RMS Postal Workout Program

Transcription

1 RMS Postal Workout Program Workout # 5B Barcodes Intelligent Mail Barcode Data Updated Response Marketing Services Knowledge That Delivers

2 Postal Workout 1. RMS Introduction & Processes 2. Mail Classification 3. Processing Category Size & Shape A. Letter & Postcard B. Flat & Parcel 4. Addressing 5. Barcodes A. Intelligent Mail Barcode Requirements, CRID/MID, Business Customer Gateway/PostalOne! B. Intelligent Mail Barcode Data 6. Postage and Payment Methods 7. Postal Software Data & List Processing 8. Reply & Return Mail 9. Mail Preparation & Distribution 10. Ancillary Service Endorsements ASE 11. Address Change Service ACS 12. Canadian Post 13. International Mail (Optional) 2

3 Postal Workout Program Workout Viewing Instructions You can view and listen to a exercise in your own timeframe The exercise presentation can be paused, stopped, backed up at any time You can do these exercises individually or in groups The slides are available as a.pdf that you can print for reference Each individual must fully complete the On-line Achievement Certification Quiz to finish the exercise Look for the KEY slide in every exercise Provides information on key postal elements that are affected by the exercise Postage Mailpiece Design Barcodes, etc. Displays examples of the impact 3

4 Training Objective Mailpiece Barcode Elements Intelligent Mail IMb Data Uniqueness IMb Reply Mail Barcode content verification Impact Postage Locate and access available tools for using the IMb 4

5 RMS Tools InsideRRD intranet site Response Marketing Services Marketing Programs For Sales RMS Postal Information Library Checklists Templates Planning Production Informational articles Always check the website for the most current version 5

6 IMb Announcement January, 2013, mailers must use the IMb for automation discounts This can be the Basic or Full-Service IMb This includes outgoing and some Reply Mail January 26, 2014, mailers must use Full-Service IMb for automation discounts January 2014 Su Mo Tu We Th Fr Sa

7 Intelligent Mail Barcode - IMb Data Intelligent Mail Barcode for Letters and Flats: 6-Digit and 9-Digit Mailer IDs Barcode ID (2N) Service Type ID (3N) Mailer ID (6N) Serial Number (9N) Routing Code ( 0, 5, 9, or 11N ) Barcode ID (2N) Service Type ID (3N) The Intelligent Mail barcode for mailpieces is a 5 fields Mailer ID (9N) Maximum 31-digit numeric string Serial Number (6N) Converts into 65 bars of 4 different heights Routing Code ( 0, 5, 9, or 11N ) Unlike the POSTNET barcode the IMb Is always 65 bars, regardless of ZIP Code length Does not require a check-digit (correction character) Does not have frame bars 7

8 IMb Data Construct Barcode ID A 2-digit field that corresponds to the presort level For flat-size mail, it designates the printed Package Type (OEL) "00" for letters or Flats without the OEL Barcode ID Ex: 50 Mixed AADC Data from MAILSORT Software RRD List Processing Outside mail sort provided Service Type Mailer ID Serial Number Routing Code Ex: 260 First-Class Mail Ex: USPS Assigned Ex: Mailer Assigned Ex: 6449 Amberview Memphis, TN

9 IMb Data Construct Services Requested A 3-digit field that corresponds to: Mail Class Basic or Full-Service Services Service Type Identifier - STID Ex: 260 First-Class Mail No Services - no address correction or IMb Tracing ACS IMb Tracing ACS & IMb Tracing Data provided by Mail Owner or Vendor, such as OneSite Use STID code chart for information Must NOT be filled in with ZERO S 000 Barcode ID Mailer ID Serial Number Routing Code Ex: 50 Mixed AADC Ex: USPS Assigned Ex: Mailer Assigned Ex: 6449 Amberview Memphis, TN

10 IMb Service Type IDs One Mailing will usually have both Full-Service and Nonauto Letters - Carrier Route and Automation Carrier Route For pieces 3.3 ounces or less: Automation Entry Discounts High Saturation Density Plus High Density Basic 5-Digit 3-Digit AADC Mixed AADC None DNDC DSCF Letters - Nonautomation and Nonmachinable Carrier Route Machinable Nonmachinable For pieces 3.3 ounces or less: Entry Discounts High Saturation Density Plus High Density Basic AADC Mixed AADC 5-Digit 3-Digit ADC Mixed ADC None DNDC DSCF

11 IMb Data Construct Services Requested One Mailing may have: Both Full-Service Automation and Nonautomation Both Basic* Service Automation and Nonautomation Example If you have a Standard mailing for 1,000,000 pieces Full-Service IMb with no additional services Automation Qualified 960,000 pieces Will have a STID Code of Nonautomation Qualified 40,000 pieces Will have a STID Code of * Until January 26,

