Transitioning to Full-Service Made Easy

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1 Transitioning to Full-Service Made Easy Christopher Moning USPS & Kim Mauch Satori Software National Postal Forum 2016 Nashville, Tennessee

2 Agenda Why Full-Service? Electronic Documentation: How it works Full-Service Requirements Certified Vendors and Mail Service Providers 2

3 Full-Service Benefits Per Piece Discounts Permit Fee Waiver Mail Anywhere IMb Tracing Track and Monitor Full-Service Start-the-Clock Report Informed Visibility Report (Container/Tray Visibility) Free Address Correction ACS Change of Address Report Nixie Report Ready for Seamless and einduction Full-Service Benefits 3 3

4 Full-Service Benefits Per Piece Discounts Mail Anywhere Eligible Annual Fee Waiver Free Address Correction Mailing Visibility Reduced Costs Mail Quality Feedback 4

5 Per Piece Discounts $.001 per piece for Standard / Periodicals / Bound Printed Matter Mail $.003 per piece for First Class Mail Savings with Full-Service Per Piece Discount First-Class.003 Per Piece Discount Other Classes Elimination (Requires einduction).06 per printed page + reduced man-hours ACS Fees Savings Permit Fee Elimination.05 per piece (FCM).12 per piece (STD) $225 per permit 5

6 Permit Fee Waiver Fees waived if Full-Service volume for permit stays at 90% 90% threshold is tracked cumulatively over a year from the due date 6

7 Mail Anywhere Mail Anywhere program allows the same permit to be used at every mail entry site without having to pay additional fees! Chicago New York

8 Mail Anywhere Customer Benefits Maintain one locally-held trust account or a single CAPS account for mailings nationwide Manage one permit versus multiple permits Benefits Greater flexibility in production of mailings Issuing office Permit Number and City / State or Company Permit Imprint indicia may be printed on the piece and entered at any location 8

9 Mail Anywhere Eligibility Mail Anywhere authorization is given at the CRID level to the preparer of the mailing When the Mail Service Provider (MSP) is authorized for Mail Anywhere, they may present mailings on behalf of their customers at any acceptance office that has PostalOne! functionality When using an authorized MSP, the permit holder is not required to be authorized for Mail Anywhere Note: To be authorized for Mail Anywhere, a customer must meet Full- Service Thresholds and Requirements for at least one month prior their request 9

10 Mail Anywhere Eligibility Thresholds exceeded are highlighted in yellow The error thresholds from the prior month are evaluated by the Help Desk for Mail Anywhere authorization 10

11 IMb Tracing Obtain near-real-time notification from mail processing scans Identify delivery trends and ensure delivery meets in-home dates Know when your message reached your audience so you can synchronize multichannel marketing Enable fulfillment, staffing and inventory planning based on mail delivery For more information visit: https://ribbs.usps.gov/confirm/documents/tech_guides/imb_tracingfactsheet.pdf 11

12 IMb Tracing Under the IMb Tracing Service, as mailpieces are processed, electronic records are created Customers sign up via the Mail Tracking and Reporting website Facility ID (ZIP) Scan Date & Time 02/29/ :20:50 Tracking Code Operation Code 896 Routing Code ,896,02/29/ :20:50, , ,896,02/29/ :20:51, , ,896,02/29/ :20:53, , ,896,02/29/ :20:54,57454, ,896,02/29/ :20:56, ,

13 Full-Service Reports Overview Report Full-Service Startthe-Clock Report Informed Visibility Report ACS Change of Address Report Definition Delivery service performance measurement Begins when Mail Owner or MSP submits mail to USPS Can use Start-the-Clock information to anticipate delivery Used to determine status of a mailing as it moves through the USPS mailstream to help anticipate mail delivery or processing errors Used to determine when a mailpiece is sent to a changed address Mailer is provided correct address to update mailing list Nixie Report Used to determine when a mailpiece has been sent to an invalid address 13

14 Full-Service Feedback To access the Data Distribution/Informed Visibility Dashboard reports, click on the link under the Full-Service header 14

15 Full-Service Feedback Clicking Data Distribution/Informed Visibility Dashboard displays a dashboard with links to feedback information Full-Service Start-the- Clock Report Informed Visibility Report ACS Change of Address Report Nixie Report 15

