Title: Headline
1PostalOne! System
Presented by Janet Cook, Mgr BME
2Agenda
- What is Business Mail?
- What is the PostalOne! System?
- What Does PostalOne! Do?
- What Are the Benefits?
- How Can You Send Information?
- Facility Appointment Shipment Tracking (FAST)
- Electronic Mail Improvement Reporting (eMIR)
- How Can You Get PostalOne! Access?
- Full Service and E-DOC approval
- Questions Resources
3What is Business Mail?
- Business mail includes all the ways mail is used
to accomplish the goals of your business or
organization - Bills, invoices, catalogs, coupons,
solicitations, newsletters, magazines,
merchandise and advertisements in any quantity
are just some of the items businesses
organizations mail every day
4Mailing Services
Choosing a Method for Mailing
Retail Services Discount Services Online Services
Who are you trying to reach?
Establish an address list X X X
What are you mailing?
Design your mailpiece (size, shape, weight, and content) X X X
How will you plan complete your mailing?
Meet minimum volume requirements X
Choose a mailing service X X X
Choose a postage payment method X X X
Construct your mailpiece X X
Sort your mail X
Pay an annual mailing fee X
Fill out a postage statement X
Deposit your mail X X
5Discount Mailing Services
- Discount Mail
- A proven, cost-effective business tool
- Offers a lower price on postage for the work you
perform - Can accommodate a variety of business needs
- Gives your business or organization a
professional image with customers - Can promote your business or organization name
through use of permit imprint, postage meter, or
PC Postage technology
6Discount Mailing Services
- Discount Mail
- Work you do, such as preparing, sorting, and
entering your mailing, can lower your postage
costs - Requires annual mailing fee of 190 at each
facility where you enter mail - Optional aspects of a discount mailing (use of
permit imprints, business reply mail, or mailing
endorsements) may require additional fees - Requires additional documentation be submitted
with mailing to identify work share
7What Is the PostalOne!? System?
- USPS Information Management System
- Supports business processes of the Business Mail
Entry Unit (BMEU) verifying, accepting paying
postage for your bulk business mail - Designed to transform the business mailing
experience to an Internet (Web-based) process by
offering a suite of electronic features
services - Centralized payment processing
- Electronic document processing
- Online account mailing information
8What Does PostalOne! Do?
Presents Mailing Documents
Automates Postage Payment Processing
Facilitates Drop Shipment Scheduling
Provides Account Access Mailing Information
9What Is Available?
- Available Features
- Electronic mailing documentation, automated
postage statement processing online account
access - Online account management automated drop
shipment processing
10What Are the Benefits?
Eliminates Hardcopy Paperwork
Benefits
Improved Service with Automated Processes
Offers Centralized Payment Options
Mailing Information
Integrates Business Functions
PostalOne!
- Online Process Management
- Mailing Activity
- Payments
- Plan Schedule
- Mailing Quality Feedback
11What Exactly Is Centralized Payment?
- Electronic postage payment system that provides
a centralized, convenient, and cost-effective
way to fund their account - ACH credit/Fed wire (trust account)
- ACH debit
- Electronic alternative to presenting checks and
cash for postage and fees at multiple post offices
12Electronic Submission FULL SERVICE
- A mailer must submit the postage statement and
all supporting documentation (except a manifest)
electronically via Mail.dat, Mail.XML or Postal
Wizard. - No Full-Service mail can be accepted without
electronic documentation. Hard copy postage
statements are unacceptable for Full-Service
mail. If a mailer states that their eDoc would
not upload, refer the mailer to the PostalOne!
Help Desk at PostalOne_at_usps.gov or 800-522-9085.
- No eDoc No Full-Service!
- The purpose of Full-Service Acceptance and
Verification is to verify that Full-Service
mailings meet Intelligent Mail barcode,
preparation, and data requirements to qualify for
Full-Service discounts. - All current verification processes as driven by
PostalOne! Performance Based Verification or PBV
are applicable. - Full-Service mail requires additional
verifications to determine whether or not the
mail qualifies for the Full-Service discount. -
13Electronic Submission FULL SERVICE
- Mailpieces and mailings must meet the
qualifications below to claim Full-Service
prices - Electronic Documentation (eDoc) Requirements
- Mailers have three options to electronically
submit mailings - Mail.dat or
- Mail.XML or
- Postal Wizard
- Postal Wizard is for mailings of fewer than
10,000 pieces and postage is affixed to each
piece at the correct price or each piece is of
identical weight and the mailpieces are separated
by price. - Postal Wizard cannot be used with full-service
Periodicals and BPM mailings.
14Electronic Submission FULL SERVICE
- Barcode Requirements
- A unique Intelligent Mail barcode (IMb) is
required on each Full-Service mailpiece - The 65-bar IMb consists of a maximum 31 numbers
in five fields Barcode ID, Service Type
Identifier (STID), Mailer ID, Serial Number and
Routing Code. - POSTNET barcodes are not Intelligent Mail
barcodes. - A unique Intelligent Mail tray barcode (IMtb) is
required on each handling-unit label when mail is
prepared using trays or sacks - Each letter tray, flat tray or sack label must
have a 24-digit Intelligent Mail tray barcode.