12 IMb Data Construct Services Requested Identified in the Service Type ID Code May have multiple service codes within a single mailing Different codes between Full-Service and Basic and Nonautomation Client gives direction - choices based on specific records Service Type Identifiers July 2013 Class of Mail Standard Mail Address Correction Option Basic option w/o IMb Tracing Basic option w/ IMb Tracing Full- Service w/o IMb Tracing Full- Service w/ IMb Tracing No Address Corrections Manual Corrections * Traditional ACS ASR 1 * Traditional ACS ASR 2 * Traditional ACS CSR Traditional ACS RSR 2 * OneCode ACS ASR 1 * OneCode ACS ASR 2 * OneCode ACS CSR OneCode ACS RSR 2 * Full-Service ACS ASR 1 * Example of Codes Full-Service ACS ASR 2 * Full-Service ACS CSR Full-Service ACS RSR 2 * STID codes determine the extra service, not any promotion/incentive programs 12

13 IMb Data Construct Mailer ID Numeric identification number used to identify the mailer: Mail Owner, Vendor or Mail Preparer 6-digit or 9-digit field Data provided by Mail Owner, Vendor or Mail Preparer Must NOT be filled in with ZERO S Mailer ID - MID Ex: USPS Assigned Barcode ID Service Type Serial Number Routing Code Ex: 50 Ex: 260 Ex: Ex: 6449 Amberview Memphis, TN Mixed AADC First-Class Mail Mailer Assigned

14 IMb - Mailer ID Definition A Mailer ID (MID) is a numeric identification number used in the Intelligent Mail barcode and electronic documentation to identify the mail owner, mailing agent or other service provider The MID is a 6 or 9 digit number assigned by the Postal Service based primarily on historic mail volume A 6 digit MID may be issued based on annual volume of 10 million pieces A single 9 digit MID may be issued regardless of annual volume Additional MIDs may be issued based on annual volume Clients may and usually have multiple MIDs Clients obtain their MIDs directly from the USPS through the USPS Business Customer Gateway MID is part of the Full-Service uniqueness definition 14

15 IMb MID Clients may and usually will have multiple MIDs A 6 digit MID may be issued based on annual volume of 10 million pieces Additional 6 digit MIDs may be issued based on annual volume in increments of ten million pieces A single 9 digit MID may be issued regardless of annual volume Additional 9 digit MIDs may be issued based on annual volume in increments of one million pieces Example: A client mails 12,000,000 pieces annually They may obtain one 6 digit MID and two 9 digit MIDs 15

16 IMb Data Construct Serial Number Numeric identification number used to identify the mailpiece 6-digit or 9-digit field Data provided by: Mail Owner, Mail Preparer, or Vendor Serial Number Ex: Mailer Assigned Service Vendor, such as OneSite RRD through RRD AIIM System Barcode ID Service Type Mailer ID Routing Code Ex: 50 Mixed AADC Ex: 260 First-Class Mail Ex: USPS Assigned Ex: 6449 Amberview Memphis, TN

17 IMb Data Construct Serial Number With a 6-digit MID, there are 9 digits available for the Serial Number Barcode ID (2N) Service Type ID (3N) Mailer ID (6N) Serial Number (9N) Routing Code ZIP Code (0, 5,9, or 11N) Barcode ID (2N) Service Type ID (3N) Mailer ID (9N) Serial Number (6N) Routing Code ZIP Code (0, 5,9, or 11N) With a 9-digit MID, there are only 6 digits available for the Serial Number. 17

18 IMb Data Construct Serial Number Serial Number May digits if the MID is 6-digits 6-digits if the MID 9-digits May be static for the Basic Option Must be part of the unique data group for Full-Service Option May be sequential number Or tied to a specific account Managing Serial Numbers while maintaining uniqueness will require constant attention RRD offers the AIIM System for managing uniqueness if we assign the Serial Numbers Provided at no additional cost to the Client 18

19 IMb Data Construct Routing Code Field that corresponds to the Delivery Point Barcode Automation - 11-digit field that identifies the ZIP+4 and delivery point data Non-Automation - may have 9 or 5 digits or no data in this field Routing Code May 2009 Ex: 6449 Amberview Ct., Memphis, TN BRM/QBRM will have exactly 9 digits Must not be padded with any characters Barcode ID Service Type Mailer ID Serial Number Ex: 50 Ex: 260 Ex: Ex: Mixed AADC First-Class Mail USPS Assigned Mailer Assigned 19

