migrating to the intelligent mail ® barcode greater birmingham pcc lunch & learn professional...

Migrating to the Intelligent Mail® Barcode

Greater Birmingham PCCLunch & Learn

Professional Certificate ProgramApril 18, 2013

Andrée D. Kater, Mgr. Business Mail Entry

Alabama District

What is our Goal?

To discuss the foundation of Intelligent Mail Services

To discuss what you need to know to produce the IMb for letters and flats

To provide you with the knowledge and resources to assist your transition to the Intelligent Mail barcode

Agenda

Important Dates What is Intelligent Mail? Intelligent Mail Barcodes How do Mailers obtain MIDS/CRIDS? Implementing Intelligent Mail Barcodes Reply Mail Resources

March 2, 2012 Proposal

– POSTNET™ barcode discontinuation

– Transition to the IMb™ will be required for automation price eligibility

January 2013 Requirements

– Retirement of POSTNET barcode

• IMb required for automation letters and flats

• IMb required for QBRM and PRM letters

• GS1-128 or IMpb required for Standard Mail parcels to avoid surcharge⁻ POSTNET or IMb allowed in address block with exception of eVS

January 2014 Requirements• Full Service IMb required for automation letters and flats

• IMb required for QBRM and PRM letters

• GS1-128 or IMpb required for Standard Mail parcels to avoid surcharge

Important Dates

Important Dates

Agenda

Important Dates What is Intelligent Mail?

- Definition- Classes of Mail- Options & Requirements- Benefits

Intelligent Mail Barcodes How do Mailers Obtain MIDs & CRIDs Implementing Intelligent Mail Barcodes Reply Mail Resources

Defined

A technology that will support future generations of postal products, services, and associated features.

A technology platform made possible by the suite of Intelligent Mail barcodes.

What is Intelligent Mail®?

Classes of Mail

IMb™ services apply to the following classes of mail and processing categories:– First-Class Mail® letters and flats– Standard Mail® letters and flats– Periodicals letters and flats– Bound Printed Matter flats– Reply Mail


IMb Service Options – Basic and Full-Service

Basic Full-Service

IM™ barcode on mailpieces Required * Required

IM tray barcode on tray & sack labels

Optional Required

IM container barcodes on container placards

Optional Required**

Electronic documentation (eDoc)

Optional Required

Start-the-Clock NA Available

Automated address correction at no additional charge

NA Available

*Will not qualify for Automation Prices in Jan., 2014

**Only when containerization is required


Intelligent Mail Basic Option Requirements

Apply Intelligent Mail barcodes on letter and flat mailpieces

Populate ALL fields in the barcode Barcode ID Service Type ID Mailer ID Serial Number Routing Code

Intelligent Mail barcode Intelligent Mail

tray barcode Intelligent Mail container barcode

SCF SAN FRANCISCO CA940

STD FLTS SCF BC/NBCXYZ CORPORATIONINTERNATIONAL FALLS, MN

(Mailer Area)

Intelligent Mail Full-Service Option Requirements

Unique Intelligent Mail® barcodes on mailpieces, trays, sacks and containers

Electronic mailing Information which identifies mail owner and mail preparer must be submitted using:– Mail.dat®– Postal Wizard– Mail.XML®


Agenda

Important Dates What is Intelligent Mail? Intelligent Mail Barcodes

– Comparison of IMb and POSTNET Barcodes– IMb Specifications– Data Fields in the IMb – Key Barcode Checklist– Barcode Placement

Implementing Intelligent Mail Barcodes Reply Mail Resources

Comparison of IMb and POSTNET Barcodes

The IM barcode is similar to earlier Postal barcodes.– Shares data fields with POSTNET (=Routing Code) and

PLANET Code (=Tracking Code) barcodes– Similar footprint on the mailpiece, but with MUCH greater

data capacity The IM barcode is a vehicle for enabling services (on LETTERS

and FLATS).– Allows Mail Processing Equipment to automatically route

mailpieces– Allows for tracking of mailpieces through the mailstream

• Data available through the IMb Tracing® program

– Allows mailers to qualify for automation prices

Intelligent Mail Barcodes (IMb™)

IMb Tracing allows mailers to uniquely identify and receive mail processing data for outgoing mailings and incoming reply mailpieces.

The IMb replaces both the POSTNET barcode and the PLANET Code.


