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PaperLess Induction

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PaperLess Induction

  1. 1. Mail Entry & Payment Technologies Paperless Induction Greater NJ PCC Spring Meeting June 5, 2012
  2. 2. Mail Entry & Payment Technologies Agenda  eInduction  Why, What and How  Seamless Acceptance  See Above
  3. 3. Mail Entry & Payment Technologies Introduction to eInduction  Purpose of eInduction:  To provide an integrated capability for validation of container payment at the destination facility without the need for paper 8125s or 8017s as proof of payment.  How it works:  As mail arrives at the destination facility ready for induction, USPS will use scanning equipment to perform container scans to validate the entry facility is correct and postage has been collected.  Where  NDC’s, P&DC’s, L&DC’s, SCF’s  No DDUs….not yet!  Not Required….yet?
  4. 4. Mail Entry & Payment Technologies Why eInduction? The eInduction process will: Improve Sarbanes-Oxley (SOX) compliance controls Eliminate the paper-based process that relied on 8125/8017 hard copies: • Removes need to verify/sign paper forms • Eliminates waiting time for receiving and handing off paper forms • Tracking and keeping a record of the paper forms is no longer necessary Streamline the induction process at USPS origin and destination facilities: • Eliminates the need to manually verify the number of containers for a given shipment matches the container count on the paper forms • Move from batch mail induction to one-piece flow: If container is expected, it can be moved to induction area immediately without waiting for the whole shipment to be unloaded Enable USPS facilities to effectively process the additional mail volume that will result from the Network Optimization initiative
  5. 5. Mail Entry & Payment Technologies Current Process (Origin) 1. Mailer prepares mailing 2. Electronic File (eDoc/ePostage) is sent to PostalOne! or hardcopy presented to BMEU/DMU 3. Acceptance clerks manually validate entry point discounts and postage collected 4. Acceptance clerks manually verify PS Forms for completeness and accuracy 5. Appointment Scheduled 6. Containers are transported to U.S.P.S facilities for induction
  6. 6. Mail Entry & Payment Technologies Current Process (Destination) 7. Containers are delivered to destination facility 8. Dock clerks manually verify paper PS Forms for completeness and accuracy 9. Containers are offloaded and staged 10. Dock clerks manually reconcile physical containers to containers listed on hardcopy forms 11. Containers are released to processing
  7. 7. Mail Entry & Payment Technologies Future Process (Origin) 1. Mailer prepares mailing with Unique Intelligent Mail Container Barcodes (IMCb’s) 2. Electronic File (eDoc/ePostage) is sent to PostalOne! *or hardcopy presented to BMEU/DMU 3. *Acceptance clerks manually validate entry point discounts and postage collected 4. *Acceptance clerks manually verify PS Forms for completeness and accuracy 5. Appointment Scheduled 6. Containers are transported to U.S.P.S facilities for induction *Removed from Future Process
  8. 8. Mail Entry & Payment Technologies Future Process (Destination) 7. Containers are delivered to destination facility 8. *Dock clerks manually verify paper PS Forms for completeness and accuracy 9. Containers are scanned at offload or at staged location *offloaded and staged 10. *Dock clerks manually reconcile physical containers to containers listed on hardcopy forms 11. Containers are released to processing *Removed from Future Process
  9. 9. Mail Entry & Payment Technologies Future Process (Origin) 1. Mailer prepares mailing with Unique Intelligent Mail Container Barcodes (IMCb’s)  Full Service Mail – Already Compliant!!  Non-Full Service Mail – Must Have!  Unique over 45 days
  10. 10. Mail Entry & Payment Technologies Future Process (Origin) 2. Electronic File (eDoc/ePostage) is sent to PostalOne!  eInduction Indicator set at a Container level  Mail.dat Version 11-2 or Higher - Indicator set to “Y” in the CSM File  Mail.XML Version 12c or Higher - Indicator set to “Yes” in ContainerInfoDataBlock of the QualificationReportCreate message  Accept or Reject Indicator  Locale Key  Link to Postage Record
  11. 11. Mail Entry & Payment Technologies Future Process (Origin) 2. Electronic File (eDoc/ePostage) is sent to PostalOne! cont..  Accepted (processed for eInduction)  Pallet Not Paid for  Payment Not Finalized (Pre/Post Induction)  Entry Point Discount Errors (Pre/Post Induction)  Non-Unique IMcb  Invalid IMcb format
  12. 12. Mail Entry & Payment Technologies Future Process (Origin) 5. Appointment Scheduled  SV/Non-SV indicator in MDF  SV Facilities  Linkage to content is optional at facilities that have Surface Visibility (SV) scanning devices  Non SV Facilities  There is an eInduction solution!!  Linkage to content is required at facilities that do not have SV scanning devices  eInduction system will generate a manifest and send through FAST system  Paper still an Option!
  13. 13. Mail Entry & Payment Technologies Future Process (Origin) 6. Containers are transported to U.S.P.S facilities for induction  Plant Verified Drop shipment Mail (PVDS)  PS Forms 8125  Origin Entered Mail  PS Form 8017  Containers Only  No Bed-loaded Sacks
  14. 14. Mail Entry & Payment Technologies Future Process (Destination) 7. Containers are delivered to destination facility  Driver still required to provide appointment number 9. Containers are scanned at offload or at staged location 11. Containers are released to processing  eInduction is not required  Appointments could contain “mixed” loads  Reconciliation process remains for “paper” containers
