PIP National Liaison Workshop

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• PIP National Liaison Workshop
• Sydney 27th October 2004

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• Reference Materials
• Booklets
• PIP Rollout Plan
• Preliminary Assessment
• Implementation
• Resources
• Benefits
• Questions

• What we will cover
• PIP (Process Improvement Program)
• Key Objectives
• Acceptance Process
• PIP Print Post
• Documentation Changes
• Purpose of Documents
• Manifesting Systems
• Print Post Document
• Requirements

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Key Objectives of PIP

• Implement a volume based mail acceptance
  process
• Improve the presentation of mail
• Optimise mail flow and transportation
• Provide an effective escalation and dispute
  resolution process
• National Issues Register Reports Graphs
  Monthly

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PIP Acceptance Process

• Volume based
• Use of Mail Generators data to identify
  quantity and level of preparation
• Standard reports and risk managed procedures
• direct counts of particular parts of a lodgement
• Quick detection (and correction) of
  discrepancies
• Streamlined low risk acceptance procedures
• Timely entry of mail into the network
• National Consistency
• Systematic physical inspection to ensure any
  issues are identified before mail despatched
• prevent costly rework and delays at processing
  facilities

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PIP Print Post

• No change to service requirements, eg
• Service eligibility
• Qualifying volumes
• Wrappers / envelopes
• Inscriptions
• Correct addressing
• Presentation requirements
• etc.

All are as per the Current Service Guide

• ? Some changes to documentation

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Document Changes

• Minor amendments to three (3) current documents
• Mailing Statement
• ULD Label
• ULD Manifest / ULD Linehaul Mailing Statement
  (e-LMS)

• One page summaries of two (2) current documents
• Print Post Manifest ? Print Post (PSI Lodgement)
  Summary
• ULD Label ? ULD (Lodgement) Summary

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Purpose of the Documents

• Assist Mail Generators to correctly prepare,
  present and claim for Print Post lodgements
• Enable Bulk Mail Acceptance staff to efficiently
  check lodgements and assess by volume not
  weight
• Enable Administrative staff to efficiently
  process charges
• Enable Transport, Mail Processing and Delivery
  staff to efficiently process and deliver
  articles

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Purpose of the Documents

• Assist Mail Generators to correctly prepare,
  present and claim for Print Post lodgements
• Enable Bulk Mail Acceptance staff to efficiently
  check lodgements and assess by volume not weight
• Enable Administrative staff to efficiently
  process charges
• Enable Transport, Mail Processing and Delivery
  staff to efficiently process and deliver
  articles

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IT manifests must provide controls to ensure
theory equals practice
Lodgement Summary
Sort Sheets (Manifests)
ULD Content
Print Post (PSI Lodgement) Summary
(its the summary of the Manifest)
LPD / PSI Job 1 Job 2 Job 3 SPD / PSI Job 1 Job
2 Job 3 Residue / State Job 1 Job 2 Job 3
Job 1 Job 2 Job 3
Print Post Manifests
Mailing Statements (Article)
ULD 1 ULD 2 ULD 3
Linehaul Linehaul Same State
Consolidation Software
ULD Linehaul Mailing Statement
ULD (Lodgement) Summary (its the summary of
the ULDs)
Linehaul
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On the production floor
Lodgement Summary
PrintPost Manifests
ULD Content
Sort Sheets
Mailing Statement Job 1
Print Post (PSI Summary) Job 1
Job 1
ULD Label
Mailing Statement Job 2
Print Post (PSI Summary) Job 2
Production Line 1
Mailing Statement Job 3
Print Post (PSI Summary) Job 3
Job 2
ULD Label
ULD (Lodgement) Summary (its the summary of
all the ULD Labels)
Production Line 2
ULD Linehaul Mailing Statement
Job 3
Linehaul
ULD Label
Despatch
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PIP Print Post Acceptance Check

