Postal Affairs Blog

Well, it was a long time coming, but the time is, indeed, here.  The publication of our 4th white paper – “eDoc and PostalOne! They’re What’s Best for You and the USPS.” 

This paper explores the world of electronic documentation (eDoc) and the USPS PostalOne! system.  It looks at why the Postal Service is really pushing for mailers to switch to eDoc, what PostalOne! is and how using it benefits you, the 3 ways to particpate in eDoc, the benefits of eDoc and why you should begin implementing eDoc right now.  It also discusses the very latest information and instructions for getting started using eDoc and PostalOne! - including the new TEM procedures detailed in the latest eDoc and Full-Service Authorization Guide for Mail.dat.

And – just as with all of our previous white papers - this brand new 21-page paper is available at no cost. 

Please click here to access and download this incredible new white paper from the postal experts here at Window Book.

- Wallace Vingelis

Vice President, Business Development & Marketing

617-395-4569

wvingelis@windowbook.com

Mailing industry leaders met with USPS PMG Pat Donahoe this morning where he announced that the Postal Service plans to file an inflation-based price increase request this afternoon.  The proposed implementation date will be April 17, 2011. 

They will seek an overall increase of 1.741% increase.

First-Class Mail will see an overall increase of 1.7%, but the $0.44 Forever stamp will remain unchanged.

Standard Mail will also see a 1.7% increase.  Letters will go up by 1.8%.  Flats will go up 0.8%.  The big hit in Standard are Parcels and NFMs, which will go up 11.3%.

USPS officials also announced that the May 2011 implementation date for switching to Intelligent Mail barcodes to qualify for automation rates is being pushed back, however, no new date has been announced yet.

More to follow after the filing!

Wallace Vingelis

Vice President, Business Development & Marketing

Window Book, Inc.                

Phone:  (617) 395-4569

Fax:        (617) 395-5969

email:    wvingelis@windowbook.com

URL:       www.windowbook.com

On Friday 12/17/2010, the USPS announced they will be delaying the implementation of the eDoc penalties that could cost mailers additional money should their eDoc not be in full compliance with PostalOne! and Seamless Acceptance standards.  Here are the specific items that the USPS planned to be checking for in January:

• Invalid mail preparer/mail owner (“By/For”) information
• Errors in Customer/Supplier Agreements (CSA’s)
• Invalid Mailer IDs
• Invalid Service Type Identifiers
• Non-unique mailpiece, handling unit, or container barcodes

Read below the letter from Steve Kearney of the USPS to the Mailer’s Technical Advisory Committee:

Letter to MTAC from MTAC Co-Chair

Dear MTACers:

We are delaying Full-Service eDoc postage corrections, which we had planned to deploy on January 2, 2011, to give mailers more time to use information from a new report to help correct errors in their electronic documentation.

The new publication — PostalOne!® Full-Service Error report — allows eDoc submitters to review the quality of submissions, identify jobs with errors, and calculate the correct postage. This report also allows the eDoc submitter to request reconciliation of identified errors. 

We encourage mailers to take advantage of the reconciliation process and use the feedback to correct Full-Service eDoc issues.

In addition, enhancements to the MicroStrategy Mail Data Quality reports provide detailed information on piece counts and postage amounts for pieces that are not compliant with Full-Service requirements.

Mailers have begun using these two reports — MicroStrategy Mail Data Quality and Full-Service Error — to assess the quality of their eDoc. We are continuing to work through the MTAC 137 group to address mailers’ concerns.

Please be sure to utilize the MicroStrategy Mail Data Quality reports and the PostalOne! Full-Service Error reports. Also, tell us about any issues you have with the PostalOne! help desk, 800-522-9085.

Best regards,

Steve Kearney
MTAC Co-Chair
U.S. Postal Service

With the recent publication of our latest white paper - ”Intelligent Mail Full-Service:  Critical Steps to Understanding and Implementing” – we want to hear from you. 

Take this opportunity to comment, question, disagree – whatever you want – but do it here.  Reply to this blog post.  Let us know how we did. 

Wallace Vingelis

Director, Postal Industry Practice

Window Book, Inc.                

Phone:  (617) 395-4569

email:    wvingelis@windowbook.com

In our ongoing efforts to educate mailers and the postal industry as a whole about critical changes happening with the USPS, we are publishing an informative, 29-page white paper titled, “Intelligent Mail Full-Service: Critical Steps to Understanding and Implementing”.

