Mail Entry & Payment Technologies. Full Service Update. February 2014 Ken Penland HQ Program Manager BMS

Transcription

1 Mail Entry & Payment Technologies Full Service Update February 2014 Ken Penland HQ Program Manager BMS

2 Agenda Acceptance Today moving to Seamless Mail Anywhere einduction How Seamless will work Seamless Verification Overview How to use the Mail Quality reports

3 Acceptance Today Issues Mailer prepares mailing Mailer submits to acceptance site with hardcopy or electronic documentation For PVDS, mailer must submit 8125 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

4 Breaking down the barriers The Seamless Way 4

5 Class Processing Category Included Preparations First-Class Mail Full-Service Intelligent Mail - Eligibility The Full-Service discount can be claimed at the piece level on the mail types below: Postcards Letters Flats Letters Standard Mail Periodicals Flats Letters Flats Carrier Route-Basic Carrier Route-High Density Carrier Route-High Density + Carrier Route Bound Printed Matter Flats SCF, NDC, Origin Entry 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

6 REQUIREMENTS Mail Entry & Payment Technologies Full-Service Requirements Intelligent Mail Barcode Electronic Documentation (edoc) Mailpiece Barcode Tray Barcode Container Barcode Submit Electronically Identify Specify Barcodes Apply unique Intelligent Mail barcodes (IMb) to identify each postcard, letter and flat mailpiece Apply unique Intelligent Mail tray barcodes (IMtb) on trays, tubs and sacks Apply unique Intelligent Mail container barcodes (IMcb) on placards for containers, such as pallets or APCs, when required Submit Postage Statement Information & Supporting Documentation like Qualification Reports electronically Identify party submitting edoc Identify Mail Owner and Mail Preparer (By/For) Barcode Information for Mailpieces, Trays and Containers included in edoc

7 Full-Service Benefits 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)

8 Agenda Acceptance Today moving to Seamless Mail Anywhere einduction How Seamless will work Seamless Verification Overview How to use the Mail Quality reports

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

10 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: the PostalOne! Help Desk at 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 Step 4: Submit your Mail Anywhere job to the Production environment

11 FULL SERVICE Benefits-Se Permit fee is waived for mailers who maintain over 90% Full Service volume First Class Non-First Class Start Date End Date Renewal 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 The Permit Fee waive ends immediately if the Full-Service volume drops below 90% cumulative If cumulative Full-Service volume remains over 90%, Permit Fee Waive is renewed annually on the anniversary of the start date.

12 Agenda Acceptance Today moving to Seamless Mail Anywhere einduction How Seamless will work Seamless Verification Overview How to use the Mail Quality reports

13 einduction streamlines the preparation and induction of drop shipments and expedited plant load mailings einduction will result in quicker appointment processing, reduce errors, and improve revenue protection Paper 8125/8107 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 einduction No paper forms required for drop shipment Containers resolved individually 24/7 appointment resolution via NCSC Automated validation of entry discounts

14 einduction Mailer Management - Onboarding The following process describes how mailers begin participating Contact the FAST Helpdesk FAST@usps.gov 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

15 einduction supports use of all edoc types, linking payment data and appointment data to container barcodes edoc Types Payment Requirements Appointment Requirements Destination Identification Requirements Mail.Dat Mail.XML Postal Wizard ContainerManifestCreateRequest: XML message to support upgrade of containers to einduction All containers must be on a finalized postage statement prior to container shipment Non-SV Sites Only: Containers destined for non-sv enabled entry points must be associated to an appointment prior to shipment 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

16 einduction provides flexibility and supports mailers using non-standard preparations Continuous Mailers DSMS Mailers Co-Palletization/Co- Mailing Accept Mis-Shipped Containers May register a MID as continuous for einduction allows shipment/induction of containers prior to postage statement finalization No changes to DSMS release einduction containers cannot be included on paper 8125-CD Checked as a part of the DSMS audit ContainerManifestCreateRequest can be used to upgrade mailer pallets to einduction Option in edoc Containers are accepted at any induction location, preventing re-handling Mailers invoiced for difference between rate paid and origin entry rate

