National Periodicals Focus Group Conference

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National Periodicals Focus Group Conference

• Mail.dat and its Link to PostalOne!, ESP, and
  other Postal Initiatives
• May 29, 2001
• Chicago, Illinois

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National Periodicals Focus Group Conference
Agenda

• Introductions
• Peter Moore, Peter J Moore Assoc
• Dana Nacke, US Postal Service
• Mail.dat, an Introduction
• Links to Postal Programs
• Questions

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What is Mail.dat anyway?
Mail.dat

• Evolved from GCA Container File
• Came out of need to plan transportation
• Communication from list preparer to mailer
• Mail.dat is much more powerful standard
• Communication among all parties in mailing
• All information but name and address

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Whats In Mail.dat
Mail.dat

• Up to 19 files, each describing an aspect of a
  mailing
• Not all files are required depends on users
  needs
• In its entirety, gives all information about a
  mailing except name and address
• Created out of presort and modified by other users

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Mail.dat File Structure
Mail.dat

• Text files
• Fixed length
• Fixed fields
• Interrelated by keys
• Standard is evolving to meet new needs

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File Contents
Mail.dat
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File Naming Conventions
Mail.dat
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Sample File Layout
Additional information available from www.gca.org
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Example of Data Content
Mail.dat
MPU
Each row represents a type of mailpiece.
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How Are Files Exchanged?
Mail.dat

• Exchanged as disks or Email attachments
• Zipped
• PKZip and Winzip
• Compress data significantly and are readily
  available as shareware

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Header Record
Mail.dat

• Describes the job
• Who created the files
• What presort software was used
• Includes record counts and status for other files

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Segment Record
Mail.dat

• Differentiates between portions of a job that
  must be treated differently
• Often represents a different physical process
• Ink jet VS paper labels or one segment
  polybagged one not
• Not for entry point or version

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Mailpiece Unit Record
Mail.dat

• Physical mailpiece
• Usually a version or edition
• A set of components treated as a piece
• Different size, weight, processing category,
  and/or class of mail

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Component Record
Mail.dat

• A basic element of a mailpiece
• Unique characteristics
• Weight or size
• Class
• Advertising percentage
• MPU may have components of different classes

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MPU/Component Relationship Record
Mail.dat

• Links MPU and components
• May be many MPU and component records

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Container Summary Record
Mail.dat

• One record per container
• Often includes multiple MPUs
• Contains container type, ID, weight, copies,
  pieces, preparation level, entry point
• Status flag reflects if paid, released for
  processing, etc.

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Container Quantity Record
Mail.dat

• Breakout of the contents of a container
• Detailed down to
• MPU (mailpiece)
• 3 5-digit ZIP Code
• Rate
• Zone and destination entry levels

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Package Quantity Record
Mail.dat

• Breakout of package contents
• Detailed down to the MPU, 3 5-digit ZIP Code,
  and rate levels
• Often, multiple records per physical package
• Can be very numerous

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Examples of Optional Records
Mail.dat

• Walk Sequence Record
• Needed for high-density mailings
• Information regarding of stops for each
  carrier-route
• Container Label Record
• Labeling information
• Pallet flag, Sack tag, Tray tag
• Seed Name Record
• Carries identification of seed names
• Only used in special circumstances

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Now That I Have a Mail.Dat, So What?
Mail.dat

• Transportation planning
• Rate proposal impact analysis
• Priority Drop Ship
• Production management
• Copalletization

• Mail tracking
• Unit/load tracking
• Error detection
• Manifesting
• Viewer

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How do I work with the files?
Mail.dat

• Purchased software
• Shareware
• Write special purpose applications
• Use desktop tools to access the data

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Using MS Office Programs
Mail.dat

• Microsoft Excel and Microsoft Access
• Similar techniques can be used for Lotus,
  Quattro, Paradox, etc.
• Does not require programming
• Macros give access to programming
• Visual Basic for Applications

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Wheres the data I need?
Mail.dat
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Mailing
Mail.dat

• Header
• Describes the job and who created the files
• Includes record counts and status for other files
• Container Summary
• Released to USPS?
• Payment status?

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Production Requirements
Mail.dat

• Segment
• Differentiates between portions of a job that
  must be treated differently
• Different bindery runs or label formats
• Container Summary
• How many containers by type?
• What size?
• What entry points?