The Postal Team here at Window Book believes that in this white paper you’ll discover:

• What’s going on in the Postal industry
• The differences between the Full-Service and Basic options
• What Full-Service will do for you (It’s not just about the discounts!)
• The 3 ways to participate in the USPS PostalOne! System  
• What steps you need to take, and in which order, to get going with IM Full-Service
• And much, much more!

Click here to download your free copy of Intelligent Mail Full-Service: Critical Steps to Understanding and Implementing.

Wallace Vingelis

Director, Postal Industry Practice

Window Book, Inc.                

Phone:  (617) 395-4569

email:    wvingelis@windowbook.com

The United States Postal Service^® (USPS^®) announced some modifications to the current mail verification processes during the recent Mailers Technical Advisory Committee (MTAC) meetings and in webinars presented to mailers last week. These changes to the verification processes became effective with the implementation of the Intelligent Mail^® (IM) discounts on November 29, 2009.

For the most part, the USPS will conduct mail verifications using the same procedures as in the past. For IM Full Service mailings, the USPS has introduced hand-held scanning units, called FS-IMD’s, that will be used by acceptance clerks to collect data samples from mailpieces and tags on containers and mail handling units (sack tags, tray tags, pallet placards, etc.). These scanners have been deployed only to acceptance units with high volumes of mail, so not all acceptance units will be subject to these verification changes. It has not been made clear what, if any, mail verification changes will take place at acceptance units not provided with these scanning units.

The additional scanning steps that have been added to the verification process at these acceptance units equipped with the scanners are as follows:

Clerk identifies Full Service mailing on the PostalOne! system mailing dashboard.

Clerk uses the FS-IMD device to collect the following samples:

• scans 3 container placards,
• selects 1 of the scanned containers and scans 5 handling units,
• selects 3 out of the 5 handling units and scans 30 pieces – 10 piece from each of the handling units

Along with the discounts that became effective on November 29, 22009, mailings with the following errors will be subject to loss of the IM Full Service discounts:

• No electronic documentation submitted to the PostalOne! system
• IMcb (Intelligent Mail Container Barcodes) container placards not placed outside of the container stretch-wrap
• No IMb (Intelligent Mail Barcode) on mail pieces (>3 pcs) The initial verification sample size is 30 pieces. If the clerk identifies more than 3 of the 30 pieces do not have the required IMb on the mail pieces the mailing will be disqualified for Full Service discounts (this is more than 10% error)
• No IMcb on container placards (>3) The initial sample requirement is 3 placards. If one placard is found to not have an IMcb on it then an additional 3 placards will be inspected. If more than 3 placards are missing the IMcb the mailing will be disqualified for Full Service discounts (this is more than 50% error)
• No IMtb (Intelligent Mail Tray Barcode) on handling unit label (>3) The initial sample requirement is 5 tray/sack labels. If one label is found to not have an IMtb on it then an additional 3 labels will be inspected. If more than 3 labels are missing the IMtb, the mailing will be disqualified for Full Service discounts (this is more than 37% error)

In cases where the error rate exceeds tolerances and the IM Full Service discounts are forfeited, the USPS will process postage statements for such mailings in the following manner:

• Acceptance personnel will process the electronic postage statement as submitted (discount applied)
• Acceptance personnel will then conduct a manual adjustment transaction for the loss of Full Service discount.

Other Full Service benefits, such as mail tracking or ACS corrections, may be impacted when mailings fail the IM verification, based upon the type of barcode failure. What is not so clear is what exactly those impacts are. I guess we will have to wait and see!

Other IM preparation errors, such as non-unique serial numbers in the IM barcodes, or lack of container information in FAST appointments for drop shipments, will not be subject to forfeiture of IM discounts until March 2010. The USPS will, however, be sharing feedback to the mailing industry on the quality of IM mailings so that necessary adjustments may be made prior to March 2010.

According to the USPS, internal training webinars have been conducted so that the appropriate acceptance staff will be well versed in the new procedures. Based on past experience, however, there will likely be some acceptance issues that mailers will experience. There are many elements of IM that are confusing to say the least, and the acceptance and assessment processes will be no different. One of the primary concerns of mailers is the accuracy of the existing MERLIN^® (Mail Evaluation Readability Lookup Instrument) testing equipment. The USPS has admitted that the software for the MERLIN equipment has not been updated to reflect the IM changes. As many flat-size mailers can attest, MERLIN testing for flat size mailpieces is prone to many errors, even prior to IM implementation.

For more details regarding these revised mail verification procedures, you should contact your local business mail entry unit, or refer to the USPS issued mail verification changes document on the USPS RIBBS site.

