Download - SJPCC Mailer scorecard_v.2_1.2015
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Introduction to the Mailer Scorecard
October 2014 There are four tabs on the Scorecard: Mailer Profile Electronic Verification eInduction Seamless
Dashboard view of mailing activity over a calendar month
Provide feedback on mail quality Each mailing added to previous
mailings for current month, resulting in a cumulative result shown within 48 hours of finalization
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1. Volume Information: Provides the count of container, handling units, and pieces that were provided in eDoc and included in the verification results on this tab. Postage statement counts are included on the Mailer Profile tab only.
2. Full-Service Verifications: These verifications compare the eDoc against the Full-Service preparation requirements for all Full-Service mailings, regardless of the Full-Service mail volume.
3. Move/Update Validation: This validation will replace the MERLIN Move/Update verification for mailers providing more than 75% of their volume as Full-Service.
4. Entry Point Validations: This validation checks the correctness of the USPS entry facility in the eDoc for mailers providing more than 75% of their volume as Full-Service.
5. eDoc Nesting/Sortation Validations: This validation checks the presort in the eDoc against labeling lists and presort rules for mailers providing more than 75% of their volume as Full-Service.
Electronic Verification Tab
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Full Service Verifications
• Full-Service Verification:– Mailer ID, Service Type ID,
By/For, Barcode Uniqueness, Entry Facility, Updated Co-palletization Information
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Mailer Scorecard Fields
MID Container Errors: Number of Full-Service containers where the Mailer ID portion of the electronic documentation Intelligent Mail Container Barcode is invalid or does not exist divided by total Full-Service containers.
MID HU Errors: Number of Full-Service handling units where the Mailer ID portion of the electronic documentation Intelligent Mail Tray Barcode is invalid or does not exist divided by total Full-Service handling units.
STID Errors: Number of FS pieces where the STID in the eDoc IMb is invalid, does not exist, identifies a Mail Class that does not match the eDoc Mail Class, or identifies a piece as basic when the piece was identified as FS in the eDoc divided by FS pieces.
By/For Errors: # of FS pieces where the Mail Preparer (MSP) or Mail Owner (MO) could not be identified due to invalid MID, CRID, or Permit, the MO and MSP are identified as the same entity, or the MO was used as an MSP in the last 90 days divided by FS pieces.
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Mailer Scorecard Fields
Barcode Uniqueness Container Errors: Number of FS pieces where the IMcb in the eDoc was used more than once within 45 days of the Postage Statement Mailing Date within the same job and CRID, across jobs with the same CRID, or across jobs for any CRID divided by total FS containers.
Barcode Uniqueness HU Errors: Number of handling units where the IMtb in the eDoc was used more than once within 45 days of the Postage Statement Mailing Date within the same job and CRID, across jobs within the same CRID, or across jobs for any CRID divided by total FS HU’s.
Barcode Uniqueness Piece Errors: Number of FS pieces where the IMb in eDoc was used more than once within 45 days of the Postage Statement Mailing Date within the same job and CRID, across jobs within the same CRID, or across jobs for any CRID divided by total FS pieces.
Entry Facility Container Errors: Number of containers where the Entry Facility identified by the eDoc Locale Key or Postal Code does not match the Entry Facility retrieved from the Mail Direction File (MDF) or the Facilities Database (FDB) divided by total FS Containers.
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Mailer Scorecard Fields
Entry Facility HU Errors: Number of FS orphan HU’s where the Entry Facility identified by the eDoc Locale Key or Postal Code does not match the Entry Facility retrieved from the Mail Direction File (MDF) or the Facilities Database (FDB) divided by total FS orphan HU’s.
Unlinked Copal Tray Errors: Number of trays/virtual sacks marked for co-palletization at origin without electronic documentation submitted to link the tray/virtual sack to a pallet within 14 days divided by total handling units.
Entry Facility Container Errors: Number of containers where the Entry Facility identified by the eDoc Locale Key or Postal Code does not match the Entry Facility retrieved from the Mail Direction File (MDF) or the Facilities Database (FDB) divided by total FS Containers.
