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Why Mailing Fleet Asset Management Is So Important (Your Roadmap to 30 70% Savings) Presentation

The importance of gaining control of your mailing fleet and strategies on how to optimize savings and efficiency in your organization

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Why Mailing Fleet Asset Management is So
Important (Your Roadmap to 30-70% Savings)
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 58,000 pieces of mailing equipment for the largest
US companies.
– Speak and teach nationally on mail savings and industry trends.
• Industry Co Chair- Boston Postal Customer Council and Mail Systems
Management Association. 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 nations top accounts.
February 10, 2016 2
Equipment Savings Process
February 10, 2016 3
Current Challenges
Optimized Mailing Fleet Asset Management
1. Gain visibility to your equipment and spends.
2. Validate questionable charges.
3. Negotiate enterprise pricing and terms.
4. Work with locations on equipment changes.
5. Eliminate fees and overcharges
6. Maintain postage balances and claim lost funds.
7. Continual review to ensure savings.
This process leads to 30-70% savings!
February 10, 2016 4
Challenges of Managing Fleet Mailing Assets
MAILINGSPEND–LOW
PRIORITY
LACKOF
UNDERSTSANDING
OFMAILCATEGORY
NOCENTRALIZED
OVERSIGHT
NOCONTROLOF
ROGUESPEND
DIFFICULTTO
ASSESSNEEDSOR
REQUIREMENTS
NOPUBLISHED
PRICINGFOR
COMPARISON
INCONSISTENT
PRICESFORSIMILAR
EQUIPMENT
POORVISIBILITY
CONFUSING
INVOICES
MULTIPLEPOSTAGE
ACCOUNTSTOFUND
ANDMAINTAIN
VENDORHASTHE
ADVANTAGEIN
NEGOTIATIONS
All this provides for HUGE SAVINGS OPPORTUNITIES!
Challenges With Mailing Equipment Purchasing
1. Huge price variances for similar models at different locations across
your fleet
February 10, 2016 5
Example:
Model Pricing Variance
Model Quantity Low High Average
High/Low
Ratio Total Expense
Total if all
at Low Rate
Model A 9 $348 $701 $459 2.0 $4,133 $3,132
Model B 36 $345 $1,573 $801 4.6 $28,839 $12,420
Model C 26 $427 $2,063 $1,296 4.8 $33,703 $11,102
Model D 13 $1,427 $2,760 $2,019 1.9 $26,250 $18,551
Model E 26 $1,524 $4,467 $2,666 2.9 $69,325 $39,624
Model F 5 $3,251 $6,276 $5,352 1.9 $26,764 $16,255
Model G 5 $7,848 $9,931 $8,931 1.3 $44,655 $39,240
Total 120 $233,669 $140,324
Potential Savings $93,345
February 10, 2016 6
2. Expired or non existent Master Service Agreement
3. Lack of visibility to postage spends and usage levels.
Companies buying the wrong levels of equipment. In many cases
spending more on equipment than postage/usage.
Spend Ratios
Postage Range # of Sites
Equipment
Spend
Postage
Spend Spend Ratio
>$12,000 per year 2 $26,600 $63,500 0.42
$1200-12,000 per year 64 $189,054 $155,441 1.22
<$1,200 per year 76 $120,291 $41,890 2.87
Challenges With Mailing Equipment Purchasing
Main Cause – Reliance on mailing vendor to work with the locations to define
requirements combined with declining mail volumes.

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Why Mailing Fleet Asset Management Is So Important (Your Roadmap to 30 70% Savings) Presentation

  • 1. Why Mailing Fleet Asset Management is So Important (Your Roadmap to 30-70% Savings)
  • 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 58,000 pieces of mailing equipment for the largest US companies. – Speak and teach nationally on mail savings and industry trends. • Industry Co Chair- Boston Postal Customer Council and Mail Systems Management Association. 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 nations top accounts. February 10, 2016 2
  • 3. Equipment Savings Process February 10, 2016 3 Current Challenges Optimized Mailing Fleet Asset Management 1. Gain visibility to your equipment and spends. 2. Validate questionable charges. 3. Negotiate enterprise pricing and terms. 4. Work with locations on equipment changes. 5. Eliminate fees and overcharges 6. Maintain postage balances and claim lost funds. 7. Continual review to ensure savings. This process leads to 30-70% savings!