Anyone who works with the United States Postal Service^® (USPS) knows their penchant for using acronyms, and the Intelligent Mail (IM) program is no different. One of the areas that causes confusion for mailers is the registration for and use of Mailer Identification numbers (MID’s) and Customer Registration Identification numbers (CRID’s).

The Mailer ID is a numeric identification number which is used by the USPS to identify a mail owner or mailing agent. The MID must be included in the IM barcode and in the electronic files and documents that are submitted to the USPS for IM. The MID is either a 6-digit number or a 9-digit number, based on historical mail volume or the need to maintain the 45-day uniqueness requirement. For example, mailers can manage the 45-day uniqueness requirement for 1 million pieces of mail using a 9-digit MID (9-digit MID’s allow for 6-digit serial numbers in the barcode), whereas it can be managed for 10 million pieces with a 6-digit MID (6-digit MID’s allow for 9-digit serial numbers in the barcode). Alternatively, multiple 9-digit MID’s can be assigned for increments of 1 million pieces as another method of managing the uniqueness requirement.

The Customer Registration ID is also a numeric identification number (up to 15 digits) which is used to uniquely identify a USPS customer at a location. Essentially it identifies the various physical locations of customers. For example, if a USPS customer has five different mailing facilities, they will be assigned five CRID’s, one for each physical location. The CRID’s are used in the electronic files and documents for IM, but are NOT included in the IM barcode.

These MID’s and CRID’s may be applied for using the Business Customer Gateway. Mailers should allow for 2 to 5 days for this application process. There are some situations which may require that these applications be made manually using hard copy forms; if applicable this will be specified on the Business Customer Gateway.

As part of the IM program, the various participants in a mailing are uniquely identified using these MID’s and CRID’s in the electronic files and documents, and also by specifying the relationship between the various participants. This is known as the “By/For” relationship.

For example, a mailing may involve a mail owner, a mail preparer, and a logistics provider. The mail owner designs the mailpiece and pays the postage, the mailing is printed, sorted and mailed BY the mail preparer FOR the mail owner, and the mail is transported and drop ship appointments are made BY the logistics provider FOR the mail owner to drop ship entry points. Since each of these participants is involved with some portion of the electronic transactions with the USPS for the mailing, they must all be identified.

Every mailer has their own unique needs, so it is important that mail owners work with mail service providers to determine which MID to use for the barcodes, and to correctly assign the BY/FOR relationships. In addition, delegation of data can also be done using what is called “Cast of Characters.” For example, if a mail owner utilizes a fulfillment bureau to handle their address corrections from the USPS, the mail owner can delegate the receipt of the Address Change Service (ACS^TM) data to this fulfillment bureau.

The real key is to map out your process flow for your mailings, including all of your service providers. You can then use this information, along with mail volumes and frequencies, to help manage the uniqueness and to properly register for and utilize the appropriate MID’s and CRID’s.

The USPS has numerous guides and checklists available on their Rapid Information Bulletin Board Site (RIBBS^TM), and has recently added a PowerPoint presentation specifically explaining MID’s and CRID’s. Mailers should access these resources and devote some time to reading and understanding these documents. Although this may seem tedious, it can actually help save you time as you go through the IM integration process.

Monica Lundquist, Postal Affairs Manager, Window Book, Inc.

If you have been working on integrating Intelligent Mail (IM) your mailing processes, you already know that there is much more to this program than just a new barcode. In fact, printing the barcode may be the least complex part of the whole integration!

If you are just getting started with IM, or have not yet begun, you really ought to devote some time and planning to your integration process. If you think you can just ignore it, hoping it will all go away, think again. The United States Postal Service^® (USPS) has invested millions of dollars in the IM program, and it really is the next generation of technology for mailing. Mailers who do not embrace this new technology will find themselves left out in the cold; unable to participate in the latest postal initiatives. Before you pooh-pooh the whole idea as not worthy of any investment in time or resources, consider the following:

The USPS is implementing a postal discount for mailers using IM, effective November 29, 2009. While the discounts don’t sound like much ($.003 per piece for First-Class and $.001 for Standard, Periodicals and Package Services mail), these small amounts can add up quickly for large volume mailers. This initial discount is only the beginning; at some point in the future, many discounts will be tied to the use of IM.

Use of IM allows you to take advantage of a number of mail tracking options. You can track individual pieces of mail or just containers of mail. This information can be extremely valuable to better pinpoint delivery dates of mail. This can help you or your clients in any number of ways:

• Timing your direct mail message to related television, radio, newspaper or internet marketing messages.
• Planning your staffing and other resources in call centers, product warehouses, shipping centers, retail stores, or internet sites.
• Longer term analysis of direct marketing efforts to pinpoint the most successful times of the year, days of the week, etc.

