRID


How Are the Reports Accessed

To access the Mailer Scorecards log in through the Business Customer Gateway

https://gateway.usps.com/bcg/detail.htm



Enter the appropriate user name and password

Select Sign In



Scroll down to the Tools & Wizard section

Select Mailing Reports



Select Mailer Scorecard


Seamless Mailer Scorecard


Seamless

Changes in metrics since previous month are highlighted

Green: metric has improved by more than 5%

Red: metric as declined by more than 5%

Yellow: metric exceeds USPS draft threshold


Seamless

CRID and Company Name provided by mailer in electronic documentation


Seamless

Indicates if the CRID has been activated to participate in Seamless


Seamless

Provides information on the number of jobs intended for Seamless compared to the number of jobs not submitted to Seamless

Count of the number of containers, handling units, and pieces on

which Seamless validations are performed

Percent of volume for the CRID on which Seamless validations are performed


Seamless

Percent of Seamless jobs where the Postage Statement was unable to auto-finalize


Seamless

Percent of IMbs, at the piece level, that were able to be scanned by USPS mail processing equipment


Seamless

Percent of nesting/sortation errors broken out by how the error was captured


Seamless

Percent of jobs where the locale key or postal code submitted in the eDoc is unknown

eDoc Type File/Message Field Value

Mail.Dat .csm

-Entry Point – Actual/Delivery Locale Key /

Postal Code -Entry Point

– Actual/Delivery Postal Code

-Valid Locale Key –Valid Postal

Code

Mail.XML QualificationReportDetailCreateRequ

est

-EntryLocaleKey -EntryPointZIP

-Valid Locale Key –Valid Postal

Code


Seamless

Percent of IMbs in the eDoc that had not incorporated Change of Address requests into the address information


Seamless

Percent of occurrences where the delivery point listed in the IMb was invalid or not active


Seamless

Percent of occurrences where the mailpiece mail class or processing category did not match the class and category listed in the eDoc or when the mailpiece is determined to be ineligible for a rate claimed

eDoc Type File/Message Field

Mail.Dat .seg

Mail Class: Class Defining Preparation

Processing Category: Principal Processing Category

Mail.XML

Mail Class: QualificationReportSummary

Processing Category: QualificationReportDetail

Mail Class: FormType Processing Category: ProcessingCategory


Seamless

Percent of occurrences where the postage amount or the postage payment method on the physical piece does not match the information

submitted in the eDoc

eDoc Type File/Message Field

Mail.Dat .cqt - Postage Affixed Amount

Mail.XML PostageAffixedAmo

unt - CreatePostageStatement


Seamless

Percent of occurrences where the weight of the physical piece is different than what was claimed in the eDoc and crosses a rate

category or exceeds a threshold set for pound postage


Seamless

Percent of occurrences where the IMb could not be associated to a barcode included in an eDoc


Tooltips

Tooltips will appear when you hover over a column or row header to explain the metric


Drills

Right clicking on a blue hyperlink in the report allows you to get additional detail on errors


Investigating Seamless Issues


View Error Details by Error Type Report

Drill from the Error Details by Error Type report to view the Mail Quality Detailed Error report, which provides even greater detail

Choose from the Seamless or Manual Sampling options to view errors

12.34%


Mail Quality Detailed Error Report

Nesting/Sortation

7861 Container destined for invalid ZIP code


Undocumented Summary Report

From the Mailer Scorecard drill to the Undocumented Summary Report


Undocumented Detailed Report From the Undocumented Summary Report drill to the Undocumented

Detail Report

Provides detailed information about IMb that is categorized as undocumented

Details provided will vary if the undocumented piece was identified as part of sampling or MPE scans


Seamless Acceptance

Questions?

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