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The Future of Enterprise Mailing and
Shipping
Adam Lewenberg - Background and Experience
• President of Postal Advocate Inc.
– The only mail audit and recovery firm in the US and Canada
– Manage a portfolio of over 181,000 pieces of mailing and shipping
equipment for the largest US companies.
– Speak and teach nationally on mail savings and industry trends.
• Former Industry Co Chair- Boston Postal Customer Council/Mail Systems
Management Association member. CMDSS and MDC Certifications.
• Featured Writer for Mailing Systems Technology Magazine.
• Worked for one of the largest mailing vendors for over 17 years
– Director of national sales for presort, tabletop inserters, addressing
hardware/software and green offerings.
– Was one of the top 5 account managers nationally working with some of
the nation’s largest accounts.
• Not affiliated with any mailing vendor - Unbiased advice.
October 27, 2021 2
What We’ll Cover:
1) The Evolution of Shipping & Mailing
2) Enterprise Visibility
3) Web Accessed/Cloud-Based shipping & mailing solutions that can support
a blended workforce
a. PC Postage
b. Enterprise PC Postage
c. Multi-Carrier enterprise shipping and mailing
4) Rate Shopping
5) Address Validation
6) Single Sign-On
7) Central Administration
8) Case Management – Handling location/user questions
9) Best practices and tips
October 27, 2021 3
Evolution of Shipping & Mailing
• Approximate dates
2021-10-27 4
Parcel
Manifest
–
Web
Based
Parcel
Register
PC
Postage
Parcel
Manifest
–
PC
Based
Parcel
Manifest
(Scale
Based)
Postage
Meter
Postage
Stamp
2011
1999
1990
1985
1920
1840
PC
Postage
-
Web
Based
2015 2017
PC
Postage/Parcel
Manifest
-
Web
Based
PC
Postage
-
Enterprise
2007
Web based
technology has
created the biggest
jump in adoption
and accessibility
Enterprise Visibility
October 27, 2021 5
Why is it easier for a company to send an $10 Overnight
item than a $.53 letter?
October 27, 2021 6
UPS/FedEx USPS USPS
Current Current Proposed
Cost to Mail an Item Typically starts at about $10 Letters can be mailed for $.53 Letters can be mailed for $.53
Technology
Uniform web access - CampusShip
(UPS), UPS.com, FedEx.com
Varies by location - Postage Meters,
PC Postage, go to the Post Office to
purchase Stamps (Majority of users) Uniform web access
Where can they mail:
- Large Corporate offices Uniform web access Postage Meters Postage Meters
- Other company locations Uniform web access
Some will have postage meters or
PC Postage and others will need to
go to the Post Office to purchase
Stamps Uniform web access
- Remote workers Uniform web access
Go to the Post Office to purchase
Stamps Uniform web access
Visibility
Complete visibility on consolidated
invoices and dashboards
Limited and fragmented view to the
mail spends.
Complete visibility on consolidated
invoices and dashboards
Funding for Charges Pay after use
Typically prepay to fill a meter/pc
postage or to purchase stamps. Pay after use
Chargeback
Allocated by internal cost centers
from consolidated invoices
Fragmented based on the locations
metering technology, payment
method (check, credit card or
expense report)
Allocated by internal cost centers
from consolidated invoices
PC Postage – Fastest growth segment of the mailing
industry
• Inexpensive compared to postage meters and typical costs range from $10-30 per
month.
• Cloud based and can be accessed from any device.
• Easy to deploy and use – Within a week or two, you can receive your login credentials,
a scale and starter labels. There are simple online tutorials to get you started quickly.
• Visibility to all history and package tracking statuses.
• Some systems have multiple carrier options to process UPS®/FedEx®
• Significant postage savings – Some newer postage meters may come with a PC
Postage subscription to get these rates. (Some newer mailing systems are including PC Postage to get
these discounts).
