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Standardization and the UPU

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Presentation on theme: "Standardization and the UPU"— Presentation transcript:

1 Standardization and the UPU
Importance, organization and working areas Akhilesh Mathur Programme Manager, Standards and Certification

2 Presentation subjects
Why Standardization? How is standardization organised within the UPU ? Which UPU Standards exist ? How to get access to Standards The UPU and other standardization organisations Are all Standards mandatory ? How does the UPU assist with the implementation/usage of Standards ? Important Technical Standards

3 The Postal world is changing
Deregulation Privatisation Competition Move from single operator to multi-operator environment Customers get an increased choice of postal service providers of services offered The number of players in the market is increasing rapidly

4 Connecting organisations/systems
Universal Business Adapters do not exist Standards can take care of this

5 When Standards are not used……..

6 When Standards are not used……..

7 When Standards are not used……..

8 Standardisation, why? Improving the quality of postal services is the key driver for it all Mail Operations have to be: More reliable Faster Verifiable Providing Track and Trace and other additional services Make use of the latest available technology NEED FOR STANDARDS

9 Automation is a driving force
Electronic exchange of information Between Posts With airlines For Customs clearance With Customers Enable faster and more reliable processing Connecting organizations by connecting technological solutions

10 Scope of UPU activities
Universal postal services as described in UPU Acts Harmonization of international postal services Includes the development of new products Inter-administration payment systems Technical assistance to developing countries Standardization of postal procedures/operations 4

11 The UPU is an intergovernmental organisation
The UPU does not interfere in matters that fall within the domestic domain of national postal services. For example, Posts set their own postage rates, decide which and how many postage stamps to issue, and how to manage their postal operations and staff

12 The 2004 Bucharest Congress
Modified the main structure of the Union COUNCIL OF ADMINISTRATION Regulatory matters POSTAL OPERATIONS COUNCIL Postal operational Matters NEW: CONSULTATIVE COMMITTEE Stakeholder view on the postal industry Private sector participation

13 The UPU is changing With the creation of the Consultative Committee, stakeholder participation for the UPU as a whole is a new and very encouraging development Ensures active participation of Customers, Suppliers, Industry players of the Postal industry New for the UPU…but not for the Standardization activities of the UPU UPU Standardization activities have always taken place in an open environment

14 The UPU Standards Board
Single coordination and approval authority within the UPU for all international postal standards Detailed process for Standards development and approval Publication and distribution of standards Meets 4 times per year Part of the Postal Operations Council 7 Permanent Working Groups, ensuring coherent development of standards in particular areas

15 Physical Encoding Group (PEG) Electronic Exchange Group (EXG)
Working Groups Physical Encoding Group (PEG) Electronic Exchange Group (EXG) Data and Code definition Group (DCG) Code Allocation and Maintenance Group (CAM) IATA/UPU Group on EDI Customs Data Interchange Group (CDIG) Publications Editorial Board (PEB) Project groups for individual topics

16 Standards Board Composition
Posts: Chair: USA Members: Australia, China (People's Rep.), Côte d’Ivoire (Rep.), Egypt, Finland, France, Germany, Great Britain, Iran (Islamic Rep.), Italy, Japan, Kazakhstan, Netherlands, New Zealand, Pakistan, Portugal, Sweden, Tanzania (United Rep.) Other participating organisations: International Post Corporation (IPC) CEN

17 Standards Board Composition
Other organisations may participate (with observer status). Any organisation that has a strong international character has a relationship with the postal industry is a representative organisation for a particular industry and/or large geographic/economic area

18 Standards development
Any interested party (UPU member or not) can submit proposals Standards Board ensures coordination with relevant parties Typically, proposals are submitted by: Standards Board permanent working groups Other bodies within the UPU International project teams working on a specific topic Industry interest groups 17