20 Routing Code Outgoing/Destination Mail Automation ZIP + 4 Code Delivery Point Usually the last two digits of the house/building number Except for high rise and multi-unit buildings Nonautomation mail may have 9 or 5 digits First-Class full price may have no data in this field Reply Mail BRM/QBRM will have 9 digits ZIP+4 Code CRM may have 11 digits or 9 digits RR Donnelley W 78 th St Chanhassen, MN DELIVERY POINT = 80 RR DONNELLEY 4101 WINFIELD RD STE 100 WARRENVILLE IL DELIVERY POINT = 25 BRM/QBRM ZIP+4 cannot be verified on the USPS website 20

21 Summary IMb Code Digits Information Provider Identification Barcode ID 2 digits Service Type ID - STID Mailer ID - MID Serial Number Routing Code 3 digits 6 or 9 digits 6 or 9 digits 11 digits RRD List Processing or Provided by clients mailsort provider Data provided by Client and RRD List Processing will look-up code or Client vendor such as OneSite Data provided by Client or Client vendor such as OneSite Data provided by RRD and AIIM System or Client or Clients Vendor Data provided by mail file Sortation Level Class of Mail, Full or Basic, Services Mail Owner or Vendor Mailpiece Delivery Point Code 21

22 Nonautomation - IMb IMb barcode is NOT required to be printed on the NONAUTO (presort/machinable) portion of the mailing RMS Standard is to print the barcode on all of the mailpieces including the Nonauto portion Client option is to NOT print the IMb on the Nonautomation portion Printing the barcode on the mailpiece does not qualify the mailpiece for automation discounts The Nonautomation portion of the mailing may have some services or may have different services than in the Automated Full-Service portion of the mailing The STID codes will change between the Automation and Nonautomation Portion of the mail May affect Ancillary Service Endorsements 22

23 IM Package Barcodes Parcel Category Intelligent Mail Parcel Barcode (IMpb) Not considered Full-Service or Basic May 2009 GS1-128 Barcode with specific content Requires a Mailer ID (MID) Requires an additional data file submission to the USPS Separate from Mail.dat Requires testing and approval from the USPS Barcode must remain unique for 180 days Nonbarcoded Parcels First-Class Parcels - Single piece parcels are subject to an $0.08 surcharge Standard Mail Marketing Parcels - Additional $0.064 per piece Surcharge does not apply to pieces sorted to 5-digit ZIP Codes Bound Printed Matter Requirement for commercial prices Nonpresorted prices can increase cost by 0.90 to over $1.50 per piece, depending on weight and zone 23

24 IMb Mailpiece Barcode Data Uniqueness Determines uniqueness: Class of Mail Mailer ID (MID) Serial Number Barcode Field Barcode ID Service Type ID (STID) Mailer ID (MID) Serial Number Routing Code Content Level of presort Flats - printed OEL sort code Class of Mail Basic or Full- Service Services or no Services Requested Identifies the Mail Owner, or Vendor Identifies the mailpiece ZIP+4 Delivery Point ZIP+4 ZIP Code None Data Comes From Presort Software Mailer Mail Owner, Vendor Mail Owner, Vendor CASS-MASS /DPV/LACS Link software 24

25 Managing 45-Day Uniqueness MIDs, combined with the Serial Number within a class of mail, determine uniqueness Clients must determine how to manage on the use of the MID and Serial Number uniqueness based For IMb Tracing through a vendor, the vendor will determine both the MID and Serial Number usage Clients may have an MID and a starting number for Serialization and manage themselves Clients may have an MID and have RRD manage uniqueness through the RRD AIIM system Serial number will be assigned at random Starting serial numbers or blocks of numbers are not available 25

26 Managing 45-Day Uniqueness RRD AIIM System Lights Out central requesting system that will lock-out a number combination of Class of Mail MID Serial Number After 4 6 months the numbers are recycled Serial number will be assigned at random Starting serial numbers or blocks of numbers are not available No additional charge to utilize the AIIM System for serial number uniqueness it is a Client benefit for work working with RRD All of RRD is utilizing the AIIM System no duplication 26

27 Managing 45-Day Uniqueness Full-Service IM barcodes must be unique for 45 days from the date of the postage statement in the Mail.dat. This applies to mailpieces, tray or sack tags and pallet placards This means you must plan ahead using your own timelines List/Data Processing Production Warehousing for multiple mail dates Postage Statement Mail Date 5 days+ 10 days + 80 days + 45 days = 140 days USPS - 45 days begins Total days of uniqueness 27

