Business Mail Acceptance Update Mailer’s Technical Advisory Committee (MTAC) November 19, 2009...

Business Mail Acceptance Update

Mailer’s Technical Advisory Committee(MTAC)

November 19, 2009

Pritha MehraFrank Neri

Bob Galaher

Business Mail Acceptance Update 2

Agenda

SOX/Lean Mail Acceptance Process (LMAP)

March 2010– Streamlining Postage Statements

– Performance Based Verification (PBV) Updates

– Move Update

Full-Service Assessment Approach– Sampling and Container Release Scanning

– Error Assessments


BMA SOX

Funds on Hand

Proper acceptance and verification of business mail

Timely and accurate reporting of revenue

Revenue Completeness/Assurance

Authorization for key overrides

Identification of and action on bypass mail

Management of Inactive accounts

Sites in Balance

Key Financial Control Issues


Benefits of LMAP

Improves Customer Experience Improves Service Performance Improves operational efficiency Standardizes the acceptance and verification processes Helps to eliminate bypass mail Increases compliance of financial controls

Lean Mail Acceptance Process (LMAP)


Implementation Strategy

Assemble LMAP team

Observe unit

Create Current State VSM and Flow Diagram

Implement Five Standard Processes

Metrics monitored to ensure sustainability



Implemented Five Standard Processes

Postage Statement Bins

First-in, First-out (FIFO) a.k.a. Customer Presentation of Mail

Team Acceptance/Verification of Mail

Optimize BMEU Configuration

IOP Agreements



Optimize BMEU Configuration: Numbered Swim Lanes, Signage Staging Areas



Postage Statement Bins



Approach

Deploy LMAP Business Mail Entry Units Validate Detached Mail Units Acceptance Procedures

– Ensure Adequate Staffing

– Perform Verification Procedures per DM-109

– Ensure Timely Recording of Revenue

– DMU Acceptance Compliance Checklist Drop-Ship Process Improvements

SOX Remediation Approach


Drop Shipment Enhancements

Plant-Verified Drop Shipment (PVDS) Improvement• Identify and implement solutions that will create standard PVDS procedures and protect revenue• Map out the current PVDS verification process• Develop solutions to improve the current process• Implement solutions Nationwide



Drop Shipment Enhancements

Plant-Verified Drop Shipment (PVDS) Improvement

– Process Changes• PS Form 8125 is the only document accepted from the driver• When defects arise, the SDO or MDO will become involved until resolution is achieved

– Process Compliance • Require pallet count verification • Enforce scanning of 99M placard barcode• Only accept correct and completed PS Form 8125• Consistent use of PS Form 8125

– Training and Documentation• Easy ‘Step by Step Guide’ to follow for drop shipment acceptance at destination• Update Pub 804 to include process changes and ‘Step by Step Guide’• Develop drop shipment training course



Agenda




– Move Update




Streamlining Hard Copy Postage Statements

Starting March 15, 2010, the Postal Service will no longer fill out the USPS® section of a hard copy postage statement nor round-stamp the document.

After March 15, 2010, mailers are encouraged to go online to view their mailing activities and retrieve processed postage statements. This procedural change will speed and improve service and reduce the amount of paper generated.

Upon request, a customer may obtain a hard copy receipt of the postage statement or Statement of Mailing/ Weighing and Dispatch Certificate, PS Form 3607, after acceptance and verification are completed.

March 2010


Agenda




– Move Update




Performance Based Verification

Statement of Ownership Reviews Annual Periodicals Review Manifest Mailings Full-Service Mailings

March 2010


Agenda




– Move Update




Move Update

March 2010

Verifications performed at sites with MERLIN

Threshold effective January, 2010

- Must be more than 5 pieces with COAs that were not updated

- Passing score requires 70% or more of the COAs must be updated

- First-Class Mail and Standard Mail assessed 7 cents for each piece

- Current appeal process applies


Move Update for Combined Mailings

Assessment can be targeted to only clients with issues - if there are no more than 3 clients with issues in the mailing

Penalty will be re-calculated to be applied to only the clients with issues

- Example: Mailing size is 1,000,000 for 10 clients, only 2 clients were found with Move Update issues

- The 2 clients account for only 5,000 pieces in the mailing

- Move Update penalty will be re-calculated based on only 5,000 pieces in this example

March 2010


Agenda




– Move Update




Full-Service Intelligent Mail Device (IMD) Acceptance Procedures

Full-Service IMD enables acceptance employees to ensure Full-Service mailings meet barcode, preparation and data requirements to qualify for Full-Service prices

Two types of Scans– Initial Verification Sampling Scans– Container Release Scans

Three types of mailing processes– Staged - single mailing presented in its entirety with all electronic documentation

(eDoc) (postage ready to pay)– Continuous - single or multiple mailings produced over an entire day or multiple

days, planned eDoc is submitted at the beginning of the mailing and postage statements are submitted at the end of the mailing or when the mailing is ready to drop ship

– Third party Co-palletized

Full-Service Assessment Approach


Full-Service IMD Sampling Scans

Full-Service IMD Sampling Scans will be conducted based on the mailers operation

– Staged - when mailing and documentation are completed

– Continuous - Pallet / Container Full-Service Mail Sample• Sampling scans conducted in addition to the VRSR samples identified in the PBV

model

• Sampling is conducted as mail is produced

• Sampling is conducted for each mail job, not postage statement

– Third-Party Co-palletization site• Full-Service IMD Sampling Scan will be performed on Third-Party Co-palletized

mailings even if a sampling was conducted at the “origin” verification unit

• No mailpiece level sampling scans will be conducted at Third-Party Co-palletization facilities

Full-Service IMD Acceptance Procedures


Agenda




– Move Update



Full-Service IMD Sampling Scans

Container

Scan 3 Containers (or all if less than 3)

Trays/Sacks

Pick 1 Container (from the sampled)

Scan 5 Trays/Sacks per Container

Bundles

Pick 1 Container (from the sampled)

Scan 5 Bundles per Container

Pick 3 out of 5 Trays or Sacks (from the sampled)

On Container On Tray or Sack

Mailpieces

In Trays or Sacks

In Bundles

Pick 3 of 5 scanned trays/sacks

Scan 10 Mailpieces per tray/sack

Pick 3 of the 5 scanned bundles

Scan 10 Mailpieces per bundle

Scan 5 Bundles per Tray or Sack



Full-Service IMD Container Release Scans

Container Release scans – Performed at Detached Mail Units (DMUs)– For mailings on USPS Transportation for Origin Entry– Performed for each dispatch– Completed just prior to the mailer loading the vehicle and the

acceptance employee sealing the vehicle– Document the release date / time

Continuous Mailing Operation– A minimum of 2 containers are required to be scanned

Staged Mailing Operation– All containers are required to be scanned



Agenda




– Move Update




Error Assessment:Disposition of Mailings when Errors are Detected

Full-Service sampling is performed during initial review of mailing

Focus on Content, Readability, Uniqueness

Disposition of mailings is dependent upon the errors found and corrective action taken by the mailer

Errors that can result in Loss of Full-Service discounts and benefits– Electronic Documentation (eDoc) not submitted for Full-Service mailing– Missing, Incorrect or Unreadable Container Placard– Missing, Incorrect (missing IMtb), or Unreadable Handling Unit Labels– Unreadable IMb on Mailpiece



Question and Answer Session

Business Mail Acceptance Update Mailer’s Technical Advisory Committee (MTAC) November 19, 2009...

Documents

Transcript of Business Mail Acceptance Update Mailer’s Technical Advisory Committee (MTAC) November 19, 2009...