This barcode consists of six fields routing
information (destination ZIP Code), Content
Identifier Number (CIN), Processing Code, Mailer
ID, unique serial number, and the Label type. - 10-digit legacy tray label is not valid for
Full-Service
15Electronic Submission FULL SERVICE
- A unique Intelligent Mail container barcode
(IMcb) is required on labels placed on pallets or
other containers when mail is containerized. - A container bearing Full-Service mail pieces must
bear a unique Intelligent Mail container label
and barcode, whether a mailing is containerized
by DMM standard, a Customer Supplier Agreement,
or mailer option. - A 21-digit IMcb is required on each pallet, APC,
etc. This barcode consists of Application ID
(always 99), Type ID (always M), Mailer ID, and
unique serial number.
16How Can You Send Information?
- Structured approach to electronic documentation
and postage that offers options for all mailers - Mail.dat
- File-based electronic exchange
- Web Services
- Form-based electronic exchange
- Postage Statement Wizard
- Postage statements online
- Allows Mailer to choose the one best suited for
them
17Mail.dat
- Mail.dat is an industry controlled specification
managed by IDEAlliance, a non-profit organization
that requires membership - IDEAlliance provides governance necessary to
standardize information protocols - A comprehensive supply chain relational data
file - Normally used in high volume, complex preparation
schemes
18Mail.dat Process
19Web Services
- USPS controlled specification that requires no
fee for use - Leverages mature XML technology
- Enables mailer to convert data outputs to
electronic forms to submit to USPS - Enables mailer to develop own browser look
feel - Enables dynamic messaging to facilitate
automating processes
20Web Services Process
21Postage Statement Wizard
- Online tool that allows access to USPS forms
via any desktop browser - Supports postage statements
- Complete form submit online
22Benefits
- Eliminates hardcopy Postage Statements
- Reduces wait times
- Provides access to financial historical
information - Provides reports
23Postage Statement Wizard Process
24Facility Access Shipment Tracking (FAST)
FAST
- Simplified Scheduling Processes
- Electronic options providing mailing information
- Improved Operational Efficiency
- When postal facilities understand customer
requirements ahead of time, appointment slots can
be offered based on capacity - Encourages Timely, Accurate Appointments
- Mailers who provide accurate content details and
arrive on time will have the widest selection of
appointment slots
25Electronic Mail Improvement Report (eMIR)
- Replaces old hardcopy PS Form 3749
- Web-enabled business process that
- Identifies issues impacting efficient processing
of business mailings - Informs process owners of identified deficiencies
and impacts to mailing efficiency - Improves business processes through information
management and reporting capabilities
26Accessing eMIR
- Provides visibility to mail owners/preparers with
reported problems - Log into PostalOne!
- Click on Reports and then click the link to eMIR
27Feedback Resolution
28Feedback Resolution
29How Can You Get PostalOne! Access?
Mail.dat / Wizard Web Service
- Complete the online application and submit it
electronically. http//www.gateway.usps.com/
30PostalOne!? Full-Service Authorization Process
- PostalOne!?
- Full-Service Authorization Process
- for Full-Service Customers
- Effective October 25, 2011
- The PostalOne! Help Desk will validate and
authorize the mailer for basic eDoc submission
and notify the MBME that they have passed
testing. - The acceptance employee at any unit is
responsible to ensure that every mailer presents
all required documentation and complete postage
statement(s), prior to accepting the mail. - Note Since induction methods were not part of
the previous Test Environment for Mailers
TEM/certification process we will not evaluate
current approved FS mailers.
31PostalOne!? Full-Service Authorization Process
- National Customer Service Center (NCSC)
PostalOne! Help Desk - The PostalOne! Help Desk notifies the BMS Program
Managers, BMSA and the MBME that the mailer has
completed the application and will be testing in
TEM for eDoc. - This notification informs the MBME/designee that
one of their mailers is testing and that it is
necessary to ensure that the hardware is in place
and a Customer Supplier Agreement (CSA), if
necessary, is active and current. - The PostalOne! Help Desk notifies MBME that the
mailer is ready to submit files for the
Full-Service Review (Exhibit 1 Official
Notification Initiate Full Service Testing).
32PostalOne!? Full-Service Authorization Process
- MBME - Initiate Authorization of Full-Service
Review (First-Level Review) - Upon receipt of the Official Notification from
the NCSC the MBME/designee will work with their
customer to establish a date when the mailer will
be prepared to send the files and a live mailing
for review. This communication can be
accomplished through a phone call and/or email
with the mailer. - The following steps must be completed during
first-level review by the MBME/designee - Contact the mailer within five days of official
notification from NCSC to set up the Full-Service
test. - Confirm the date by email
33PostalOne!? Full-Service Authorization Process
- The notification will let the mailer know that
- The mailer must transmit Full-Service files to
TEM - The mailer must transmit Basic files to
Production for postage payment. - Note The Full-Service workshare discount will
not be applied to mailings submitted during
testing and that is why the mailer submits a
postage statement at the Basic price. - MBME/designee will also notify the mailer that
the PostalOne! system(s) (Production and TEM)
must receive all Mail.dat files and postage
statement updates (UPD) for files being
evaluated. - A minimum of two jobs must be evaluated
- This may all be found in the mailers eDoc and
Full-Service Authorization Guide.