28 Nesting of Data Example Data for edoc Intelligent Mail barcode Pieces Tray Intelligent Mail tray barcode Pallet Pieces Tray Intelligent Mail container barcode 28

29 Electronic Documentation: edoc Electronically sends mailing data to USPS for Mail acceptance and verification process via Business Customer Gateway RMS uses the Mail.dat file structure to upload the mailing data to PostalOne! edoc PostalOne! 29

30 Mail.dat Used to calculate the postage and create the Postage Statements such as 3602 Generates other USPS reports required for acceptance/verification, drop shipment, etc. A database of multiple files that is created in mailsort Contains information about the mailing Mailpiece attributes (Class, size, etc.). IMb information Tray and Container information Does NOT have names and addresses Updated through Monticello and Dynamail 30

31 PostalOne! and edoc Send edoc Customer PostalOne! Mailer Presents Mail to USPS Data Available to Mailer for Online Viewing USPS Accesses Information in PostalOne! USPS Accepts and Verifies USPS Deducts Postage 31

32 Reply Mail Intelligent Mail Barcode 32

33 Reply Mail - BRM, QBRM, CRM, PRM, MRM Definition of different types of Reply Mail... in layman terms - CRM - Courtesy Reply Mail - Reply mail that the person/target sending the reply back to the originator (our client) needs to provide their own postage, like a First-Class Stamp. MRM - Meter Reply Mail - Reply mail that the originator (our client) pays up-front to add a Meter Imprint onto the reply mailpiece, the person/target receiving the mailpiece then does not have to pay postage to send the reply back to the originator (our client). PRM - Permit Reply Mail - Only applies to outgoing First-Class Mail - Not Standard Mail. Postage is paid at the time of the outgoing mailing. BRM - Business Reply Mail - Clients sign-up and have a annual permit fee - each reply mailpiece that is sent back through the "system", the Post Office charges our clients a full First-Class rate - this amount is deducted from our clients account. BRM has 2 different programs. BRM Basic - Fewer than 890 returned pieces expected annually BRM High Volume - More than 890 returned pieces expected annually QBRM - Qualified Business Reply Mail - is similar to the BRM Program - but, it has additional discounts... there are 2 types of QBRM QBRM Basic - To qualify client need to have a min of 900 reply mailpiece per year QBRM High Volume - Financially, clients need to have 45,000 reply mailpieces per quarter 33

34 IMb Reply Mail Requirements 34

35 Reply Mail BRM, QBRM, CRM, PRM, MRM Reply Mail is handled as - Automated Single Piece, First-Class Mail Is not Full-Service or Basic IMb Separate Service Type ID codes The only additional Service available is Origin IMb Tracing No Address corrections Barcode Placement No changes to the barcode placement POSTNET vs. IMb BRM Horizontal Bars Letter-size (including cards) mailpieces have the option to omit the horizontal bars that are printed below the postage imprint 35

36 Reply Mail Manage MIDs and Serial Numbers with Reply Mail in mind Can be static or variable Does not need to be unique but must not interfere with uniqueness of the outgoing mail Uniqueness for outgoing mail is determined by the MID and Serial Number within class of mail Outgoing First-Class Full-Service IMb mail cannot have the same MID/Serial numbers as Reply Mail Consider having separate MIDs for Reply Mail Outgoing STANDARD Mail may have the same MID/Serial numbers as Reply Mail 36

37 Reply Mail Reply Mail STIDs, Without IMb Tracing Services Barcode ID Service Type Identifier Mailer ID Serial Number Routing Code BRM QBRM CRM PRM NEW or 9 Digit Unique # Optional 6 or 9 Zeros Default 9-Digit ZIP + 4 Code Assigned to BRM 11-Digit Delivery Point Code* Reply Mail STIDs with Origin IMb Tracing does Not require a MID or Serial Number Barcode ID Service Type Identifier Mailer ID Serial Number Routing Code BRM QBRM CRM PRM Open digits to uniquely ID each mailpiece Mailer ID is not required with Origin IMb Tracing* 9-Digit ZIP + 4 Code Assigned to BRM 11-Digit Delivery Point Code* * 9 or 5-Digit may be used if unique 37

38 Verification Intelligent Mail Barcode 38

39 IMb Reference Sheet Reference Sheet To verify the content of the barcode The Routing Code portion of the IMb must decode and verified against the printed address Required regardless of who supplied the IMb data RMS, vendor, or client IMb Checklist - se_marketing/marketing_programs_for_sales/rms_postal_info _lib/rms_postal_checklists.aspx 39