Benefits of Transitioning to the IMb

For Letters and Flats Height-modulated barcode

Encodes 31 digits of data into 65 bars

Uses 4-State symbology

Full bar, Ascender, Tracker, and Descender

Key Barcode Tolerances Overall length between 2.667 and 3.225 inches

Overall height between 0.125 and 0.165 inch

Vertical clear zone at least 0.028 inch

F A T D


IMb Specifications

0.010• Maximum dot matrix spacing must not exceed 0.010 inch.

• A minimum clear zone of 0.125 inch between the left and right edges of the barcode is required.• A minimum clear zone of 0.028 inch above and below the barcode is required.


IMb Specifications

The Intelligent Mail barcode for mailpieces is a height-modulated barcode that encodes up to 31 digits of mailpiece data into 65 vertical bars using 4-state symbology.

The maximum 31-digit string contains a 20-digit Tracking Code representing the first 4 fields and a maximum 11-digit Routing Code.

The IMb is always 65 bars, regardless of ZIP Code® length, and does not require a check-digit or frame bars.

All IMb fields must have numeric values only.

Data Fields in the IMb

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

Barcode ID (2N)

Barcode ID (2N)

Service Type ID

(3N)

Service Type ID

(3N)

Mailer ID (6N)

Mailer ID (9N)

Serial Number (9N) Routing Code (0, 5, 9 or 11N)

Routing Code (0, 5, 9 or 11N)

Intelligent Mail Barcode for Letters and Flats: 6-Digit and 9-Digit Mailer IDs

Serial Number (6N)

A 2-digit field reserved to encode the presort identification printed in human-readable form on the Optional Endorsement Line (OEL)

Should be left as “00” if an OEL is not printed on the mailpiece

For automation flat-size mail, it must be populated with OEL coding corresponding to sortation level.

Use the Intelligent Mail Technical Resource Guide or the Intelligent Mail Barcode Specification to select the correct OEL code if producing auto flats.

https://ribbs.usps.gov/intelligentmail_mailpieces/documents/tech_guides/USPSIMB_Tech_Resource_Guide.pdf

Data Fields in the IMb : Select the Barcode ID

A 3-digit field used to identify the class of mail and any additional or special services requested for the piece such as OneCode ACS, OneCode Confirm, or no service

Defines the mailpiece as Full-Service, Basic or Non-Automation

Used to determine the disposition of Undeliverable-As-Addressed (UAA) mail and the form of address correction desired by the mailer

https://ribbs.usps.gov/intelligentmail_mailpieces/documents/tech_guides/USPSIMB_Tech_Resource_Guide.pdf

Data Fields in the IMb - Select the STID

Used to identify the mail owner or mail preparer

A 6-digit or 9-digit field that is assigned by the USPS

Required in the Intelligent Mail Barcode

https://gateway.usps.com

Data Fields in the IMb - Use the MID

MIDs are acquired and managed through the Mailer ID service on the Business Customer Gateway.

The MID is a 6- or 9-digit number assigned by the Postal Service® based primarily on documented historic mail volume. A 6-digit MID may be issued based on annual volume

of 10 million pieces. A single 9-digit MID may be issued regardless of

annual volume. Additional 9-digit MIDs may be issued based on

annual volume in increments of one million pieces. 6-digit Mailer IDs begin with a 0 – 8 9-digit Mailer IDs begin with a 9

Data Fields in the IMb – Use the MID


Mailers requesting a Mailer ID (MID) must go to http://www.usps.com/ – Select the Business Customer Gateway located on the bottom right hand corner of the web page. – A mailer must logon as an existing user or register as a new user to gain access to the

Business Customer Gateway. – Once logged on, select the "Mailer ID" link to obtain a MID.

Mailing Agents who require MIDs for their Mail Owner customers to obtain the benefits of Full Service

mailing need to follow the MID/CRID process located at:

https://ribbs.usps.gov/intelligentmail_mail_id_app/documents/tech_guides/MIDCRIDAgentExcelProcess.pdf

For mailers who cannot obtain the desired number or type of Mailer ID(s) through the Business Customer Gateway-MID Tool or if the mailing agent is acting in behalf of the mail owner,

– The customer must read the Mailer ID Application Process and/or the CRID/Mailer ID Agent Application Process,

– And the customer must print and complete the Mailer Application and the Additional Accounts Information Sheet (as applicable).

– The forms must be submitted to the Business Mail Entry Unit (BMEU) or the Mailpiece Design Analyst for processing.

