How Will the New Presort Data Update Schedule Impact Your Business?

Transcription

1 How Will the New Presort Data Update Schedule Impact Your Business? To give everyone an opportunity to log on, this presentation will start ~3 minutes past the hour. If you have a question, type it into the Questions box on the right. Questions will be answered at the end of the presentation.

2 Speaking Today Rob Perin Director of Technical Services Bob Schimek Sr. Director of Postal Affairs

3 Agenda What is Presort Data? History of Update Schedule Important Terms to Understand The New Schedule Transition to The New Schedule What Mailers Need to Know Scenarios Updating Your Softw are

4 What is Presort Data? Tells presort software how to create trays, sacks and pallets Lists w hich facilities can qualify for drop-ship discounts Used in postage calculation Presort data is provided in several USPS files: Labeling Lists Mail Direction File Zone Charts Delivery Statistics File City/State File

5 Previous Update Schedules Prior to Labeling lists updated six times per year Mail Direction File released daily 75-day transition w indow Four updates of both labeling lists and mail direction Two additional Mail Direction File updates 15-day notification and 30-day transition w indow

6 Terms and Definitions Publication Date Notification Period Effective Date Transition Window Expiration Date Induction Date * Note: Appendix A provides a description for each of these terms.

7 New Schedule Presort data files published monthly First business day of the month AIS products will be the 15 th of previous month 30-day notification period follow ed by a 30-day transition w indow Software providers have five business days to publish data electronically Mailers will have ~three weeks of notification period 30-day transition w indow

8 New USPS Release Schedule 2014 Labeling List and Mail Direction File Schedule AIS Files, Publish City State Files* * * (date available on EPF) Publish Date of Labeling List, Zone Matrix and Drop Ship Product, Files* * City/ State, Label List, Delivery Stats, Drop Ship Product, and Zone Matrix Begin Usage Date City/ State, Delivery Stats, Label List, Drop Ship Product, and Zone Matrix Mandatory Usage Date City/ State, Delivery Stats, Label List, Drop Accept 8125 of Old Ship Product, and Zone Address Matrix Expiration* * * * Release Cycle Types* 1 11/11/ /15/2013 1/1/2014 2/1/2014 4/30/2014 5/30/2014 ALL 2 12/16/2013 1/15/2014* * 1/26/2014 FSS Labeling List/Drop Ship 3 2/10/2014 3/15/2014 4/1/2104 5/1/2014 7/31/2014 8/30/2014 ALL 4 5/12/2014 6/1/2014 7/1/2014 8/1/2014 9/30/ /30/2014 Major 5 7/14/2014 8/1/2014 9/1/ /1/ /31/ /30/2014 Minor 6 8/11/2014 9/1/ /1/ /1/ /30/ /30/2014 Major 7 9/15/ /1/ /1/ /1/ /31/2014 1/30/2015 Minor 8 10/13/ /1/ /1/2014 1/1/2015 1/31/2015 3/2/2015 Minor * Major = major changes to labeling lists (3-digits, 5-digits (schemes), Minor=tweaks to existing 5-digits (schemes) * * A special release of the zone chart matrix and drop ship product file will be available on January 2 and January 15 (respectively) to align with the January 26 price change. * * * Intended usage to align with pre-sort directories * * * * Current through October 2014, expiration is based on current postal validations occurring. After October 2014, the expiration will be based off of mail induction.

9 Result: New Schedule Any one data set will be valid for two months Three data sets will be available on any given month Notification data set (for mailing dates beyond the current month) Current active data set (for mailing dates this month or next) Expiring outgoing data set (no longer valid at the end of the month) It is no longer possible to presort 90 days prior to mail induction

10 USPS Release 7 USPS Release 6 USPS Release 5 New Schedule Overview August September October November December Notification (used for planning Sept or Oct mailings) Current data set Outgoing data set Notification (used for planning Oct or Nov mailings) Current data set Outgoing data set Notification (used for planning Nov or Dec mailings) Current data set Outgoing data set

