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Business Mail Acceptance Update Mailer’s Technical Advisory Committee (MTAC) November 19, 2009 Pritha Mehra Frank Neri B

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Business Mail Acceptance Update Mailer’s Technical Advisory Committee (MTAC) November 19, 2009 Pritha Mehra Frank Neri Bob Galaher. Agenda. SOX/Lean Mail Acceptance Process (LMAP) March 2010 Streamlining Postage Statements Performance Based Verification (PBV) Updates Move Update

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Business Mail Acceptance UpdateMailer’s Technical Advisory Committee(MTAC)November 19, 2009Pritha MehraFrank NeriBob Galaher

agenda
Agenda
  • SOX/Lean Mail Acceptance Process (LMAP)
  • March 2010
    • Streamlining Postage Statements
    • Performance Based Verification (PBV) Updates
    • Move Update
  • Full-Service Assessment Approach
    • Sampling and Container Release Scanning
    • Error Assessments
bma sox
BMA SOX

Key Financial Control Issues

  • Funds on Hand
  • Proper acceptance and verification of business mail
  • Timely and accurate reporting of revenue
  • Revenue Completeness/Assurance
  • Authorization for key overrides
  • Identification of and action on bypass mail
  • Management of Inactive accounts
  • Sites in Balance
benefits of lmap
Lean Mail Acceptance Process (LMAP)Benefits of LMAP
  • Improves Customer Experience
  • Improves Service Performance
  • Improves operational efficiency
  • Standardizes the acceptance and verification processes
  • Helps to eliminate bypass mail
  • Increases compliance of financial controls
implementation strategy
Lean Mail Acceptance Process (LMAP)Implementation Strategy
  • Assemble LMAP team
  • Observe unit
  • Create Current State VSM and Flow Diagram
  • Implement Five Standard Processes
  • Metrics monitored to ensure sustainability
implemented five standard processes
Lean Mail Acceptance Process (LMAP)Implemented Five Standard Processes
  • Postage Statement Bins
  • First-in, First-out (FIFO) a.k.a. Customer Presentation of Mail
  • Team Acceptance/Verification of Mail
  • Optimize BMEU Configuration
  • IOP Agreements
optimize bmeu configuration numbered swim lanes signage staging areas
Optimize BMEU Configuration: Numbered Swim Lanes, Signage Staging Areas

Lean Mail Acceptance Process (LMAP)

approach
SOX Remediation ApproachApproach
  • Deploy LMAP Business Mail Entry Units
  • Validate Detached Mail Units Acceptance Procedures
    • Ensure Adequate Staffing
    • Perform Verification Procedures per DM-109
    • Ensure Timely Recording of Revenue
    • DMU Acceptance Compliance Checklist
  • Drop-Ship Process Improvements
drop shipment enhancements
Lean Mail Acceptance Process (LMAP)Drop Shipment Enhancements
  • Plant-Verified Drop Shipment (PVDS) Improvement
    • Identify and implement solutions that will create standard PVDS procedures and protect revenue
    • Map out the current PVDS verification process
    • Develop solutions to improve the current process
    • Implement solutions Nationwide
drop shipment enhancements1
Lean Mail Acceptance Process (LMAP)Drop Shipment Enhancements
  • Plant-Verified Drop Shipment (PVDS) Improvement
    • Process Changes
      • PS Form 8125 is the only document accepted from the driver
      • When defects arise, the SDO or MDO will become involved until resolution is achieved
    • Process Compliance
      • Require pallet count verification
      • Enforce scanning of 99M placard barcode
      • Only accept correct and completed PS Form 8125
      • Consistent use of PS Form 8125
    • Training and Documentation
      • Easy ‘Step by Step Guide’ to follow for drop shipment acceptance at destination
      • Update Pub 804 to include process changes and ‘Step by Step Guide’
      • Develop drop shipment training course
agenda1
Agenda
  • SOX/Lean Mail Acceptance Process (LMAP)
  • March 2010
    • Streamlining Postage Statements
    • Performance Based Verification (PBV) Updates
    • Move Update
  • Full-Service Assessment Approach
    • Sampling and Container Release Scanning
    • Error Assessments
streamlining hard copy postage statements
March 2010Streamlining Hard Copy Postage Statements
  • Starting March 15, 2010, the Postal Service will no longer fill out the USPS® section of a hard copy postage statement nor round-stamp the document.
  • After March 15, 2010, mailers are encouraged to go online to view their mailing activities and retrieve processed postage statements. This procedural change will speed and improve service and reduce the amount of paper generated.
  • Upon request, a customer may obtain a hard copy receipt of the postage statement or Statement of Mailing/ Weighing and Dispatch Certificate, PS Form 3607, after acceptance and verification are completed.
agenda2
Agenda
  • SOX/Lean Mail Acceptance Process (LMAP)
  • March 2010
    • Streamlining Postage Statements
    • Performance Based Verification (PBV) Updates
    • Move Update
  • Full-Service Assessment Approach
    • Sampling and Container Release Scanning
    • Error Assessments
performance based verification
March 2010Performance Based Verification
  • Statement of Ownership Reviews
  • Annual Periodicals Review
  • Manifest Mailings
  • Full-Service Mailings
agenda3
Agenda
  • SOX/Lean Mail Acceptance Process (LMAP)
  • March 2010
    • Streamlining Postage Statements
    • Performance Based Verification (PBV) Updates
    • Move Update
  • Full-Service Assessment Approach
    • Sampling and Container Release Scanning
    • Error Assessments
move update
March 2010Move Update
  • Verifications performed at sites with MERLIN
  • Threshold effective January, 2010
  • - Must be more than 5 pieces with COAs that were not updated
    • - Passing score requires 70% or more of the COAs must be updated
    • - First-Class Mail and Standard Mail assessed 7 cents for each piece
    • - Current appeal process applies
move update for combined mailings
March 2010Move Update for Combined Mailings
  • Assessment can be targeted to only clients with issues - if there are no more than 3 clients with issues in the mailing
  • Penalty will be re-calculated to be applied to only the clients with issues

