Full-Service Mail Quality Metrics

Transcription

1 Full-Service Mail Quality Metrics 1

2 Testing Timeline Full-Service Mail Quality Metrics Assessment Process Notifications Business Customer Gateway Full-Service Postage Assessment to begin: November based on October data Industry Testing Timeline: On November 14, 2016 Postage assessment generated Viewable through Business Customer Gateway Auto Generated sent to VAE for any edoc Submitter CRIDs with or without postage due. 2

3 Full-Service Updates edoc Verifications Mailer ID Threshold 2% Description MIDs in the IMcb, IMtb, & IMb as listed in the edoc must be valid and assigned by the USPS Service Type ID Threshold 2% The STID in the IMb as listed in the edoc must be valid and correct for the mail class and service level of the mailpiece By/For Threshold 5% Barcode Uniqueness Threshold 2% Entry Facility Threshold 2% By/For The mail owner and preparer must be identified correctly in the edoc for a mailing with 5000 pieces or more per day for a single mail owner Unique Barcodes in the IMcb, IMtb, & IMb as listed in the edoc must be unique across all mailings from all mailers over the previous 45 days The Entry Facility for a container or handling unit as listed in the edoc must match the entry facility from the Mail Direction File or the Facilities Database Unlinked Copal Threshold 5% All trays/virtual sacks marked for co-palletization at origin must have corresponding edoc linking to a pallet within 14 days 3

4 Postage Assessment Overview Mailers can login through the Business Customer Gateway as an edoc submitter or Mail Owner / Mail Preparer to view their Full- Service Mail Quality Metrics 4

5 Postage Assessment Overview Mailer Scorecard displays ALL errors for the calendar month Mail Entry Postage Assessment Report displays the total number of only the invoiceable errors 5

6 Postage Assessment Overview Mailer Scorecard Mail Entry Postage Assessment Report Verifications All errors are logged during a month Thresholds Thresholds drive quality improvement Assessments Only applied to errors in excess of thresholds at end of month If the percentage of error is below the established threshold or if the additional postage due is less than $50, then no additional postage is assessed Postage Assessments are generated only to the edoc submitter 6

7 Postage Assessment Process Assessable Metrics by Program 7

8 Postage Assessment Process Three ways to know if you have a Full-Service Assessment Mail Quality Data Monitoring Monitoring Mail Quality Data through the Mailer Scorecard throughout the month. If you know you are over threshold access the Mail Entry Additional Postage Assessment Report on the 11 th of the following month. Auto Generated Notification to the Verification Assessment Evaluator (VAE) of the edoc Submitter CRID on the 11 th of the following month. (Regardless of whether additional postage is due for Full-Service Assessment) If no VAE is assigned the will be sent to the Business Service Administrator (BSA) of Manager Mailing Activities If there is not a BSA of Manage Mail Activity the will be sent to the BSA of any PostalOne! Services Full-Service Outreach Industry Outreach by Business Mail Entry (BME) Staff edoc Submitters exceeding Full-Service thresholds or poor trends are contacted by BME Staff 8

9 Postage Assessment Notifications Initial Past Due Paid Notifications Closed or Adjusted <$50 Review Payment Due 9

10 Postage Assessment Notifications Notification Order of Precedence edoc Submitter Mail Owner Only when the Mail Owner is the Paying Permit used Verification Assessment Evaluator (Business Service Administrator (BSA) or User Role) of the edoc Submitter CRID Verification Assessment Evaluator (Business Service Administrator (BSA) or User Role) of the CRID for the Paying Permit No VAE - The will be sent to the Business Service Administrator (BSA) of Manage Mailing Activity No VAE - The will be sent to the Business Service Administrator (BSA) of Manage Mailing Activity No BSA of Manage Mail Activity - The will be sent to the BSA of any PostalOne! Services No BSA of Manage Mail Activity - The will be sent to the BSA of any PostalOne! Services 10

11 Postage Assessment Notifications Notification is sent to the Verification Assessment Evaluator (VAE) of the edoc Submitter CRID on the 11 th of the following month. (Regardless of whether additional postage is due for Full-Service Assessment) 11

12 Postage Assessment Notifications notification is sent to VAE of edoc Submitter CRID that pays the postage assessment notification to a mail owner when their permit is used to pay a postage assessment edoc Submitter VAEs have the option to utilize any permit that was used to pay postage throughout the assessment month. If the permit of a mail owner is used, an notification will be sent to the mail owner of the paying permit if the permit is linked to a Business Customer Gateway (BCG) account: The Mail Owner of the Permit must have a VAE or BSA identified within the BCG with a valid address in order to receive the notification. If a VAE or BSA is not identified within the BCG the Mail Owner would view the adjustment through the transaction summary report through the business customer gateway. 12