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Piece Descriptive Data is in 2 Files
Mail.dat

• Component
• Basic element of a mailpiece
• BRC, insert, supplement
• MPU
• A set of components treated as a piece
• Usually a version or edition
• Physical characteristics to flesh out Container
  Quantity and Package Quantity

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Package Data
Mail.dat

• Package Quantity
• Presort levels, etc.
• Sometimes need to create a package summary record
• Can be used to do detailed analysis

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Container Data is in 3 Files

• Container Summary - weight, entry, etc.
• Container Quantity - Presort level, destination
  entry, zoning, ad
• Container Label - Entry city, container
  destination city, contents
• Container Quantity is often needed for EP
  analysis
• MPU provides piece specifics like weight

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Calculating Postage

• Container Quantity
• MPU

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National Periodicals Focus Group Conference
Mail.dat
Information Flow
Distribution Planning
Customer
List Bureau
Mailer
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Distribution Planning
Information Flow
Mail.dat

• Distribution Plan Not Known At Presort
• Must Be Class Independent
• Must Be Cost Effective
• Must Be Time Sensitive

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Distribution Planning
Information Flow
Mail.dat

• CSM Allows Entry Point Qualification
• CSM/CQT Allow Entry Level Discounts
• CQT Allows for Rezoning

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In-Home Targeting
Information Flow
Mail.dat

• SNR - Tie to Receipt of Mail
• Problem Areas Can Be Identified
• Trend Analysis Based on Historical Data
• Class of Mail
• Container/Package Type
• Facility/Region
• Time of Year

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Information Flow
Mail.dat
Distribution Planning
Customer
List Bureau
Mailer
Production Planning
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Production Planning
Information Flow
Mail.dat

• Production Is Time Constrained
• Production Is Cost Constrained
• Deadlines Require Planning
• Mail.dat Allows Production Planning

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Production Planning
Information Flow
Mail.dat

• ICR - Ties Production to Distribution Planning
• Containers Produced In Shipping Sequence
• Increases Efficiency
• Increased Consolidation Time
• Decreased Warehousing Time

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Information Flow
Mail.dat
Distribution Planning
Customer
List Bureau
Mailer
Full Mail.DAT
Production Planning
PostalOne!
Production
Product Shipment
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National Periodicals Focus Group Conference
PostalOne!
www.pilot.uspspostalone.com
Visit our web site
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National Periodicals Focus Group Conference
PostalOne!
Access to Information Replacing Presort
Documentation Enhancing the Verification
Process Postage Statements Transportation
Management
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National Periodicals Focus Group Conference
Information Platform
Process
Transport
Deliver
Induct
SAMS
POIS
DOIS
PostalOne!
Receive HOUSEHOLD Originate
Originate BUSINESS Receive
PostalOne! Database
PostalOne!
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Information Flow
PostalOne!
Distribution Planning
Customer
List Bureau
Mailer
Full Mail.DAT
Production Planning
PostalOne!
Verification
Production
USPS Internal Systems
Product Shipment
Postage Payment Fileset
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National Periodicals Focus Group Conference
PostalOne!
National Database
Mailing Information
File Transfer
Destination
INTERNET
PostalOne!
Mail Piece
Package
Authentication Security Data Integrity
Integrated Customer Information
Container
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National Periodicals Focus Group Conference
PostalOne!
File Transfer

• File Validator - the ability to pre-verify your
  files
• File Transfer
• Error Messaging
• Manual or Automated options

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National Periodicals Focus Group Conference
PostalOne!
Update Transmissions
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National Periodicals Focus Group Conference
PostalOne!
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National Periodicals Focus Group Conference
PostalOne!
Postage Statements

• Estimated an estimate of the job, based on the
  original file transmission
• Actual Statements as the job is updated
• Register
• Details each occurrence of advertising percentage
  and weight per copy
• Provides details for each entry point
• Reconciliation comparing the estimated to the
  actual
• Printable form and download

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National Periodicals Focus Group Conference
PostalOne!
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National Periodicals Focus Group Conference
PostalOne!

• Deployment

• 89 Sites engaged
• 58 have sent files
• 8 are paperless
• 15 are currently running parallel
• 31 are in-line for future deployment

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National Periodicals Focus Group Conference
PostalOne!

• Advance Notification for Postal Operations

• Summary reports for trend analysis
• Mailings and preparation details for jobs bound
  for a specific BMC or SCF
• Feedback mechanisms

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National Periodicals Focus Group Conference
PostalOne!
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National Periodicals Focus Group Conference
PostalOne!
Mail Irregularities

• Facility view provides detailed information
  regarding problems reported by specific
  facilities
• Resolution screens provide user interface to
  enter and track problem resolutions

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National Periodicals Focus Group Conference
ESP
Visit our web site esp.usps.gov
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National Periodicals Focus Group Conference
ESP
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National Periodicals Focus Group Conference
ESP
Additional Reports/Workscreens

• Delivery Results Page
• Job Detail History
• CET Page
• Other functions
• Search
• Change User Info

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National Periodicals Focus Group Conference
PostalOne!
Questions?