Presentation on theme: "National Postal Forum March 2005 – Nashville, TN"— Presentation transcript:
1 National Postal Forum March 2005 – Nashville, TN Move Update:Are You In Compliance?National Postal Forum March 2005 – Nashville, TNAudrey Conley, DeWitt Crawford & Angelo WiderUnited States Postal Service, Address Management
2 WHY IS ADDRESS QUALITY IMPORTANT? ADDRESS QUALITY TOOLSWHY IS ADDRESS QUALITY IMPORTANT?Address Quality Breakout76.5%23.6% Errors2.4% Moved4.1% Apartment #6.0% Directional / Suffix0.4% Rural Rt / Box #5.9% Street Name / #4.8% ZIP Code / City / StateThe major addressing deficiencies include:Moved from the addressWrong or missing apartment numbersWrong directional suffixesErrors in rural route and box numbersErrors in street names and numbersAnd errors in ZIP codes, city name and state.
3 National Change of Address Linkage System NCOALink™National Change of Address Linkage System
4 ADDRESS QUALITY TOOLS NCOALink Replaced NCOA Effective Sept. 30, 2004 Secure Data Set Of USPS Change Of Addresses (160 M - 48 mo., 60 M -18 mo.)Binary Data Format, Unintelligible To ReadersProcessing Using Logic Defined By USPSAllows Wider Distribution
5 ADDRESS QUALITY TOOLS NCOALink Utilizes A Secure Hash Algorithm (SHA) Creates A Mathematical Value UniqueTo Every Name/Address In The File
6 ADDRESS QUALITY TOOLS NCOALink Consolidated File Containing Over 160 Million Permanent COA RecordsDatabase Contains 4 Years Of Change Of Address InformationService Provided To Mailing Industry Via Licensees (Full, Limited, or End User)Customers Can Submit Address List On Electronic Media Or Process In-HouseAs I’ve mentioned previously, the NCOA program is a service by which mailers can get their address lists corrected before the enter mail.The NCOA database is compiled from the data entered at CFS, and presently TN contains all permanent change-of-address orders that have been filed within the past 4 years. The data represents a “rolling” 4year cycle, where the past 48 months of data is retained within the NCOA database.The USPS has licensed 18 commercial companies the right to act as our agents and to provide services to mailers. It is important to understand that NCOA licensees offer services for a fee, and that fee is not established or controlled by the USPS. In considering an NCOA licensee, I recommend that you competitively shop the different licensees. Typical charges for NCOA processing can range from $2 to 4$ per thousand records. There is often a minimum fee, or a setup fee for new customers. This is why it is important to shop the different vendors.As part of NCOA processing, the vendor also is required to provide ZIP+4 coding services to match and standardize your addresses.To use the NCOA service, a customer would submit their address file electronically. The NCOA licensee would compare addresses within a mailer’s file to the data within the NCOA database. Where a match occurs between the mailer’s address and the old-side address, the NCOA processing returns the customer’s new address.
7 ADDRESS QUALITY TOOLS NCOALink Matching Logic Strictly Controlled By USPSTypical Match Rate Is Approximately 4%244.6 Billion Address Records Processed By NCOA Licensees in FY 039.5 Billion Address Records Updated For Change-of-AddressThe USPS is very strict on what an NCOA licensee may do and not do. For example, an NCOA licensee must obtain a signed Processing Acknowledgement Form from every customer before they can provide any NCOA services. This is required by the USPS to insure that customers are using NCOA for its intended purpose which is to correct lists used to prepare mail. If a customer wished to use NCOA to track down customers who have bad debt, it would be considered inappropriate and the NCOA licensee would not be allowed to provide services.In the comparison of customer addresses to NCOA, there are options available to control the name-matching routines. For example, if Jim Wilson filed a change-of-address indicating that everyone with the last name of Wilson were moving, then any match of the old address and the last name Wilson is considered valid. This would cause mail for Barbara Wilson and Thomas Wilson to be considered valid matches.If the COA is filed as an individual, then the first name must agree before a match would be considered valid. If Jim Wilson filed as an individual, then Barbara Wilson would not be considered a match. Individual matching does accommodate common name variations, such as James as a match to Jim.When a customer uses NCOA, they also control how they want the names on their lists to be matched. A customer can require that individual name matching always be used.
