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Learn about the upcoming USPS Initiatives webinar featuring speakers from Pitney Bowes Presort Services. Stay up-to-date and hear more about relevant and timely topics including: • Network rationalization • Non-Profit Mail • Change of Address (COA)/Move Update Errors (MU) • Mailer’s Scorecard • Seamless Acceptance • Address Change Service (ACS) http://www.pitneybowes.com/us/postal-information.html

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  • 1. USPS Initiatives Update October 2, 2014
  • 2. 2 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Todays Speakers Kara Nolan Manager, Customer Support Currently, provides support to First Class Mail Operations. Has been with Pitney Bowes Presort Services for 7 Years, working directly with national clients and PBPS sites. Has proactively worked with clients to ensure client retention and loyalty by ensuring expectations are exceeded. Steve Krejcik Director of Strategic Technical Business Development Working in the mailing industry for 25 years, Steve was an Industry Co-chair for the USPS Mailers Technical Advisory Committee (MTAC) for the implementation of Intelligent Mail. Steve is currently Industry Co-Chair of the MTAC PostalOne! Users Group and PostalOne! Reporting Sub-group. Active in many industry associations Steve is President of the Association for Mail Electronic Enhancement (AMEE) and First Vice President of the National Association of Presort Mailers (NAPM). Alison Hall Director, Client Services Direct Mail Solutions With over 20 years industry experience, Alison spends her time working directly with clients and internal teams to ensure excellent Client Relations, consistently high Client Loyalty and Retention, and innovative Direct Mail Strategies to support Direct Mail growth.
  • 3. Agenda AGENDA Kara Nolan COA/Move Update Errors Steve Krejcik ACS Mailer Scorecard Seamless Acceptance Network Rationalization Alison Hall Non-Profit Mail Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc.
  • 4. 4 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. MOVE UPDATE ERRORS Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc.
  • 5. 5 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Current Move Update Standard Invoicing performed when over 30% of Pieces with a COA Logged in a mailing are found to be in error during Performance-Based Verification For all methods outside of NCOALink MPE, all addresses must be updated within 95 days of the postage statement finalization date If a piece has an COA on file between 95 days and 18 months of the postage statement date, and is not updated, it is subject to a penalty Postage is assessed a charge of $.073/piece based on the percentage of mailing over 30% found to be in error Total Percentage Assessed = % of COA Pieces Logged with COA Errors 30% Ex: 35% Pieces with COA Errors 30% = 5% of Mailing Invoiced
  • 6. 6 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Move Update ComplianceTransitioning to a Census Level Verification MERLIN PBV Move Update validation scores based off of samples of all pieces in a mailing (FS & NFS) run across MERLIN Current invoice threshold: 30% MERLIN Error % = Total Change of Address Errors Total Pieces with a Change of Address Logged Census Move Update validation score will be based off of all IMb pieces run across MPE that trigger a COA Proposed invoice threshold: 0.80% Monthly COA Error % = Total Change of Address Errors Total Pieces in Mailing
  • 7. 7 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Move Update ComplianceNew Implementation Reporting is currently available on the Scorecard Beginning in November 2014, Mailers with over 75% Full Service Mail will be able to see their scores and assessments (For Information Only) on the Scorecard Beginning in April 2015, USPS will be verifying and assessing penalties based on the census level verification process Invoicing will be calculated for mailers exceeding the Move Update threshold for a calendar month There will be a fixed charge for pieces over the threshold. Currently this charge is $.073.
  • 8. 8 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. PBPS Move Update Solution Mailers can elect to have PBPS run mail through NCOALink MPE Solution known as PBPS Move Update Solution Work with your Customer Service Manager to set up specific jobs to run under PBPS Move Update Solution Present Mail under these specific jobs PBPS will process the mail and it will be seamlessly routed to the new address Log into PBPS My Account to get the COA data Update your database For more information and pricing, contact your local Customer Service Manager or Sales Representative
  • 9. 9 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. ACS Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc.
