Undocumented Mail Pieces Two Types of Undocumented Mail

Transcription

1 Undocumented Mail Two Types of Undocumented Mail Undocumented pieces Undocumented einduction Containers 1

2 What Are Undocumented Mail? Undocumented pieces Mail Processing Equipment (MPE) scan cannot be associated to any edoc Submitted by the edoc Submitter Within the last 45 days Error threshold is.3% Must explain errors over.1% What Are Undocumented Mail? Source: NAPM 2017 Annual Meeting Presentation by Pritha Mehra 2

3 Single piece mail with IMb barcodes Presort even small jobs to create Mail.dat files: merge mail.dat files DMM Two barcodes on the mailpiece 3

4 Mail Preparer used the wrong MID when printing Wrong MID in PDR or PBC file Implement QA processes to check for and prevent Barcode ID Ex: 50 for Mixed AADC Service Type ID Ex: 260 for First-Class Mail Mailer ID 0Ex: USPS assigned Serial Number Ex: Mailer Assigned Routing Code Ex: 6449 Amberview Ct., Memphis, TN Regenerating Mail.dat files after printing Insure process does not generate new IMb s 4

5 Submitting hard copy during PostalOne! outages Submit USPS Mailers Daily Log Sheet (PostalOne! Contingency Plan) Unauthorized use of MID by another MSP or Mail Owner Multiple MSP s using the same/similar Mail Owner MIDs pulled due to QC issues Data is removed but pieces left behind 5

6 Double feeds of pre-barcoded mail Improperly fed rejects 1 Pass mail Move Update pieces culled from mailing PostalOne!upload and submission errors USPS Issues Loop Mail (PARS, Cancellation, etc.) MPE misreads associated to the wrong mailer 6

7 Researching Undocumented Mail Request data from PostalOne! Mailer Scorecard Detailed Error Data Researching Undocumented Mail Mailer Scorecard Detailed Error Data Use drill down steps to access error detail Source: Guide to Mailer Scorecard 7

8 Researching Undocumented Mail Mailer Scorecard Detailed Error Data Use drill down steps to access error detail Source: Guide to Mailer Scorecard Researching Undocumented Mail Examine process that manages piece barcode assignments Determine if pieces are truly undocumented Keep a log of IMb sused each day Prove that you did not create the piece Prove that you documented it Prove (document) ALL mailing processes 8

9 Researching Undocumented Mail Research processes performed for the mailing Are the barcodes unique? Do the barcodes on the piece match what is in the edoc? Any unusual processes or changes occur on the mailing? Preventing Undocumented Mail Create and maintain DAILY Undocumented Spreadsheet Track volumes of problem areas Maintain equipment/software update care Validate run counts Train and monitor production staff on what to look for Audit staff and QC procedures 9

10 What are undocumented containers? Physical pallets not present in edoc Placard barcode scanned not matching up with barcodes in edoc einduction errors May 2017 Automated assessment Not assessed if already assessed in Seamless Undocumented container causes Placard falls off pallet Extra printed placards used for other mailings Pallet placards copied and used for other mailings 10

11 Undocumented container prevention Produce only the needed placards Destroy any unused placards Insure placards are securely affixed QA process to reconcile physical pallets with edoc pallets Appealing Undocumented Assessments VAE: request review by USPS Provide documentation from issue research The more detailed, the better Source: USPS Guide to Postage Assessment 11

12 Undocumented Assessments: Improving your processes Review data from research with internal teams Pinpoint gap areas that need improvement Implement improvement plan and document Undocumented Mail : Be Proactive! Monitor Mail Scorecard results DAILY Research issues even if they are below threshold Document and improve processes identified during research 12

13 Undocumented Mail : Resources Mailer Scorecard RIBBS ribbs.usps.gov PostalPro postalpro.usps.com Publication for Streamlined Mail Acceptance for Letters and Flats Questions? Jeff Peoples Window Book, Inc. jpeoples@windowbook.com Charles "Chip" Brown III USPS Major Mailer Support Analyst charles.w.brown2@usps.gov