13 Postage Assessment Notifications Review Notification notification is sent to VAE users of the edoc Submitter CRID when the assessment is put into Review" status notification is sent to the assigned USPS Employee to complete the review process Payment Due Notification notification is sent to VAE users of edoc Submitter CRID when the assessment is put into "Payment Due" status, after review is requested and closed 13

14 Postage Assessment Notifications notification is sent to VAE of edoc Submitter CRID when assessment is closed because the adjusted postage due across all programs after review is below $ notification is sent when assessment is marked Closed on the Mail Entry Additional Postage Assessment Management page by USPS employee 14

15 Postage Assessment Notifications notification is sent to VAE users of edoc Submitter CRID when assessment is put into "Past Due" status Occurs when VAE did not act upon assessment in the stipulated time (10 business days after assessment is generated or 3 business days after assessment review is closed) 15

16 Postage Assessment Enhancements edoc Submitter VAEs have the option to utilize any permit that was used to pay postage through out the assessment month. If the permit of a mail owner is used an notification will be sent to the mail owner of the paying permit if the permit is linked to a Business Customer Gateway (BCG) account: The Mail Owner of the Permit must have a VAE or BSA identified within the BCG with a valid address in order to receive the notification. If a VAE or BSA is not identified within the BCG the Mail Owner would view the adjustment through the transaction summary report through the business customer gateway. 16

17 Postage Assessment Process Sample 17

18 Postage Assessment Upon receipt, the mailer VAE should log into the Business Customer Gateway to review the Mail Entry Postage Assessment Report and pay the outstanding amount due, if applicable 18

19 Postage Assessment Process Mailer VAE enters VAE screen by clicking on the green Go to Service next to Verification Assessment Evaluator (PostalOne!) 19

20 Postage Assessment Process Mailer VAE can search for postage assessment by entering the edoc submitter CRID and/or date range, then click Execute Search 20

21 Mail Entry Additional Postage Assessment Report These steps will bring the Mailer VAE to the Mail Entry Postage Assessment Report, where all active assessments for a CRID are listed and ready for review 21

22 Mail Entry Additional Postage Assessment Report The Assessment Detail Report shows Error Count and Percentages by Mail Owner 22

23 Postage Assessment Payment Mailer may split payment of assessment and distribute across any associated permit 23

24 If a the permit selected for payment does not have sufficient funds, the system will not allow the payment to be added. 24

25 Postage Assessment Payment Mailers can contact USPS and request that a permit not used during the assessment month be added to their list in the assessment payment screen 25

26 Postage Assessment Review Mailers can request a review of the postage assessment Status of assessment changes to Pending 26

27 Postage Assessment Review Mailers can select which errors they would like to be reviewed 27

28 Postage Assessment Review Mailer VAE can navigate to the Additional Postage Assessment Detail report to see updates to error type dollar amounts that were adjusted 28

29 Viewing Transactions Once paid, mailers can access transaction history for their permits to view the adjustments associated with Mail Entry Postage Assessments 29

30 Viewing Transactions The Customer Ref/Reason Code field on the PostalOne! Transaction Summary will include which assessment type and the month/year for the assessment 30

31 Viewing Transactions The Customer Ref/Reason Code field on the PostalOne! Transaction Summary will include which assessment type and the month/year for the assessment 31

32 Viewing Transactions Mailers can also view their transaction history in the Centralized Account Payment System (CAPS) 32

33 Viewing Transactions The Customer Ref/Reason Code field on the CAPS Transaction Summary will include which assessment type and the month/year for the assessment 33

34 Mail Owner-New User Registration

35 Mail Owner-New User Registration

36 Mail Owner-New User Registration

37 Mail Owner-New User Registration

38 Mail Owner-New User Registration

39 Mail Owner-New User Registration

40 Mail Owner-Linking Permits Mail Owners can link permits to BCG accounts by: 1. Calling the USPS PostalOne! helpdesk for assistance 2. Select Mailing Service>Manage Permits on the BCG homepage

41 Mail Owner-Linking Permits The BCG needs to validate that you want the permit to be linked. Enter the permit information and the value of one of the ten last transactions on the permit Once validated, the permit is linked to the BCG account and CRID

42 Manage Account Allows user to manage administrative information including profiles, services, etc. 49

43 Manage Account Manage Profile: BSA Preferences Users will have the ability to edit their profile Business Service Administrators (BSAs) have the option to display their contact information back to users at their business location 43

44 Manage Account Manage Services Users may select desired services and view the status of their requests for services all from one page Users may download services data into a PDF, Excel or CSV format

45 Manage Account Manage Services: BSAs The BSA column will identify the user s BSA status as a hyperlink. Clicking the hyperlink will bring up a popup message based on the status.