Three ways to acquire a Mailer ID (MID)

In order to get a MIDs through the BCG, a new user must create a Business Account

Once registered, a CRID for the business

location

New CRIDs will not be assigned to existing user

Obtaining a Mailer ID (MID)

Identifies customer at a unique? Business Location

Customer Identity across Postal Systems

Controls Access to Services, Applications, and Information

Used to identify mail owner or preparer in eDoc

What is a Customer Registration ID (CRID)?

23

A 6 or 9-digit field defined by the mailer Can be populated with a number that

uniquely identifies each mailpiece becoming a unique Mailpiece IDunique Mailpiece ID

May be populated with a number that is unique to a mailing, becoming a unique unique Mailing IDMailing ID

Data Fields in the IMb: Select the Serial Numbers

5-digit, 9-digit, or 11-digit field that identifies the delivery ZIP Code data in the address (same routing information currently used in the POSTNET™ barcode)

Routes the mailpiece during processing When used on automation-price eligible

letters and flats, the routing code must contain an 11-digit delivery point code

11-digit delivery point routing codes are not permitted on Business Reply Mail

Data Fields in the IMb: Select the Routing Code

25

Key IM™ Barcode Component Review

IM BarcodeComponent

Review

Barcode ID

Service Type ID

Mailer ID

Serial Number

Routing Code

• Required for processing

• At a minimum provide Mail Class; do not use “000”

• OneCode ACS, IMb Tracing, Basic and Full-Service options (can be yours or your mail preparer’s)

• Do not populate with fictitious number or zeroes

Service Type ID

Mailer ID

• Must be “00” if an OEL is not printed on the piece

.

• MUST be a valid ZIP code

• Derived from CASS-certified software that accurately matches the delivery address

• Must never be padded with zeroes, spaces or nulls; same as POSTNET

– For the Full Service, the Serial number must be unique and can not be used at a frequency of less than forty-five (45) days.

Barcode ID

Serial Number

Routing Code

Key IM™ Barcode Checklist

Barcode ID must be “00” if an OEL is not printed on the piece. Service Type ID is required for processing.

– At a minimum provide Mail Class; do not use “000”! Mailer ID is required for everyone. (can be yours or your mail preparer’s)

– OneCode ACS, IMb Tracing, and Full-Service options (Do not populate with fictitious number or zeroes.

Serial Number – For the Full Service, the Serial number must be unique and can

not be used at a frequency of less than forty-five (45) days. Routing Code, MUST be a valid ZIP Code.

– Derived from CASS-certified software that accurately matches the delivery address

– Must never be padded with zeroes, spaces or nulls; same as POSTNET


Placement and processing rules are similar to POSTNET barcode Placement on letters:

– Address block or– Barcode clear zone in the lower right

Placement on flats:– On address side and– At least 1/8 inch from any edge of the piece

Only one IMb™ should be placed in the same area May have an IMb™ on the non-automation portion of a machinable mailing

JMCXNM5 38141


Placement

Agenda

Important Dates What is Intelligent Mail? Intelligent Mail Barcodes Implementing Intelligent Mail Barcodes

– What you need– IM Barcode Encoding

Reply Mail Resources

What you need…

A USPS or vendor-developed barcode encoder and font for the Intelligent Mail Barcode. You will also need:

Implementing the IMb™

Presort Software

Class of Mail and Required Service (none, ACS, IMb Tracing)

Mailer or Mail Preparer – Assigned by USPS

Data Management Plan – Assigned by Mailer

CASS™-MASS™ /DPV®/LACSLink® software

Barcode ID

Service Type

Mailer ID

Routing Code

Serial Number

31

Intelligent Mail Barcode Encoding

Created by downloading and installing the encoder and font The encoder converts the 20-digit tracking code and routing

code, a maximum of 11-digit into a combined 65-character string representing the ADFT characters.

A special font is required to convert 65 ADFT character string into the IMb.