34PostalOne!? Full-Service Authorization Process
- (First-Level Review) The review will require
- A minimum of two jobs
- At least one job for each induction method used
by the mailer - DMU Verified, USPS Transported
- Origin/Destination, Mailer Transported
- BMEU Entered
- Note In order to be able to claim FulI-Service
prices a mailer must be approved for each
applicable induction method and mail class.
Additional testing may be needed for mailers
required to use a CSA. - Pallet placards on the mailing
- Designee will make a copy of three placard(s)
from each mailing.
35PostalOne!? Full-Service Authorization Process
- 3. The following are reasons a mailer may fail
the First-Level Review - Missing barcodes
- IMb
- IMtb
- IMcb
- Mail does not match documentation
- CSA is not current and active
- When the mailer fails the review at level one
the review stops.
36PostalOne!? Full-Service Authorization Process
- The MBME will notify the
- Mailer
- PostalOne! Helpdesk
- BMSA
- The MBME will send the completed Level 1 Review
to the BMSA and the PostalOne! Help Desk and
provide any samples pertaining to the reason for
failure. - When the mailer Passes Level 1 Review the
MBME/designee will notify PostalOne! Help Desk
and BMSA using Exhibit 4 Level One Review is
completed using -- (Exhibit 4 MBME/designee
Notification To BMSA of Completion Of Level One
Testing of Full-Service Files for Mailer and
attach - The completed Full-Service Authorization
Checklist for level one - Copies of 3 container placards from each job.
37PostalOne!? Full-Service Authorization Process
- TEM File Validation
- Analyze the Mail.dat files in Production using
admin console - DMU Verified, USPS Transported
- Confirm proper use of CSA ID in the SEG, if
applicable - Confirm Class of Mail and Processing Category
- For Logical Mailer- Confirm all applicable
container types are identified - Confirm container level coded in the csm file for
the placards submitted for each jog - Verify Entry Point Delivery Postal Code
38PostalOne!? Full-Service Authorization Process
- Verify Entry Point for Entry Discount Locale Key
in the csm - Verify the Entry Point-Actual/Delivery-Postal
Code in the csm file (ZIP4 of DMU) - USPS Pick Up in the csm set to Y
- CSA Trip ID in the csm (not required)
- Check Scheduled Ship Date and Time in the csm
- Label IM Container populated with a 99M container
barcode in the csm - Review container placards from level 1 review and
match to containers is csm file - For mailers using a CSA match containers in CSA
file against containers in csm - Compare Ship Date and Time in csm file with date
and time of actual acceptance at level one review
to ensure it does not affect service measurement.
39PostalOne!? Full-Service Authorization Process
- Origin/Destination Mailer Transported
- Confirm proper use of CSA ID in the SEG, if
applicable - Confirm Class of Mail and Processing Category
- For Logical Mailer- Confirm all applicable
container types are identified - Confirm container level coded in the csm file for
the placards submitted for each jog - Verify Entry Point Delivery Postal Code
- Verify Entry Point for Entry Discount Locale Key
in the csm - Verify the Entry Point-Actual/Delivery-Postal
Code in the csm file (ZIP4 of DMU)
40PostalOne!? Full-Service Authorization Process
- Confirm mailer is scheduling valid appointments
in Fast -- Reservation number in the csm
(recommended not required) - Check Scheduled Induction Date and Time in the
csm - Ensure USPS Pick Up in the csm set to N
- Label IM Container populated with a 99M container
barcode in the csm - Review container placards from level 1 review and
match to containers is csm file - For mailers using a CSA match containers in CSA
file against containers in csm - Compare Induction Date and Time in csm file with
induction and time of actual acceptance at level
one review to ensure it does not affect service
measurement.
41PostalOne!? Full-Service Authorization Process
- MLOCR (Logical Mailer)
- Correct container types are identified
- Must identify logical trays (L)
- Sibling Tray (T O E)
- Logical Container (M)
- Sibling Container (P)
- All logical containers must be identified in the
file and Sibling containers need to be linked to
the parent logical container for full-service
logical mailings - Note Additional container types are identified
in the technical guides.
42PostalOne!? Full-Service Authorization Process
- Mailer may need to retest
- Mailer may need to resubmit files
- If the 99M barcodes on the container (pallet)
placards are not reflected in the csm file, or
99M barcodes on the container (pallet)
placards do not match the 99M barcodes in the csm
file, the mailer will need to resubmit a new
mailing and it will go back thru for a Level One
review. - Complete Full-Service Checklist with
recommendation for authorization
43(No Transcript)
44Resources for Additional Information
- PostalOne! www.usps.com/postalone/howto.htm
- Mail.dat www.usps.com/postalone/guides.htm
- IDEAlliance www.idealliance.org
- Web Services
- www.usps.com/postalone/guides.htm
- Postage Statement Wizard www.usps.com/forms/posta
gewizard.htm
45Questions?