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October 2014
For Review Only
In Number Metrics view
Additional postage due displayed as soon as threshold is exceeded
Becomes zero if error falls back below threshold
Reflects the postage assessment calculations that will be invoiced on the 11th of the following month
$ amount reflects the removal of the Full-Service discount only for pieces that exceeded one or more of the thresholds
Example: Piece Barcode Uniqueness threshold is 2% Calendar month ends and scorecard closes with a Piece Barcode Uniqueness error
percentage of 3% Additional postage due is calculated by removing the Full-Service discount on the 1%
above the threshold
Electronic Verification TabFull-Service Verifications
10Postage Assessment
GenerationPostage Assessment
ReceiptMailer Review Mailer Payment or
Dispute
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Move Update
• Census Move Update does the following:
• Replaces the MERLIN PBV process for mailers who prepare more than 75% of eligible volume as full-service
• Compliant method for meeting the Move Update Requirement
• Performing address hygiene via other move update methods becomes optional for mailers over 75% full-service
• Mailer agrees to pay postage deficiency assessments when the threshold is exceeded for a given month
• Move Update: Postage Assessed for pieces
above threshold in July 2015
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Move Update What’s Included
• Move Update are errors logged when: A COA record is associated to electronic documentation The later of the COA create date and COA effective date is between 95
days and 18 months of the postage statement finalization date
• The following are not included in Move Update: Simplified Addresses Foreign moves Temporary moves (FS R19/November 2014) Single Piece (January 2015) Pieces associated to Legal Restraint mail owners (January 2015)
Census Move Update logs verification errors for aged COA records
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Move Update Getting Data
• Change-of-Address (COA) data Full-Service COA data is available at no charge Download from PostalOne! Subscribe to SingleSource ACS
• Move Update errors Drill from Mailer Scorecard into the detailed data report to view up to 100
errors per mail owner and mailing If additional data is needed above the cap, contact the PostalOne! help
desk to submit a data request
Move Update data is available through multiple data sources
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Using the COA error as an example, now we will investigate an error.Drilling down to investigate an error: 1. Right-click on the eDoc Submitter name or Customer Registration ID (CRID)2. Click “Drill”3. Click “View Error Details by Error Type”
Right clicking on the name or CRID with the blue hyperlink allows you to run different reports.
NOTE: Left clicking takes you directly to the first report listed: View Error Details by Error Type
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Mailer ScorecardInvestigate an Error
October 2014
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View Error Details by Error Type
Mail Quality Job Error Type
Drilling down to investigate an error (cont’d):4. Choose Full-Service Electronic Errors.
Click Run Report. This will take you to the View Error Details by Error Type report
5. Click on the Error Type you wish to view. In this case, click on piece “Move/Update”
6. You will reach the Mail Quality Job Error Type Report. You can click on the Error Type to drill down to the next level to view the error description.
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Mailer ScorecardInvestigate an Error, Cont’d
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Drill down to investigate an error (cont’d): After clicking the Error Type (as illustrated on the previous slide) you arrive at the
Mail Quality Detailed Error Report, as shown below. Report contains the error code, description, data and resolution action for the error This report is also available directly from the Mail Quality reports folder
Enter Job ID or Mailing Group ID to get back all available errors
Mail Quality Detailed Error Report
Follow same drill down process to investigate other errors
Mailer ScorecardInvestigate an Error, Cont’d
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Error Counts by Mail OwnerMail Owner/Mail Preparer Scorecard
To view a count of Move Update errors by Mail Owner, use the Mail Owner/Mail Preparer Scorecard
Books CoClothing
CoBoots Co
998899 998899 998899X Mailing Services
X Mailing Services
X Mailing Services
223344 101010 353535
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Error Details by Error Type ReportDrill from Mail Owner/Mail Preparer Scorecard
Information can also be viewed by drilling into the Error Detailed by Error Type report from the Scorecard. This works for any error type on the Scorecard.