  15. 15. Mail Entry & Payment Technologies Operational/Historical Reports  PostalOne!  Operational  Accessed through Business Customer Gateway  Five eInduction Reports accessible through 3 Main Report Headings 1. Shipping Summary Report  Appointment Summary Report  Job Summary Report  Container Detail Report 2. Entry Point Facility Report 3. Check Mail Acceptance Status Reports
  16. 16. Mail Entry & Payment Technologies Operational/Historical Reports  MicroStrategy  Historical  Accessed through Business Customer Gateway 1. Mailer Summary Report 2. Job Summary Report 3. Container Status Report 4. Appointment Status Report  Available in June 2012
  17. 17. Mail Entry & Payment Technologies Where we at today? Phase One (November ’11 to April ’12)  Initial functionality deployed November 2011  Surface Visibility functionality deployed/Parallel Pilot  Chicago NDC, Tampa L&DC, Dulles P&DC  Validate Systems (PostalOne!, SV, FAST)  Validate Induction Processes (parallel with “Paper” processes) Phase Two (April’12 to June’12)  Begin Paperless Process at selected sites  Validate Mailer Onboarding process  Begin communication and Training Processes Phase Three (June’12 to October’12)  Prepare sites for eInduction functionality (Area by Area)  Limited Rollout – October 2012
  18. 18. Mail Entry & Payment Technologies Upcoming Enhancements  Postal Wizard  Air Boxes  Accept/Reject Invoicing  Reporting  DDU’s
  19. 19. Mail Entry & Payment Technologies Seamless Acceptance
  20. 20. Mail Entry & Payment Technologies Mail Preparation Full Service mailings with Unique Barcodes Electronic In-Process MailingMail Verification Information SEAMLESS SEAMLESS ENTRY Acceptance Centralized Scan at Induction Electronic Payment eInduction Mail Anywhere 20
  21. 21. Mail Entry & Payment Technologies Seamless Acceptance Process 1) Unique Barcodes applied to all Pieces, Trays and Containers 2) Submit the electronic documentation 3) Statements auto-finalized 4) Mail submitted for induction and capture data using handheld scanner (FS-IMD) at induction point 5) Capture data from Mail Processing Equipment (MPE) scanning 6) Compare data captured to electronic documentation 7) Create trending reports for reconciliation / mailer discussion 2121
  22. 22. Mail Entry & Payment Technologies Full-Service “Mail Anywhere”  Mailers presenting automation mailings with 90% or more Full-Service mailpieces can choose to use a single permit at any PostalOne!® site  “Mail Anywhere” can be used for:  First-Class Mail –Letters, Cards and Flats  Standard Mail - Letters, Cards and Flats  Bound Printed Matter – Flats only  Simplifies mailing process for customers  One permit versus multiple permits to manage  Fees on one permit rather than multiple  Greater flexibility in production of mailings 22  Reduces stock management
  23. 23. Mail Entry & Payment Technologies Example of “Mail Anywhere” New York City, NY Brooklyn, NY Hicksville, NY Newark, NJ 23
  24. 24. Mail Entry & Payment Technologies How Seamless Acceptance will work Seamless Acceptance 24 24
  25. 25. Mail Entry & Payment Technologies Electronic Documentation  Mailers submit eDoc and payment 4-6 hours prior to entry  Data Submission Methods:  Mail.dat piece information provided through Mail.dat Piece Detail Record (pdr) or Piece Barcode Record (pbc)  Mail.XML piece level data uses MailPieceBlock Mail.XML file  Postage Statements Auto-Finalized 25 25
  26. 26. Mail Entry & Payment Technologies Scanning at Induction  As mail arrives at the destination facility for induction, the Postal Service will use FS-IMD handheld scanners to scan containers as they are unloaded from the truck  Containers and induction points are selected at random to validate the entry facility is correct and postage has been collected  Containers are cleared and released to Operations 26 26
  27. 27. Mail Entry & Payment Technologies Mail Processing and Reconciliation  Mail is processed on Mail Processing Equipment (MPE)  MPE scans are captured during the processing of containers, handling units, and pieces  MPE scans are compared to electronic documentation to validate postage payment, quantity of mailpieces and correct processing location 27 27
  28. 28. Mail Entry & Payment Technologies Reconciliation 28
  29. 29. Mail Entry & Payment Technologies Trends and Reporting  Reporting results from the verification process will be available for trending and analysis  Available data includes mail data quality, eInduction, sampling at induction, and MPE automated verifications 29 29
  30. 30. Mail Entry & Payment Technologies Seamless Acceptance Example Reports• Streamlined Acceptance Error Type Trending Report (By Month)  The internal user can view error trending data by error type and error level. o Select source, level, and error type from page-by  Drills on the date hierarchy and to the Job Error Type Report• Streamlined Acceptance Error Type Trending Report (By Date)  The internal user can view error trending data by error type and error level. o Select source, level, and error type from page-by  Drills to the Job Error Type Report
  31. 31. Mail Entry & Payment Technologies Resources and Contact Information  RIBBS: eInduction Guide for Mailers:  Ribbs.usps.gov>Intelligent Mail Services>Guides and Specs>eInduction Guide for Mailers https://ribbs.usps.gov/intelligentmail_guides/documents/tech_guides/e Induction_Guide_for_Mailers.pdf  Kelly Lorchick kelly.e.lorchick@usps.gov  Garrett Hoyt garrett.m.hoyt@usps.gov

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