IM also allows you to have proof that your mail has entered the postal stream and more importantly, you can track it through the USPS processing chain.

For mail service providers, if you don’t offer IM, your competitors will! Most businesses can’t afford to lose work for any reason, and never has that been truer than in this challenging economy. Before you dismiss IM as being too costly or time consuming to implement, consider the potential cost of lost revenue if you delay implementation or elect not to do so at all. IM is a critical part of just staying in the game at this point, so make sure you take this into account in your financial analysis.

IM helps improve address accuracy. With Full Service IM, mailers receive free ACS (Address Change Service). This service, which currently has a price of $.26 per correction, is FREE with Full Service IM and can provide up-to-date address information for your customers and prospects who have moved. Moreover, this service also provides helpful error codes on addresses which may not involve a move but may not be entirely accurate for postal delivery purposes. Keeping addresses current and accurate not only saves postage, but helps you stay in contact with your customers.

IM helps streamline mailing processes and reduce paperwork. Part of the USPS cost savings of the IM program comes from the requirement to submit electronic documentation via the internet. This cost savings accrues to mailers as well, in reduced costs for printers, paper, toner, etc. and reduced administrative costs of processing and storing all the hard copy documentation. This can also result in reduced amounts of time to process and present mail to the USPS and reduced time for mail verification and acceptance by the USPS.

If you are still procrastinating on integration of IM, don’t be afraid. There is plenty of help available. The USPS has numerous online guides and other information available, including recorded tutorials. Many of your suppliers, such as software vendors, logistics suppliers, mailing equipment manufacturers, etc. can offer all kinds of assistance and educational materials. Mailing and other industry associations can also provide a wealth of information. You need look no further than your local Postal Customer Council (PCC) for help and interaction with other mailers in your area who are also implementing IM.

The November 29 implementation date for IM discounts is just around the corner. The full impact of IM will go far beyond that date however, and the sooner you get on board, the sooner you can take advantage of the many benefits of IM. Don’t delay!

Monica Lundquist, Postal Affairs Manager, Window Book, Inc.

Proof of Mailing: Say Goodbye to the Red Round Stamp

As the United States Postal Service^® (USPS) and the mailing industry are busy with the integration of Intelligent Mail^® (IM), one item of particular concern to the ultimate postage payer seems to have fallen by the wayside. That item is the official proof that the mail has been accepted and paid for. For years, postage payers of bulk mailings have relied upon the red round dated stamp on the postage statements or other USPS documents as proof of mailing. That red round stamp still exists today, but be prepared for it to fade into the sunset soon.

Why is the red round stamp disappearing? It is due to the increasing use of electronic documentation (e-docs) rather than hard copy documents. With Intelligent Mail Full Service, use of e-docs is required, which will eliminate the ability for postal clerks to apply the red round stamp to hard copy postage statements. What then, is to be used to provide proof of mailing?

The USPS does provide for an electronic receipt file once postage statements have been processed through PostalOne!, however these receipts do not contain any detailed information about the mailing. These receipts can be obtained either individually or in batch mode, but in either case, it requires an active effort by the mailer or postage payer to obtain these receipt files. This does not sound like a big deal unless you are a large volume mailer, or a mail preparer who processes mail for numerous clients. This change in USPS process creates the need for a new mailers process that is not required when hard copy statements are used.

Moreover, since the receipts are not attached in any way to the postage statements  themselves, it also creates an additional process of reconciling the receipt file to the postage statements. There are USPS statement numbers, register numbers, and mailing group ID numbers on both documents for purposes of reconciliation, but this would be a manual process. Also of concern is that it is not clear how long this receipt information will remain on the PostalOne! site, so access after the fact may prove to be troublesome.

Inevitably, software developers and other mailing process suppliers will create more automated means to obtain and reconcile this information, likely even including an electronic facsimile of the old red round date stamp. However, these methods will vary depending on the supplier, so postage payers who do business with multiple mail preparers will be faced with a variety of representations of the USPS proof of mailing.

The mailing industry has been calling for the USPS to respond to this issue by asking them to provide a more automated, easy to use proof of mailing. The USPS has not been very responsive to this request, mostly because they have their hands full implementing other more critical components of IM and because their budgets do not allow for additional programming to accomplish this.

