Getting Started with Full-Service. September 11, 2013

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1 Getting Started with Full-Service September 11, 2013

2 Agenda Todays topics: Describe concepts of Intelligent Mail Understand the requirements for Full-Service Intelligent Mail Understand the benefits of Full-Service 2

3 Background of Intelligent Mail In 2009 the Postal Service began offering the mailing industry two Intelligent Mail options for automation discounts: Basic Intelligent Mail Full-Service Intelligent Mail Intelligent Mail Barcode (IMb) 3

4 Mail Eligible for Full-Service Effective January 26, 2014, use of Full-Service Intelligent Mail is required to qualify for automation prices for First-Class Mail postcards, letters and flats Standard Mail letters and flats Periodicals letters and flats Bound Printed Matter flats On April 18, 2013 the Postal Service posted the Final Rule Federal Register Notice which outlines the requirement for January 2014 This Federal Register Final Notice can be reviewed in its entirety by visiting the website federalregister.gov 4

5 XYZ CORPORATION INTERNATIONAL FALLS, MN What is Intelligent Mail? The Intelligent Mail Service uses information-rich barcodes and electronic documentation, providing valuable services that enhance business operations such as marketing, financials and customer support Intelligent Mail barcode (IMb) Intelligent Mail Tray barcode (IMtb) SCF SAN FRANCISCO CA STD FLTS SCF BC/NBC 940 Intelligent Mail Container barcode (IMcb) (Mailer Area) Under the Full-Service option, most mailers are required to use unique Intelligent Mail barcodes for mailpieces and handling units (trays or sacks) and keep those barcodes unique for 45 days. 5

6 Common Full-Service Terminology ABC Company PAYMENT METHOD Permit Permit Permit Permit - permission to use a certain postage payment method for bulk and commercial mailings. For commercial mailings, an annual fee applies. CUSTOMER IDENTIFICATION CRID There can only be one CRID for each physical business location. However, there can be multiple Permits and MIDs associated to the one CRID. CRID - unique ID number used by USPS to identify a customer s physical business location (address). MAILER IDENTIFICATION MID MID MID - A six- or nine-digit number the USPS assigns to a Mail Owner or Mail Service Provider based on calendar-year mail volume 6

7 Common Full-Service Terminology Electronic documentation allows mailers to submit electronic data and information about their mailings and payment through the PostalOne! system Expedites acceptance and payment verification Electronic Documentation is required for all Full-Service mailings 7

8 Common Full-Service Terminology Most Full-Service mailings must use unique barcodes that don t repeat for 45 days from the date the mailing is accepted into the mailstream Exception: For mailings less than 10,000 pieces, mailers may use Identical Barcode Serial Numbers within a single mailing but must maintain uniqueness across mailings for 45 days if: Postage is affixed to the piece at the correct price OR All mailpieces are identical weight and separated by price BARCODE ID SERVICE TYPE ID MAILER ID SERIAL NUMBER ROUTING CODE Mailpiece ZIP CODE CONTENT ID PROCESSIN G CODE MAILER ID SERIAL NUMBER LABEL TYPE Handling Unit 8

9 Full-Service Uniqueness Exception According to the exception, a mailing under 10,000 pieces does not require mailpiece uniqueness within that mailing. (Barcodes do not need to be unique within the mailing but must be unique across mailings). In Scenario 1, the small mailer keeps the serial number the same for all mailpieces in the mailing. The Mailer cannot use this serial number on mailpieces in any other mailings for 45 days. Mailer ID Mail Qty Serial Number Sequence Start Serial Number Sequence Stop Scenario ,

10 Full-Service Uniqueness Exception In Scenario 2, if the small Mailer has 3000 mailpieces, they may mark 1000 pieces of the mailing with the serial number , the next 1000 pieces may have the serial number and the next 1000 pieces would have the serial number The Mailer cannot use this range of serial numbers on any of their other mailpieces in other mailings for 45 days. Mailer ID Mail Qty Serial Number Sequence Start Serial Number Sequence Stop Scenario ,