Height-modulated barcode and uses 4-state symbology: Full bar, Ascender, Tracker, and Descender

IMb™ example: 0070012345620080000198765432101

DADTATFFAFFTTTAFTAFDADFDDDDDTAFFDAAFFDAFDDFFTADFTFTTFDAAFTFTADTTT

Available Encoders

YesYesMS Office Version for Windows

YesYesProgrammer Version for Windows

YesYesMac OS X

YesYesHP/UX

YesYesSolaris

YesYesLinux

YesYesAIX

YesYesYesOS/400

YesYesYesVSE/ESA

YesYesYesYesMVS, z/OS, and OS/390

MS ExcelMS AccessPL/1COBOLJava 2COperating System

Language and Applications Supported*

* Support for 64-bit Windows, Linux, and Solaris as well as for Assembler on MVS/VSE


Generate the Barcode

There are three steps required to generate the Intelligent Mail® barcode on letters & flats:

1. Form the 31-digit payload

2. Encode the 31-digits

3. Print the barcode on mailpieces


Important Dates What is Intelligent Mail? Intelligent Mail Barcodes Implementing Intelligent Mail Barcodes How do mailers obtain MIDs/CRIDs? Reply Mail

– Reminder: IMb Required– IMb Artwork at No Charge

Resources

Agenda

Business Reply Mail

Qualified Business Reply Mail– QBRM is a postcard or letter (up to 2 oz.)

• QBRM requires payment of the annual account maintenance fee

– All QBRM letters and cards that mailers distribute are required to bear an IMb effective January 2013

Permit Reply Mail– All PRM letters and flats that mailers distribute,

regardless of method, are required to bear an IMb

Reply Mail

IMb Requirements for Reply Mail

35

Online IMb Artwork Offered by USPS

USPS offers online artwork capabilities for PostalOne! users via the Automated Business Reply Mail (ABRM) tool at: https://www.usps.com/business/reply-mail-solutions.htm– The ABRM tool can provide artwork for letter and card-size pieces of

domestic Reply Mail ABRM can be used to produce:

– Courtesy Reply Mail (CRM)– Business Reply Mail (BRM)– Qualified Business Reply Mail (QBRM)

Mailpiece Design Analysts may be able to assist with other artwork requests. Customers in need of Mailpiece Design assistance may contact the MDA Support Center by dialing 855-593-6093 or sending a request via email to [email protected] or locally by calling 205-521-0212 or by sending a request via email to [email protected]

Envelope Manager and Dazzle software used by USPS– Available for purchase by contacting manufacturer at Endicia.com

Reply Mail

Agenda

Important Dates What is Intelligent Mail? Intelligent Mail Barcodes Implementing Intelligent Mail Barcodes Reply Mail Resources

– Validation and Tools– Summary with Online Information

Resources

Ensure the test plan has pre-established results.– Know the CORRECT results and use available tools to

ensure outcomes match them. Validate input

– Ensure all data elements for barcode content match either yours or your customer’s specifications.

Validate output– Print samples from each piece of equipment that could

be used in actual production.– Provide samples to USPS® MDA / service providers.

Test & Validate

Letter-Size Mail Dimensional Standard Template – Notice 3-A

This template is used to determine the size, shape, aspect ratio, and thickness requirements for letter processing.

Provided to mailers at no charge

Resources

Automation Template – Notice 67

Multi-purpose template used to determine the automation compatibility of letter-size mailpieces.

Will evaluate:– Delivery address area– Address & window clearances– Address print characteristics– Address block barcode

clearances– Lower right barcode

placement– Reply Mail guidelines


Resources

Automation Barcode Gauge – Item 04A

Automation Barcode Gauge Template (Item #04A)

Measures barcode length skew, pitch, clear zones, and bar parameters of the POSTNET™ and Intelligent Mail® barcodes

Latest version produced December 2009, Revision G


Resources

Basic online decoder tool is available at: http://ribbs.usps.com/OneCodeSolution

Resources

Talk to their business partners

Build a team Review guides and specs

Acquire a MID

Place the barcode

Design and Test eDocs

Plan for feedback

Migrate to the Production

Environment

In Summary…

In Summary, here’s what you should do…

Talk to your business partners – Find out from your software vendors and/or service providers what your Intelligent Mail Service plans are. Just a few of the questions you may want to ask are:

What are their Mailer ID plans? Will they use their own or their clients?

What additional features/services are available?

Does the software support Mail.dat, Mail.XML or both?

Can they create and track unique serial numbers?

Can they support the Full-Service options?

Talk to their business partners


Build a Team – Work to put together a team that will help their implement Intelligent Mail Services.