• Documentation Check
• All documents received and complete
• Article Check
• Mandatory conditions
• Correct Addressing
• Plastic Wrapping / Envelope or Wrapper
• Weight, Size and Qualifying Quantities for Sort
  Categories
• Validated against Mailing Statement
• Presentation, Sorting and Volume Check
• Sample of trayed articles
• Sample of bundles articles
• Sample of ULDs
• Count of components and visual check to ensure
  all mail received
• Validated against Print Post (PSI Lodgement) and
  ULD Summaries

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PIP Print Post Acceptance Check

• The 2 key aspects of the acceptance process
• A customer reference (Job No./File ID) that
  can be
• matched with all components of the mail, ie
  the
• physical mail and all supporting documents,
  and
• The ability to reconcile between the documents
  that
• support the lodgement.

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Document Reconciliation
Articles
ULDs

• and Claim
• Local
• Same State
• Other State
• Total

Mailing Statements (Article)
ULD Linehaul Mailing Statement

• LPD
• SPD
• Residue
• Total

• summary number
• by destination
• Total ULDs

• by PSI Claim
• LPD
• SPD
• Residue
• Total

ULD (Lodgement) Summary

• Summary for each ULD
• destinations
• PSIs
• LPD
• SPD
• Residue
• Total Articles
• Total ULDs

Print Post (PSI Lodgement) Summary

• by postcode and PSI
• LPD
• SPD
• Residue
• Total

• Each ULD
• destination
• PSIs
• Total Articles

PrintPost Manifest
ULD Labels
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PIP Lodgement Documents

• 1. Print Post (PSI Lodgement) Summary ? Print
  Post Manifest
• 2. Mailing Statement (Article)
• 3. ULD (Lodgement) Summary ? ULD Label
• 4. ULD Label / MIL (Mail Identification Label)
• 5. ULD Linehaul Mailing Statement

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PIP Lodgement Documents
1. Print Post (PSI Lodgement) Summary (Summary of
the Manifest) Required for all lodgements
Not required for every lodgement
Lodgement submitted in ULDs?
Any Linehaul by Post?
3. ULD (Lodgement) Summary (Summary of the ULD
Labels) Required if lodgement in ULDs
No
Yes
Yes
No
4. ULD Labels / MILs Required if lodgement in ULDs
5. ULD Linehaul Mailing Statement Required if
linehaul by Post
2. Mailing Statement (Article) Required for all
lodgements
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Print Post (PSI Lodgement) Summary
? Summary of the Manifest

• Identifies
• Articles lodged per PSI
• Quantity of LPD and SPD per PSI
• Quantity Residue per State or PSI

• Pricing claim for articles by PSI

• Customer Reference Number

The unique lodgement identifier used across all
lodgement documents
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Mailing Statement (Paper)

• Add
• LPD / SPD qualifying quantities

• Lodgement to be linehauled?

• Customer Reference Number

The unique lodgement identifier used across all
lodgement documents
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ULD (Lodgement) Summary
? Summary of the ULD Labels

• Identifies
• Each ULD in lodgement

• The content of each ULD

• Any linehaul requirement

• Customer Reference Numbers

The unique lodgement identifier used across all
lodgement documents
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ULD Label (Mail Identification Label)
- VIC
Preferred format

• Add
• Lodged by

• Product ID Print Post

• Pre / Post noon Lodgement check box

• Lodgement Office

• ULD Identifier

• Customer Reference Number

The unique lodgement identifier used across all
lodgement documents
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ULD Label - many purposes

• Mail Generator
• Select and load correct ULDs to transport
• Lodgement Office
• Lodgement Date

• Customer Reference Number
• Publication Title

• Publisher
• Confirmation of lodgement date
• Lodgement Office
• Lodgement Date

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ULD Label - many purposes

• Bulk Mail Acceptance staff
• Identify and check the lodgement
• Lodgement Date and Pre / Post Noon check
• Lodged by
• Customer Reference
• Publication Title
• ULD Identifier
• Total Articles - volume based checking