11 Full-Service Exception Full-Service Rule Mailings must be unique by individual piece and across mailings Mailing 1 Serial Number Full-Service Exception (under 10,000 pieces) - Mailings do not have to be unique by individual piece but must be unique across mailings Mailing 1 Serial Number Serial Number Serial Number Serial Number Serial Number Mailing 2 Serial Number Mailing 2 Serial Number Serial Number Serial Number Serial Number Serial Number

12 Full-Service Requirements There are two major components to Full-Service: the Intelligent Mail barcode and Electronic Documentation Intelligent Mail Barcode Barcode Uniqueness Valid Service Type Identifier Valid MID Electronic Documentation Valid MIDs & CRIDs By/For Information 12

13 Intelligent Mailpiece Barcode TRACKING CODE ROUTING CODE Barcode Uniqueness BARCODE ID SERVICE TYPE ID MAILER ID SERIAL NUMBER ROUTING CODE EXAMPLE: 50 FOR MIXED AADC EXAMPLE: 300 FOR FIRST- CLASS MAIL EXAMPLE: USPS ASSIGNED EXAMPLE: MAILER ASSIGNED EXAMPLE: 6449 EARL CT, MEMPHIS, TN

14 Service Type Identifier Requirement The Service Type ID is a 3-digit code to identify the class of mail and any additional or special services requested for the mailpiece Must be provided in the IMb Must be contained in the edoc A table of Service Type IDs is available on RIBBS: ribbs.usps.gov/index.cfm?page=intellmailmailpieces IMb on Mailpiece BARCODE ID SERVICE TYPE ID MAILER ID SERIAL NUMBER ROUTING CODE 14

15 MID/CRID Requirement Valid MIDs and CRIDs are required for Full-Service MIDs (Mailer IDs) are unique ID numbers assigned by USPS to identify a specific mail owner, mailing agent, or other service provider MIDs are used in both the Intelligent Mail barcode as well as mailers electronic documentation Each MID is linked to a CRID (Customer Registration ID), which represents a specific business location MIDs and CRIDs are used to identify the BY/FOR relationship in a mailing Mail is prepared BY the Mail Preparer Mail is prepared FOR the Mail Owner 15

16 As a New Customer, how do I obtain a single MID? When creating a new business account on the Business Customer Gateway (BCG), a MID and CRID will automatically be assigned for that business location Log-on to the Business Customer Gateway to access all online services. https://gateway.usps.com 16

17 As an Existing Customer, how do I obtain an additional MID? Customers can obtain additional MIDs through the BCG Mailer ID portal, which can be accessed one of three ways: - Mailing Services menu - Shipping Services menu - Click on the Mailer ID button within the Favorite Services panel 17

18 As an MSP, how do I obtain an additional MID? Mail Service Providers may request individual or bulk CRIDs, MIDs or both on behalf of a client through the BCG 18

19 Unique Intelligent Mail Tray Barcode for Handling Units (IMtb) ZIP CODE EXAMPLE: MEMPHIS, TN CONTENT ID # EXAMPLE: 3-DIGITS DESCRIBING THE TRAY PROCESS- ING CODE EXAMPLE: 1 FOR AUTOMATION COMPATIBLE Barcode Uniqueness MAILER ID EXAMPLE: USPS ASSIGNED SERIAL NUMBER EXAMPLE: MAILER ASSIGNED LABEL TYPE EXAMPLE: 1 FOR 6-DIGIT MID Under the Full-Service option, most mailers are required to use a unique Intelligent Mail tray barcode on all handling units (trays or sacks) and keep this barcode unique for 45 days. 19