8 ADDRESS QUALITY TOOLS NCOALink NCOALink Expands Mailer’s Accessibility To USPS National Change-of-AddressMailers Can License NCOALink Product For Use Within Their Native Mail Processing EnvironmentNCOALink Product Licensing Commenced October 1, 2004Ask Your Existing Address Hygiene Product Supplier About Their Plans To Market Interfaces To The NCOALink Product
9 EXAMPLE OF PREVIOUS NCOA DATA FORMAT ADDRESS QUALITY TOOLSEXAMPLE OF PREVIOUS NCOA DATA FORMATOLD SIDEDEWITT CRAWFORD5891 PLUM VALLEY DRMEMPHIS TN(91)NEW SIDE512 KING RIDGE DRCOLLIERVILLE TN(12)This example represents a typical customerchange-of-address. This is also typical of the “text’ representation shown in NCOA.
10 EXAMPLE NCOALink CHANGE-OF-ADDRESS DATA ADDRESS QUALITY TOOLSEXAMPLE NCOALink CHANGE-OF-ADDRESS DATAOLD SIDENot present withinCOA/Link data formatNEW SIDEa f aThis example represents what a typical customer change-of-address will look like within the NCOALink Product.
11 AVAILABLE ANNUAL LICENSES AND PRICING ADDRESS QUALITY TOOLSAVAILABLE ANNUAL LICENSES AND PRICINGCommercial Distributor License$25,000Full Service License48 Month Data File$175,000Additional Site License$87,500Weekly Updates
12 AVAILABLE ANNUAL LICENSES AND PRICING ADDRESS QUALITY TOOLSAVAILABLE ANNUAL LICENSES AND PRICINGLimited Service License18 Month Data File$15,000Additional Site License$7,500Weekly Updates
13 AVAILABLE ANNUAL LICENSES AND PRICING ADDRESS QUALITY TOOLSAVAILABLE ANNUAL LICENSES AND PRICINGEnd User License18 Month Data File$7,500Additional Site License$3,750Monthly Updates
15 FASTforward - WHAT IS IT? ADDRESS QUALITY TOOLSFASTforward - WHAT IS IT?USPS-Licensed Technology That Enables Mailers to Obtain Change-of-Address Prior to MailingFASTforward System Consists of:– Tamper-Proof Microcomputer SystemWith Defined Interface Protocol– USPS Supplied Matching Software andEncrypted COA DatabaseFASTfiorward is very similar to NCOA. The major difference between the two processes are in the amount of data maintained, 3 years in NCOA versus 13 months in FASTforward.FASTforward is a technology solution that allows mailers to implement the change-of-address operation within their own facility. Instead of having to send files out-of-house for NCOA processing, mailers can implement FASTforward within their own facility. This gives mailers great flexibility and control over how they perform change-of-address updates.The FASTforward system is a microcomputer and software product supplied by the USPS. Mailers may develop their own interface with the FASTforward system or they may elect to acquire an interface system from a commercial supplier. Many of the companies that sell address-matching products also offer a FASTforward interface product.
16 FASTforward - VERSIONS AVAILABLE ADDRESS QUALITY TOOLSFASTforward - VERSIONS AVAILABLEOnly one Version Currently Available for Licensing:Multiline Optical Character Readers (MLOCR) & Remote Video Encoding (RVE)Updates Mailpieces DirectlyThere are two versions of FASTforward, one is known as FASTforward MLOCR and the other is FASTforward Mailing List Correction or (MLC).The MLOCR version is intended to operate in conjunction with commercial multiline optical character readers. As the MCOCR system is reading mailpieces to determine the ZIP+4 and delivery point barcode, it simultaneously submits the name and address information on the mailpiece to the FASTforward system. The FASTforward system then compares the name and address information to the old address data maintained within the FASTforward database. When a match results, the FASTforward system instructs the MLOCR to spray the customer new address and the delivery point barcode for that address onto the mailpiece. This allows that mailpiece to automatically redirected to the customer’s new address, saving time and processing costs.The MLC version is intended for use in updating customer address data maintained in computer format. In the process of comparing address data, FASTforward provides new address data on valid matches. The new address data then updates the customer address record, so that the next time something is mailed to the customer, the mailer already has the customer’s new address.
