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® Mail Entry Roadmap 1. Roadmap Location  Located on RIBBs at Ribbs.usps.gov 2.

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Presentation on theme: "® Mail Entry Roadmap 1. Roadmap Location  Located on RIBBs at Ribbs.usps.gov 2."— Presentation transcript:

1 ® Mail Entry Roadmap 1

2 Roadmap Location  Located on RIBBs at Ribbs.usps.gov 2

3 Mail Entry Roadmap The Mail Entry Roadmap outlines the Postal Service’s key initiatives to streamline the acceptance, induction, and verification of commercial mailings.  Full-Service Verification  Move Update  Entry Point  eDoc Presort Verification  Non-Profit Identification  eInduction  Seamless

4 Mail and eDoc Quality 4 Traditional Mail Quality Measured at the individual mailing level Traditional Mail Quality Measured at the individual mailing level Automated Mail and eDoc Quality Mailings submitted across an entire calendar month are used to determine quality Automated Mail and eDoc Quality Mailings submitted across an entire calendar month are used to determine quality

5 Full-Service Milestones 5 NEW DATE

6 Full-Service Verification Error Type Mailer Scorecard Error ThresholdWhat is it? Valid MID MID Container2% Is the Mailer ID in the Intelligent Mail container barcode valid and registered with the Postal Service? MID Handling Unit2% Is the Mailer ID in the Intelligent Mail tray barcode valid and registered with the Postal Service? MID Piece2% Is the Mailer ID in the Intelligent Mail barcode valid and registered with the Postal Service? Valid STID STID2% Is the Service Type ID in the Intelligent Mail barcode valid and correct for the class and service level of the mailpiece? By/For 5% * Is the mail owner and mail preparer identified in the eDoc and accurate? Unique Barcode Barcode Uniqueness Container 2% Is the Intelligent Mail container barcode unique across all mailings from all mailers over the previous 45 days? Barcode Uniqueness Handling Unit 2% Is the Intelligent Mail tray barcode unique across all mailings from all mailers over the previous 45 days? Barcode Uniqueness Piece 2% Is the Intelligent Mail tray barcode unique across all mailings from all mailers over the previous 45 days? Note: The MID, Serial Number, and Class from the STID define a unique IMb. If the same MID and Serial Number are used on two mailpieces with two different STIDs that indicate the same class of mail (for example First- Class STIDs 314 and 320), those pieces will be flagged as non-unique. Entry Facility Entry Facility Container 2% Is the entry facility a valid the Postal Service location? Unlinked Copal Unlinked Copal (Previously OCI) 5% Was a tray/virtual Sack marked for co-palletization at origin and no electronic documentation is submitted with the tray/virtual sack on a pallet? This was previously called an OCI error. * A custom by/for threshold may be set for a mailer who accepts more than 5% of volume from small mailers presenting less than 5,000 pieces per day

7 7 1. Volume Information: Provides the count of container, handling units, and pieces that were provided in eDoc and included in the verification results on this tab. Postage statement counts are included on the Mailer Profile tab only. 2. Full-Service Verifications: These verifications compare the eDoc against the Full-Service preparation requirements for all Full-Service mailings, regardless of the Full-Service mail volume. 3. Move-Update Validation: This validation will replace the MERLIN Move-Update verification for mailers providing more than 75% of their volume as Full-Service. 4. Entry Point Validations: This validation checks the correctness of the USPS entry facility in the eDoc for mailers providing more than 75% of their volume as Full-Service. 5. eDoc Nesting/Sortation Validations: This validation checks the presort in the eDoc against labeling lists and presort rules for mailers providing more than 75% of their volume as Full- Service. Electronic Verification Tab Made up of 5 components August 2014 October 2014

8  Receiving Nonprofit rates today  Paying on paper postage statement: Provide list of nonprofit authorization numbers to acceptance employee  Paying through eDoc: Either the Mail Owner Permit or Paying Permit have to be linked to a nonprofit authorization  Receiving nonprofit rates in November 2014  Paying through eDoc: Expanded options to provide nonprofit authorization  Any combination of the Mail Owner MID, Mail Owner CRID, Mail Owner Permit Number, or Paying Permit can be linked to nonprofit authorization Nonprofit Eligibility

9  The electronic Induction (eInduction) process streamlines the preparation and induction of drop shipments and expedited plant load mailings. It leverages existing electronic documentation (eDoc), Intelligent Mail container barcode (IMcb), and handheld scanner technologies to verify payment and preparation of commercial mail containers. 9 eInduction