20 XYZ CORPORATION INTERNATIONAL FALLS, MN Unique Intelligent Mail Container Barcodes (IMcb) SCF SAN FRANCISCO CA STD FLTS SCF BC/NBC 940 (Mailer Area) APPLICATION IDENTIFIER EXAMPLE: 99 TYPE INDICATOR EXAMPLE: M MAILER ID EXAMPLE: USPS ASSIGNED, Ex: 2034Z SERIAL NUMBER EXAMPLE: Mailer Assigned, Ex: Barcode Uniqueness Under the Full-Service option, most mailers are required to use a unique Intelligent Mail container barcode on the Intelligent Mail container placard and keep this barcode unique for 45 days. 20

21 Container Placard Container Placards are usually required for Full- Service mailings but there are some exceptions When discussing the exceptions, the following terms are important to understand: BMEU: mailings presented by a customer at a BMEU Processing Facility: mailings verified at a BMEU but given back to mailer to be taken to a processing facility 21

22 When is a container placard required for Full-Service? Entering mail at the BMEU - First-Class Mail Letters & Flats HIGH VOLUME MAILING Small volume mailing Mailer separates mail into different containers by destination Mailer does not separate mail into different containers by destination Mailer has a CSA Letters Less than foot trays Less than foot trays Flats Less than 16 tubs First-Class Mail Separations 5-digit Origin SCF SCF AADC ADC Origin MDX Surface Mixed ADC Air No Container Placard Required Container with Unique Placard No Container Placard Required Container with Unique Placard 22

23 Entering Mail at the processing facility - First-Class Mail Letters & Flats Small volume mailing The mailing is larger than the minimum Mailer has a CSA Small Volume Mailing in an APC Letters Less than 48 1-foot trays Less than 24 2-foot trays Flats Less than 16 tubs OR Small Volume Mailing on a Pallet Letters Less than 72 1-foot trays Less than 36 2-foot trays Flats Less than 24 tubs No Container Placard Required Container with Unique Placard Container with Unique Placard 23

24 Full-Service Standard Mail, Periodicals, BPM Letters & Flats At the BMEU Mailing is small and mailer does not separate mail into different containers by destination Mailing is small and mailer separates mail into different containers by destination (OPTIONAL) Mailing is more than 500 pounds of bundles/sacks or 72 1-foot trays pounds of bundles/sacks or foot trays OR Small Mailing Less than 500 pounds of bundles/sacks Less than 72 1-foot trays pounds of bundles/sacks or foot trays, AND entering mail at a co-located BMEU within service area for the mail OR Under 100 pounds of bundles/sacks or 35 1-foot trays, AND entering flats claiming DDU rate No Container Placard Required Container with Unique Placard Container with Unique Placard 24

25 What is Electronic Documentation (edoc)? Electronic documentation allows mailers to submit postage statements and qualification reports electronically through the PostalOne! system The 4 Options for submitting electronic documentation are: Mail.dat Mail.XML Postal Wizard Intelligent Mail for Small Business (IMsb) Tool 25

26 Available edoc Technologies Mail.dat Mail.dat is an electronic file that represents the mailing Mail.dat uses a fixed file format to send mailing information Mailer uses own software or vendor software to create electronic file Mail.XML Mail.XML is an electronic file that represents the mailing Allows two-way conversational communication letting the customer select data fields submitted Mailer uses own software or vendor software to create electronic file Postal Wizard 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 Intelligent Mail Small Business Tool (IMsb) Designed specifically for small-volume mailers Allows mailers to: Upload address list to the IMsb Tool Print address with an Intelligent Mail barcode on labels, envelopes or insert page Print tray labels Prepare mailings for entry into the mailstream Submit postage statement(s) electronically 26

27 Full-Service Mailing Solutions Commercial Mailing Software Vendors Mailing software vendors offer easy, ready-to-go solutions for preparing and submitting Full-Service mailings. - Mail.dat/Mail.XML: software solutions for mailers who wish to use software to prepare presort mailings, generate unique barcodes, and submit mailing information electronically to USPS. - Postal Wizard: software solution which allow mailers to presort mail and generate unique barcodes, but require the mailer to enter the postage statement information online via the online Postal Wizard tool. For additional details, reference the RIBBS Certifications > edoc & Full-Service page: https://ribbs.usps.gov/index.cfm?page=electronicdoc 27