  • 4. February 10, 2016 4 Challenges of Managing Fleet Mailing Assets MAILINGSPEND–LOW PRIORITY LACKOF UNDERSTSANDING OFMAILCATEGORY NOCENTRALIZED OVERSIGHT NOCONTROLOF ROGUESPEND DIFFICULTTO ASSESSNEEDSOR REQUIREMENTS NOPUBLISHED PRICINGFOR COMPARISON INCONSISTENT PRICESFORSIMILAR EQUIPMENT POORVISIBILITY CONFUSING INVOICES MULTIPLEPOSTAGE ACCOUNTSTOFUND ANDMAINTAIN VENDORHASTHE ADVANTAGEIN NEGOTIATIONS All this provides for HUGE SAVINGS OPPORTUNITIES!
  • 5. Challenges With Mailing Equipment Purchasing 1. Huge price variances for similar models at different locations across your fleet February 10, 2016 5 Example: Model Pricing Variance Model Quantity Low High Average High/Low Ratio Total Expense Total if all at Low Rate Model A 9 $348 $701 $459 2.0 $4,133 $3,132 Model B 36 $345 $1,573 $801 4.6 $28,839 $12,420 Model C 26 $427 $2,063 $1,296 4.8 $33,703 $11,102 Model D 13 $1,427 $2,760 $2,019 1.9 $26,250 $18,551 Model E 26 $1,524 $4,467 $2,666 2.9 $69,325 $39,624 Model F 5 $3,251 $6,276 $5,352 1.9 $26,764 $16,255 Model G 5 $7,848 $9,931 $8,931 1.3 $44,655 $39,240 Total 120 $233,669 $140,324 Potential Savings $93,345
  • 6. February 10, 2016 6 2. Expired or non existent Master Service Agreement 3. Lack of visibility to postage spends and usage levels. Companies buying the wrong levels of equipment. In many cases spending more on equipment than postage/usage. Spend Ratios Postage Range # of Sites Equipment Spend Postage Spend Spend Ratio >$12,000 per year 2 $26,600 $63,500 0.42 $1200-12,000 per year 64 $189,054 $155,441 1.22 <$1,200 per year 76 $120,291 $41,890 2.87 Challenges With Mailing Equipment Purchasing Main Cause – Reliance on mailing vendor to work with the locations to define requirements combined with declining mail volumes.
  • 7. February 10, 2016 7 Challenges With Mailing Equipment Purchasing 4. Vendor inventory reporting is infrequent, unavailable and confusing 5. Lease portfolios with varying end dates often going into evergreen statuses. Lease Renewal Dates Lease Expiration Year # of Sites Value 2013 or Before 19 $28,404 2014 9 $12,198 2015 34 $62,193 2016 26 $54,455 2017 19 $30,795 2018-20 22 $35,691 Total 129 $223,736 68% of your leases are coming up over the next year.
  • 8. Visibility and Oversight Most important step • Get reports from your vendors that list: – Account Numbers (Install, Lease, Prepaid and Advance Postage) – Lease Information – Rate, Term, End of Lease, Items covered. – Meter rentals and maintenance agreements. – Model, serial number and description of every item. • Go to accounts payable and pull spend reports from the main mail vendors and USPS. • Enter your account numbers on the vendor websites. • Monitor your inventory, invoices and postage balances online (Recommended to do this monthly). • Find all active locations with equipment. • Set up a schedule for continual review. February 10, 2016 8
  • 9. How Postal Advocate can help • We can work with all vendors data and can build this visibility. • We maintain this data in our enterpriseAdvocate System and provide you access. • We update this data monthly. • We use this data to drive savings through your portfolio. February 10, 2016 9
  • 10. enterprise Advocate – Fleet Asset Management System - Dashboard February 10, 2016 10 Highlights • Easy access to all mail spends. • Visibility to fees and savings. • All account numbers are stored in one place. • Simple to drill down to an individual location or invoice. Spend Ratio Site equipment cost compared to the postage usage *The data above is for demonstrative purposes only. Data does not represent true spends and costs.
  • 11. enterprise Advocate– Multi Location System February 10, 2016 11 Highlights • Complete visibility to all mailing spends by location. • Can see detail for multiple vendors. • All account numbers are stored in one simple to access place. The data above is for demonstrative purposes only. Data does not represent true spends and costs.
  • 12. Validate Equipment Spends with Locations We typically find 5-15% of a mailing fleet is not needed and can be returned. • Bills often sent to accounts payable with limited review. • Locations not surveyed about the equipment at the site. • Little understanding of the equipment listed on bills and reports. • Vendors have little incentive to validate suspect equipment because of lost revenue. • Equipment may be sitting in storage with charges accruing. February 10, 2016 12 Criteria for Search: • Meters not filled for over 6 months. • Expired leases. • Maintenance and meter rentals. • Equipment over 5 years old. • Folders, inserters, openers, shipping and tracking systems.