17 FASTforward - COMMON FEATURES OF BOTH VERSIONS ADDRESS QUALITY TOOLSFASTforward - COMMON FEATURES OF BOTH VERSIONSCOA Database With 13 Months of Permanent Change-of-Address RecordsCOA Database Updated Weekly Via CD-ROMFASTforward Licensed Directly to End-UserLicensees Are Routinely Audited by the Postal Service to Confirm Proper Use of the FASTforward TechnologyAs I indicated earlier, FASTforward has a database containing a rolling eight months of dataFASTforward data is updated each week.FASTforward is licensed directly to the end-user. An annual licensing fee of ten-thousand dollars is charged each year.Mailers who implement FASTforward are required to undergo at least 3 audits per year. These audits are necessary to verify that FASTforward is being used in accordance with the license agreement. Another reason for the audits is to demonstrate to Congress, the General Accounting Office, and privacy groups that the Postal Service takes its responsibility seriously to protect customer privacy. The Postal Service is not about to risk the possible loss of the NCOA system due to somebody’s misuse of either NCOA or FASTforward.
18 FASTforward: EXAMPLE OF AN MLOCR REDIRECTED MAILPIECE ADDRESS QUALITY TOOLSFASTforward: EXAMPLE OF AN MLOCR REDIRECTED MAILPIECEJIM WILSON123 Main StMemphis TNDEWITT CRAWFORD456 ELM STMEMPHIS TNThis is an example of what a mailpiece that has undergone FASTforward processing.The delivery point barcode on this mailpiece is for the customer’s new address, which is printed in text immediately above the barcode. Because the barcode is for the new address, it will cause the mailpiece to be automatically directed to the customer’s new address.The address text is make it easier for the carrier receiving this mailpiece to determine where it should be delivered.In addition to the delivery address text, the mailpiece shows ecacty which MLOCR sprayed this address by the new address information by the code which follows COA.COA-ES 1000 SE 17TH ST
20 ADDRESS CHANGE SERVICE (ACS) ADDRESS QUALITY TOOLSADDRESS CHANGE SERVICE (ACS)Post-Mailing Service That Provides Electronic COA Notices For Mailpieces Undeliverable Due to Customer Move Or Deficient Address (Nixie)Mailers Apply A Participant Code And An Optional Keyline To MailpieceUsing ACS Customers Can Reduce Cost Associated With Manual Returns & Manual Keying Of Data($.20 For Electronic Returns verses $.70 For Manual)Centralized BillingAddress Change Service is a process whereby mailers can receive change-of-address notices electronically.When a mailer uses ACS, they print a specific code in the address block that identifies the mailpiece as requesting ACS processing service. When a mailpiece for a customer’s old address is received by the carrier, it is sent to CFS for forwarding.At CFS, the operator recognizes the ACS print format. The CFS operator will then key the ACS participant code and any optional keyline data that may be present. This causes a transaction to be generated that sends the change-of-address update back to the mailer.Mailers may elect to add an optional line to their address block that contains a “keyline”, or a tie-back to the original record that was used to create the address block. This keyline would allow a mailer to automatically update their address records, without any manual intervention.\To participate in ACS, mailers would simply contact the ACS Dept at the NCSC and request a participant code. There is no charge to enroll in ACS, however a ..20 cent fee each records supplied back to a customer isACS can be fulfilled on a customer defied basis. The program supports the ability to send files back via various electronic fulfillment means.