  • 10. 10 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. New ACSFile Format Beginning January 25, 2015 all ACS fulfillments delivered through EPF will be expanded and improved. Will include information never before provided. OneCode ACS, Traditional ACS, IMpb ACS, and those Full Service customers that receive ACS via SingleSource will receive the new ACS file format version 1.0 This change does NOT affect Full Service ACS provided through the Business Customer Gateway A Conversion process will be available. A Sample File & Technical Guide is available NOW https://ribbs.usps.gov/acs/newACSformat/ACSFileVersion1_Sample.zip
  • 11. 11 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Changes to The Single Source ACS File Format The change-of-address (COA) Move Effective Date will include the day, and a COA "Made Available Date" that will tell you when the COA was first available for processing the moving customer's mail. The address correction fee, if applicable, for each ACS record will be included in the notice. Other fees or postage charges, such as Shipper Paid Forwarding or Return postage will also be reported so you will know the exact charges for each individual record. Intelligent Mail barcode data, when available, will be included for each ACS notice provided. Know exactly when, how, and where the undeliverable mail piece that generated the ACS notice was processed.
  • 12. 12 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. New ACSFile Format For more information, go to: https://ribbs.usps.gov/index.cfm?page=newACSformat
  • 13. 13 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Secure Destruction Secure Destruction for First-Class Mail National Launch date is November 18, 2014 Mailers interested in the Secure Destruction program will need to register. The required Secure Destruction Enrollment Form and EPF Access forms will be available on the RIBBS ACS page at https://ribbs.usps.gov/acs
  • 14. 14 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Types of Records Health Financial Consumer Government Credit card Personal records that would create liabilities Others under market study Privacy Protected Information & Industry Sectors Target Industry Sectors Banking Credit card companies Healthcare Phone & utility services Investment firms Government agencies and contractors Legal services Secure Destruction
  • 15. 15 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Participation Requirements Mailer must participate in Traditional ACS, OneCode ACS or Full-Service ACS with an IM barcode to receive notice of disposed mailpieces Mail must bear Intelligent Mailbarcode containing a Secure Destruction Service Type ID
  • 16. 16 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Mailer Scorecard Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc.
  • 17. 17 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Mail Quality Determination Traditional Verification Mail quality determined based on a per mailing basis Verification All mailings submitted in an entire calendar month are used to determine quality as on an aggregate basis MAIL QUALITY MAIL QUALITY
  • 18. 18 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Accessing The Mailer Scorecard 18 1.After logging into the Business Customer Gateway, select Mailing Reports 2.Select Mailer Scorecard 3.Select either eDoc Submitter or Mail Owner
  • 19. 19 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Mailer Scorecard Mailer Profile, Electronic Verification, eInduction, Seamless Results Aggregated Over 1 Month Measured Against Established Thresholds
  • 20. 20 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Full-Service Verification (eDoc only) Error Type What is it? Threshold Valid MID Is the Mailer ID in the Intelligent Mail container barcode valid and registered with the Postal Service? 2% Is the Mailer ID in the Intelligent Mail tray barcode valid and registered with the Postal Service? 2% Is the Mailer ID in the Intelligent Mail barcode valid and registered with the Postal Service? 2% Valid STID Is the Service Type ID in the Intelligent Mail barcode valid and correct for the class and service level of the mailpiece? 2% By/For Is the mail owner and mail preparer identified in the eDoc and accurate? 5% * Unique Barcode Is the Intelligent Mail container barcode unique across all mailings from all mailers over the previous 45 days? 2% Is the Intelligent Mail tray barcode unique across all mailings from all mailers over the previous 45 days? 2% Is the Intelligent Mail barcode unique across all mailings from all mailers over the previous 45 days? 2% Entry Facility Is the entry facility a valid the Postal Service location? 2% Unlinked Copal Was a tray/virtual Sack marked for co-palletization at origin and no electronic documentation is submitted with the tray/virtual sack on a pallet? 5% * A custom by/for threshold may be set for a mailer who accepts more than 5% of volume from small mailers presenting less than 5,000 pieces per day
  • 21. 21 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. 21 1. Volume Information 2. Full-Service Verifications:. 3. Move-Update Validation: 4. Entry Point Validations: 5. eDoc Nesting/Sortation Validations: Full-Service Tab Renamed Electronic Verification Made up of 5 components
  • 22. 22 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Mailer Scorecard Full-Service Verification 2.Full-Service Verifications: These verifications compare the eDoc against the full- service preparation requirements for full-service mailings. * Assessments due for over threshold in January 2015! 1. Volume Information: Provides the count of container, handling units, and pieces that were provided in eDoc and included in the verification results on this tab. The Mailer Scorecard provides a dashboard view of the results of the letter and flat mailing activity over a calendar month.