19 Standards Approval Process
Process that ensures Coordination of proposals for standards Formal process to come to the adoption of Standards Detailed process from initial idea to fully accepted UPU standard 4 stages, each stage to obtain a particular status Status P - Proposal for New Work Item Status 0 - Working Draft Status 1 - Draft Standard Status 2 - Approved UPU Standard (Status S - Superseded) (Status W - Withdrawn) 12

20 Almost doubled the number of standards since the 1999 Beijing Congress
From 59 Standards in 1999 to about 110 Standards today: 67 Technical Standards 43 Messaging Standards All published standards are at various levels within the Approval Process Almost doubled the number of standards in this Congress period From 59 Standards in 1999 to 110 Standards now Current numbers of Technical Standards (67) & Messaging Standards (43) All published standards are at various levels within the Approval Process: 18 New Work Items (Status P) 54 Working Draft Standards (Status 0) 12 Draft Standards (Status 1) 16 UPU Standards (Status 2) 3 Superseded Standards (Status S) 7 Withdrawn Standards (Status W)

21 Standards have to be really used
Standards Approval Process requires practical usage of Standards Status 0 can only be obtained if a number of organizations commit to testing/using the Standard Status 1 can only be obtained if the Standard has been used, and test results show the effectiveness of the Standard. Impossible to get a standard published that is not actually used

22 Facilitate, not regulate
Standards Policy Facilitate, not regulate Use whenever possible existing international standards Support variety of regulatory frameworks Take into account move for openness within the UPU Continue to be enabling for any regulatory developments Standards Policy Facilitate, not regulate Use whenever possible existing international standards Support variety of regulatory frameworks Take into account move for openness within the UPU Continue to be enabling for any regulatory developments

23 Standards development in an open environment
The UPU is a standard-setting body for the postal industry, just as other bodies that are active in their fields: IATA for the airline industry WCO for Customs organisations ITU for Telecommunications UPU follows an open Standards Development Strategy, like CEN, ANSI, ISO Standards have to be developed in an open environment, which allows active participation of all interested parties All the results, and all the intermediary information has to be publicly available

24 Availability of documentation
All documentation/proposals of the Standards Board and its working groups are publicly available: All final results are also available for any interested party: The UPU Standards Publications

25 Publication of Standards
UPU Technical Standards UPU EDI Messaging Standards Comprehensive publications of all postal standards developed by or in cooperation with the UPU Available in paper and CD-ROM version Multi workstation licences as well as single Standards also available 18

26 A wide variety of Standards exist, and the number is steadily growing
Which Standards ? A wide variety of Standards exist, and the number is steadily growing Now more than 110 Standards, covering different areas: Mail (various products) Financial Services Electronic Services

27 Mail Related Standards
Identification/codification of postal items, collections of mail, mail processing facilities, etc. Bar coding applications (id tagging, franking marks, etc.) Interfaces between Mailers/Posts (EDI messages,Tracking &Tracing capabilities, etc.) Addressing standards

28 Examples: EMS barcode labels

29 Examples: 2D Franking Marks and ID tags

30 Examples: Usage of envelope space

31 Standardised Identification system for Money orders
Financial Services Standardised EDI message for the exchange of International Money Order information Standardised Identification system for Money orders Based on the ISO License plate standard Standardised Identification of Financial Institutions

32 Electronic Postmark (EPM) Physical or electronic delivery of messages
Electronic Services Electronic Postmark (EPM) Physical or electronic delivery of messages e-Commerce “.post” domain name

33 Are UPU Standards Mandatory ?
In principle: No They are recommended practices Have to prove their usefulness, otherwise they will be ignored Rules are such that it is impossible to have a UPU Standard that is not used in practice In some cases: Yes Vital for functioning of international postal operations Then reference included in UPU regulations Regulations are mandatory Detailed specifications still published as a standard

34 Are Standards Mandatory ?
Some are mandatory for the entire UPU membership: S34: Identification/codification of International mail Processing Centres (Exchange Offices) EETLLA (TALLINN PI-2) Some are mandatory, if used at all: S18: International ID tag