223344
101010
353535
Books Co
Clothing Co
Boots Co
998899
998899
998899
X Mailing Services
X Mailing Services
X Mailing Services
223344
101010
353535
Books Co
Clothing Co
Boots Co
998899
998899
998899
X Mailing Services
X Mailing Services
X Mailing Services
223344
101010
353535
Books Co
Clothing Co
Boots Co
998899
998899
998899
X Mailing Services
X Mailing Services
X Mailing Services
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Detailed Error Data Request Process Flow
1. Mailer contacts PostalOne! Help Desk and asks to receive all error data2. PostalOne! Help Desk agent facilitates the mailer by filling out the Detailed
Errors Data Request Form3. PostalOne! Help Desk agent logs remedy ticket and includes Detailed
Errors Data Request Form4. PostalOne! Help Desk agent assigns Remedy ticket to Full Service HQ and
sends email to [email protected] 5. SASP support team completes send of data to mailer within 3 business
days6. SASP team sends data to mailer via preferred method on the Detailed
Errors Data Request Form7. Once data transmission complete to mailer, SASP assigns ticket back to
PostalOne! Help Desk8. PostalOne! Help desk agent notifies mailer that data was transmitted
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Seamless Entry
(3) Capture data by handheld scanner (FS-IMD) at acceptance or induction
(1) Mailers submit eDoc for all mailings, which will include:
• Unique Barcodes• Piece data provided
(2) Auto-finalize postage statements
Seamless Acceptance
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Mail Preparation
Submit Mailing
Information
Mail Induction & Scanning
Reconcile & Report
(6) Detailed mail quality reporting
(5) Compare data scans to electronic documentation
(4) Capture data by Mail Processing Equipment (MPE) scans
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The complete Seamless process is as follows:
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• Uses two set threshold levels: Mailer Contact threshold – if errors exceed this, the Business Mail Entry Unit (BMEU)
contacts the Mailer and works with them to reduce errors
Egregious threshold – if errors exceed this, Business Mail Entry (BME) Acceptance employees work with mailers to resolve issues, and additional postage charges may apply
• Results compiled in reports accessible to Mailers and the USPS, provide high-level monthly overview of mail preparation quality and allows Mailers and the USPS to drill into detailed error information
Mail Verification:
Seamless Acceptance Verification and Reporting
Electronic Documentation
Sampling
Mail Processing Equipment
Have all the pieces been paid for?
Are the pieces addressed correctly?
Is the mailing prepared correctly?
Undocumented Delivery PointWeight, Barcode Quality,
Postage, Mail Characteristic,
Nesting/Sortation
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Seamless Acceptance Requirements/Eligibility - Seamless Parallel
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Verifications
And
Thresholds
Mail Quality
Evaluation
OnboardingDesignated USPS personnel sets each CRID unique business location to Seamless Parallel or Acceptance using the Seamless Admin Page
eDoc validations trigger warning messages and identify necessary changes to qualify for Seamless Acceptance; USPS and Mailers evaluate and improve their mail quality, business processes, and software to Seamless Acceptance quality standards
Mailers transition from Seamless Parallel into Seamless Acceptance after one calendar month with below-threshold errors
Parallel uses both traditional and Seamless Acceptance verifications to determine Seamless Acceptance eligibility; verifications compared against established egregious thresholds to determine if Mailer can switch to Seamless Acceptance
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• The Seamless tab provides an overview of the verification results, Indicates any verification problems exceeding an allowable threshold
• Only for mailers on Seamless Acceptance or Seamless Parallel
Mailer Scorecard
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Mailer Scorecard Verifications
• Seamless Acceptance verification results are compared against the established Mailer Contact Threshold and Egregious threshold
VerificationMailer
Contact Threshold
Egregious Threshold
Undocumented 0.5% 0.8%
Delivery Point 2% 5%
Nesting/Sortation (MPE) 1% 3%
Nesting/Sortation (Sampling) 3% 5%
Mail Characteristic 0.1% 0.5%
Postage 2% 5%
Weight 3% 5%
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Postage Assessment (Invoicing): Overview and Timeline
VAE is responsible for reviewing and
paying the request due at the end of
the calendar month
Mailers can submit payment
or dispute charges through
the review process
Invoice reports will be generated for Full-Service mailers 10 days after the end of
the month; Potential postage
amounts can be viewed
throughout the month
Invoice email is sent to
Verification Assessment
Evaluator (VAE) designated in
Business Customer Gateway
Invoice Generation
Invoice Receipt
Mailer VAE Review &
Action
Mailer Payment or