10 PREPARE MAIL eDOC UPLOAD AND USPS VALIDATIONS SCAN CONTAINER PLACARD INDUCT MAIL REVIEW MAIL QUALITY REPORTS eInduction, Cont’d  Scan-Based Paperless Entry at Dock  Use eDoc & scanners to accept container at entry  Automated decision making  Save time at origin and at entry by streamlining the process 10

11 Mailer Onboarding Process Interested mailers begin the onboarding process by contacting the Fast Helpdesk. Section 3 of the eInduction Guide to Mailers

12 eInduction Milestones 12

13 Non-SV Solution  Improving eInduction processes at sites without Surface Visibility  USPS employees scan the IMcb and collect appointment data where applicable  Reconcile scans with eDoc post-induction  September 2014: Pilot scan-based process at non-SV processing facilities, hubs, and DDUs  National deployment date will be determined based on pilot results

14 Seamless Acceptance  Seamless Acceptance leverages electronic documentation and Intelligent Mail barcodes on mailpieces, trays and sacks, and containers to automate acceptance and verification processes. Mailpiece scans collected from mail processing equipment (MPE) and hand held scanning devices are reconciled to the mailer electronic documentation (eDoc) to confirm proper mail preparation for the discounts claimed and postage paid. 14

15 Seamless Acceptance, Cont’d Seamless Process Overview 1. Mailer submits eDoc 2. Statement auto-finalized 3. Capture sampling data using handheld scanner 4. Capture data from Mail Processing Equipment (MPE) scanning 5. Compare data captured to eDoc 6. Detailed Mail Quality reporting

16 Seamless Acceptance, Cont’d VerificationWhat is it? Undocumented Was every piece scan from a mailer participating in Seamless Acceptance able to be matched to eDoc? Delivery Point Is the delivery point contained in the IMb valid for the service level of the mailpiece? In August 2014, there will be a logic correction to stop logging DPV errors when there is a valid match on a lower level delivery point (ex: 11 digit delivery point has a 9 digit match). Nesting/Sortation (MPE) Were the mailpieces placed in a different tray or bundle than indicated in the eDoc? This verification uses MPE scans to identify how the mail was physically prepared. Nesting/Sortation (Sampling) Were the mailpieces placed in a different tray or bundle than indicated in the eDoc? Or was the tray/sack placed on a different container than indicated in the eDoc? This verification uses sampling scans to identify how the mail was physically prepared.

17 Seamless Acceptance, Cont’d VerificationWhat is it? Postage Is the type of postage payment and the amount of postage affixed match the eDoc for the mailpiece? This is a sampling verification. Weight Is the weight of the mailpiece different than the weight indicated in the eDoc? Is this difference enough to cause a change in the amount of postage due? This is a sampling verification. The Postal Service is working with the industry to establish the threshold for environmental factors for pound postage. Mail Characteristic Does the mailpiece match the same mail class and processing category as indicated in the eDoc? Does the piece content quality for nonprofit or standard mail rates (as appropriate)? This is a sampling verification. Barcode Quality Was a mailpiece sampled that didn’t have a scannable barcode in an automation mailing?

18 Mailer Scorecard Seamless Acceptance

19 Seamless Acceptance Milestones 19

20 Mailpiece Design Analysts 20

21 Mailpiece Design Analysts  What is the MDA Customer Service Help Desk?  A centralized process that connects customers directly with Mailpiece Design Analysts (MDAs) who have specialized mailpiece design expertise  Access to a nationwide pool of MDAs  Getting in touch with the MDA Customer Service Help Desk  Dial 855 ‐ 593 ‐ 6093 or by sending an to  Hours of operation: Monday through Friday, 7:00am - 5:00 pm CST  Response will be sent within one business day and will include a ticket number that can be used for future reference 21

22 Mailpiece Design Analysts, Cont’d  Complete MDA Survey to provide your feedback: https://ribbs.usps.gov/index.cfm?page=bmasupport https://ribbs.usps.gov/index.cfm?page=bmasupport  For questions on business mail preparation, acceptance, or permit information, contact your local Post Office® or Business Mail Entry Unit (BMEU) 22

23 Tooltips appear when you hover over a column or row header to explain the metric Introduction to the Mailer Scorecard 23 October 2014  There are four tabs on the Scorecard:  Mailer Profile  Electronic Verification  eInduction  Seamless  Dashboard view of mailing activity over a calendar month  Provide feedback on mail quality  Each mailing added to previous mailings for current month, resulting in a cumulative percent - occurs within 48 hours of finalization  Changes in metrics since previous month highlighted  Green: improved more than 5%  Red: declined more than 5%  Yellow highlight (pictured left) exceeds USPS threshold  Data displayed in number metrics, number trending, percent metrics, percent trending views

