Full Service Verification Process Industry Review

Verification Processfor

Full Service Mailings

Effective November 30, 2009

Full-Service Verification Process 2

Verification – Full Service Mailings

All current/existing verification processes are still applied to Full Service mailings

For Full Service mailings - acceptance personnel will use the Full-Service Intelligent Mail Device (IMD) scan device during the “Initial Verification” procedure

Initial Verification (3,5,30)– Clerk scans 3 container placards, 5 handling units, and 30 pieces

There are five (5) error types identified as Full-Service disqualifiers which results in discount forfeiture

All other error types are documented in the in-depth verification process and supplied to maile

In-depth failures documented on Full Service mailings - USPS will defer the assessments until March 2010


Summary of rules for collecting data samples for Full-Service Staged mailings, Continuous Single Day mailings, and Continuous Multiple Day mailing:

Container

Scan 3 Containers

Trays/Sack

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 scanned trays/sacks, (from the sampled)

On Container On Tray or Sack

Mailpieces

In Trays In Bundles

Pick 3 of 5 scanned trays/sacks

Scan 10 Mailpieces per sack

Pick 3 of the 5 scanned bundles

Scan 10 Mailpieces per bundle

Scan 5 Bundles per Tray or Sack

Initial Verification for Staged or Continuous Mailings


Initial Verification – Full Service Disqualifiers

No electronic documentation No IMcb on container placards (>3) OR

Container placards are inside (covered by) the stretch-wrap– Sample size 6; this is more than 50% error

No IMtb on handling unit label (>3)– Sample size 8; this is more than 37% error

No IMb on mail pieces (>3 pcs)– Sample size 30; this is more than 10% error

These disqualifiers are effective November 30, 2009 If any of these errors are found

Do not proceed with any other acceptance verifications until full-service issues are resolved


Full-Service Disqualifiers – Discount Forfeiture

If a mailing contains one of the Full-Service Disqualifiers– Acceptance personnel will process the postage statement as Full

Service– Acceptance personnel will enter a manual adjustment transaction for

loss of Full-Service discount This process

– Enables the Full-Service ACS to process– Other Full-Service benefits may be affected based on barcode error

type


Acceptance clerks will scan samplings of Full-Service mailings at acceptance locations

The purpose of sampling is to verify that Full-Service mailings meet barcode, preparation, and data requirements to qualify for Full Service prices

The sampling generally* consists of the scanning all of the following:– 3 container labels– 5 handling unit (trays/sacks/bundles) labels– 30 mail pieces (10 pieces each from 3 separate trays/sacks/bundles)

The initial verification scanning process should be completed in its entirety before moving to the in-depth procedure

– Completing the scanning will alert the clerk to additional issue that may need to be addressed in an in-depth

– Clerks should notate barcode errors on the 2866 as they identify them in the scanning procedure

*Exceptions will be explained later in this presentation

Full-Service Mailing Initial Verification Procedures


Summary of scanning requirements in 4 mailing environments

Staged Mailings Continuous Mailings Same Day

Continuous Mailing Multiple Day

3rd Party Co-Pal Facility *

BME clerk collects a Full-Service initial verification sample for each postage statement

Initial verification sample for each mail job produced throughout the day

Initial verification sample for each mail job produced during each day the mailing is being produced

Initial Verification sample for each Copal mail job at the 3rd-Party Copal mailing facility *

Sampling Consists of: •3 containers’ labels•5 handling units’ (trays/sacks/bundles) labels•30 mail pieces (10 pieces each from 3 separate trays/bundles)



Sampling Consists of: •3 containers’ labels•10 handling units’ (trays/sacks/bundles) labels•No mail pieces in this sample

* Prior to arriving at the 3rd- Party facility, if the mailing was produced at an originating facility, the BME clerk at the originating facility is required to collect a FS mail sample for each mail job produced, using the appropriate process for Staged or Continuous Mailings.

Full-Service Mailing Initial Verification Procedures


Containers – Initial Process

Select and Scan 3 containers– Scanning detects 1 error– Scan 3 additional containers (in addition to the 3 required for cursory –

total of 6)• No other errors – advise mailer to correct• 1 or more additional errors – perform in-depth (document the barcode

error descriptions only)

– 3 or more “No Barcode” on placard errors• Mailing not qualify for Full Service prices

Full-Service Scanning Errors


Container – In-depth Process

Use Form 2866– Document only the containers with placard or sort errors– Label errors*

• Document IMcb errors the same as a line item (Top Line, Content line, FS Barcode) error

– Presort errors**• Document handling unit to container presort errors (correct handling unit on container)

*If only barcode errors are detected you only need document the error description. You will not need to complete the total error calculation and additional postage computation**If a presort error is detected then you will need to complete the 2866 to determine additional postage assessment. You will not include the barcode errors in this computation.