October 27, 2021 7
Mail Type Stamps Postage Meter PC Postage Savings % Savings
1 Ounce Letter $0.58 $0.53 $0.53 $0.05 9%
1 Ounce Certified Mail with Return Reciept $7.38 $6.13-7.33 $6.13 $1.25 17%
5 Ounce First Class Parcel $4.80-5.20 4.80-5.20 $3.46-3.85 $1.34-1.35 26-28%
10 Ounce First Class Parcel $5.50-5.95 $5.50-5.95 $4.04-4.68 $1.16-1.27 21-22%
15 Ounce First Class Parcel $7.70-16.85 $7.70-16.85 $5.19-5.98 $2.51-10.87 33-65%
Priority Mail 1LB $7.70-16.85 $7.70-16.85 $7.16-14.25 $.54-2.60 7-15%
Priority Mail 5LB $10.60-47.95 $10.60-47.95 $8.20-41.46 $2.40-6.49 14-23%
Priority Mail 10LB $14.15-82.60 $14.15-82.60 $10.15-72.43 $4-10.17 12-28%
Priority Mail Express $26.75-62.85 $26.75-62.85 $23-54.05 $3.75-8.80 14%
Prices lower than available through postage meters.
PC Postage
• Most common remote mailing solution
• Subscription model
• Print from any computer with an internet
connection and a printer.
– 4 x 6 - Shipping labels
• Regular paper (To be taped to the item
or use labelope)
• Avery type labels (Purchased from
office supply provider)
– Postage stamps
• Directly onto envelope (Along with
destination and return address)
• Stamp Sheets (Most common) –
Purchased from PC Postage provider.
• Vendor provided label printer
October 27, 2021 8
Cloud-Based Enterprise Options – PC Postage
Enterprise PC Postage is the same as standard PC Postage with the main difference
being how multiple locations can be controlled under a central administration license.
This offers the following benefits:
• Simplicity of onboarding new users
• Reporting on all location and user activities from a central dashboard.
• Managing billing for subscriptions, supplies and postage
• Controlling user access (This includes removing users who are no longer active)
• Single Sign On - Some systems have this option to link to an active directory to
eliminate password management.
• If you have more than 10 locations using PC Postage, we recommend having
them controlled through an enterprise license.
October 27, 2021 9
Enterprise Level Savings – Example – Client with 200 locations
October 27, 2021 10
Item # of Locations Expense # of Locations Expense Savings % Savings
Equipment
High Volume Mailing Systems 10 $40,000 3 $10,000 $30,000
Convenience Meters 50 $50,000 10 $6,000 $44,000
PC Postage 10 $2,500 187 $22,440 -$19,940
Purchasing Stamps at the USPS 130 0
Total 200 $92,500 200 $28,440 $64,060 69%
Additional Cost/Savings
Metered Postage Savings $120,000 $116,400 $3,600
- 15% Commercial vs. Retail Savings on Metered Parcels (Average total savings - 3%)
Stamp Postage Savings $39,000 $35,100 $3,900
- 10% Savings by having mail run through PC Postage/Meter vs. Stamps
Eliminate trips to the USPS $5,200 $0 $5,200
- 6 Trips per year per location @ $10 per trip
Average Meter
Additional Added Value
Simplified standardized method for generating postage across the enterprise TBD
Support work from home users with their mailing needs TBD
Ability to have one central reporting structure for all mail spends TBD
Ability to have users print stamps on demand wherever they are vs. UPS/FedEx TBD
Ability to use Single Sign On to control users TBD
Total Savings $76,760 83%
Current Future
Multi-Carrier Enterprise Mail and Shipping
• Similar to enterprise PC Postage but more focused on the shipping
– More robust rate shopping between carriers and service levels.
– Create rules that can be enforced automatically.
• Example: Only director levels have the ability to do 8:30AM
shipments that cost an additional $25 each.
• Example: Intercompany shipments default to 2 day or
ground shipments.
– Improved user management and reporting options.
– Enhanced single sign-on (SSO)
– Some systems provide the option to print postage stamps on the
same platform as packages.
October 27, 2021 11
Rate Shopping
October 27, 2021 12
Top Rate Shopping Strategies
• Compare Air to Guaranteed
Ground Service.
• Consider USPS® for light
weight residential or rural zip
codes.
• Create rules around 8:30 AM
delivery to push for 10:30 or
end of day service.
• Make sure items are properly
coded as Letter vs. Parcel.
• If it is a Parcel, make sure the
dimensions are entered up
front.