24 2. Full-Service Verifications: The following six verifications comprise what we will be assessing the Mailer’s mailpieces against. These verifications compare the Mailer’s eDoc against the Full-Service preparation requirements for Full-Service mailings. Electronic Verification Tab Full-Service Verifications 24 October 2014 eDoc Verifications performed on:  MID – verification of Mailer ID  STID –verification of Service Type ID  By/For – verification of Mail Owner/ Preparer identified  Barcode Uniqueness – verification of use of unique barcode  Entry Facility – verification of eDoc Locale Key or Postal Code  Unlinked Copal – verification of co-palletization

25 Full-Service Verification  October 2014: Provide informational only postage assessment for full-service verification failures over the threshold  Generated 10 days after the end of the month  Only when threshold is exceeded across all mailings submitted across the calendar month  Based on September mailings  April 2015: Begin assessing mailers for the full-service discount amount for full-service verification failures over the threshold New Date

26 April 2015 USPS intends to make additional postage due amounts, payable 26 October 2014 For Review Only In Number Metrics view  Additional postage due displayed as soon as threshold is exceeded  Becomes zero if error falls back below threshold  Reflects the postage assessment calculations that will be invoiced on the 11 th of the following month  $ amount reflects the removal of the Full-Service discount only for pieces that exceeded one or more of the thresholds  Example:  STID threshold is 2%  Calendar month ends and scorecard closes with a STID error percentage of 3%  Additional postage due is calculated by removing the Full-Service discount on the 1% above the threshold Electronic Verification Tab Full-Service Verifications, Cont’d

27 New with November PostalOne! Release: Type of Move/Updates Verification: Notes whether the move/update for a CRID was manual or automated COA Error: Change-of-Address on file between 95 days and 18 months before mailing date Electronic Verification Tab Move Update Validations 27 October 2014 Mailers with 75% or more Full- Service:  Comparison of Mail Processing scans to the address information listed for the piece in the eDoc to measure Move Update quality  Compliance calculated, over a calendar month by CRID, rather than by Job  Current threshold is 0.8%  Will replace the MERLIN Move-Update verification

28 Move Update Verification  Jan Postage assessment calculations (invoice) generated will be For Review Only for Move Update quality  Generated 10 days after the end of the month  Only when threshold is exceeded across all mailings submitted across the calendar month  Based on December mailings  July Mailers will be charged for Move Update errors for Move Update verification failures over the threshold New Date

29  Entry Point validated to determine:  Entry location in eDoc is valid for destination ZIP and destination entry discount in FAST Mail Direction File (MDF)  Entry location in FAST MDF and active on the Postage Statement Mailing Date  Nov 2014 PostalOne! Release Induction date will be used instead of Postage Statement Mailing Date  No Threshold or Assessment Date Determined Entry Point Validations 29 October 2014

30 30  Information Only  No Assessment Date August 2014 October 2014 eDoc Nesting/Sortation Validations eDoc Nesting/Sortation Container errors is a summation of:  Labeling List Container Errors  CSA Container  Entry Facility Container Errors Validations performed on eDoc:  Correct container preparation  Active labeling list used  Container prepared per Customer Service Agreement (CSA)  Entry Facility valid

31 eInduction Validation ErrorMailer Contact Threshold Egregious Threshold What is it? Payment0.00% Did the mailer submit an eDoc with the appropriate amount of payment? Misshipped1.05%2.00% Did the mailer induct the container at the correct location per the eDoc? Duplicate0.17%0.33%Did the mailer apply unique barcodes to each container within a 45-day period? Zone0.01%0.02%Based on how far the container traveled relative to the origin, did the mailer earn the zone discount claimed on the eDoc? 31

32 Mailer Scorecard eInduction Tab 32  Just like Full-Service, eInduction has a Scorecard report.  The Mailer Scorecard provides a dashboard view of the results of the eInduction validations over a calendar month.  The Scorecard is available for both eDoc Submitters (Mail Preparers) and Mail Owners.  Percent in error will be calculated for each eInduction error at the eDoc submitter CRID level.  Mis-shipped/EPD/Zone errors are now reported separately.

