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How to Work with Your Mail Preparer to Implement IMb ™ Services.

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Presentation on theme: "How to Work with Your Mail Preparer to Implement IMb ™ Services."— Presentation transcript:

1 How to Work with Your Mail Preparer to Implement IMb ™ Services

2 Agenda Your mailing practices IMb ™ Services Company Decisions Your Mail Preparer The Project Plan 2

3 IMb ™ Services A technology leap forward for the USPS ® Significant undertaking by both the USPS and mailers Software and operational changes must be in tandem Decisions which affect participants within the supply chain Time and planning for implementation Good partnership with your mail preparers and vendors 3

4 Acquire Knowledge Postal Service ®, Service Providers & Vendors –Find out what they have to offer –Determine potential fits –Obtain details, details, details… –Incorporate discovery into YOUR solution Customers & Internal Resources –Assess current practices –Document future expectations & constraints Training –Attend IM™ sessions 4

5 IMb™ Education –RIBBS ® – USPS ® maintains the specific mailing requirements for IMb, technical documentation, etc. –Review available materials –Attend your local Postal Customer Council (PCC) meetings. –Find a mailing association that can support some of your educational and information needs –Look for ways to keep up with changing information. Stay involved! 5

6 Determine who … Owns the customer database Constructs the mailpiece Prints the mailpiece Prepares the mailing Presents the mail to the Postal Service ® Receives directly or co-receives with service provider(s) data distributions from the Postal Service Uses in-house constructed and/or third party software 6

7 Understand Your Mailing Practices What you mail –Invoices, notices, marketing mail, catalogs, packages, etc. –Understand requirement impacts to letter, flat, automated, non-automated, all mail classes and categories evaluated. How is your mail produced? –In-house, partially in-house, by service provider, etc. –Printing, finishing, mail preparation and sorting 7

8 Understanding Your Addressing Practices Who you mail to –Your own client list, purchased lists, etc. –Different departments –Different lists How you acquire, use and update the addresses you use on the mailings How you meet the USPS ® Move Update requirement 8

9 IMb ® Service Options Two service options –Basic –Full-Service Same mailpiece barcode design –Full-Service has more complex data content within the barcode. –Full-Service has additional benefits. 9

10 IMb ® Content 31 digits, 65 bars, 5 fields Barcode ID Ex: 50 for Mixed AADC Service Type Ex: 260 for First-Class Mail Mailer ID Ex: USPS assigned Routing Code Ex: 6449 Amberview Ct., Memphis, TN Serial Number Ex: Mailer Assigned The POSTNET™ contains only Delivery Point information More data = more decisions 10

11 BasicFull-Service IMb™ barcode on mailpiece Required Required – unique IM tray barcode on labelsOptional Required – unique IM container barcode on placards Optional Required – unique Electronic DocumentationOptionalRequired Start-the-ClockNAAvailable Address CorrectionNAAvailable Basic versus Full-Service 11

12 Full-Service Benefits Apply to Full-Service pieces only DO NOT apply to the portion of a mailing that: –has only a 5-digit ZIP Code ® or no ZIP Code in the Routing Code field. –is prepared as machinable/presort. 12

13 13 Full-Service Option Benefits Class & Processing Category of Mail Start-the- Clock ACS ® Full-Service Discounts First-Class Mail ® Automation Letters Automation Flats Automation Cards Standard Mail ® Automation Letters Automation Flats Basic ECR Letters High-Density ECR Letters Saturation ECR Letters Basic ECR Flats x High-Density ECR Flats x Saturation ECR Flats xxx 13

14 14 Full-Service Option Benefits Class & Processing Category of Mail Start-the- Clock ACS ® Full-Service Discounts Periodicals - Outside-County Barcoded Letters Barcoded Machinable Flats Barcoded Nonmachinable Flats Carrier Route Basic Letters/Flats Carrier Route HD Letters/Flats Carrier Route Sat. Letters/Flats Periodicals - In-County Automation Letters Automation Flats Carrier Route Basic Letters/Flats Carrier Route HD Letters/Flats Carrier Route Sat. Letters/Flats Bound Printed Matter Barcoded Presort Flats - non-DDU Barcoded Presort Flats - DDU x Barcoded CR Flats x 14

15 Benefits Analysis Will price difference justify the investment to start using the IMb™ or to switch from Basic to Full-Service to see an improved Return-on-Investment? How often does your company currently update its address lists? Would you increase frequency because of Full-Service ACS™? What would Start-the-Clock data be used for? 15

16 Share Knowledge Work with your various mail preparers and vendors to exchange current knowledge about your business needs and impacts Ensure your vendors are aligned with the information about changing USPS ® requirements and impacts Establish a communication plan with vendors to keep informed of mutual changes/impacts that impact your business 16

17 Construct a Plan Incorporate expectations & constraints Determine timeline Determine internal and external resource needs and allocate Determine procedural, operations and technical changes and opportunities Establish test criteria to ensure content and print quality Determine implementation sequence through applications and customers Incorporate tests & validate 17

18 Mail Preparers Ad Agency List Broker Printer Finisher (binding, inserting) Mail preparation (traying, present to USPS ® ) Mail sortation (commingle) Consolidator Transportation providers 18

19 Mail Preparer Services Determine responsibilities and liabilities for Physical mail production –IMb™ on mailpieces Mail preparation –IM™ tray and container labels Mail presentment –Electronic documentation (eDoc) USPS ® feedback –Start-the-Clock –ACS ® data –Mail data quality reports 19