17 einduction Key Reports for Mailers Report Location Purpose Shipping Summary Report Mailer Scorecard Mail Quality Detailed Error and Error Type reports Mailer Summary Report PostalOne! Microstrategy Microstrategy Microstrategy Real time data on container status before and after shipment Rollup of mail quality information after mailing has been inducted Detailed reports of mailings/containers with errors; linked to Mailer Scorecard after mailing has been inducted Drill down to from mailer to container level; status for all containers after mailing has been inducted

18 Agenda Acceptance Today moving to Seamless Mail Anywhere einduction How Seamless will work Seamless Verification Overview How to use the Mail Quality reports

19 Seamless Acceptance 19 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

20 Streamlined Entry Unique Barcodes edoc for all mailings Piece data provided Mail Preparation Submit Mailing Information Electronically submit mailing information Auto-finalization of postage statement Seamless Entry Validation Compare scans to electronic documentation Reconcile and Report Mail Induction and Scanning Sampling einduction MPE

21 Seamless Acceptance Benefits Seamless Acceptance Allows for preparation and payment flexibility Longer mail production cycle Standardized acceptance and verification processes Improved feedback on business mail quality issues 21

22 Agenda Acceptance Today moving to Seamless Mail Anywhere einduction How Seamless will work Seamless Verification Overview How to use the Mail Quality reports

23 How Seamless Acceptance will work 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 23

24 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: Verification Level Source Container HU Piece edoc MPE FS-IMD 24 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

25 Seamless Onboarding Mailers who are eligible for Seamless Parallel are identified DMU > 90% FS CRID is set to Seamless Parallel Parallel Activation Parallel Monitoring BMS contacts mailers above thresholds Mailer & BMS work to resolve mail quality errors Seamless Onboarding BMS contacts mailers above thresholds Mailer & BMS work to resolve mail quality errors Seamless Monitoring Seamless Activation BMS identifies mailers Participated in Parallel for at least one month Below thresholds for one calendar month

26 Planned Roll-Out 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

27 Draft Verification Thresholds 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) Barcode Scan Rate (Piece) 3% <5% Class and Shape Specific

28 Agenda Acceptance Today moving to Seamless Mail Anywhere einduction How Seamless will work Seamless Verification Overview How to use the Mail Quality reports

29 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

30 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

31 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

32 Barcode Scan Rate 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

33 Delivery Point Verification 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

34 Move/Update 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

35 Nesting/Sortation 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)

36 Weight 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

37 Postage 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

38 Mail Characteristic 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

39 Agenda Acceptance Today moving to Seamless Mail Anywhere einduction How Seamless will work Seamless Verification Overview How to use the Mail Quality reports

40 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

41 How Are the Reports Accessed To access the Mailer Scorecards log in through the Business Customer Gateway

42 How Are the Reports Accessed Enter the appropriate user name and password Select Sign In

43 How Are the Reports Accessed Scroll down to the Tools & Wizard section Select Mailing Reports

44 How Are the Reports Accessed Select Mailer Scorecard

45 Seamless Mailer Scorecard

46 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

47 Seamless CRID and Company Name provided by mailer in electronic documentation

48 Seamless Indicates if the CRID has been activated to participate in Seamless

49 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

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

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

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

53 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 QualificationRepor tdetailcreaterequ est -EntryLocaleKey -EntryPointZIP -Valid Locale Key Valid Postal Code

54 Seamless Percent of IMbs in the edoc that had not incorporated Change of Address requests into the address information

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

56 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 Mail.XML.seg Mail Class: QualificationReportSummary Processing Category: QualificationReportDetail Mail Class: Class Defining Preparation Processing Category: Principal Processing Category Mail Class: FormType Processing Category: ProcessingCategory

57 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

58 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

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

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

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

62 Investigating Seamless Issues

63 View Error Details by Error Type Report 12.34% 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

64 Mail Quality Detailed Error Report Nesting/Sortat ion 7861 Container destined for invalid ZIP code

65 Undocumented Summary Report From the Mailer Scorecard drill to the Undocumented Summary Report

66 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

67 Seamless Acceptance Questions? 67