33 33 Mailer Scorecard Fields, Cont’d 6. % eInduction Containers Entry Point Discount (EPD): Percentage of scanned and inducted containers that claimed an incorrect entry point discount 7. % eInduction Containers Zone Percentage of scanned and inducted eInduction containers that claimed an incorrect zone discount 8. % eInduction Containers Extra: Percentage of scanned and inducted eInduction containers that were not linked to any electronic documentation 5. % eInduction Containers Payment: Percentage of scanned and inducted eInduction containers that were not associated to a paid postage statement within 10 days of induction October 2014

34 34 Mailer Scorecard Fields, Cont’d 11. % USPS Transported eInduction Containers: Percentage of eInduction containers that were part of a USPS transport shipment 12. % eInduction Containers Continuous: Percentage of eInduction containers that have an approved eInduction Continuous Mailer ID within the container barcode 10. % Mailer Transported eInduction Containers: Percentage of eInduction containers that were transported by a mailer 9. % PVDS eInduction Containers: Percentage of eInduction containers that were transported by a mailer containing pieces claiming an entry point discount October 2014

35 35 Mailer Scorecard Fields, Cont’d 16. % eInduction Containers Accepted: Percentage of eInduction containers that were inducted at SV sites 17. % SV eInduction Containers Scanned & Accepted w/o Error: Percentage of eInduction containers that were released to SV, scanned and inducted, and have no post- induction errors 14. % eInduction Containers with Manual Overrides: Percentage of eInduction containers that were manually resolved and released by the help desk or BME user 15. % eInduction Containers not Released: Percentage of eInduction containers that failed a fatal pre- induction validation and were not released to FAST or SV 13. % eInduction Containers non-SV: Percentage of eInduction containers that were planned for entry at a non-SV facility

36 No Shipping Summary Report Shipping Summary Report indicates mailing contains eInduction containers  The PostalOne! Dashboard displays a Shipping Summary Report link only if there are eInduction containers in the mailing.  The report is available on the PostalOne! dashboard once the eDoc has been uploaded.  It displays the validation status of the container information uploaded and may be used to confirm the containers are ready for induction.  The report also provides proof of delivery and post-induction validation status at the container level. Shipping Summary Report Click to access Job Summary Report

37 Job Summary Report 37  Access the report via the dashboard, click Shipping Summary, then click “Job Summary Report”.  Report will now display all eInduction (and only eInduction) containers for all destinations  Allows mailer to view status of containers prior to entry at USPS grouped by entry point. Click on the container count to drill into details

38 Container Detail By Job Report 38  Allows mailer to view details on the status of each container

39 39 Using the MID Container error as an example, now we will investigate an error. Drilling down to investigate an error: 1.Right-click on the eDoc Submitter name or Customer Registration ID (CRID) 2.Click “Drill” 3.Click “View Error Details by Error Type” Right clicking on the name or CRID with the blue hyperlink allows you to run different reports. NOTE: Left clicking takes you directly to the first report listed: View Error Details by Error Type Mailer Scorecard Investigate an Error October 2014

40 Mail Quality Job Error Type View Error Details by Error Type Drilling down to investigate an error (cont’d): 4.Choose Full-Service Electronic Errors. Click Run Report. This will take you to the View Error Details by Error Type report 5.Click on the Error Type you wish to view. In this case, click on container “Mailer ID” 6. You will reach the Mail Quality Job Error Type Report. You can click on the Error Type to drill down to the next level to view the error description Mailer Scorecard Investigate an Error, Cont’d

41 Drill down to investigate an error (cont’d):  After clicking the Error Type (as illustrated on the previous slide) you arrive at the Mail Quality Detailed Error Report, as shown below.  Report contains the error code, description, data and resolution action for the e rror  This report is also available directly from the Mail Quality reports folder  Enter Job ID or Mailing Group ID to get back all available errors Mail Quality Detailed Error Report Follow same drill down process to investigate other errors 41 Mailer Scorecard Investigate an Error, Cont’d

42 42 Mailer Scorecard Fields 1. # Containers Processed for eDoc validations: Total containers in eDoc 2. % Containers eInduction: Percentage of containers flagged for eInduction within the electronic documentation 3. % eInduction Containers Mis- shipped: Percentage of scanned and inducted eInduction containers that were shipped to an incorrect facility 4. % eInduction Containers Duplicate Barcode: Percentage of scanned and inducted eInduction containers with barcodes that were previously inducted on a different appointment October 2014

43 Accessing The Mailer Scorecard 43 1.After logging into the Business Customer Gateway, select Mailing Reports 2.Select Mailer Scorecard 3.Select either eDoc Submitter or Mail Owner

44 Mailer Scorecard Resources 44  Located at Ribbs.usps.gov Ribbs.usps.gov  Intelligent Mail Guides & Technical Specifications  Mailer Scorecard User Guide

45 eInduction Resources 45  Located at Ribbs.usps.gov Ribbs.usps.gov  Intelligent Mail Guides & Technical Specifications  eInduction Guide for Mailers


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