Direct Mail Production Management DM101

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1 DM101 Presented by Meg Ferguson Account Director The Production Management Group

2 What We Do Professional project managers Processes, Products, Services and Relationships A critical partner at the design table A source for new package formats/capabilities Bid and procurement experts Master multi-taskers!

3 DM Production Key Disciplines Package Specifications define and describe in great detail Printing Data Processing Personalization Mail Shop/Insertion Postal Logistics

4 Considerations Budget Package Costs Postage Costs Strategy/Audience Artwork Mission related requirements Caging/equipment/timing limitations Production Management Group

5 Package Specs Sizes end product vs. how it should be produced Generic or personalized? Stock weight, finish, color, FSC, recycled Inks - 4CP, PMS spot colors, bleeds, coverage Additional Instructions folds, perfs, scores, window size and positioning Do specs meet postal requirements? Mock it up!

6 Printing Stock weight, finish, size (cut sheet/cont.) Inks - 4CP and PMS spot colors Envelopes - Flexo/Jet Printing/Litho (flat and convert) Digital Printing Ganging Quantity including spoilage Proofing/Press Check

7 Data Processing Have a working knowledge of the data you are handling Quantity/Format expected? House file versus Acquisition File Layout - Ensure required fields are populated (exclude fields that are not needed) Know how to read reports data scans (input & output), data dumps, ask reports, NCOA reports If ACQ do you have a list of lists, suppression files know the priority Do you know how to instruct the data processor?

8 Personalization Types Scitex/inkjet, traditional laser, handwriting, auto pen, digital Receive and give solid instructions Variable data clearly identified Fonts, point sizes, positioning Personalization Set-ups/Live scanline testing

9 Mailshop Receive and give detailed instructions Material description, qty., delivery date, etc. Insertion Order Additional Services (i.e. live multi-stamp affixing Maildate(s) Know your suppliers requirements and equipment capabilities Insertion order approval/lives

10 Managing the Workflow/Scheduling Determine a schedule tool that works Start with the end in mind work back from the maildate Identify complexity of package Involve your partners early Work your schedule up both tracks simultaneously Design and Data Identify the interdependencies among functions

11 Workflow/Scheduling A few examples of interdependencies: Final counts from data before final print approval Forms printed and delivered before actual personalization begins PDF set-ups File analysis performed before postage requested - or estimate All printed material to the mail shop before inserting can begin

12 Workflow/Scheduling Two critical paths Design Data Strategy/Design/Production Design Pre-press/ Printing Data Laser Personalization Mailshop

13 Workflow/Scheduling Printing: Carrier Return Letter Reply Insert Data Proc: Flash Report Presort Postage Request Mailshop: Live Stamp Inkjet Insert & Mail 2-Jan 5-Jan 6-Jan 7-Jan 8-Jan 9-Jan 12-Jan 13-Jan 14-Jan 15-Jan 16-Jan 19-Jan 20-Jan 21-Jan 22-Jan 23-Jan Pre-press AA's Final Quantity Approval to Print Typical "Original" Schedule

14 Workflow/Scheduling

15 Bid and Procurement Process To secure the best price/quality/delivery Bid to your network of suppliers strengths Get at least five competitive bids per component/function Correct specs/purchase order are a must Think of/be open to options/alternatives Be mindful of hidden costs (plates, dies, set-ups, deliveries, etc.) If it s too good to be true

16 To ensure a successful outcome: Get the supplier involved in the planning stages of your project schedule and strengths Stay on schedule meet your critical dates Provide accurate and detailed instructions (garbage in equals garbage out) Build relationships!

17 Postal Logistics Save money on postage Deliver your mail directly to the NDC/ASF or SCF for NDC(ASF)/SCF discounts Consolidate your mail with other mailers to minimize freight costs and max. savings Commingle your mail with other mailers for deeper volume discounts

18 Entry Point NDC SCF Mail delivered to your mailshop s local Post Office. Network Distribution Center, an automated USPS distribution facility, presently 29 throughout the USA. Sectional Center Facility, a USPS mail-processing hub that serves the large area designated by the first three digits of a ZIP code. Commingle To integrate dissimilar mail into the same mail stream, resulting in further postal discounts by taking advantage of the increased volume to intended ZIP codes.

19 How Most Mailings Move Through the USPS Mail Shop Destination SCF Local Post Office Local Post Office Destination NDC Origin SCF Origin NDC Residence

20 Here s One Way We Reduce Postage and Expedite Delivery: Drop Shipping Mail Shop Destination SCF Local Post Office Local Post Office Destination NDC Origin SCF Origin NDC Residence

21 Here s Another Way We Reduce Postage and Expedite Delivery: Commingling Mail Shop Commingler Destination SCF Local Post Office Local Post Office Destination NDC Origin SCF Origin NDC Residence

22 Postal Analysis Postal Analysis Date (Estimate) 1/25/14 Zip String Qty Postage Per Piece Entry Point Drop Shipment Commingle Best Option Total Postage & Freight Per Piece Total Postage & Freight Per Piece Best Rate Option Best Postage A 142,112 $21, $ $18, $ $18, $ $ Commingle $18, B 176,743 $26, $ $23, $ $23, $ $ Commingle $23, C 132,507 $20, $ $18, $ $17, $ $ Commingle $17, D 25,020 $3, $ $3, $ $3, $ $ Commingle $3, E 25,021 $3, $ $3, $ $3, $ $ Commingle $3, F 520,168 $76, $ $66, $ $68, $ $ Drop Ship $66, G 25,021 $3, $ $3, $ $3, $ $ Commingle $3, H 25,021 $3, $ $3, $ $3, $ $ Commingle $3, I 25,021 $3, $ $3, $ $3, $ $ Commingle $3, ,096,634 $164, $146, $144, Postage $142, Per Piece $ Your Estimated Savings: $ XX,XXX.XX

23

24 It s in the mail but your job isn t over! Budget reconciliation/invoicing MailTracker Seeds/Samples Results Analysis End of Job Snapshot/Recap DMFA May 16, 2012 Production Management Group

25 The #1 Success Factor: Build solid relationships! Production Management Group

26 Thank You! The Production Management Group Meg Ferguson

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