Zone Weight 2 3 4 5 6 7 8
NDA Early Ltr $57.33 62.97 72.15 75.47 76.36 81.38 83.69
1 $62.76 78.03 93.09 100.56 104.23 114.16 116.46
NDA Priority Ltr $8.95 $9.27 $11.93 $12.90 $13.15 $14.61 $15.28
1 $9.85 $14.58 $19.25 $21.56 $22.70 $25.78 $26.49
NDA Standard Ltr $8.78 $9.09 $11.32 $12.27 $12.52 $13.72 $14.35
1 1 $9.01 $12.27 $16.68 $18.73 $20.30 $22.06 $23.26
2Day AM Ltr $13.94 $14.40 $16.67 $20.49 $23.33
1 1 $14.51
2Day Ltr $10.22 $10.65 $10.67 $11.57 $13.48 $13.72 $14.00
1 1 $10.22 $10.67 $11.57 $13.48 $13.72 $14.00
3Day 1 $9.09 $9.27 $9.09 $9.64 $10.54 $10.58 $11.74
Ground 1 $7.96 $7.96 $7.96 $7.96 $7.96 $7.96 $8.13
USPS Priority Ltr $7.40 $7.40 $7.40 $7.40 $7.40 $7.40 $7.40
1 $7.16 $7.46 $7.67 $7.88 $8.34 $8.52 $8.80
USPS First Class Parcel Ltr (8 Oz) $3.46 $3.49 $3.51 $3.57 $3.58 $3.69 $3.85
1 $5.19 $5.23 $5.27 $5.42 $5.66 $5.81 $5.98
USPS does not charge:
Fuel Surcharges 9%
Residential Fees $4.95
Delivery Area Surcharges $3.25-5.90
Address Correction Fees $18
*Ground Service with the same or better day delivery performance
Address Validation
• The carriers charge $18 for each address correction.
• Oftentimes, the same address is charged this fee over and over because it is not edited in
the database.
• Set a process to communicate address changes with the senders to make sure they make
changes in their databases for the future.
• Work towards having centralized office databases for internal packages.
• Monitor the change in behavior over time through reports and internal communications.
October 27, 2021 13
Frequency Count of Address Correction Count Fee
1 647 $11,646.00
2 140 $2,520.00
3 84 $1,512.00
4 44 $792.00
5 45 $810.00
6 6 $108.00
8 24 $432.00
9 18 $324.00
10 10 $180.00
13 26 $468.00
14 14 $252.00
Grand Total 1058 $19,044.00
Address Correction Summary
Single Sign-On
• Most companies rely on “Free” carrier provided tools (UPS CampusShip,
UPS.com, FedEx.com or ShipManager) that do not have Single Sign On
and require users or administrators to manage passwords.
Challenges:
– When users leave they are typically not removed from the system and could
ship on their own on your accounts.
– When new users join the company it is a manual process to get them set up.
• New enterprise web tools have Single Sign-On to make this easy.
– Typically set up by using a common field like email address or
employee number.
– Automatic imports can be set up but still may require an administrator
to add extra linkages prior to import.
– Makes using the application easy because they do not have to
remember passwords. This adds to uniform acceptance.
October 27, 2021 14
Central Administration – Keys To Success
With users spread out at different locations, working remotely and with
different needs, how do you implement and manage these systems to
ensure success?
Requires Central Administration
1. Defining requirements
2. System implementation
3. Training
4. Onboarding users
5. Managing user access
6. Case and issue management
7. Monitoring usage
8. Reporting on key metrics
9. Quantifying savings
10.Expanding and promoting usage
October 27, 2021 15
Case Management – Most important aspect of managing enterprise
October 27, 2021 16
• Dedicated client specific landing page
• Customized messages and links for common questions.
• Pull down menu for common carrier requests
• Once the case is submitted:
• Email is sent to Postal Advocate to start the process
• Email is sent to the requestor with a case number
• Activity is created and notes are entered into their location record.
• Resolutions are taken care of by Postal Advocate with communication to the
location and closure to the activity.
• All cases, activities, contacts and notes are stored for reporting and archiving.
Best Practices
• Enterprise options should be used where possible to give you room to grow
and expand.
• Analysis needs to be done to justify these solutions which involves getting
details to the core data of the current applications.
– Mail volumes
– Package spends
– Savings areas
• Support may be needed on implementation and promoting use inside your
organization. (Change management)
• Ongoing support may be needed to manage the administration aspects of
these systems. The core areas are:
– First responder to questions
– User administration
– Reporting of activities and spends
– Billing validation of the system and usage
October 27, 2021 17
The Analysis
The only way to see if these solutions make sense is to do a detailed analysis of the
current spends.
Here is our process for conducting an analysis.
• Need the details to the current spends including:
– Mailing equipment and postage
• Any current mailing vendor provided reports.
• Accounts payable export of the key mailing vendor names including USPS.