35 Are Standards Mandatory ?
Some will only work if adhered to: All EDI messaging standards Some create loss of effectiveness if not adhered to: Item identification standards

36 Other standardisation organisations
UPU cooperates with a variety of organisations: International Air Transport Organisation: IATA World Customs Organisation: WCO International Organisation for Standardisation: ISO International Telecommunication Union: ITU European Committee for Standardisation: CEN

37 Cooperation with airlines
Electronic preadvising of mail Electronic message from Airlines informing about the Status of shipments Scanning of standardized Postal receptacle labels

38 Cooperation with Customs
Electronic Customs Declaration Electronic Customs Response message Goal: Electronic Customs Clearance

39 Other Cooperation ISO United Nations
Country, Region and Currency codes License Plate Standard for the identification of transport Units ….. United Nations UN/LOCODE 5 character unique id for locations Basis for the identification of Offices of Exchange 6-character Code Standard S34

40 RISK: Conflicting standards
The UPU and CEN 2 groups, 2 backgrounds: UPU Standards Board: Specialised body within the UPU for Postal Standards CEN TC 331: Special Technical Committee for European Standards in postal services Overlap for particular standards under development RISK: Conflicting standards OPPORTUNITY: Use synergies between organisations to come to best possible standards 11

41 CEN work is mostly driven by the EC
Current situation CEN work is mostly driven by the EC UPU work is driven by individual initiatives Wide CEN/UPU cooperation for a considerable number of subjects Cooperation enshrined in a joint Memorandum of Understanding Together ensuring the best postal standards for Europe Worldwide For all parties involved in postal services

42 Main topics covered in the MoU
Establishment of a Contact Committee: Enable agreement coordination and cooperation before either CEN or UPU creates standards within internal process Standardization procedures: Process to allow joint final approval of standards Publication procedures: Process to allow publication of standards

43 Role of the Contact Committee
Consult on (intended) new work items Establish interest of respective organisations Coordinate/agree Information exchange through liaison status Leadership development End products Project plan Timelines Ensure coordination and cross-fertilisation Genuine involvement of both organisations

44 A fruitful cooperation
Standardization within the UPU and CEN: Different backgrounds, different financing CEN historically has a strong participation of private industry UPU historically has a world-wide coverage of postal operators UPU and CEN jointly ensure that the best standards are created for the postal industry

45 The UPU assists with Standards
The UPU provides assistance with the introduction of Standards Guidance by specialists for the various postal products Letter mail Parcel Post EMS Electronic Services Regional Advisors Network with postal experts world-wide regarding new technologies Specialised departments to provide applications/tools Postal Technology Centre (PTC) Logistics Department

46 Applications/tools available
Barcode labels World-wide Postal Network: POST*Net Mail Management Software International Financial Services Software Development of new working areas for the Posts: electronic services

47 Mail Management Software packages: IPS & IPS Light
The primary functions of the PTC’s mail management software IPS and IPS Light are to: Track and trace mail items (EMS, Letters and parcels) Automate their entire (outbound and inbound) administrative mail handling process with the support of EDI messages. Generate UPU documents and reports  Today about 100 postal administrations have installed one of the PTC solutions for Mail management

48 Mail Management Software packages: IPS & IPS Light
IPS is designed to postal organizations with a large volume of mail. It possesses a number of advanced features including an accounting module and an Internet site allowing users to track their despatches IPS Light is the light version of IPS which is designed for Posts with low to medium mail volumes and a modest IT infrastructure. All that is required is a simple computer and an Internet connection

49 International Financial software packages: IFS & STEFI
The IFS network is the financial money order transfer network of the UPU. It is composed by all the postal administrations using a PTC application for the exchange and management of electronic money orders with their business partners. The network is reliable, cheap, fast, available, accessible, and highly secure  Today 30 postal administrations are using one of the PTC application to transfer money orders.