Customers should include, consider and start to plan the following: Include key stakeholders: IT, Finance, Business, Business Partners

Define the Value/Return on Investment (ROI)

Re-engineer their mail supply chain

Develop budget

Develop implementation plan

Review materials and seek support from resources

Build a team


Review Guides and Specifications – Customers should access the information they need from the following resources:

A Beginners Overview to Intelligent Mail Services

A Guide to Intelligent Mail for Letters and Flats

Postal Service Mail.dat Technical Specification

Postal Service Mail.XML Technical Specification

User Access to Electronic Mailing Information and Reports Guide

Review guides and specs


Mailers requesting a Mailer ID (MID) must go to http://www.usps.com/ Select the Business Customer Gateway located on the bottom right hand corner of the web page. A mailer must logon as an existing user or register as a new user to gain access to the Business

Customer Gateway. Once logged on, select the "Mailer ID" link to obtain a MID.

Mailing Agents who require MIDs for their Mail Owner customers to obtain the benefits of

Full Service mailing need to follow the MID/CRID process located at:

https://ribbs.usps.gov/intelligentmail_mail_id_app/documents/tech_guides/MIDCRIDAgentExcelProcess.pdf

For mailers who cannot obtain the desired number or type of Mailer ID(s) through the Business Customer Gateway-MID Tool or if the mailing agent is acting in behalf of the mail owner,

The customer must read the Mailer ID Application Process and/or the CRID/Mailer ID Agent Application Process,

And the customer must print and complete the Mailer Application and the Additional Accounts Information Sheet (as applicable).

The forms must be submitted to the Business Mail Entry Unit (BMEU) or the Mailpiece Design Analyst for processing.

Acquire a MID

In Summary, here’s what our customers should do…

Place the Barcode - To generate the IMb mailpiece barcode, tray label barcode, and container label barcode they will need to do the following:

Plan for barcode data management

Services (Service Type Identifiers)

USPS provided Mailer ID (MID)

IMb encoder/decoder

USPS-developed font for the Imb

Content Identification Number (CIN) List

Code 128 subset C font for the IMb tray and container barcodes

Endorsements for address correction

Validate and test barcode

Place the barcode


Design and Test Electronic Documentation – Electronic documentation is a crucial step in the process. There are different requirements and uses for Basic and Full-Service options.

Basic: electronic documentation is optional Electronic documentation includes postage statement Aggregate mailing data such as a USPS Qualification Report

Full-Service: electronic documentation is required Electronic documentation includes postage statement Aggregate mailing data and piece detail mailing data Mail owner, mail preparers Intelligent Mail barcodes on mailpieces, trays and containers Nesting relationships

Options: Mail.dat Mail.XML Intelligent Mail Small Business Tool Postal Wizard (9999 pieces maximum for Full-Service and documentation is not required)

Design and Test eDocs

In Summary, here’s what our customers should do…

Plan for Feedback How will you use the Start-the-Clock and address correction

information? Who will receive the data? How will you receive the data? How will you update your address lists?

Migrate to the Production Environment

Test barcodes Test electronic submission of eDoc in the Test Environment for Mailers Receive validation for Full-Service prior to migrating to the

Production Environment

Plan for feedback

Migrate to the Production

Environment

– Validate Your Barcodes & Submit for Testing to MDA– Use the Online Encoder / Decoder

- http://ribbs.usps.gov/onecodesolution/Default.aspx - Review the List of Resources at:

- https://ribbs.usps.gov/index.cfm?page=intellmailmailpieces For Additional Assistance

– Contact the National Customer Support Center at (877) 640-0724– For PostalOne!® Information: http://usps.com/postalone/– To request assistance from a Mailpiece Design Analyst (MDA)

contact the MDA Support Center at 855-593-6093 or send a request via email to [email protected] or locally call 205-521-0212 or via email to [email protected]

To Review the Latest Proposal & News Go To:- Federal Register Notices

- http://pe.usps.com/FederalRegisterNotices.asp

Finally…

The RIBBS Website provides extensive resources on Intelligent Mail®

Resources

You can view or download the Guides and Specifications from RIBBS

Resources

Weekly Updates New Features Release Information Tips Archive of Updates To sign up email go to

[email protected] and in the subject line, type

“SUBSCRIBE” http://pe.usps.gov/dmmAdvisory.asp

DMM Advisory is published weekly and provides current information on Intelligent Mail®

Resources

Questions?

migrating to the intelligent mail ® barcode greater birmingham pcc lunch & learn professional...

Documents

intelligent mail barcode

mail resources

mail owner

mail preparer

classes of mail imb

firstclass mail letters

mail processing data

flats imb