16 Full-Service Start-the-Clock Report The BCG system displays the Full-Service Start-the-Clock Summary as an online report 16

17 Informed Visibility Report Container/Tray Visibility 17 17

18 What is needed to obtain Full-Service ACS? edoc must be submitted for mailing Ancillary Service Endorsement on each mailpiece Intelligent Mail barcode for mailpiece must contain a Full- Service ACS service type code Unique Intelligent Mail barcodes on mailpieces, handling units (trays and sacks) and containers 18

19 ACS Change of Address ACS Change of Address Report

20 Nixie Report Nixie Report

21 Ready for Seamless and einduction Full-Service requirements, which include a valid edoc and use of unique barcodes, may qualify mailers for Seamless and einduction. The Mailer Scorecard provides a dashboard view of mail quality over a calendar month. Achieving Scorecard results that fall under established thresholds allow participation in the Seamless and einduction programs. 21

22 Agenda Why Full-Service? Electronic Documentation: How it works Full-Service Requirements Certified Vendors and Mail Service Providers 22

23 What is Electronic Documentation? Electronic versions of postal reports Postage Statements Qualification Reports Other documentation Information uploaded to PostalOne! Replaces printed documentation

24 edoc: How it Works Sort mail using your current system/software Upload edoc to PostalOne! USPS verifies your data View paperwork on the Dashboard Submit your mailing and PostalOne! Job ID Mailing is verified against documentation 24

25 Three Paths to Submit edoc An edoc is Required for all Full-Service Mailings Three ways that mailers can submit electronic documentation: Mail.dat Mail.XML Postal Wizard Mailer uses own software or vendor software to create electronic file Mail.dat is an electronic file that represents the mailing and contains the Postage Statement and qualification information Mail.dat uses a fixed file format to send mailing information Mailer uses own software or vendor software to create electronic file Mail.XML is an electronic message that represents the mailing and contains the Postage Statement and qualification information Allows two-way conversational communication letting the customer select and correct data fields submitted Mailer types information into online forms in Postal Wizard, a USPS tool Postal Wizard creates the electronic postage statement Separate software is needed to generate barcodes Link: 25

26 Mail.dat Mailing database standard created in 1996 by IDEAlliance Usually created by presort software Contains all data for the mailing (except addresses) Automated process Current versions: 14-2,

27 Mail.dat 27

28 Mail.dat Benefits Contains all postal paperwork Automated upload available Established standard Available with many software packages Flexibility after presort No size or complexity limitations Limitations Managing files can be confusing Additional software may be required 28

29 Mail.XML Mailing communication tool created in 2008 by IDEAlliance Contains all data for a mailing Automated process Current versions: 16.0,

30 Mail.XML OK Mailer USPS 30

31 Mail.XML Benefits Contains all postal paperwork Automated processing available No files to keep track of Additional services (FAST, data retrieval) available No size or complexity limitations Limitations Additional software may be required Not available from all vendors 31

32 Postal Wizard Enter postage statements directly Easy to use No additional software or files Manual entry 32

33 Postal Wizard 33

34 Postal Wizard

35 Postal Wizard Benefits Easy to use No additional software No additional files Available for simple mailings Limitations Requires manual entry No entry automation available 10k limit for Full-Service mailings Replicates postage statement only Non-automation pieces must be on separate statement 35

36 Choosing an edoc Method Postal Wizard Mail.dat Mail.XML Eligible for Full-Service discounts Replaces postage statement Replaces all postal paperwork Good for simple mailings Good for all mailings Internet-based transmission File-based transmission Automated submission available Software required 6

37 Agenda Why Full-Service? Electronic Documentation: How it works Full-Service Requirements Certified Vendors and Mail Service Providers 37

38 REQUIREMENTS Requirements of Full-Service Intelligent Mail Barcode Electronic Documentation (edoc) Mailpiece Barcode Tray Barcode Container Barcode Submit Electronically Identify Specify Barcodes Apply unique Intelligent Mail barcodes (IMb) to identify each postcard, letter and flat mailpiece Apply unique Intelligent Mail tray barcodes (IMtb) on trays, tubs and sacks Apply unique Intelligent Mail container barcodes (IMcb) on placards for containers, such as pallets or APCs, when required Submit Postage Statement Information & Supporting Documentation like Qualification Reports electronically Identify party submitting edoc Identify Mail Owner and Mail Preparer (By/For) Barcode Information for Mailpieces, Trays and Containers included in edoc 38 38