50 International Financial software packages: IFS & STEFI
IFS is designed for postal organizations either completely lacking a money order management system or whose existing system is not adapted to processing international electronic money orders. STEFI (Secured Transfer of Electronic Financial Information) is designed for postal organisation already possessing a domestic electronic system but wishing to join the IFS network of the UPU.

51 Developed and promoted within the Postal Technology Centre
Electronic services Postal sector can play a key role in the Information Society New products/services based on new technologies use Post’s extensive physical network Electronic Postmark (EPM) Physical or electronic delivery of messages e-Commerce “.post” domain name Developed and promoted within the Postal Technology Centre

52 RFID Standards-1 S20-3: Identification and marking using Radio Frequency Identification Technology: Reference architecture and terminology S22-3: Identification and marking using Radio Frequency Identification Technology: Reference architecture and terminology: System requirements and test procedures

53 RFID Standards-2 Radio Frequency Identification (RFID) and Radio Data Capture (RDC) Systems- Air interfaces: Communications and interfaces S23a-2 Definitions of parameters to be standardized S23b-1 Parameter values for 5.8 GHz RFID Systems S23c-1 Parameter values for 2.45 GHz Narrow Band RFID Systems S23g-1 Parameter values for MHz Band RFID Systems

54 S 42-5: International postal address components and templates
The standard is based upon a comprehensive list of name and address elements These elements define the smallest meaningful parts of names and addresses The set of elements has been sufficient to represent names and addresses in a number of non-European countries, including the US

55 Status of S42-5 UPU S42, was approved at: Status 0 in November 2002
Status 1 in February 2004 Last version of the standard S42-5 was approved in February In response to CEN request, S42 was divided, in this version, into a stable and non-country specific Part A and a Part B containing all country specific information as well as considerations regarding element mapping, template design, and rendition rules.

56 S43-2: The Digital PostMark
An Digital Post Mark (DPM) provides evidence of: Who signed the document / transaction What was signed When it was signed Plus Storage and Archival of this evidence for as many years as required Standard S43-2 Digital PostMark (DPM) interface

57 Standardization Status of the DPM
S43 interface protocol was approved and given “Status 0” by the UPU in January 2003 The updated S43 protocol was approved for UPU “Status 1” on Oct 20, 2003 UPU DPM interface protocol jointly developed by 10 postal administrations

58 DPM is a Postal Service A regulated UPU Postal service – Adopted by 2004 UPU Congress as an official optional postal service The EPM is more than just the technology that I demonstrated. It is a service and is going through the process of becoming a formal postal service to be regulated by the Universal Postal Union. This results in a major differentiator for the Posts in providing a service offering as a trusted third party backed by the legal authority of the postal industry

59 Adobe – Wants to bundle UPU S43 with Acrobat and Acrobat Reader
DPM is a Postal Service Microsoft Office 2007 – views DPM as key strategic elements to its Trustworthy Computing Campaign (by having Posts serve as trusted third parties worldwide). An S43 Office 2007 plug-in will be launched in 2007 Adobe – Wants to bundle UPU S43 with Acrobat and Acrobat Reader The EPM is more than just the technology that I demonstrated. It is a service and is going through the process of becoming a formal postal service to be regulated by the Universal Postal Union. This results in a major differentiator for the Posts in providing a service offering as a trusted third party backed by the legal authority of the postal industry

60 Future orientations Areas suitable for certification will be identified, and the relevant procedures and checklists enabling certification will be developed. Automation of operating and accounting procedures. This is a strategic project with long-term implications for the UPU. The International Bureau and the Standards Board will continue to press for the adoption of standards by members. Possible revisions to the Regulations to facilitate this objective are being examined.

61 Conclusion Standards are crucial for the future of the Post The UPU is the worldwide standard-setting body for the postal sector The UPU cooperates closely with all important players in the postal industry Everybody is invited to actively participate

62 Thank you for your attention!
Contact: Tel: Questions or Comments


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