As a result, postage payers and mail preparers need to be made aware of this issue and prepare for it. You should be working with your postal contacts and mailing associations to raise the awareness of this problem with the USPS. You should also be planning for the worst-case scenario, which is that the USPS will not be able to provide an automated solution anytime soon. In this case, you need to work with your software developers to come up with some workable interim solutions. You will also need to be prepared to handle these additional processes and to educate your staff and clients as to the interim solution.

We all can agree that hard copy postal documents need to be eliminated and replaced with electronic documents. However, this should not be done at the price of creating additional work for postage payers. Only by making your voices heard through your mailing associations, and by making plans in advance of IM implementation will you make yourself prepared for this change in USPS processes.

Monica Lundquist, Postal Affairs, Window Book, Inc.

                     Eight Tips for Implementing Intelligent Mail

Go ahead and admit it. You have been procrastinating on the whole United States Postal Service^® (USPS) Intelligent Mail^® (IM) thing, and now you are starting to panic. The November date for introduction of the IM discounts is just around the corner, and you have not even started your implementation plans.

Don’t worry, you are not alone! There are lots of people who have been putting this off, just like you. Some were skeptical about the whole thing and wanted to wait and see if it was actually going to happen. Others figured there would be lots of changes and revisions to the USPS plans, so they wanted to wait for the dust to settle a bit. And for many of you, quite frankly, IM just scares the bejezzus out of you!

Regardless of what category you fall into, you really ought to start thinking about your implementation plans for Intelligent Mail. Here are some tips for getting started:

1) Do some detailed analysis to determine which level, if any, of IM that you will be using. You will need to do this analysis to first identify whether IM will be of benefit to your organization, and if so, whether Basic Service or Full Service is right for you. The USPS does provide some on-line benefit calculators to assist in this process, but you will likely need to enlist a number of members of your team, possibly in various departments, to get a complete picture. Keep in mind that while IM is currently voluntary, that may not always be the case. There have been statements made by the USPS that the current automation discounts will in 2011 be available only for mailers using the IM barcodes.

• 2) Once you have determined which level of IM service is best for you, you will need to obtain a Mailer ID (MID), or if you use service providers, Customer Relationship ID’s (CRID). Virtually everything under IM will be transacted using the Business Customer Gateway, so you will want to access the USPS presentation on using the Business Customer Gateway if you are not already familiar with it. Once you have reviewed the presentation, you can then go online to apply for your ID’s.
• 3) Start printing the IM barcode on your mailpieces. Even if your internal systems are not yet completely set up to handle the IM transactions with the USPS, you should start printing the IMb’s on your mailpieces as soon as possible. Before you do that, however, you should have some printed samples of your mailpieces containing the IMb reviwed by your local Mailpiece Design Analyst to make sure there are no problems. This includes any sack, tray or pallet tags as well as mailpieces if you are the physical preparer of the mail.
• 4) Become familiar with Mail.dat and Mail.xml if you are not already. These are the two primary means by which electronic transactions with the USPS take place. You will need to make sure that your mailing processes are capable of producing at minimum mail.dat files, and ideally both mail.dat files and mail.xml.
• 5) Investigate your internal mailing processes, including any software or hardware, to insure that they are IM compliant. Work with your hardware and software vendors and service providers to assist you with this process. You may need to do some testing and possibly some hardware or software upgrades or replacements. If you have very sophisticated, automated mailing processes, IM integration may require some custom designed systems to insure seamless integration.
• 6) If you plan to take advantage of the free Address Correction Services (ACS^TM) in the IM Full Service Option, you should work with your database administrator, fulfillment house, or other service providers to determine how to incorporate the address corrections back into your database. ACS is much more complex under IM Full Service, and there is the potential to receive three different types of corrections, in three different formats, and at three different prices (not all ACS corrections will be free of charge).
• 7) Once you have your mailer ID, you should begin testing some transactions with the USPS using the Business Customer Gateway and the Test Environment for Mailers (TEM). This will allow you to work out any bugs in your internal systems and is also required for USPS authorization for IM Full Service. Once you have passed the TEM testing, you will be running tests in a parallel environment for a period of time until the USPS authorizes you as an IM Full Service mailer.
• If you plan on implementing the IM Full Service option, consult the USPS checklist for IM Full Service mailers. It is an exhaustive list of all the points you need to do in order to qualify for Full Service.

Intelligent Mail is indeed very complex, but it is not as scary as it seems. Take one step at a time, and you will make it through the integration process. Take advantage of the knowledge of others, such as colleagues, service providers, vendors and suppliers, USPS representatives and mailing associations. Most importantly, don’t procrastinate any longer, get started TODAY!