11 What Happens Now to September Data has been published July Will be treated similar to a quarterly update Will expire September 30 instead of October 31 August Will not have updates to Mail Direction File, label lists or Zone Matrix Monthly updates will begin September September data will be published August 1

12 Other Things to Know What determines a valid data set? Currently: mailing date (mail verification) After October PostalOne! release: actual mail induction date Mailing errors based on edoc data, not data set used USPS error threshold not set Less risk with minor updates Only 5D scheme tables updated (L006, L007, L012, L606) September will be a minor

13 Scenario #1 On August 1 a presort job comes in that is scheduled to be inducted on October 31. Can I do this presort? USPS will have just published the September data on August 1 September data is valid until October 31 September data won t be available from your vendor until ~ August 8 Answer: No, you will need to wait at least a week to run the job Also note: If there is any possibility of the mail induction date sliding, then you really should wait until October data is available, which is valid until November 30

14 Scenario #2 On September 10 a presort job comes in that is scheduled to be inducted on October 17. What data sets are valid? Valid Option #1: September data Published August 1, effective September 1 and expires on October 31 Valid Option #2: October data Published September 1, effective October 1 and expires November 30

15 Updating Bulk M ailer Files distributed w ith product updates and live update You will be notified if no data is installed for your selected mailing date Use Live Update for out of cycle updates Sign up for product notifications at accountinfo@satorisoftw are.com

16 Updating Satori Architect and Satori Office Files distributed w ith product updates and service packs You will be notified if no data is installed for your selected mailing date Install service packs for out of cycle updates Sign up for product notifications at accountinfo@satorisoftw are.com

17 Updating Satori Presort Data files w ill be distributed electronically New file name structure includes effective month By default most current data will be used You will be notified if no data is installed for your selected mailing date To specify a specific file to use, populate both the path and file name BEGIN Auxiliary Files ========================================= USPS Presort Data Folder (See Note)... = ** INSERT PATH ZCF Directory ([path ]YYMMzcf.dir )... = Mail Proc Ctr Dir([path]YYMMmpc.dir)= PER/PSVC Zone Dir([path]YYMMzone.dir) = PER/STD Del Stats([path]YYMMdsf.dir). = MailDirect.([path] YYMMfacility.dir).. = MailDirect.([path] YYMMmaildirect.dir) = Default Format (path & file.fmt)... = Default DEF (path & file.def)... = END

18 Updating M onticello Data can be downloaded from USPS or Satori Software For single jobs, the files used to create the Mail.dat are used For combined jobs, the most recent files in the jobs are used Be sure to load the files as soon as they are released

19 Q&A Upcoming Webinar World Marketing Cuts Postage Costs and Improves M ailing Efficiency June 24, 2014 at 11:00 AM Pacific Time Enter your questions in the box to the right. After the webinar you can contact Satori Support: support@satorisoftw are.com

20 Thank You! We appreciate your time! Please take time to complete our short survey so we can continue to improve the quality of our webinars. Recorded session and presentation slides will be available within a few days and can be accessed at: blog.satorisoftw are.com

21 Appendix A: Terms and Definitions Publication Date The date that the Postal Service publishes the new data set to the industry. This serves as the start of the notification period. Notification Period This is the time between the publication date and the effective date. During this timeframe, the new data set has been published to the industry, but it cannot be used for mailings being submitted to USPS. Effective Date The first day that it is valid to enter a mailings to USPS that has been prepared using the new data set. Also referred to as the begin usage date. Transition Window The time between the effective date of the new data set and the expiration date of the currently active data set. During this time, both data sets are valid to be used for mailings that are being submitted to the Postal Service.

22 Appendix A: Terms and Definitions Expiration Date The last day the data set is valid. Currently, PostalOne! determines if a mailing is using an expired data set based on the mailing date that the mailer has specified in their electronic documentation (this is also when postage is paid). NOTE: With the October release of PostalOne!, the expiration will be based on the mail induction date. Induction Date The date where USPS takes control of the mailing. For mailers that are not drop shipping, the mailing date and induction date are the same day. For mailers that are drop shipping, the induction date is the day the mail is unloaded off of the truck at the Postal Service entry facility.