28 Full-Service Mailing Solutions Commercial Mailing Software Vendors (Cont d) For a list of software vendors that offer dynamic Full-Service solutions and have tested them with USPS, reference the following documents on RIBBS: The summary list is a one-page document which identifies the three types of presort software and which vendors offer each type Also identifies the specific submission methods and classes of mail that are supported by each vendor The detailed list is an Excel vendor matrix which provides more in-depth details about the capabilities and offerings of each software vendor Mailers using a product on one of these lists can start mailing in production without additional testing in the Test Environment for Mailers (TEM). Mail Owners and Mail Service Providers who wish to validate a Full- Service test mailing can do so by submitting a single file through TEM instructions on the fact sheet located on RIBBS: s/temprocessmailingsmail.dat_mail.xml.pdf 28

29 TEM Testing Testing Process for Mailers Using Vendor Software Solutions The Test Environment for mailers (TEM) is a test platform designed to allow mailers to test their ability to submit electronic mailing information such as Full Service (FS) mailings to the Postal Service. Although not required, mailers using software pre-approved by USPS may choose to test their ability to submit electronic mailing information by using TEM. Instructions are in the TEM Process for Mailings Using Mail.dat or Mail.XML (PDF). 29

30 TEM Testing Mailers Using Software Not Tested with USPS Mailers who prepare mailings using presort software that has not been tested with the USPS must test their files in the TEM environment. Mailers should follow the instructions in the following documents: TEM Process for Mailings using Software Not Tested (PDF) How to Submit Mail.dat Files to TEM (PDF) How to Submit Mail.XML Files to TEM (PDF) Once mailers go through the TEM process, they can use the instructions below to submit their files to production using their BCG account: How to Submit Mail.dat Files to PostalOne! (PDF) How to Submit Mail.XML Files to PostalOne! (PDF) 30

31 Full-Service Mailing Solutions (Cont d) Mail Service Providers (MSPs) Offer a wide variety of services for Mail Owners Talk to your MSP to learn more about the Full-Service solutions they offer There are many advantages of using an MSP to prepare your mailings. Some of the services an MSP can provide include: provide/manage your address list print and/or presort your mailing enter your mailing with the greatest discounts possible manage your feedback such as ACS monitor mail quality reports USPS Intelligent Mail for Small Business (IMsb) Tool Online tool to help small business mailers prepare Full-Service mailings with Intelligent Mail barcodes and tray labels For mailers who mail less than 10,000 pieces per mailing and less than 250,000 pieces annually To learn more about the IMsb tool and how to get started, reference the IMsb user guide on RIBBS: https://ribbs.usps.gov/intelligentmail_guides/documents/tech_guides/imsbuserguide.pdf 31

32 Reduce Costs Full-Service Benefits Receive automation price discounts Eliminate permit fees Use the same permit at any location Address Correction Address correction on Full-Service pieces Monitor Service Start-the-Clock on Mail Entry Visibility and Tracking 32

33 Summary of Full-Service Requirements 33 Full-Service Requirements Intelligent Mail barcode Barcode Uniqueness, STID, Valid MID Electronic Documentation Valid MID/CRID Available edoc Technologies Mail.dat, Mail.XML, Postal Wizard, IMsb Tool Full-Service Mailing Solutions Commercial Software Vendors Mail Service Providers IMsb Tool Full-Service Benefits Reduced Costs, Accurate Delivery, Monitor Service

34 Resources for Mailers RIBBS Website: https://ribbs.usps.gov Getting Started Page: https://ribbs.usps.gov/gettingstarted Business Customer Gateway Information: https://ribbs.usps.gov/gateway Mailpiece Design Analyst Phone: PostalOne! Help Desk Phone:

35 Q & A 35

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