• Limited request of PDF invoices from the AP export file.
• Log information to the vendor’s websites to gain full detail.
– Shipping Spends
• One month of electronic invoice detail for UPS and FedEx
• File should have line-item detail by tracking number.
• Should include accessorial charges.
• Current issues and challenges
• We typically turn this around in 2-3 weeks at no charge or obligation.
October 27, 2021 18
Summary
• More and more people will be working remotely in the future.
• Cloud-based tools are needed to support their mail and shipping needs.
• PC Postage can provide a way to mail from anywhere with an internet
connection and printer.
• Multi-carrier tools are available to rate shop for the lowest costs to send.
• Enterprise versions are available to manage all users on a single platform.
• All of these solutions create efficiencies and savings.
October 27, 2021 19
Helping multi-location
organizations streamline
their mailing costs
Over 181,000 pieces of
equipment, managed
by Postal Advocate
Recovered over
$24,000,000
in lost postage, vendor
overcharges and fees
ENTERPRISE-WIDEMAILAUDITANDRECOVERY
OVER $68,000,000 IN CLIENT SAVINGS
$1.9M
58%
Average Client
Savings
Average Equipment
Savings
HOW WE DO IT
• 220+ years of industry experience
• Comprehensive web-based tool
providing visibility of all mail
and equipment spend
• Time Savings - Assistance
in fleet management
visit www.postaladvocate.com or call (888)977-MAIL(6245)
Sign Limited Agency
Agreement/Kick-Off Call.
Provide copies of vendor
invoices, AP export,
location list,
equipment inventory list.
Present savings opportunities
and get client approval.
Postal Advocate provides
ongoing support,
manages renewals, billing
and vendor compliance.
Provide enterprise visibility of
all spend, costs and
documented savings
through enterpriseAdvocate.
Provide client log-in.
1 2
3
4 5 6
HOW IT
WORKS
Work with current vendor to build population
report, contract terms/start/end dates,
postage volumes, costs.
Analyze spend, check for contract
compliance, billing errors, vendor
fees/overcharges, lost postage.
Identify savings opportunities.
Submit vendor credit requests,
lost postage forms and
eliminate avoidable fees.
Negotiate pricing. Create catalog.
Work with locations -
asset validation, rightsize, termination…
Full implementation of savings.
visit www.postaladvocate.com or call (888)977-MAIL(6245)
Conduct Analysis
NO COST – AUDIT PHASE CONTRACTED CLIENT
October 27, 2021 23
October 27, 2021 24

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The Future of Enterprise Mailing and Shipping

  • 1. The Future of Enterprise Mailing and Shipping
  • 2. Adam Lewenberg - Background and Experience • President of Postal Advocate Inc. – The only mail audit and recovery firm in the US and Canada – Manage a portfolio of over 181,000 pieces of mailing and shipping equipment for the largest US companies. – Speak and teach nationally on mail savings and industry trends. • Former Industry Co Chair- Boston Postal Customer Council/Mail Systems Management Association member. CMDSS and MDC Certifications. • Featured Writer for Mailing Systems Technology Magazine. • Worked for one of the largest mailing vendors for over 17 years – Director of national sales for presort, tabletop inserters, addressing hardware/software and green offerings. – Was one of the top 5 account managers nationally working with some of the nation’s largest accounts. • Not affiliated with any mailing vendor - Unbiased advice. October 27, 2021 2
  • 3. What We’ll Cover: 1) The Evolution of Shipping & Mailing 2) Enterprise Visibility 3) Web Accessed/Cloud-Based shipping & mailing solutions that can support a blended workforce a. PC Postage b. Enterprise PC Postage c. Multi-Carrier enterprise shipping and mailing 4) Rate Shopping 5) Address Validation 6) Single Sign-On 7) Central Administration 8) Case Management – Handling location/user questions 9) Best practices and tips October 27, 2021 3
  • 4. Evolution of Shipping & Mailing • Approximate dates 2021-10-27 4 Parcel Manifest – Web Based Parcel Register PC Postage Parcel Manifest – PC Based Parcel Manifest (Scale Based) Postage Meter Postage Stamp 2011 1999 1990 1985 1920 1840 PC Postage - Web Based 2015 2017 PC Postage/Parcel Manifest - Web Based PC Postage - Enterprise 2007 Web based technology has created the biggest jump in adoption and accessibility
