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Mail Entry & Payment Technologies




                      Paperless Induction

                             Greater NJ PCC Spring Meeting
                                      June 5, 2012
Mail Entry & Payment Technologies




                                    Agenda
     eInduction
               Why, What and How

     Seamless Acceptance
               See Above
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?
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
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
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
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
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
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
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
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
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!
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
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
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
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
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
Mail Entry & Payment Technologies




                                    Upcoming Enhancements
        Postal Wizard
        Air Boxes
        Accept/Reject Invoicing
        Reporting
        DDU’s
Mail Entry & Payment Technologies




            Seamless Acceptance
Mail Entry & Payment Technologies


                                                     Mail Preparation
                                                     Full Service mailings
                                                     with Unique Barcodes




                                                                              Electronic
  In-Process                                                                   Mailing
Mail Verification                                                            Information
                                      SEAMLESS
                                    SEAMLESS ENTRY
                                      Acceptance



                                                                      Centralized
          Scan at Induction                                       Electronic Payment

             eInduction                                             Mail Anywhere
     20
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




     21
21
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
Mail Entry & Payment Technologies




                             Example of “Mail Anywhere”


                                    New York City, NY


                                                    Brooklyn, NY




                                                    Hicksville, NY



                                       Newark, NJ
     23
Mail Entry & Payment Technologies




               How Seamless Acceptance will work

       Seamless
      Acceptance




     24
          24
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
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
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
Mail Entry & Payment Technologies




                                    Reconciliation




     28
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
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
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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PaperLess Induction

  • 1. Mail Entry & Payment Technologies Paperless Induction Greater NJ PCC Spring Meeting June 5, 2012
  • 2. Mail Entry & Payment Technologies Agenda  eInduction  Why, What and How  Seamless Acceptance  See Above
  • 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. Mail Entry & Payment Technologies Upcoming Enhancements  Postal Wizard  Air Boxes  Accept/Reject Invoicing  Reporting  DDU’s
  • 19. Mail Entry & Payment Technologies Seamless Acceptance
  • 20. Mail Entry & Payment Technologies Mail Preparation Full Service mailings with Unique Barcodes Electronic In-Process Mailing Mail Verification Information SEAMLESS SEAMLESS ENTRY Acceptance Centralized Scan at Induction Electronic Payment eInduction Mail Anywhere 20
  • 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 21 21
  • 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. Mail Entry & Payment Technologies Example of “Mail Anywhere” New York City, NY Brooklyn, NY Hicksville, NY Newark, NJ 23
  • 24. Mail Entry & Payment Technologies How Seamless Acceptance will work Seamless Acceptance 24 24
  • 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. 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. 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. Mail Entry & Payment Technologies Reconciliation 28
  • 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. 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. 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