39 Satisfying the Requirements Intelligent Mail Barcode On Mailpieces, Trays and Containers Electronic Documentation Mail.dat, Mail.XML or Postal Wizard Barcode Uniqueness Valid MIDs, CRIDs By-For Valid Service Type ID in Barcode Valid Entry Facility Copalletization Information 39

40 Requirements of Full-Service TRACKING CODE ROUTING CODE Barcode ID Ex: 00 for Mixed AADC Service Type Ex: 700 for First Class Mail Mailer ID Ex: USPS assigned Serial Number Ex: Mailer assigned Routing Code Ex: 6449 Amberview Ct., Memphis, TN Barcodes cannot be reused for at least 45 days https://ribbs.usps.gov/intelligentmail_mailpieces/documents/tech_guides/barcodeidentifier.pdf Full-Service Requirements

41 Populating By/For Mailing Participants Mail Owner Mail Preparer/Agent edoc Submitter Makes business decisions regarding the mailpiece content Directly benefits from the mailing Pays for postage on the mailpiece directly or through a Mailing Agent Acts on behalf of one or more Mail Owners Provides a service the Mail Owners compensate for i.e. Printers, Letter Shops, Advertising Agents, Mail Shops, etc. Submits the edoc (Mail.dat, Mail.XML or Postal Wizard) to PostalOne! 41

42 Populating By/For Joe Smith (123) Franco s Automotive Company th Street Anchorage, AK United States

43 Agenda Why Full-Service? Electronic Documentation: How it works Full-Service Requirements Certified Vendors and Mail Service Providers 43

44 AccuZIP, Inc Certified Vendors Innovative Systems, LLC Address vision, Inc Anchor Software Bell & Howell, LLC Best Manifesting, Inc Data Tech Smart Soft, Inc DuoShare Flagship Software Flex Systems Trading Interlink Lorton Data Melissa Data MyPostageRate Saver NPI Sorters LP Pitney Bowes Postage Saver Software Q M S I Hardin Soft, Inc SAP/Business Objects 44

45 Satori Software Certified Vendors WindowBook SmartSoft, Inc Syntel, LLC TEC Mailing Solutions Valero Energy Assurety Consulting, Inc BCC Software, LLC Grayhair Software, Inc Monticello ZIP Mail Services, Inc For more information visit https://ribbs.usps.gov/uniqueimb/documents/tech_guides/vendorfullservicecapabilities.pdf 45

46 Certified Mail Service Providers Full-Service Certified Mail Service Providers (MSP) Information Sheet For more information, visit ribbs.usps.gov. Get started today to take advantage of cost savings and benefits designed to help grow you business 46

47 Certified Mail Service Providers Qualified Presort Service Sioux Falls, SD XEROX Business Services Portland, OR Blue Cross Blue Shield of TN Chattanooga, TN DATAMATX Atlanta, GA Midwest Direct Cleveland, OH Access Mail Clearwater, FL IWCO Chanhassen, MN Little Falls, MN Hamburg, PA United Mail Ohio Cincinnati, OH Think Patented Dayton OH Target Marketing Broken Arrow, OK Wilen Direct Deerfield Beach, FL Perinton Publishing Fairport, NY Rees Associates IA 47

48 Certified Mail Service Providers Bouwer Printing & Mailing Appleton, WI Las Vegas Color Graphics Las Vegas, NV SourceLink Greenville, SC California State University CHICO, CA Becker Printing Beaumont, TX D J Thompson Mailing Corp Bloomsburg, PA Corporate Business Solutions Arlington, TX Freedom Graphics Janesville, WI Fox Valley, IL Tribune Direct Northlake, IL IMS of WNY Buffalo, NY DMS-Direct Mail Solutions Richmond, VA Sourcelink Madison, MS Fineline Printing Center Indianapolis, IN Mail Movers Salisbury, MD 48

49 Certified Mail Service Providers The Printer, Inc Des Moines, IA Hughes Corporate Printing Winter Haven, FL ANRO, Inc West Chester, PA Darwill Hillside, IL Polaris Direct Hooksett, NH Salem One, Inc Greensboro, NC Crossmark Graphics, Inc New Berlin, WI Mail Presort Ft. Worth, TX Post Masters Ft. Wayne, IN Direct Mail Depot Piscataway, NJ American Mail Franklin, TN Parris Printing Nashville, TN Publisher s Press Lebanon Junction, KY CSG Omaha, NE Crawfordville, FL 49