  • 6. Why is it easier for a company to send an $10 Overnight item than a $.53 letter? October 27, 2021 6 UPS/FedEx USPS USPS Current Current Proposed Cost to Mail an Item Typically starts at about $10 Letters can be mailed for $.53 Letters can be mailed for $.53 Technology Uniform web access - CampusShip (UPS), UPS.com, FedEx.com Varies by location - Postage Meters, PC Postage, go to the Post Office to purchase Stamps (Majority of users) Uniform web access Where can they mail: - Large Corporate offices Uniform web access Postage Meters Postage Meters - Other company locations Uniform web access Some will have postage meters or PC Postage and others will need to go to the Post Office to purchase Stamps Uniform web access - Remote workers Uniform web access Go to the Post Office to purchase Stamps Uniform web access Visibility Complete visibility on consolidated invoices and dashboards Limited and fragmented view to the mail spends. Complete visibility on consolidated invoices and dashboards Funding for Charges Pay after use Typically prepay to fill a meter/pc postage or to purchase stamps. Pay after use Chargeback Allocated by internal cost centers from consolidated invoices Fragmented based on the locations metering technology, payment method (check, credit card or expense report) Allocated by internal cost centers from consolidated invoices
  • 7. PC Postage – Fastest growth segment of the mailing industry • Inexpensive compared to postage meters and typical costs range from $10-30 per month. • Cloud based and can be accessed from any device. • Easy to deploy and use – Within a week or two, you can receive your login credentials, a scale and starter labels. There are simple online tutorials to get you started quickly. • Visibility to all history and package tracking statuses. • Some systems have multiple carrier options to process UPS®/FedEx® • Significant postage savings – Some newer postage meters may come with a PC Postage subscription to get these rates. (Some newer mailing systems are including PC Postage to get these discounts). October 27, 2021 7 Mail Type Stamps Postage Meter PC Postage Savings % Savings 1 Ounce Letter $0.58 $0.53 $0.53 $0.05 9% 1 Ounce Certified Mail with Return Reciept $7.38 $6.13-7.33 $6.13 $1.25 17% 5 Ounce First Class Parcel $4.80-5.20 4.80-5.20 $3.46-3.85 $1.34-1.35 26-28% 10 Ounce First Class Parcel $5.50-5.95 $5.50-5.95 $4.04-4.68 $1.16-1.27 21-22% 15 Ounce First Class Parcel $7.70-16.85 $7.70-16.85 $5.19-5.98 $2.51-10.87 33-65% Priority Mail 1LB $7.70-16.85 $7.70-16.85 $7.16-14.25 $.54-2.60 7-15% Priority Mail 5LB $10.60-47.95 $10.60-47.95 $8.20-41.46 $2.40-6.49 14-23% Priority Mail 10LB $14.15-82.60 $14.15-82.60 $10.15-72.43 $4-10.17 12-28% Priority Mail Express $26.75-62.85 $26.75-62.85 $23-54.05 $3.75-8.80 14% Prices lower than available through postage meters.
  • 8. PC Postage • Most common remote mailing solution • Subscription model • Print from any computer with an internet connection and a printer. – 4 x 6 - Shipping labels • Regular paper (To be taped to the item or use labelope) • Avery type labels (Purchased from office supply provider) – Postage stamps • Directly onto envelope (Along with destination and return address) • Stamp Sheets (Most common) – Purchased from PC Postage provider. • Vendor provided label printer October 27, 2021 8
  • 9. Cloud-Based Enterprise Options – PC Postage Enterprise PC Postage is the same as standard PC Postage with the main difference being how multiple locations can be controlled under a central administration license. This offers the following benefits: • Simplicity of onboarding new users • Reporting on all location and user activities from a central dashboard. • Managing billing for subscriptions, supplies and postage • Controlling user access (This includes removing users who are no longer active) • Single Sign On - Some systems have this option to link to an active directory to eliminate password management. • If you have more than 10 locations using PC Postage, we recommend having them controlled through an enterprise license. October 27, 2021 9