21 MAILING LABEL BEFORE ACS ADDRESS CHANGE SERVICE (ACS)MAILING LABEL BEFORE ACSOptional Endorsement Line**************** 5-DIGIT #JAN CA3# TCENTRAL LIBRARY CHAIN BRIDGE RD FAIRFAX VA
22 MAILING LABEL AFTER ACS (In Address Block) ADDRESS CHANGE SERVICE (ACS)MAILING LABEL AFTER ACS (In Address Block)KeylineParticipant Code#BXBJDCK******** 5-DIGIT #JAN CA3# TCENTRAL LIBRARY CHAIN BRIDGE RD FAIRFAX VA
23 ACS PROGRAM ENHANCEMENTS ADDRESS CHANGE SERVICE (ACS)ACS PROGRAM ENHANCEMENTSUSPS Now Accommodates Printing The ACS Participant Code Directly On The Face Of The EnvelopeExpanded Service OptionsAddress Service Requested (Option 2)Change Service Requested (Option 2)New Fulfillment OptionsElectronic Printed Report Option
24 NEW ACS PARTICIPANT CODE PLACEMENT OPTIONS ADDRESS CHANGE SERVICE (ACS)NEW ACS PARTICIPANT CODE PLACEMENT OPTIONS6060 PRIMACY PKWY STE 201MEMPHIS TNPresortedFirst-Class MailU.S. POSTAGE PAIDWashington, DC 20260Permit No. 1ADDRESS SERVICE REQUESTED#BXBJDCKKeylineOptionalOn-Envelope ACS Participant Code
25 NEW ANCILLARY SERVICE ENDORSEMENT OPTIONS * ADDRESS CHANGE SERVICE (ACS)NEW ANCILLARY SERVICE ENDORSEMENT OPTIONS *Address Service Requested (Option 2)Provides Electronic ACS Notification inAddition to Physical Mailpiece ReturnChange Service Requested (Option 2)Provides Forwarding for Eligible Mail* New Options Only Available for First-Class MailUsing ACS
26 CUSTOMER NOTIFICATION OPTIONS ADDRESS CHANGE SERVICE (ACS)CUSTOMER NOTIFICATION OPTIONSFirst-ClassAddress Service RequestedMonth 1 – 12Month 13 – 18ACS NotificationMailpiece ForwardedNo ACS NotificationMailpiece Is Returned With New Address Information Or Reason For Non-delivery
27 CUSTOMER NOTIFICATION OPTIONS ADDRESS CHANGE SERVICE (ACS)CUSTOMER NOTIFICATION OPTIONSFirst-ClassChange Service RequestedMonth 1 – 18ACS NotificationMailpiece Is Not Returned
28 CUSTOMER NOTIFICATION OPTIONS ADDRESS CHANGE SERVICE (ACS)CUSTOMER NOTIFICATION OPTIONSPeriodicalsFirst OccurrenceForwarding PeriodFollow-up NotificationOPTION 1: DAY 1ACS Notice60 DaysForm 3579OPTION 2: DAY 6160 DaysACS NoticeOPTION 3: DAY 120ACS Notice120 DaysForm 3579OPTION 4: DAY 1ACS Notice60 DaysNo FormOPTION 5: DAY 1ACS Notice60 DaysACS NoticeOPTION 6: DAY 120ACS Notice60 DaysACS Notice
29 CUSTOMER NOTIFICATION OPTIONS ADDRESS CHANGE SERVICE (ACS)CUSTOMER NOTIFICATION OPTIONSStandard MailChange Service RequestedMonth 1 – 12ACS NotificationMailpiece Is Not ReturnedAddress Service RequestedMonth 1 – 12Month 13 – 18ACS NotificationMailpiece Is ForwardedNo ACS NotificationMailpiece Is Returned at Weighted Fee
30 CUSTOMER NOTIFICATION OPTIONS ADDRESS CHANGE SERVICE (ACS)CUSTOMER NOTIFICATION OPTIONSPackage ServicesAddress Service RequestedMonth 1 – 12Month 13 – 18ACS NotificationMailpiece ForwardedNo ACS NotificationMailpiece Is Returned With New Address Information or Reason for Non-DeliveryChange Service RequestedMonth 1 – 12ACS NotificationMailpiece Is Not Returned
31 ADDRESS CHANGE SERVICE (ACS) NIXIE Provides ACS Mailers With Information Concerning Addresses That Are Undeliverable For Reasons Other Than A MoveUNITED STATES POSTAL SERVICE 6060 PRIMACY PKWY STE 201 MEMPHIS TNADDRESS SERVICE REQUESTED#BXBJDCK ******* 5-DIGIT #JAN CA3# TCENTRAL LIBRARY CHAIN BRIDGE RD FAIRFAX VA
32 ADDRESS CHANGE SERVICE (ACS) NIXIE CODES A Attempted - Not KnowB Returned For Better AddressC Outside Delivery LimitsE In DisputeI Insufficient AddressL IllegibleM No Mail ReceptacleN No Such NumberP DeceasedQ Not Deliverable As Addressed – Unable To ForwardR RefusedS No Such StreetU UnclaimedV VacantW Temporarily AwayX No Such Office
33 ELECTRONIC PRINTED REPORT OPTION ADDRESS CHANGE SERVICE (ACS)ELECTRONIC PRINTED REPORT OPTIONProvides ACS Noticesin Printer-FriendlyFormatPrint Program Suppliedon CD-ROMConsolidates Informationinto Single ReportMakes Manual UpdateProcessing Easier512 KING RIDGE DRCOLLIERVILLE TN
34 ADDRESS CHANGE SERVICE (ACS) ADDRESS QUALITY TOOLSADDRESS CHANGE SERVICE (ACS)Additional Information on the Address Change Service Program Available at:
35 WHAT IS THE CURRENT STATUS OF MOVE UPDATE? ADDRESS QUALITY TOOLSWHAT IS THE CURRENT STATUS OF MOVE UPDATE?Move Update Compliance Reviews Effective March 2003Federal Register Notice (8/28/2003)95 Day Processing of MUD95 Day Processing of CASS™Use Of A Monthly Data BaseDisallow Ancillary Service EndorsementsMUD For Other Classes Of Mail(Federal Register)
36 DMM™ - DOMESTIC MAIL MANUAL REVENUE ASSURANCEDMM™ - DOMESTIC MAIL MANUALMove Update RequirementDMM E and E DMM Issue 58 UpdatedA030 Address Quality1.0 MOVE UPDATE1.1 Basic Standards — (includes 185 day requirement to update addresses)1.5 Mailer Certification — The mailer’s signature on the postage statement certifies that the Move Update standard has been met for each address in the corresponding mailing presented to the USPS.