  • 23. 23 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Mailer Scorecard Move-Update 3. Move-Update Validation: This validation will replace the MERLIN Move-Update verification for mailers providing more than 75% of their volume as full-service.
  • 24. 24 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Mailer Scorecard eDoc Presort 4. Entry Point Validations: This validation checks the correctness of the Postal Service entry facility in the doc for mailers providing more than 75% of their volume as full- service. 5. eDoc Nesting/Sortation Validations: This validation checks the presort in the eDoc against labeling lists and presort rules for mailers providing more than 75% of their volume as full-service.
  • 25. 25 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. 25 Mail Owner Scorecard All exceeds threshold formatting ( yellow highlighting) has been removed from Mail Owner Scorecard. The View Thresholds button has also been removed. View Thresholds Button Removed Exceeds Threshold Formatting Removed
  • 26. 26 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Mailer Scorecard Quality Trending
  • 27. 27 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Full-Service Milestones August 2014 New Scorecard Version MOVE Update & eDoc Nesting Sortation Reporting October 2014 Full-Service Calculations Visible/Review Only November 2014 Expand Non-Profit Identification in eDoc January 2015 FS Postage Assessments Only MOVE Update Calculations Visible/Review Only April 2015 MOVE Update Postage Assessments
  • 28. 28 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Mailer Scorecard Resources Located at Ribbs.usps.gov Intelligent Mail Guides & Technical Specifications
  • 29. 29 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. PREPARE MAIL eDOC UPLOAD AND USPS VALIDATIONS SCAN CONTAINER PLACARD INDUCT MAIL REVIEW MAIL QUALITY REPORTS eInduction Scan-Based Paperless Entry at Dock Replaces 8017s and 8125s Use eDoc & scanners to accept container at entry Automated decision making Save time at origin and at entry by streamlining process
  • 30. 30 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. eInduction Validation Error Mailer Contact Threshold Egregious Threshold What is it? Payment 0.00% 0.00% Did the mailer submit an eDoc with the appropriate amount of payment? Misshipped 1.05% 2.00% Did the mailer induct the container at the correct location per the eDoc? Duplicate 0.17% 0.33% Did the mailer apply unique barcodes to each container within a 45-day period? Zone 0.01% 0.02% Based on how far the container traveled relative to the origin, did the mailer earn the zone discount claimed on the eDoc?
  • 31. 31 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. eInduction Milestones October 2013 Deployed 30% of PVDS containers inducted through eInduction August 2014 New Reporting Functionality September 2014 Pilot new functionality for facilities w/o scanning capabilities (Non-SV, DDUs) Manual Postage Assessment against Egregious Thresholds Summer 2015 Automated Postage Assessment
  • 32. 32 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. eInduction Resources Located at Ribbs.usps.gov Intelligent Mail Guides & Technical Specifications
  • 33. 33 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Seamless Acceptance Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc.
