Reaping the Full Benefits from Full-Service IMb. Anchor Software, LLC. Jim Barlow Mail Systems Management Consultants

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1 Title: Reaping the Full Benefits from Full-Service IMb Scheduled For: Monday, March 17, 2:45-3:45 pm Presented By: Anthony Aruldross Anchor Software, LLC Jim Barlow Mail Systems Management Consultants Please be courteous to others and turn all communication devices to silent mode Agenda Quick Overview of Postal Processing USPS Certifications & Descriptions Part I Intelligent Mail & Benefits Part II Intelligent Mail & Benefits 2 1

2 Postal Processing 3 Tool/Steps to Prepare Mail Coding Accuracy Support System (CASS) Address correction National Change of Address (NCOA Link ) Move Update Presort Sort mail prior to delivering to Postal Facility Apply Intelligent Mail Barcode (IMb) Post Presort Modify edoc created through Presort Process Spoilage Piece weight Merge mailings 4 2

3 Tool/Steps to Prepare Mail Upload to PostalOne! Use Postal Wizard < 10k Use Intelligent Mail for Small Business Tool (IMsb Tool) <10k Full-Service IMb requires: Unique serial numbers for mail pieces, trays/sacks, and containers edoc Container placards based on container load (Pallets, APCs, etc) https://ribbs.usps.gov/intelligentmail/documents/tech_guides/ FullServiceContainerPlacarding.pdf 5 USPS Certifications Coding Accuracy Support System (CASS) National Change of Address (NCOA Link ) Full Service Provider 48 months of moves Limited Service Provider 18 months of moves 6 3

4 USPS Certifications Presort Accuracy Validation Evaluation (PAVE) Electronic Documentation (edoc) IMb Cert Full-Service 7 CASS Software vendors develop systems that use USPS ZIP +4 and City/State files as referential files to: Standardize address information Assign 5-Digit ZIP Code TM, ZIP+4, DPV, Carrier Route code Anthony Aruldoss Anchor Software, Inc Corporate Rockville, MD CASS Anthony Aruldoss Anchor Software, Inc Corporate Blvd STE 120 Rockville, MD

5 DPV & Suite Link Delivery Point Validation(DPV) Provided through CASS software Validates actual house number with Yes or No flag Goes beyond ranges Confirms an address as a Commercial Mail Receiving Agency (CMRA) Validate business suite (Suite Link ) Mandatory with CASS Cycle N Aug Validates or appends business suite information for high-rises with known secondary information Cycle O goes into effect in LACS Link Provides addresses converted by local governments and municipalities Rural Box Addressing Old Address - RR 1 Box 127A PO Box Renumbering Old Address - PO Box 123 Street-Style Addressing Old Address France Ave Rural Box Addressing New Address Scenic Rd PO Box Renumbering New Address - PO Box Street-Style Addressing New Address Freedom Ave 10 5

6 NCOA Link & ANK Link Over 160 million COA records Two datasets for individual, family, and business matching 48 months - Full 18 months - Limited ANK Link allows 18 month (limited) licensees to optionally acquire 30 additional months of COA A return code indicates a move beyond 18 months (19 to 48) ANK Link does not provide actual address data 11 DMM Safety Palletization Presort Segmented presort or batch presort Mac Batch Manifest (multi-weight presort) Sorts- Letters, Flats, Periodicals, BPM, Media Mail, Library Mail, Machinable Parcels etc. Reports, postage statements, and tags generated Generates Mail.dat 12 6

7 Intelligent Mail 13 Intelligent Mail Barcode The Intelligent Mail barcode for mailpieces is a maximum 31-character data string that converts into 65 bars of 4 different heights. The maximum 31- character data string contains a 20-character Tracking Code and a maximum 11-character Routing Code. The Tracking Code consists of 4 separate fields