• Assign Post labels for linehaul
• Linehaul To
• ULD Weight

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ULD Label - many purposes

• Mails Processing staff
• Identify originating terminating lodgements
• Lodged by
• Linehaul To
• Lodgement Office

• Determine processing urgency - today / tomorrow
• Lodgement Office
• Lodgement Date and Pre / Post Noon check

• Direct ULD within the processing centre
• Sorting Divisions

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ULD Label - many purposes

• Transport staff
• Interchange and load ULD to transport
• Linehaul To
• ULD Weight

• Lodgement Office
• Lodgement Date and Pre / Post Noon check

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ULD Label - many purposes and many users

• Must be visible
• on the outside of the ULD
• Must remain on the ULD until processing
• securely taped to the ULD
• Information must be readable
• minimum print size
• Information must be obvious
• common format preferred

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ULD Linehaul Mailing Statement
ULD Manifest in set format

• Billing document
• ? Mailing agents details
• ? Payment / Invoice details

• Service statement
• ? Linehaul from
• ? Linehaul to pre printed names

• Customer Reference Numbers

The unique lodgement identifiers used across all
lodgement documents
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PIP Lodgement Documents

• 1. Print Post (PSI Lodgement) Summary ? Print
  Post Manifest
• 2. Mailing Statement (Article)
• 3. ULD (Lodgement) Summary ? ULD Label
• 4. ULD Label / MIL (Mail Identification Label)
• 5. ULD Linehaul Mailing Statement

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PIP Initiatives for Print Post

• Adopt common naming conventions for documents
• Meet minimum data requirements with documents
• Promote preferred formats for documents
• Incorporate Print Post into the National
  Issues Register
• key to the escalation and dispute resolution
  process

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Manifesting and Optimising Systems
Also expected to

• Adopt the common naming conventions for
  documents
• Meet the minimum data requirements with
  documents
• either directly or with manual addition of data
• Approximate the preferred formats for documents

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PIP for Print Post Reference Material

• 1. PrintPost Service Guide
• Current Version Jan 2004
• 2. Lodgement Documents
• Current Version V1.2, 1st October 2004
• 3. Documentation - Purpose and Rationale
• Current Version V0.2, 8th October 2004

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PIP Rollout Plan - as per Bulk Mail

• Step 1 - Preliminary Assessment
• Collect data
• Assess mail house processes against PIP
  processes
• Desk check any manifesting systems
• Confirm quality gaps
• Suggested Duration - 2 weeks

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PIP Rollout Plan - as per Bulk Mail

• Step 2 - Implementation
• Implement agreed changes
• Staff training
• Mail House
• Australia Post
• Suggested Duration - 4 weeks

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PIP Rollout Plan - Time Lines

• First in first assessed basis
• However,
• If at the end of Preliminary Assessment you
• fail to meet the terms conditions of the
  product
• back of queue ?
• Implementation will only begin once the terms
• conditions have been met. ?
• Objective
• Inclusion in BMP from 1 July 2005

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PIP Rollout Plan - Resource Requirements

• Mailing House
• Project Co-ordinator - Full time
• Australia Post
• State PIP Manager or PIP Officer - Full time
• National PIP Manager (Janie Bernardi) As
  required

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PIP Benefits - Customer Post

• Resource Savings
• Standardised / simplified documentation for all
  lodgements
• Improved integrity in lodgement process
• Reduced rework
• Better Working Relationships
• A formal Issue Resolution Escalation Process
• Increased knowledge of Posts Products and
  Services
• Increased knowledge of Customers requirements
• Streamlined Lodgement /Acceptance
• Improved mail presentation
• Reduced rework
• Earlier release of mail into Post Network
• Continuous lodgement of mail

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PIP Benefits - Customer Post
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Questions?
Continuous Improvement