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® Business Mail Acceptance May 20, 2010. ®  Business Mail SOX Compliance  Business Mail Entry Vision Business Mail Acceptance.

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Presentation on theme: "® Business Mail Acceptance May 20, 2010. ®  Business Mail SOX Compliance  Business Mail Entry Vision Business Mail Acceptance."— Presentation transcript:

1 ® Business Mail Acceptance May 20, 2010

2 ®  Business Mail SOX Compliance  Business Mail Entry Vision Business Mail Acceptance

3 3  3 days into the start of SOX testing  Acceptance Sites and PVDS sites still have critical issues  Focus Areas –BMEUs, Associate Offices –DMUs –Induction Sites, NDCs, SCFs, etc Business Mail SOX Compliance

4 4 4 Verification Perform initial verification Perform in-depth verification if necessary Record results, contact mailer if necessary Finalize/Clear Finalize postage statements Affix 3607P/ Complete 8017/8125 Move to cleared staging area Reconciliation Perform management concurrence Print End-of-Day Reconciliation Report Ensure all mailings are accounted for Sign End-of-Day Reconciliation Report Check-in Ensure funds on hand and fees paid Ensure completed postage statements Check mailing into PostalOne! Standardized Process for BMEU/ AO

5 5 BMEU Failure Rate Data as of 4/27/  Daily Reconciliation: - The worst performing sub-question is Question B: “Is the final day reconciliation report signed, dated, and annotated for all postage statements not shown in FIN status?”  Daily Reconciliation of Aged Statements: - The worst performing sub-question is Question B: “Is the report of statements older than 7 days printed, dated, signed, and attached to the end-of-day reconciliation report? Number of Sites Submitted: 954 Number of PVDS Sites: 535 BMEU/AO Findings

6 6  Staging areas not clearly defined  Mailings not checked-in upon arrival  No initial verifications performed  Postage Statements missing mailer signature and total postage  8125s not complete  8125s not finalized or accepted with alterations  8125 verifications not performed at origin  Clearance Forms: 3607P not affixed to cleared mail  Not completing and signing end of day reconciliation report  Aged statements need to be reconciled

7 7 Profile of DMUs Different Profile of DMUs  Certain DMUs have Special Postage Payment Systems (SPPS) –A SPPS agreement allows us to customize acceptance procedures for large/ complex mailings Typically these mailings cannot be weigh-verified –DMUs can have multiple SPPS types –SPPS can be managed by Business Mailer Support or Business Mail Entry  Some DMUs do not need SPPS and follow the DM-109 for acceptance/verification

8 8 Profile of DMUs Acceptance and Verification at DMUs  All DMUs must follow the DM-109  DMUs with SPPS must have –An agreement on file –A verification SOP on file Standardized SOPs Customized SOPs –SOP Supersedes DM-109

9 9 9 Verification Perform cursory verification Perform in-depth verification if necessary Perform SOP process if necessary Record results, contact mailer if necessary Finalize/Clear Finalize postage statements Complete 5111R/ 8017/ 8125 Observe origin entry vehicle loading Reconciliation Perform management concurrence Print End-of-Day Reconciliation Report Ensure all mailings are accounted for Sign End-of-Day Reconciliation Report Check-in Ensure funds on hand and fees paid Ensure completed postage statements Check mailing into PostalOne! Standardized Process for DMU

10 10 Special Postage Payment System (SPPS) Type Combined Mailings (Value Added Refunds) (COM, CVAR) Optional Procedures (OP) Drop-Ship Management System (DSMS) Manifest Mailing Systems (MMS) Copal/Co-tray (Copal) Postage Due Weight Averaging (PDWA) One-Pass Finalization (One-Pass) Alternate Mailing System eVS Profile of DMUs

11 11 DMU Failure Rate Data as of 5/4/  SPPS - The worst performing sub-question is: “Are current copies of the SPPS SOP available to the acceptance clerk?”  Daily Reconciliation - The worst performing sub-question is: “Is the final end-of-day reconciliation report signed, dated, and annotated for all postage statements not shown in "FIN" status?” Number of Sites Submitted: 641 Number of SPPS Sites: 427 Number of PVDS Sites: 438 DMU Findings