50 Certified Mail Service Providers Mailing Pros Inc Huntington Beach, CA On Demand Mailing Services, LLC Auburn Hills, MI John Sons Press Ft. Worth, TX Marketing Card Technology Darien, IL AM Solutions Edgerton, WI RightWayMail.com Hamburg, NY Southwestern Stationary Oklahoma City, OK DST Customer Communications - Hatteras Tinton Falls, NJ The Masters Touch, LLC Spokane, WA Wells Action In Mailing, Inc Montgomery, AL Platinum Direct Dallas, TX Fisher Group/Momentum Mailing Cedar Rapids, IA Linkactiv Guaynabo, PR 50

51 Certified Mail Service Providers DMS Mail Management Baton Rouge, LA SG360 Wheeling, IL Southwest Publishing & Mailing Corp. Topeka, KS Universal Mailing Service, Inc Piscataway, NJ For more information visit https://ribbs.usps.gov/intelligentmail/documents/tech_guides/msp_mailownerinformationalsheet.pdf 51

52

53 Appendix 53

54 Five mailing promotions in 2016: Incentives

55 Incentives Tactile, Sensory, & Interactive Engagement Discount 2% of eligible postage Eligible Mail: Standard Mail letters and flats Nonprofit Standard Mail letters and flats Mobile Shopping Promotion Discount 2% of eligible postage Eligible Mail: Standard Mail letters and flats Nonprofit Standard Mail letters and flats Personalized Color Transpromo Promotion Discount 2% of eligible postage Eligible Mail: First-Class Mail commercial letters that are part of an IMb Full-Service mailing Emerging & Advanced Technology/Video in Print Promotion Discount 2% of eligible postage Eligible Mail: First-Class Mail presort and automation letters, cards, and flats Standard Mail letters and flats Nonprofit Standard Mail letters and flats Earned Value Promotion Earned Value Credits $0.02 per eligible piece (first time participants) $0.03 per eligible piece Eligible Mail: Business Reply Mail and Courtesy Reply Mail

56 Certified Vendors 56

57 Certified Vendors 57

58 Certified Vendors 58

59 Certified Vendors For more information visit https://ribbs.usps.gov/uniqueimb/documents/tech_guides/vendorfullservicecapabilities.pdf 59

60 Certified Mail Service Providers 60

61 Certified Mail Service Providers 61

62 Certified Mail Service Providers 62

63 Certified Mail Service Providers 63

64 Certified Mail Service Providers 64

65 Certified Mail Service Providers For more information visit https://ribbs.usps.gov/intelligentmail/documents/tech_guides/msp_mailownerinformationalsheet.pdf 65

66 Mail Anywhere Authorization Mail preparer s Help Desk at to request authorization subject line Mail Anywhere Participation Request The body of the to include: Preparer s Customer Registration ID (CRID) for location where mail is prepared If the mail will be prepared from various locations, the mailer will need to provide the CRIDs for each location Preparer s Contact Name and Company Name Preparer s Business Address, including City, State, and ZIPCode Mail Owner s Permit numbers + City, State, ZIP Code of BMEU where permit resides Postal Facilities where preparer plans on dropping the mail All permit numbers that customer plans on consolidating Any additional permits customer wants included so account numbers can be supplied for each permit PostalOne! Help Desk will acknowledge receipt of request and begin evaluation process NOTE: For mail owners utilizing an MSP, the MSP must contact the Help Desk to get authorized 66

67 Permit Fee Waiver Fact Sheet For more information, visit https://ribbs.usps.gov/intelligentmail/documents/tech_guides/permitfeew aiverfactsheet.pdf 67

68 Mail Anywhere Fact Sheet For more information, visit https://ribbs.usps.gov/intelligentmail/documents/tech_guides/mailanywhe refactsheet.pdf 68

69 Full-Service Intelligent Mail Fact Sheet For more information, visit https://ribbs.usps.gov/intelligentmail/documents/tech_guides/fullservicei ntelligentmailfactsheet.pdf 69

70 IMb Tracing Fact Sheet 70

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