In-depth IMcb Placard Error

Documenting IMcb FS Barcode error on form 2866 Document “Pallet label” block with label information

– In the “incorrect” block capture the MID and serial number in the barcode

– In the error description section use error code L-6 Other– Record the error issue

City ST Zip CodeFCM Ltr 5D AutoFS IMcbABC Mailer

FS IMcb MID andUnique Serial No.



In-depth IMcb Placard Error

Documenting IMcb FS Barcode error on form 2866– Document error description – use error code “L6 Other”– Record the error issue e.g. Not readable, Invalid content,

L-6 Other (Describe)

FSIMcb – Not Readable



In-depth Container Sort Error

Performing container presort verifications should continue as you conduct them today

Detecting barcode quality issues could be an indication of other quality issue – you may want to perform full in-depth

Conduct initial verification on content on the container – may trigger in-depth

Performing container content (presort) check– Verify all other placard content is correct– Verify handling unit content is correct for the container– Use appropriate Labeling list or Customer Supplier Agreement (CSA)

required separations In-depth verification recorded on form 2866 as currently conducted*

* IMcb barcode quality errors will not be included in these additional postage results



Handling Unit – Initial Process

From one of the scanned containers select and scan 5 Trays/Sacks– Scanning detects 1 error– Scan 3 additional containers (in addition to the 5 required for cursory –

total 8)• No other errors – advise mailer to correct• 1 or more additional errors – perform in-depth (document the barcode


– 3 or more “No Barcode” on label errors• Mailing not qualified for Full Service prices



Handling Unit – In-depth Process

Use Form 2866– Document only the handling units with label or sort errors– Label errors*

• Document IMtb errors the same as a line item (Top Line, Content line, FS Barcode) error

– Presort errors**• Document handling unit to container presort errors (correct handling unit on container)

*If only barcode errors are detected you only need document the error description. You will not need to complete the total error calculation and additional postage computation**If a presort error is detected then you will need to complete the 2866 to determine additional postage assessment. You will not include the barcode errors in this computation.



In-depth Handling Unit Sort Error

Performing handling presort verifications should continue as you conduct them today

Detecting barcode quality issues could be an indication of other quality issue – you may want to perform full in-depth

Conduct initial verification on content on the handling unit – may trigger in-depth

Performing handling unit content (presort) check– Verify all other label content is correct– Verify handling unit content is correct for the container– Use appropriate Labeling list

In-depth verification recorded on form 2866 as currently conducted*

* IMtb barcode quality errors will not be included in these additional postage results



Mail Piece – Initial Process

Select 3 of the 5 scanned bundles, or Trays/Sacks and scan 10 pieces in each– Scanning detects 3 errors

• Errors are barcode readability errors⁻ Conduct MERLIN verification⁻ Conduct manual barcode verification process

• Errors are barcode content errors⁻ ZIP code related errors – incorrect routing (presort) less than 11 digit

(content)⁻ Other content errors – document content errors

– No other errors – advise mailer to correct• 1 or more additional errors – perform in-depth (document the barcode


– 3 or more “No Barcode” on mail pieces• Mailing does not qualified for Full Service prices



Mail Piece – Initial Process

Select 3 of the 5 scanned bundles, or Trays/Sacks and scan 10 pieces in each– Scanning detects 3 errors

• Barcode readability errors⁻ Conduct MERLIN verification⁻ Conduct manual barcode verification process

• Barcode Full Service content errors⁻ ZIP code related errors – presort verification⁻ Other content errors – document content errors

– No other errors – advise mailer to correct• Mailer doesn’t want to correct – perform in-depth

– 3 or more additional errors – perform in-depth



In-depth IMb Content Error

Documenting FS IMb content error on form 2866– Document “Tray/Sack label” block with label information where the 10

piece sample was taken from

– Document error descriptions using section 8A. Miscellaneous Errors

City ST Zip CodeFCM Ltr 5D AutoFS IMtbABC Mailer



Finalizing In-depth Process

Disposition– Mailings with Full-Service errors will be accepted as is

• No additional postage will be collected• Calculating for additional postage will begin in March 2010

– Provide copy of PS Form 2866 to mailer



Adjustment Confirmation Page

Additional Postage Transaction

No IMB on the Mailpieces


Finalizing In-depth Process

Effective March 2010 we will implement the completion of the In-depth verification procedure– The form 2866 will be completed to compute the percent of error and

the additional postage calculation Business Mail Acceptance will continue to assess the acceptance and

verification processes for appropriate changes:– impacts to mail processing operations– magnitude of mailing quality errors– implementation of technological features to further define or redefine

the verification process Changes to the current acceptance processes will be communicated

through the DMM Advisory

Full-Service Verification Processes

Full Service Verification Process Industry Review

Technology

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