40 IMb - Specifications For Letters and Flats Height-modulated barcode uses 4-state symbology: Full bar, Ascender, Tracker, and Descender F A T D Key Specification Tolerances Overall barcode length between and inches Overall barcode height between and inch Vertical barcode clear zone at least inch Horizontal Pitch 22 ± 2 bars per inch 40

41 Barcode Routing Field Data Verification The barcode must decoded and the routing code field verified against the printed address RR DONNELLEY W 78 th St Chanhassen, MN ZIP Code the +4 Delivery Point Usually Last 2 digits of street address except for high rise apartments 41

42 IMb - Coding Encode 31 digits Encodes to 65 Barcode Characters: DDTDAADFFFTDFATFDDTTFTDFTFFFDDTDFFFDTATFFDAADTTFAFATTTTTTDFTADTTD Barcode prints as: The USPS website has the program available under this link 42

43 IMb - Coding Decode The USPS website has the program available under this link You will enter the FATDs of the barcode. The IMb cannot be manually decoded from the barcode to digits To decode you will need a decoding program or scanner 43

44 IMb Scanner Barcode Readout Automation Mail 00,261,123456, , bars, decodes to 31 digits Nonautomation Mail 00,301,123456, ,72519 NOTE: 65 bars, but decodes to only 25 digits! 44

45 Postage Impact Barcode unreadable or bad data Loss of automation discounts Loss of IMb Full-Service discount Loss of any additional services IMb Tracing or ACS edoc - Mail.dat has incorrect data Client may lose discounts - Postage may not be calculated correctly Automation and/or Presort-Machinable postage discounts Mailing may be rejected May not receive the services requested or discounts 45

46 Training Summary Mailpiece Barcode elements Intelligent Mail IMb Uniqueness IMb Reply Mail Barcode content verification Impact Postage Locate and access available tools for using the IMb 46

47 RMS Postal Workout Exercise RR Donnelley has won the Pillar Bank investment acquisition program, about 1mm mailpieces from a competitor The package consists of a 5 1/2" x 8", 2/1 Closed Faced OE, 2 page 2/1 ProteusJet Duplexed Letter with Lift Note and BRE Pillar Bank was using Full-Service IMb using the competitors MID and has never used or accessed the Business Customer Gateway 47

48 RMS Postal Workout Exercise What would you do next? 48

49 RMS Postal Workout Exercise Utilizing the RRD Business Customer Gateway instructions you assist the client in obtaining their own on-line account Pillar Bank interested in retaining their IMb Full-Service discounts, also asks RRD to help them keep their IMb numbers unique Tapping into the RRD AIIM System, we execute their request at no additional costs 49

50 RMS Postal Workout Exercise Pillar Bank obtains their Business Customer Gateway account and requests/receives their MID - Pillar Bank is now set-up to receive Full-Service - Further, the bank can now participate in future USPS Promotions such as a 2D/QR Mobile Barcode Promotion that makes mandatory the use of IMb - They received $960 postal discount using the Full-Service IMb - Pillar Bank looks for additional mailings programs and campaigns to move to RMS 50

51 RMS Postal Workout Exercise Kingston is mailing a house file annual donor appeal program for 1mm pieces using a 9 x 12" Flat format They have a contract with a outside service provider that will be performing the CASS/DPV/LACS service along with creating the mailsort Since it is a house file mailing they are interested in taking advantage of the Free Full-Service ACS Program They did not provide information for the IMb RMS is to construct the barcode from information provided from KAS 51

52 RMS Postal Workout Exercise What would you do next? 52

53 RMS Postal Workout Exercise Using the IMb checklist, you proof the provided barcode You notice something incorrect in the Barcode ID section Flat-Size mailpiece must have the Barcode ID which is determined by the presort/mailsort software Barcode ID appears to have been added to the Routing Code in this situation With a incorrect Routing Code, KAS would lose their Automation discounts Further you discover the STID code use correlates to OneCode ACS and not Free Full-Service ACS You advise them that RMS can process the file through our mailsort software and correct the file Providing them the correct Barcode ID & STID Codes 53

54 RMS Postal Workout Exercise KAS decides to have RMS re-run the mailsort and correct the Barcode ID, STID and Routing Code error KAS retains their Automation discounts Totaling $24,960 in discounts KAS retains their Full-Service discount Totaling $960 in discounts KAS avoids paying unnecessary ACS charges since OneCode ACS has a fee associated with the service Cost avoidance of $3,600 + return costs of the mailpieces RMS receives List Processing revenue 54

55 To Complete the RMS Postal Workout #5B Intelligent Mail Barcode Data Please access and complete the On-line Achievement Certification Quiz Thank You! 55