  • 13. Postal Advocate Validation Process February 10, 2016 13 1. Find suspect equipment and charges. 2. Contact the location to validate needs. (See below). 3. Implement changes and cancellations.
  • 14. Develop an Equipment Purchasing Strategy How Postal Advocate Can Help • Use national spend to negotiate better rates. – We can pull this spend together for the US and Canada. • Consider running a bid between the main mailing vendors. (Pitney Bowes, Neopost, FP, Stamps.com) – We have bid templates ready that we have used to negotiated for the largest mailing fleets. • Negotiate Master Service Agreement and Terms. – We can add and review terms to protect you for the future. • Define the order process inside your organization. – Purchase vs. lease vs. rental? • We can guide you through your options. – How are the equipment needs defined? • Postal Advocate will work with your sites to show options and help implement changes. – Where are approvals done? – How can the policies be enforced? • Postal Advocate will manage this process to ensure rules are being followed. February 10, 2016 14
  • 15. Choose the right system for each location February 10, 2016 15 Low Mid High Typical Monthly Postage Use <$500 $500-5,000 >$5,000 Equipment Speed 15-45 Letters/Min 50-180 Letters/Min 70-310 Letters/Min Feeding Hand Feed Hand or Auto Feed Auto Feed Sealing Some Models Included Included Meter Tapes For Oversized Items Strip Tape Sheets (Fed like an envelope) Strip Tape Dispenser Strip Tape or Roll Tape Dispenser Weighing (External Scale) 2-10LB 2-149LB 2-149LB Weighing (Internal Scale) N/A Higher end models Optional Postal Accounting Summary Info only Summary or Transaction Level Summary or Transaction Level Additional Printing Capability Simple Meter Ads and Endorsements Simple Meter Ads and Endorsements Optional - Customized return address and Graphics Printing Space Requirements - LxWxH < 29"x18"x13" 30"x15"x12"- 80"x25"x24" 58"x23"x17"- 104"x23"x33" Typical Supply Costs - Ink and Tape (Per Impression) Ink - $.01-.06, Tape $.05-.13 Ink - $.003-.03, Tape $.04-.08 Ink - $.003-.005, Tape $.01-.04 Typical Monthly Lease Price $25-125 $125-500 >$500 Mailing System Type Additional Equipment Guides can be found on our blog: www.postaladvocate.com/blog • Inserters • Addressing Systems • Envelope Printers • Mail Automation Software • Incoming Tracking Systems • Shipping Systems • PC Postage • Letter Openers and Extractors • Mail Accounting Systems
  • 16. Renewal Process • Who works with the locations to define the needs and provide options? (Vendor, staff) • What review process is set up to make sure it is the right solution? • How do you protect against: – Evergreen clauses – Remaining balances – Unauthorized lease extensions – Unneeded equipment or wrongly sized models – Locations not getting national account discounts • Who follows up with each location to make sure new equipment is set up and the old equipment was removed? February 10, 2016 16
  • 17. Postal Advocate Equipment Renewal Process February 10, 2016 17 Step 1: Customized Renewal Email Implement renewals, terminations and new equipment needs. Analyze current pricing and terms. Set Standardized equipment rates and updated MSA’s. Document all new equipment, savings and notes. Work with locations to define needs and show options. 1 2 3 4 5 Postal Advocate Equipment Savings Stats
  • 18. Renewal Email February 10, 2016 18 Detailed Location Information Company Defined Purchasing Process. Compare Current Equipment and Costs to new options. Detailed description on all equipment. Web, PDF and Video links for more information.