8 Intelligent Mail Barcode The Barcode Identifier is a 2-digit field that describes the level of presort qualification for the mailpiece. Letter-size mail, with or without a printed OEL, must contain 00. Flat-size mail without a printed OEL must contain 00. Flat-size mail with a printed OEL must contain coding corresponding to the correct sortation level of each piece. 15 Intelligent Mail Barcode The Service Type Identifier is a 3-digit field that indicates the level of participation in various postal services. Each 3-digit value corresponds to a particular class of mail and/or a particular combination of services. Example: Full Sevice ACS, Full-Service w/ IMb Tracing 16 8

9 Intelligent Mail Barcode The Mailer Identifier (Mailer ID or MID) Mail owners and mail preparers will be assigned 6-digit or 9-digit Mailer IDs based upon their annual mail volume as verified by the Postal Service. 17 Intelligent Mail Barcode The Serial Number is a 6-digit or 9-digit field depending on the length of the Mailer ID. In Basic option mailings, the serial number has no requirement for uniqueness. In qualified Full-Service mailings, the Serial Number must be unique and remain so for a period of 45 days from the date the USPS accepts the mail. 18 9

10 Intelligent Mail Barcode The Routing Code field contains essentially the same ZIP Code routing information as the POSTNET barcode. It may contain the 11 digit Delivery Point Barcode data, the 9 digit ZIP+4 data, the 5 digit ZIP Code data, or no data. It may not be padded with blanks or any other characters. 19 Used on Letters and Flats FROM THIS Traditional ACS Participant Code Optional Keyline for Traditional ACS POSTNET barcode TO THIS 20 10

11 Materials Requiring Barcode Cards, Letters and Flats Requiring a Barcode First-Class Mail Cards, Letters and Flats Standard Mail Letters and Flats Periodicals Letters and Flats Bound Printed Matter Flats 21 Implementation of the IMb Basic Service (2013) Full Service (2014) Intelligent Mail barcode for automation discounts Barcode uniqueness not necessary Unique Intelligent Mail barcode, Tray Label and Container label Electronic documentation Note: Basic IMB required to receive automation rates. All barcodes must be unique for 45 days this is from the date the mailing is received by the U.S. Postal Service Note: Full Service IMB mandate for 2014 temporarily removed 22 11

12 Intelligent Mail Benefits Mailers who participate in Full-Service will receive the Full-Service postage discount: Part I Overview An additional per piece discount on every Full-Service mailpiece First-Class Mail Letters, Cards, and Flats: Subtract $0.003 for each automation piece Standard Mail Regular and Nonprofit Letters: Subtract $0.001 for each letter Standard Mail Regular and Nonprofit Flats: Subtract $0.001 for each flat (not available for saturation) 23 Intelligent Mail Benefits Free Address Correction Service (ACS): No ACS key line required, use STID (Service Type Identifier) A post-mailing process Best done in conjunction NCOA processing Move Update Compliance provides acceptable means of meeting USPS move update requirements after initial mailing Initial mailings should go through a NCOA Link process mailings must be within a 90 day timeframe 24 12

13 Intelligent Mail Benefits Free Address Correction Service (ACS): Get ACS information (electronically) Data can be retrieved from USPS Business Customer Gateway; USE the data to update your lists repeat hits on the same address may cost you money sending mail to old addresses always costs you money! 25 Intelligent Mail Benefits The ability to track service performance through reports and scan information. Container, tray and mailpiece visibility. Annual permit fees waived when 90 percent or more of cumulative annual mailings consist of Full-Service mail. The opportunity to use the same permit at any location via our Mail Anywhere program. Start-the-Clock Information 26 13

14 Intelligent Mail Benefits Part II Overview Starts with information rich barcode Improve Delivery with Address Quality Improve Customer Satisfaction Improve Marketing Response Improve Cash Flow 27 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

15 Intelligent Mail Benefits Improve Delivery and Customer Satisfaction Route mail & optimize discount Track mail inbound and outbound Address quality - Address Correction Service (ACS) Information 29 Routing Mail & Optimizing the Discount The IMb acts just as the old postnet codes to route mail to the proper address based on the ZIP+4 and delivery point. You can still encode the IMb even if you don t have a full ZIP+4, but will not qualify those pieces for automation. Presort automation discounts plus Full-Service discount ($3/m) 30 15