Dispute
Charging for Invoices starts:Jan 2014 - Information Only April 2015 - Electronic Verification
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October 2014
April 2015 USPS intends to make additional postage due amounts, payable
Additional postage due displayed as soon as threshold is exceeded
Becomes zero if error falls back below threshold
Reflects the postage assessment calculations that will be invoiced on the 11th of the following month
$ amount reflects the removal of the Full-Service discount only for pieces that exceeded one or more of the thresholds
Example: Piece Barcode Uniqueness threshold is 2% Calendar month ends and scorecard closes with a Piece Barcode Uniqueness error
percentage of 3% Additional postage due is calculated by removing the Full-Service discount on the 1%
above the threshold
Full Service Verifications: Postage Assessment
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Full-Service Electronic Verifications
Another Example When Additional Postage is Due:
• Postage adjustments only occur if a particular error is over the threshold: Number of pieces in error over the threshold, times:
• $.003 for first class• $.001 for standard class
• A piece will only be charged for a single error
• Example: 1,000,000 pieces mailed in the month with 6% error, threshold is 5%, so the error amount being charged is 1% or 10,000 pieces: 10,000 pieces in error times $.003 = $30.00 additional postage
due
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Mailer VAE: Receives Automated Invoice Notification Email
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• On the 11th day of the month, if postage is due, the Mailer VAE receives automated invoice notification email In the case that an invoice is generated, an email notification will be sent
to the designated VAE The link on the automated email can be selected to access
gateway.usps.com
Mailer Sets Up VAE Account Mailer VAE Review Mailer VAE Action
Note: Other emails will be generated, depending on the status of the invoice, e.g., when it is be Paid, Pending Review, Closed, Pending Action or Past Due.
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Mailer VAE: (BCG) > Other Services >
Mail Entry Invoice Reports
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Alternatively, the Business Customer Gateway (BCG) can be accessed via https://gateway.usps.com
Mailer Sets Up VAE Account Mailer VAE Review Mailer VAE Action
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Mailer VAE: (BCG) > Other Services >
Mail Entry Invoice Reports
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Mailer VAE: (BCG) > Other Services >
Mail Entry Invoice Reports
33Mailer Sets Up VAE Account Mailer VAE Review Mailer VAE Action
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Mailer VAE: (BCG) > Other Services >
Mail Entry Invoice Reports
34Mailer Sets Up VAE Account Mailer VAE Review Mailer VAE Action
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Mail Entry Invoice Reports
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• The Mail Entry Invoice Summary Report (shown below) displays the total postage due from FS Electronic Verification
• Reports will be generated when a threshold is exceeded across all mailings submitted in the calendar month
Clicking on the “Impact from Full Service Electronic Verification” will take you to the Mail Entry Invoice Detailed Report
Mailer Sets Up VAE Account Mailer VAE Review Mailer VAE Action
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Mail Entry Invoice Reports
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• The Mail Entry Invoice Detailed Report, shown below, provides a detailed view of the invoice and errors causing postage to be due
• Assessable errors will be those in excess of the error threshold: Errors under the threshold
will not be assessed Errors over the threshold
will cause the removal of the Full-Service discount for the pieces in error over the threshold
Mailer Sets Up VAE Account Mailer VAE Review Mailer VAE Action
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Mailer VAE Action
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Step Action Reports Accessed Communications Made
1 Mailer VAE Disputes Invoice (if applicable)
Mailer VAE: Mail Entry Invoice Summary Report (Request Review)
Mailer VAE: Receives email confirming submission for review
2 Mailer VAE Pays Invoice
Mailer VAE: Mail Entry Invoice Summary Report (Pay)
Mailer VAE: Notice of Overdue Charges (Alert)
Mailer VAE Review & Action:Workflow Detail
Mailer Sets Up VAE Account Mailer VAE Review Mailer VAE Action
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3939Mailer Sets Up VAE Account Mailer VAE Review Mailer VAE Action
Note: Other emails will be generated, depending on the status of the invoice, e.g., when it is be Paid, Pending Review, Closed, Pending Action or Past Due
Mailer VAE Action
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Invoice Payment
Invoice can be paid from any permit associated to the eDoc Submitter CRID or used by the eDoc submitter in the previous month