  • 34. 34 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Seamless Acceptance Seamless Process Overview 1.Mailer submits eDoc 2.Statement auto-finalized 3.Capture sampling data using handheld scanner 4.Capture data from Mail Processing Equipment (MPE) scanning 5.Compare data captured to eDoc 6.Detailed Mail Quality reporting
  • 35. 35 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Allows for preparation and payment flexibility Longer mail production cycle Standardized acceptance and verification processes Improved feedback on business mail quality issues 35 Seamless Acceptance Seamless Acceptance Benefits
  • 36. 36 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Seamless Verifications Verification What Question(s) Does ThisVerification Answer? Undocumented Canthe pieces scanned on mail processing equipment or sampling be matched to eDoc?If not, can we assume that the piece has not been paid for? Delivery Point Is the delivery point contained in the IMb valid for the service level of the mailpiece? Nesting/Sortation (MPE) Were the mailpieces placed in a different tray or bundle than indicated in the eDoc? Nesting/Sortation (Sampling) Were the mailpieces placed in a different tray or bundle than indicated in the eDoc? Or was the tray/sack placed on a different container than indicated in the eDoc? Postage Do the type of postage payment and the amount of postage affixed match the eDoc for the mailpiece? Weight Is the weight of the mailpiece different than the weight indicated in the eDoc? Is this difference enough to cause a change in the amount of postage due? Mail Characteristic Does the mailpiece match the same mail class and processing category as indicated in the eDoc? Does the piece content qualify for nonprofit or Standard Mail rates (as appropriate)? Barcode Quality Was a mailpiece sampled that didnt have a scannable barcode in an automation mailing?
  • 37. 37 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Seamless Thresholds Error eDoc Mail Processing Equipment (MPE) Sampling Mailer Contact Threshold Egregious Threshold Undocumented X X 0.5% 0.8% Delivery Point X 2% 5% Nesting/Sortation (Mail Processing Equipment (MPE)) X 1% 3% Nesting/Sortation (Sampling) X 3% 5% Postage X 2% 5% Weight X 3% 5% Mail Characteristic X .1% 0.5% Barcode Quality X N/A TBD
  • 38. 38 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Mail Owner Scorecard A new perspective for eInduction has been added to the Mail Owner Scorecard, including the # Metrics, # Trending, % Metrics, and % Trending toggling functionality. Seamless Tab Removed
  • 39. 39 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Data obtained from mail processing equipment (MPE) scans and/or eDoc The Mailer Scorecard (Seamless Tab) Sampling Compliance Validations, which can only be obtained by sampling The Seamless tab is broken into 2 main sectionsand types of metrics, depending on how the data is obtained:
  • 40. 40 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Seamless Acceptance Challenges Proficiency with data, computers and operations required Culture change Verification Acceptance Appeals Still fine tuning validations and policies: USPS good about working through issues as they come up
  • 41. 41 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Seamless Acceptance Milestones March 2014 Seamless Acceptance Deployed Manual Postage Assessment against Egregious Thresholds August 2014 Enhanced Undocumented Reporting 15% of Commercial Volume on SA November 2014 Expand Non-Profit Identification in eDoc January 2015 Postage Assessment Calculations Visible/Review Only April 2015 Automated Postage Assessments
  • 42. 42 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Postage Assessment (Invoicing) Overview
  • 43. 43 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Mail Entry Road Map Mail Entry Roadmap reviews Postal Services key initiatives to streamline the acceptance, induction, and verification of commercial mailings. eDoc/Mail Quality Measured over a Calendar Month Full-Service eInduction Seamless
  • 44. 44 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Roadmap Location Located at Ribbs.usps.gov Mail Entry Roadmap
  • 45. 45 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Network Rationalization Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc.
