Headline

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PostalOne! System
Presented by Janet Cook, Mgr BME
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Agenda

• 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

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What 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

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Mailing 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
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Discount 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

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Discount 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

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What 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

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What Does PostalOne! Do?
Presents Mailing Documents
Automates Postage Payment Processing
Facilitates Drop Shipment Scheduling
Provides Account Access Mailing Information
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What Is Available?

• Available Features
• Electronic mailing documentation, automated
  postage statement processing online account
  access
• Online account management automated drop
  shipment processing

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What 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

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What 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

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Electronic 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.

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Electronic 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.

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Electronic 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

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Electronic 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.

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How 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

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Mail.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

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Mail.dat Process
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Web 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

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Web Services Process
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Postage Statement Wizard

• Online tool that allows access to USPS forms
  via any desktop browser
• Supports postage statements
• Complete form submit online

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Benefits

• Eliminates hardcopy Postage Statements
• Reduces wait times
• Provides access to financial historical
  information
• Provides reports

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Postage Statement Wizard Process
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Facility 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

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Electronic 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

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Accessing eMIR

• Provides visibility to mail owners/preparers with
  reported problems
• Log into PostalOne!
• Click on Reports and then click the link to eMIR

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Feedback Resolution
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Feedback Resolution
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How Can You Get PostalOne! Access?
Mail.dat / Wizard Web Service

• Complete the online application and submit it
  electronically. http//www.gateway.usps.com/

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PostalOne!? 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.  

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PostalOne!? 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).

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PostalOne!? 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

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PostalOne!? 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.

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PostalOne!? 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.

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PostalOne!? 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.

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PostalOne!? 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.

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PostalOne!? 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

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PostalOne!? 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.

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PostalOne!? 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)

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PostalOne!? 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.

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PostalOne!? 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.

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PostalOne!? 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

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Resources 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

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Questions?