- Example: Mailing size is 1,000,000 for 10 clients, only 2 clients were found with Move Update issues

- The 2 clients account for only 5,000 pieces in the mailing

- Move Update penalty will be re-calculated based on only 5,000 pieces in this example

agenda4
Agenda
  • Lean Mail Acceptance Process (LMAP)
  • March 2010
    • Streamlining Postage Statements
    • Performance Based Verification (PBV) Updates
    • Move Update
  • Full-Service Assessment Approach
    • Sampling and Container Release Scanning
    • Error Assessments
full service intelligent mail device imd acceptance procedures
Full-Service IMD enables acceptance employees to ensure Full-Service mailings meet barcode, preparation and data requirements to qualify for Full-Service prices

Two types of Scans

Initial Verification Sampling Scans

Container Release Scans

Three types of mailing processes

Staged - single mailing presented in its entirety with all electronic documentation (eDoc) (postage ready to pay)

Continuous - single or multiple mailings produced over an entire day or multiple days, planned eDoc is submitted at the beginning of the mailing and postage statements are submitted at the end of the mailing or when the mailing is ready to drop ship

Third party Co-palletized

Full-Service Assessment Approach

Full-Service Intelligent Mail Device (IMD) Acceptance Procedures
full service imd sampling scans
Full-Service IMD Sampling Scans will be conducted based on the mailers operation

Staged - when mailing and documentation are completed

Continuous - Pallet / Container Full-Service Mail Sample

Sampling scans conducted in addition to the VRSR samples identified in the PBV model

Sampling is conducted as mail is produced

Sampling is conducted for each mail job, not postage statement

Third-Party Co-palletization site

Full-Service IMD Sampling Scan will be performed on Third-Party Co-palletized mailings even if a sampling was conducted at the “origin” verification unit

No mailpiece level sampling scans will be conducted at Third-Party Co-palletization facilities

Full-Service IMD Acceptance Procedures

Full-Service IMD Sampling Scans
agenda5
Agenda
  • Lean Mail Acceptance Process (LMAP)
  • March 2010
    • Streamlining Postage Statements
    • Performance Based Verification (PBV) Updates
    • Move Update
  • Full-Service Assessment Approach
    • Sampling and Container Release Scanning
    • Error Assessments
full service imd sampling scans1
Full-Service IMD Sampling Scans

Full-Service Assessment Approach

Container

Trays/Sacks

Bundles

Mailpieces

In Trays or Sacks

In Bundles

On Container

On Tray or Sack

Pick 1 Container (from the sampled)

Scan 3 Containers

(or all if less than 3)

Pick 1 Container (from the sampled)

Pick 3 out of 5 Trays or Sacks (from the sampled)

Pick 3 of 5 scanned trays/sacks

Pick 3 of the 5 scanned bundles

Scan 5 Trays/Sacks per Container

Scan 5 Bundles per Container

Scan 5 Bundles per Tray or Sack

Scan 10 Mailpieces per tray/sack

Scan 10 Mailpieces per bundle

full service imd container release scans
Container Release scans

Performed at Detached Mail Units (DMUs)

For mailings on USPS Transportation for Origin Entry

Performed for each dispatch

Completed just prior to the mailer loading the vehicle and the acceptance employee sealing the vehicle

Document the release date / time

Continuous Mailing Operation

A minimum of 2 containers are required to be scanned

Staged Mailing Operation

All containers are required to be scanned

Full-Service Assessment Approach

Full-Service IMD Container Release Scans
agenda6
Agenda
  • SOX/Lean Mail Acceptance Process (LMAP)
  • March 2010
    • Streamlining Postage Statements
    • Performance Based Verification (PBV) Updates
    • Move Update
  • Full-Service Assessment Approach
    • Sampling and Container Release Scanning
    • Error Assessments
error assessment disposition of mailings when errors are detected
Full-Service sampling is performed during initial review of mailing

Focus on Content, Readability, Uniqueness

Disposition of mailings is dependent upon the errors found and corrective action taken by the mailer

Errors that can result in Loss of Full-Service discounts and benefits

Electronic Documentation (eDoc) not submitted for Full-Service mailing

Missing, Incorrect or Unreadable Container Placard

Missing, Incorrect (missing IMtb), or Unreadable Handling Unit Labels

Unreadable IMb on Mailpiece

Full-Service Assessment Approach

Error Assessment:Disposition of Mailings when Errors are Detected
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