  • 19. Step 2: Equipment Change Request Form February 10, 2016 19
  • 20. Step 3: Equipment Ordered Validation with Instructions February 10, 2016 20
  • 21. Step 4: Client Validates Completed Request February 10, 2016 21
  • 22. Eliminating Vendor Fees/Overcharges • Pay bills on time. • Look at each invoice and validate all chargeable items. • Cancel vendor equipment insurance. • Terminate chargeable loyalty programs. • Make sure postage refill and advance charges are included or monitored. February 10, 2016 22 Postage Refill Fees - Rentals $0-20 each Postage Advance Fees Included or up to 1% of the Advance Postage Advance Late Fees 0-15% of the Advance Postage Advance Finance Charges 15% or higher APR Overlimit Credit Charge Varies by Vendor Annual Fee Rewards Program Varies by Vendor Lease Late Fees Varies by Vendor and Lease Value Insurance - Leases Only Varies by Vendor and Lease Value - Automatic enrollment unless proof insurance is provided. Mailing System Fees We find companies paying tens of thousands in fees and overcharges that can be recovered or eliminated for the future. Postal Advocate Avoidable Fees and Overcharges Savings Stats 1536 Transactions - $1,023,911
  • 23. Postage Funding – Prepay or Advance • Prepay Advantages – No fees • Advance Advantages – Convenience • Don’t be fooled by earning interest on prepaid balances. • Choose one postage payment method and stick with it - don’t flip flop. • Check balances in the meter and in the postage account. • Think twice about ACH. • Consolidate into master accounts whenever possible. • Postal Advocate can help manage your postage accounts to ensure optimal funding. February 10, 2016 23
  • 24. Lost Postage Recovery • We have found over $2,200,000 in lost postage sitting in dormant postage accounts. Plus over 21,000 transactions turned over to the states. This happens because: – Offices close, merge or just turn in their meters. – The money is expensed once sent in for postage. – The advance account is used when funds sit idle in the prepaid. • Steps to find money. – Find account numbers of your current and past meters. – Enter these account numbers online on the vendors website to see if any data is available. – Contact your meter vendor to validate funds available. – Check the unclaimed funds databases to see if funds were turned in. Postal Advocate can research these funds and help you get them returned quickly. February 10, 2016 24
  • 25. Cash in Loyalty Points • Pitney Bowes has a rewards program that gives you points for purchasing postage, supplies or other services that can be linked to the Purchase Power account. • These points oftentimes sit idle or are not understood. • Points can be turned in for: – Purchase power credits that can be used for postage and supplies. – Personal gifts Postal Advocate can help cash in these points for you before they expire! February 10, 2016 25
  • 26. Supplies Strategies • Buy in bulk – Most vendors will give you published discounts if you buy multiple ink cartridges and meter tapes. • Check third party non OEM (Low Volume) – There are many companies out there offering non mailing vendor based supplies that may be a consideration. The major office supply stores are also carry this ink for low end meters. Find out from your manufacturer if there is any binding agreement where you are required to use their supplies. • Ask for discounts – If you have multiple sites or are buying large amounts of supplies, ask if you are eligible for any additional discounts. It never hurts to ask. February 10, 2016 26 Low Mid High Typical Supply Costs - Ink and Tape (Per Impression) Ink - $.01-.06, Tape $.05-.13 Ink - $.003-.03, Tape $.04-.08 Ink - $.003-.005, Tape $.01-.04 Mailing System Type
  • 27. Helping multi-location organizations streamline their mailing costs 58,000 pieces of equipment, managed by Postal Advocate Recovered over $2,200,000 in lost postage, vendor overcharges and fees ENTERPRISE-WIDEMAILAUDITANDRECOVERY OVER $20,000,000 IN CLIENT SAVINGS $559K 57% Average Client Savings Average Equipment Savings HOW WE DO IT • 200 + 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)
  • 28. 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 sites - 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
  • 29. Free No Obligation Mailing Fleet Analysis • Completed in 2-3 weeks • Outlines, spend and specific savings opportunities • Minimal customer involvement February 10, 2016 29 Savings Summary Locations Meter Rentals Maintenance Agreements On Call Maintenance Lease Total Postage Spend Ratio 0.00 Item Current 2015 2016 2017 Savings Combined Savings Equipment Costs Avoidable Fees (Late Fees, Finance Charges, Equip Insurance, Loyalty Plans) Contract Violations (Supply, maintenance, meter discounts, overcharges) Lost Postage Funds (Meter Accounts) Lost USPS Permit Funds Total $0 $0 $0 $0 $0 $0
  • 30. Equipment Savings Process February 10, 2016 30 Summary Optimized Mailing Fleet Asset Management 1. Gain visibility to your equipment and spends. 2. Validate questionable charges. 3. Negotiate enterprise pricing and terms. 4. Work with locations on equipment changes. 5. Eliminate fees and overcharges 6. Maintain postage balances and claim lost funds. 7. Continual review to ensure savings. This process leads to 30-70% savings!
  • 31. Contact info: (20pt) February 10, 2016 31 Questions? Contact: Adam Lewenberg - President 888-977-MAIL X 501 adam.lewenberg@postaladvocate.com