20 In-House Portion How much will you be able to handle –Database management for eDoc and uniqueness of data –Mailer ID assignments –IT and software updates –Print capabilities Mailpieces, tray labels, container placards 20

21 Mail Preparer Readiness When is your preparer or printer planning to enter IM™ testing (Test Environment for Mailers)? 21

22 What is best for your company? IMb™ Basic or Full-Service option –Basic replaces PLANET Code ® and POSTNET™ No additional information is included –Full-Service allows for: Free Start-the-Clock Free container visibility induction scans (where available) Full Service ACS™ –First-Class Mail ® unlimited –Standard Mail ® and Bound Printed Matter – free notices for 30 days –Periodicals – free notices for 60 days Mail data quality reporting 22

23 Things you need to know - MID What Mailer ID (MID) to use? –Mail service provider or mail owner Where do you get an MID? Who needs to be indentified? Regardless of whose MID is in the IMb™, the mail owner must be identified in documentation. –Important to understand when a service provider works through an agency and not directly with the mail owner. Need a Customer Registration ID (CRID) for each mail owner if not using their MID or mailing permit. 23

24 Things you need to know – UAA Mail Undeliverable-as-Addressed Mail Use the “free” ACS™ information from IMb™ to meet the Move Update requirement –Incorporate changes into file within 30 days for Standard Mail ® and Bound Printed Matter –Incorporate changes into file within 60 days for Periodicals Clear understanding of how pieces are disposed is needed to understand which endorsement is needed on the piece 24

25 When a mailpiece is printed with an ancillary service endorsement, the printed endorsement takes priority over the Service Type ID in the IMb™. Very important that envelopes are imaged correctly. 25 Things you need to know – UAA Mail

26 Decision Factors The costs and benefits of the IMb™ Basic option The costs and benefits of the IMb™ Full-Service option The costs and benefits of staying with POSTNET™ barcodes, at least for a while The costs and benefits of any postal services that you use or may want to use USPS ® rules and standards governing what can be mailed at what rates and the consequences of errors 26

27 Company Decisions Whether you want to use Intelligent Mail ® barcodes prior to May 2011 The type(s) of mail you want to send using Basic or Full- Service IMb™ –Each application may be different How will the Full-Service uniqueness of data – 45 or more days – be managed How to begin a transition plan with your mail preparer 27

28 PROJECT TIMEFRAME – for complex mail owner environments The following is an example of timeframe milestones for USPS ® requirement changes to be introduced into mailer company systems: This example supports: Mail owner with internal mail manufacturing facilities Large / complex IT systems Multiple vendor and internal stakeholders impacted Company business focus is not mail 28

29 MAIL OWNER - Project Schedule Timeline Example Time & Cost updated, submit Business Case, obtain authorization to proceed, obtain release commit, Document System & Feature Design, Support Vendor Product Integration, as needed. MAIL OWNER - PROJECT TIMELINE EvaluationRequirements & Funding DesignDevelopPre- Production Testing Production & Factory Testing Introduction Full-Scope Document from finalized USPS ® and Vendor Requirements received, identifies Impact Assessment, creates Time & Cost estimates, Project receives authorization to proceed to next step. Team evaluates and baselines internal / Vendor Solution Approach, Freezes Requirement Changes and develops IT Technical Requirement & Architecture Solution. Detailed Design Finalized, Develop, Perform Pre-production Testing, User Acceptance, Quality and Factory Testing. Train Factory personnel. Install Code, User Certification Testing, Project Review / Close Project Approved for Initial Evaluation Factory Work Intake Solution Defined Require- ments Finalized Business Case Funding Submit Production Release Commit Defined Design Complete Development Complete Vendor Solution Integration Unit / System / Integration Testing Production & Factory Testing Quality & Factory Training Deploy- ment Review Mail Factory Introduction Project Close 29

30 Mail Preparer - Project Schedule Timeline Using the same format as mail owners, the following is an example of the timeframe milestones for introduction of production and/or system changes due to USPS ® changes. This example supports: –Mail preparers with internal mail manufacturing facilities –Medium and large complex IT systems –Multiple vendor and internal client impact 30

31 Mail Preparer - Project Schedule Timeline MAIL Preparer - PROJECT TIMELINE EvaluationRequirements & Funding DesignDevelop Finalize costs; prepare capital expenditure and submit for approval Establish scope of project; personnel requirements; list of gaps for future processes versus current processes; outline define solution; estimate project costs with business case Allocate actual personal based on budget; design solution in detail with stakeholder input Develop solution and user interface; interface with outside vendor processes as required; continue stakeholder input for product solution Evaluation of project scope Capital Expenditure Defined Assessment of need Gap List Created Solution Defined Requirements finalized Expenditure Approved Outside vendor integration Product defined & personnel allocated Product Developed 31

32 MAIL Preparer - PROJECT TIMELINE Pre-Production TestProduction & Factory Testing Implementation Pre-Production tests; user interface; system updates/changes as required; debug for production implementation; prepare training material. Prepare quality control requirements for production; finalize training requirements and guidelines; prepare training program and schedule Establish review period for factory; train factory employees; test certification; close project CAT TestingProduction & Factory Testing Quality & Factory Training Deployment Review Mail Factory Introduction Project Close Evaluation & Review Mail Preparer - Project Schedule Timeline 32


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