12 12  Units did not have a Plant Load Agreement  Units did not have Agreements/SOPs  Units were not familiar with SOP  Units did not have appropriate DMU staffing  Units did not have clerks present during dispatch  USPS vehicles were not sealed  Units were not following key Financial Steps Check-In, Verification, Clearance, End-of-Day Reconciliation  Units accepting unsigned Postage Statements  Critical Fields Not Completed in the 8125  8125s not finalized or accepted with alterations  8125 verifications not performed at origin DMU Findings

13 13 Review Ensure 8125 is complete and accurate Ensure 8125 is not altered Contact origin to resolve issues Receive Match 8125 against mail Contact origin to resolve issues Record Record issues on 8125, eMIR Close out appointment in FAST Retain 8125s for 1 year ® ® ® Standardized Process for Drop-Ship

14 14  Internal Site Review Results on Key Financial Controls PVDS Findings # of Reviews Submitted: 20,000+ Number of PVDS Sites: 474 PVDS Failure Rate Data as of 5/6/2010

15 15 PVDS Findings  Mailer/USPS section of 8125 incomplete  8125 contains undocumented alterations  Shipment at wrong location  Mismatched container count (Mail versus 8125)  Resolution process not followed: –Origin Office not contacted –Escalation process not followed –eMIR not entered  Appointment finalization and close out in FAST

16 16 PS Form 8125 Critical fields that must be completed and unaltered  Class of Mail  Type of Mail Processing Category  Number of Pallets  Entry Discounts Claimed  Entry Office in the Destination Entry Post Office Section  Origin Post Office  Signature of Verifying Employee  Round Stamp

17 17  3 days into the start of SOX testing  Look for your support in: – Complete Postage Statements, 8125s and documentation –Access to Mail for Verification –Agreements Current SOX

18 18 Business Mail Entry Vision

19 ® Action Goals Within Control  Product and Services Initiative  Productivity Improvements  Workforce Flexibility  Purchasing Saving Enterprise Action Goals March 2010 Call to Action – Envisioning America’s Future Postal Service

20 ®  Productivity Improvements  Automate  Eliminate  Products and Services  Innovate  Work Force Flexibility  Consolidate Action Goals In Control

21 ® Business Mail Entry Vision  Automate – Productivity Improvements  Streamline Business Mail Entry  Streamline Support Activities  Innovate – Products and Services  Enterprise Payment  Expand/Simplify Induction Visibility: Start-the-Clock  Consolidate  Optimize BME Network  Integrate Access and Induction Activities  Right Size – Staffing/Scheduling Model

22 ®  Streamline Business Mail Entry  Results-based Automated Verifications  Assess Key Acceptance and Verification Functions for Automation, Streamlining, and Gap Solutions  eInduction  Unique pallet barcodes are processed through eDoc and FAST appointments  Scanning at induction allows data validation  Enables automated, near-real time updates  Enables near real-time status updates and automated reconciliation Automate

23 ®  Streamline Support and Services  Integrated Customer Support/Feedback  Develop model for centralized/automated key support activities  Design Customer Self Service features (e.g. Mail piece Design and Mailing Standards) Automate

24 ® PostalOne! ACS Express Mail PO Box Bulk Permit # 123 Postage Due # Express # PO Box Rent #  Limited Access  Multiple Touch-points  Multiple Accounts  Multiple Payment Records USPS Payment Today

25 ® PostalOne! ACS Express Mail PO Box Online Payment  Create user friendly online application process  Enhance customer experience with online access to account management and information 24/7  Create unified experience across USPS systems  Integration of multiple USPS payment points Innovate Enterprise Payment

26 ® Expand/Simplify Induction Visibility Start-the-Clock  Expand Induction Visibility: Start-the-Clock  Origin Entry at the BMEU  Mailing Arrival compared to BMEU CAT  Drop-shipment & DMU Verified Mailer Transported  Appointment arrival compared to Plant CET  DMU Verified, USPS Transported  Scheduled trip info and CAT recorded in CSA  Mail dispatch info provided in the eDOC  Simplify Postage Statement Dates: Start-the-Clock, Payment Date 26

27 ®  Optimize Network  Optimize BMA Network  Integrate Access Points (Acceptance and Induction)  Leverage Staffing Model to Right-Size acceptance sites Consolidate

28 ®  Results-based Automated Verification  Deploy Seamless Acceptance  Centralized Account Management and Payment Features  Deploy flexible options and universal access features  Integrated Customer Support/Feedback  Deploy Centralized Support Functions and Online Services  Optimize Business Mail Acceptance Network  Online Business Services Business Mail Entry Vision


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