37 REVENUE PROTECTION TOOLS REVENUE ASSURANCEREVENUE PROTECTION TOOLSIBI/RPInformation Based Indicia/Revenue ProtectionIdentifies “leads” where the new IBI is usedBarcode Duplicate ExceptionsMeter Status ExceptionsRegister ExceptionsShort Paid Postage ExceptionsMove Update / PARS InterfacePARS is Postal Automated Redirection SystemPARS Interface generates “leads” forMove Update Compliance
38 MOVE UPDATE INITIATIVE USPS/MTAC WORK GROUP #75MOVE UPDATE INITIATIVE
39 OLD MOVE UPDATE PROCESS REVENUE ASSURANCEOLD MOVE UPDATE PROCESSLeadsCFS UnitDelivery UnitBusiness Mail EntryPhone CallSupporting DocumentationWorking Process?Yes – No DeficiencyNO – Assess a Deficiency
40 NEW MOVE UPDATE PROCESS REVENUE ASSURANCENEW MOVE UPDATE PROCESSLeadsPARS & Address Management SystemsInterfaceCFS unitBusiness Mail EntryPhone CallSupporting DocumentationWorking Process?Yes – No DeficiencyNO – Assess a Deficiency
41 PARS AND ADDRESS MANAGEMENT INTERFACE REVENUE ASSURANCEPARS AND ADDRESS MANAGEMENT INTERFACEMail at origin is processed through the Postal Automation Redirection System (PARS)Mail is checked for a Change of Address (COA) on file with Address ManagementIf COA on file, mail is redirected to address.If COA on file and older than 185 days, an image is captured and a tally started.If tally is greater than 100, several images are stored.Files are sent to Revenue Assurance server for analysis and follow-up.
42 PARS AND ADDRESS MANAGEMENT INTERFACE REVENUE ASSURANCEPARS AND ADDRESS MANAGEMENT INTERFACEBENEFITS: Reduced cost to capture leadsFewer visits to CFSFewer fingering mail All non-compliance pieces for a mailing arecaptured at origin.No arguments over number of piecesidentified as leadsAble to perform analysis closer to time ofmailing Mailer can react quicker to improve mail quality
43 Review Documentation from Mailer No Deficiency Assessed REVENUE ASSURANCEMOVE UPDATE REVIEW PROCESSProcess in Place?YESReview Documentation from MailerNo Deficiency AssessedNOAssess A Deficiency
44 MOVE UPDATE INITIATIVE Having a “correct” deliverableaddress is a foundation of aneffective mailing event.
45 MOVE UPDATE INITIATIVE Mailers would prefer to know abouta revenue shortfall issue before theyhave wasted the effort to induct mailinto the system.
47 1-800-238-3150 www.usps.com/ncsc/ Customer Support AIS Products ADDRESS QUALITY TOOLSFOR MORE INFORMATIONCustomer SupportWe deal with undeliverable-as-addressed mail through a variety of products called the Address Information System.In summary, our story is short, but the news is good. We have developed new products to help mailers correct undeliverable as addressed mail, and we’re providing more customer support. And, those will help drive down costs for mailers.AIS Products