  • 46. 46 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Network Rationalization Final phase of Network Rationalization will begin January 5, 2015 for the remaining 80 USPS locations. PBPS will continue to work with local plant operations on required changes to support USPS processing and transportation changes. Please Note: USPS will provide overnight delivery only to those pieces submitted to them by 8:00 AM, current local submission times are approx. 8:00 PM. Example: oMail with local zip codes that qualify for 1 day service are picked up throughout the day and submitted by PBPS on Tuesday evening Sept. 2nd, are currently delivered by the USPS on Wednesday Sept. 3rd oWith this change those same mail pieces will be delivered by the USPS on Thursday September 4th.
  • 47. 47 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Network Rationalization
  • 48. 48 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Non-Profit Authorization Changeshttps://ribbs.usps.gov/intelligentmail_latestnews/documents/tech_guides/MailEntryRoadmap.pdf Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc.
  • 49. 49 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. History The USPS offers a reduced postage rate for qualified and approved nonprofit mailers Approval is given by the USPS Mail must meet USPS mail piece design requirements for reduced postage rates Validation of nonprofit status for mail service providers can be done via eDoc with permit and/or manual proof of nonprofit status presented at time of the mailing No connection to Full Service Intelligent Mail Requirements with By/For historically
  • 50. 50 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. By/For Refresher Mail Owners must be identified in the Electronic Documentation (eDoc) as part of the Full Service Intelligent Mail By/For requirement EXCEPTION: For Profit Mail Owners under 5000 pieces in the mailing do not have to be identified Nonprofit Mail Owners do not qualify for this exception and ALL Nonprofit Mail Owners must be identified Definition of Mail Owner A Mail Owner: Ultimately pays for the postage Approves the mail piece Benefits from the mail piece
  • 51. 51 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Validation Process Today TODAY Currently, the USPS validates the Nonprofit Mailer through the permit The mailer completes required USPS forms and requests the USPS to set up a nonprofit permit The USPS verifies the mailer is an approved Nonprofit Mailer and sets up the permit Mail Service Provider provides manual proof of Nonprofit status for their clients when presenting the mailing
  • 52. 52 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Validation Process Tomorrow November 2014 The USPS will validate the Nonprofit Mailer status through MID, CRID, or PERMIT USPS will confirm nonprofit status through electronic submission of USPS paperwork (eDoc) AND/OR manual proof of approved nonprofit status April 2015 Validated through eDoc only No more manual validation! PENALTY: Loss of nonprofit discounts! For more info: https://ribbs.usps.gov/intelligentmail_latestnews/documents/tech_guides/MailEntryRoadmap.pdf
  • 53. 53 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Mailer Responsibility Mail Owner Confirm your MID, CRID, and permit are active and validated with nonprofit status through your vendor partner or USPS Update your vendor partner with your validated MID, CRID, and permit if they are not validating for you PBPS Client Services is working with the USPS on behalf of all Nonprofit clients to ensure valid information. PBPS Client Services may contact you if there are discrepancies
  • 54. 54 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Mailer Responsibility Mail Service Provider Confirm your clients MID, CRID, and permit are active and validated with nonprofit status through the USPS Validation Tool available through USPS Contact [email protected] for more details on validation tool PBPS prefers validation through MIDs PBPS Client Services can help you identify best method for updating PBPS records with nonprofit MIDs By client By IMB record as applied on the mail piece By file sent in advance of mailing with IMB records
  • 55. 55 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Use this slide for a Full-bleed image
  • 56. 56 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. JUST IN FROM USPS U.S. Postal Service to Maintain Current Product and Service Prices Oct. 1, 2014--The Governors of the U.S. Postal Service have decided not to seek a price change for mail and shipping products and services in January in part because of the uncertainty regarding the exigent price increase.This means that the current pricing of postal products and services will remain in effect through the holiday season and early part of 2015.The Board will continue to evaluate pricing strategies and will communicate about any potential price change filings in early 2015.As always, the Postal Service will provide customers advance notice of any price changes.
  • 57. 57 Proprietary and Confidential Information of Pitney Bowes Presort Services, Inc. Questions
  • 58. Every connection is a new opportunity