  • 10. Enterprise Level Savings – Example – Client with 200 locations October 27, 2021 10 Item # of Locations Expense # of Locations Expense Savings % Savings Equipment High Volume Mailing Systems 10 $40,000 3 $10,000 $30,000 Convenience Meters 50 $50,000 10 $6,000 $44,000 PC Postage 10 $2,500 187 $22,440 -$19,940 Purchasing Stamps at the USPS 130 0 Total 200 $92,500 200 $28,440 $64,060 69% Additional Cost/Savings Metered Postage Savings $120,000 $116,400 $3,600 - 15% Commercial vs. Retail Savings on Metered Parcels (Average total savings - 3%) Stamp Postage Savings $39,000 $35,100 $3,900 - 10% Savings by having mail run through PC Postage/Meter vs. Stamps Eliminate trips to the USPS $5,200 $0 $5,200 - 6 Trips per year per location @ $10 per trip Average Meter Additional Added Value Simplified standardized method for generating postage across the enterprise TBD Support work from home users with their mailing needs TBD Ability to have one central reporting structure for all mail spends TBD Ability to have users print stamps on demand wherever they are vs. UPS/FedEx TBD Ability to use Single Sign On to control users TBD Total Savings $76,760 83% Current Future
  • 11. Multi-Carrier Enterprise Mail and Shipping • Similar to enterprise PC Postage but more focused on the shipping – More robust rate shopping between carriers and service levels. – Create rules that can be enforced automatically. • Example: Only director levels have the ability to do 8:30AM shipments that cost an additional $25 each. • Example: Intercompany shipments default to 2 day or ground shipments. – Improved user management and reporting options. – Enhanced single sign-on (SSO) – Some systems provide the option to print postage stamps on the same platform as packages. October 27, 2021 11
  • 12. Rate Shopping October 27, 2021 12 Top Rate Shopping Strategies • Compare Air to Guaranteed Ground Service. • Consider USPS® for light weight residential or rural zip codes. • Create rules around 8:30 AM delivery to push for 10:30 or end of day service. • Make sure items are properly coded as Letter vs. Parcel. • If it is a Parcel, make sure the dimensions are entered up front. Zone Weight 2 3 4 5 6 7 8 NDA Early Ltr $57.33 62.97 72.15 75.47 76.36 81.38 83.69 1 $62.76 78.03 93.09 100.56 104.23 114.16 116.46 NDA Priority Ltr $8.95 $9.27 $11.93 $12.90 $13.15 $14.61 $15.28 1 $9.85 $14.58 $19.25 $21.56 $22.70 $25.78 $26.49 NDA Standard Ltr $8.78 $9.09 $11.32 $12.27 $12.52 $13.72 $14.35 1 1 $9.01 $12.27 $16.68 $18.73 $20.30 $22.06 $23.26 2Day AM Ltr $13.94 $14.40 $16.67 $20.49 $23.33 1 1 $14.51 2Day Ltr $10.22 $10.65 $10.67 $11.57 $13.48 $13.72 $14.00 1 1 $10.22 $10.67 $11.57 $13.48 $13.72 $14.00 3Day 1 $9.09 $9.27 $9.09 $9.64 $10.54 $10.58 $11.74 Ground 1 $7.96 $7.96 $7.96 $7.96 $7.96 $7.96 $8.13 USPS Priority Ltr $7.40 $7.40 $7.40 $7.40 $7.40 $7.40 $7.40 1 $7.16 $7.46 $7.67 $7.88 $8.34 $8.52 $8.80 USPS First Class Parcel Ltr (8 Oz) $3.46 $3.49 $3.51 $3.57 $3.58 $3.69 $3.85 1 $5.19 $5.23 $5.27 $5.42 $5.66 $5.81 $5.98 USPS does not charge: Fuel Surcharges 9% Residential Fees $4.95 Delivery Area Surcharges $3.25-5.90 Address Correction Fees $18 *Ground Service with the same or better day delivery performance
  • 13. Address Validation • The carriers charge $18 for each address correction. • Oftentimes, the same address is charged this fee over and over because it is not edited in the database. • Set a process to communicate address changes with the senders to make sure they make changes in their databases for the future. • Work towards having centralized office databases for internal packages. • Monitor the change in behavior over time through reports and internal communications. October 27, 2021 13 Frequency Count of Address Correction Count Fee 1 647 $11,646.00 2 140 $2,520.00 3 84 $1,512.00 4 44 $792.00 5 45 $810.00 6 6 $108.00 8 24 $432.00 9 18 $324.00 10 10 $180.00 13 26 $468.00 14 14 $252.00 Grand Total 1058 $19,044.00 Address Correction Summary
  • 14. Single Sign-On • Most companies rely on “Free” carrier provided tools (UPS CampusShip, UPS.com, FedEx.com or ShipManager) that do not have Single Sign On and require users or administrators to manage passwords. Challenges: – When users leave they are typically not removed from the system and could ship on their own on your accounts. – When new users join the company it is a manual process to get them set up. • New enterprise web tools have Single Sign-On to make this easy. – Typically set up by using a common field like email address or employee number. – Automatic imports can be set up but still may require an administrator to add extra linkages prior to import. – Makes using the application easy because they do not have to remember passwords. This adds to uniform acceptance. October 27, 2021 14