16 Tracking Mail Full Service Intelligent Mail allows for tracking mail at the PIECE LEVEL under the IMb Tracing program. 31 How IMb Tracing Works When a barcode sorter scans a piece of mail with an IMb on it, the Service Type ID (STID) in the IMb tells the sorter to capture tracking data and to send it to the registered MID holder (generally the MID on the mail piece) A scan record is created with information on the piece, when and where the scan occurred and what kind of scan it was; This can be interpreted to predict delivery very accurately 32 16

17 Benefits of Mailpiece Tracking Coordination of other media Anticipate and staff for response Identify and improve delivery problems Improve remittance cash flow management Prove you mailed it Just know it got there! 33 Using OUTBOUND Tracking as a Marketing Trigger Trigger a follow-up to boost response or simplify the response path; Trigger outbound telemarketing after delivery to close deal; IMb tracking allows you to coordinate follow-up regardless of class of mail you will still know when it delivers

18 Using INBOUND Tracking as a Trigger Send a thank you message the day a response is sent in Inbound cash flow management Bring in or call off additional help based on anticipated response Measure response to voter registration efforts or other third-party response vehicles. 35 Using IMb Tracing as Proof of Mailing IMb Tracing does not prove delivery no one signs for the mail BUT IMb tracing can prove that a piece was mailed if USPS reports a scan on a piece of mail, it can be assumed that the piece is in USPS custody; Due diligence requirements vary by state and agency, so check on standards for your application; Can replace costly mail certifications

19 Tracking Forwarded & Returned Mail Use IMb Tracing Serial number stays the same New destination ZIP+4 If a new ZIP+4, assume new address If forwarded to return address ZIP+4, assume returned mail No new address provided, but problem addresses are identified take them off your list! Clear up The Pile 37 Leveraging IMb s Capabilities It s all in the STID Service Type ID Set STID to correct setting for tracking, ACS, to desired services There are LOTS of STIDs 38 19

20 IMb Tracing Only Provides Raw Data Lot s of cool reports are available from third party providers Not free, but not expensive USPS may add reporting capabilities, but expect private sector to provide stronger reports 39 Building Reports Tracking Mail *Courtesy of SnailWorks 40 20

21 Improve Cash Flow Reduce the Time Between Statement Mailing and Payment Receipt. Move mailing close to customer, if possible Identify optimal lockbox/remittance location Remittance tracing Identify customer payment behavior Predict cash flow, processing support needed and trigger follow-up. SIGNIFICANT $ VALUE 41 Improve Customer Satisfaction Validate delivery Identify mailing when and where Correct addressing errors Identify delivery problems Improve follow-up response time to customers Customers receive targeted opportunities 42 21

22 Other Full-Service Features Informed Visibility Tracking on trays and other containers Start-the-clock data A path to Seamless Acceptance Better workflow in big mail service providers Postal Wizard makes Full Service easy for mailings under 10,000 pieces IMsb-Free tool for small business (under 5,000) 43 Intelligent Mail It is the future you WILL need to use it It is complicated do not assume your software will do it all for you You can do this, maybe with a little help It promises a new view and process with mail don t get hung up on the difficulties embrace the new possibilities and REAP THE BENEFITS! 44 22

23 Essential Resources https://ribbs.usps.gov https://gateway.usps.com https://ribbs.usps.gov/index.cfm? page=intellmaillatestnews https://ribbs.usps.gov/index.cfm? page=intellmailpresentations https://ribbs.usps.gov/index.cfm?page=intellmailguides 45 Anthony Aruldoss Anchor Software, LLC

24 Questions & Follow-up For more Information Contact: James (Jim) C. Barlow, Jr., CMDSM, EMCM, MDP Mail Systems Management Consultants " " Thank You" 48 24

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