46 Requesting Business Services If you are the first person to request access to a certain service, you will become the BSAfor that service. If there are other users at your location and no one is yet the BSA, you will be prompted with the message displayed below If you choose YES, you will become BSA of the service If you choose NO, your request will be submitted and put into a Pending BSA status 46

47 BSAs: Manage Users Tab Business Service Administrators, and delegates, will see an additional tab within Manage Account called Manage Users when there are additional users who have access to the services/locations for which they are the BSA This tab enables BSAs to control the level of access users can have to these services Information may be filtered by: Location Service User Access Level

48 BSAs: Manage Users Tab User Hyperlink Users names will be displayed as a hyperlink Upon clicking the hyperlink, a popup will display the user s contact information

49 Managing User Access: Access Levels BSAs can now set the access level for each service for a user at a specific business location by selecting one of the options from the dropdown: Access BSA Delegate No Access Requested Access: provides user with access to the service for that business location BSA Delegate: allows user to approve/deny requests for that service & location on your behalf User will receive same Inbox privileges as BSA No Access: denies user access to the service for that location Requested: will default to this when the user has requested access and the BSA hasn t taken action yet

50 Managing User Access: Access Levels BSAs can visually see the status of their access level change with SUCCESS or TRYAGAIN LATER indication 62

51 Additional Resources Lifecycle of a Full-Service Mailing within the BCG Presentation Learn how the BCG supports Full-Service mailers uments/tech_guides/fullservicebcgnov2013.pdf For additional information: Contact the Help Desk postalone@usps.gov Support Page 51

52 Mail Entry & Payment Technology Appendix 52

53 Postage Assessment Payment Notification Sent When Permit is Used notification is sent to VAE of edoc Submitter CRID that pays the postage assessment notification to a mail owner when their permit is used to pay a postage assessment 53

54 Postage Assessment Enhancements Mail Service Providers will receive notification when the assessment amount is zero includes a link to opt out of zero assessment notifications sent to the Mail Owner when their permit is selected as a paying permit Includes the option to opt out of future notifications 54

55 Postage Assessment Review Notification Sent When Assessment in Payment Due Status after Review notification is sent to VAE users of edoc Submitter CRID when assessment is put into "Payment Due" status, after review is requested and closed Subject: USPS Mail Entry Additional Postage Assessment notification for CRID (January 2015 Status: Payment Due) The following additional postage due that you have submitted for review on the Mail Entry Additional Postage Assessment Report has been reviewed by USPS. The total postage due is listed below and represents the amount that is now due for payment in 3 business days. edoc Submitter CRID: Company Name: ABC Company Assessment Period: January 2015 Additional Postage Due: $10,000.0 Postage Due: $9, Due Date: <3 business day from date of review completion> Response from reviewer: <REVIEWER_RESPONSE> To view the status of this postage assessment on Business Customer Gateway please click here and go to Mailing Reports > Mail Entry Additional Postage Assessment Report. To view the detailed postage assessment summary information on Microstrategy Reports please click here and go to Shared Reports > Mail Quality (edoc Submitter) > Postage Assessment Summary Report 55

56 Postage Assessment Review Notification Sent when Assessment Closed and/or When Adjusted Postage Due is Below $ notification is sent to VAE of edoc Submitter CRID when assessment is closed because the adjusted postage due across all programs after review is below $50.00 Also sent when assessment is marked Closed on Mail Entry Additional Postage Assessment Management page by Acceptance employee Subject: USPS Mail Entry Additional Postage Assessment notification for CRID (January 2015 Status: Closed) The following additional postage due assessment had been reviewed by the BMS Analyst and has been closed. No further action is required. edoc Submitter CRID: Company Name: ABC Company Assessment Period : January 2015 Additional Postage Due: $10, Postage Due: $0.00 Response from reviewer: <response by the BMS Analyst> To view the status of this postage assessment on Business Customer Gateway please click here and go to Mailing Reports > Mail Entry Additional Postage Assessment Report. To view the detailed postage assessment summary information on Microstrategy Reports please click here and go to Shared Reports > Mail Quality (edoc Submitter) > Postage Assessment Summary Report 56

57 Past Due Assessments Notification Sent When Assessment is Past Due notification is sent to VAE users of edoc Submitter CRID when assessment is put into "Past Due" status Occurs when VAE did not act upon assessment in the stipulated time (10 business days after assessment is generated or 3 business days after assessment review is closed) Subject: USPS Mail Entry Additional Postage Assessment notification for CRID (January 2015 Status: Past Due) The following additional postage is now past due on the Mail Entry Additional Postage Assessment Report. edoc Submitter CRID: CRID Company Name: ABC Company Assessment Period: January 2015 Additional Postage Due: $10, Postage Due: $10, Due Date: <10 business day due date OR 3 business day due date> To view the status of this postage assessment on Business Customer Gateway please click here and go to Mailing Reports > Mail Entry Additional Postage Assessment Report. To view the detailed postage assessment summary information on Microstrategy Reports please click here and go to Shared Reports > Mail Quality (edoc Submitter) > Postage Assessment Summary Report 57