  • 15. Central Administration – Keys To Success With users spread out at different locations, working remotely and with different needs, how do you implement and manage these systems to ensure success? Requires Central Administration 1. Defining requirements 2. System implementation 3. Training 4. Onboarding users 5. Managing user access 6. Case and issue management 7. Monitoring usage 8. Reporting on key metrics 9. Quantifying savings 10.Expanding and promoting usage October 27, 2021 15
  • 16. Case Management – Most important aspect of managing enterprise October 27, 2021 16 • Dedicated client specific landing page • Customized messages and links for common questions. • Pull down menu for common carrier requests • Once the case is submitted: • Email is sent to Postal Advocate to start the process • Email is sent to the requestor with a case number • Activity is created and notes are entered into their location record. • Resolutions are taken care of by Postal Advocate with communication to the location and closure to the activity. • All cases, activities, contacts and notes are stored for reporting and archiving.
  • 17. Best Practices • Enterprise options should be used where possible to give you room to grow and expand. • Analysis needs to be done to justify these solutions which involves getting details to the core data of the current applications. – Mail volumes – Package spends – Savings areas • Support may be needed on implementation and promoting use inside your organization. (Change management) • Ongoing support may be needed to manage the administration aspects of these systems. The core areas are: – First responder to questions – User administration – Reporting of activities and spends – Billing validation of the system and usage October 27, 2021 17
  • 18. The Analysis The only way to see if these solutions make sense is to do a detailed analysis of the current spends. Here is our process for conducting an analysis. • Need the details to the current spends including: – Mailing equipment and postage • Any current mailing vendor provided reports. • Accounts payable export of the key mailing vendor names including USPS. • Limited request of PDF invoices from the AP export file. • Log information to the vendor’s websites to gain full detail. – Shipping Spends • One month of electronic invoice detail for UPS and FedEx • File should have line-item detail by tracking number. • Should include accessorial charges. • Current issues and challenges • We typically turn this around in 2-3 weeks at no charge or obligation. October 27, 2021 18
  • 19. Summary • More and more people will be working remotely in the future. • Cloud-based tools are needed to support their mail and shipping needs. • PC Postage can provide a way to mail from anywhere with an internet connection and printer. • Multi-carrier tools are available to rate shop for the lowest costs to send. • Enterprise versions are available to manage all users on a single platform. • All of these solutions create efficiencies and savings. October 27, 2021 19
  • 20. Helping multi-location organizations streamline their mailing costs Over 181,000 pieces of equipment, managed by Postal Advocate Recovered over $24,000,000 in lost postage, vendor overcharges and fees ENTERPRISE-WIDEMAILAUDITANDRECOVERY OVER $68,000,000 IN CLIENT SAVINGS $1.9M 58% Average Client Savings Average Equipment Savings HOW WE DO IT • 220+ years of industry experience • Comprehensive web-based tool providing visibility of all mail and equipment spend • Time Savings - Assistance in fleet management visit www.postaladvocate.com or call (888)977-MAIL(6245)
  • 21.
  • 22. Sign Limited Agency Agreement/Kick-Off Call. Provide copies of vendor invoices, AP export, location list, equipment inventory list. Present savings opportunities and get client approval. Postal Advocate provides ongoing support, manages renewals, billing and vendor compliance. Provide enterprise visibility of all spend, costs and documented savings through enterpriseAdvocate. Provide client log-in. 1 2 3 4 5 6 HOW IT WORKS Work with current vendor to build population report, contract terms/start/end dates, postage volumes, costs. Analyze spend, check for contract compliance, billing errors, vendor fees/overcharges, lost postage. Identify savings opportunities. Submit vendor credit requests, lost postage forms and eliminate avoidable fees. Negotiate pricing. Create catalog. Work with locations - asset validation, rightsize, termination… Full implementation of savings. visit www.postaladvocate.com or call (888)977-MAIL(6245) Conduct Analysis NO COST – AUDIT PHASE CONTRACTED CLIENT