Verification Process for Full Service Mailings Effective November 30, 2009
Jan 12, 2015
Verification Processfor
Full Service Mailings
Effective November 30, 2009
Full-Service Verification Process 2
Verification – Full Service Mailings
All current/existing verification processes are still applied to Full Service mailings
For Full Service mailings - acceptance personnel will use the Full-Service Intelligent Mail Device (IMD) scan device during the “Initial Verification” procedure
Initial Verification (3,5,30)– Clerk scans 3 container placards, 5 handling units, and 30 pieces
There are five (5) error types identified as Full-Service disqualifiers which results in discount forfeiture
All other error types are documented in the in-depth verification process and supplied to maile
In-depth failures documented on Full Service mailings - USPS will defer the assessments until March 2010
Full-Service Verification Process 3
Summary of rules for collecting data samples for Full-Service Staged mailings, Continuous Single Day mailings, and Continuous Multiple Day mailing:
Container
Scan 3 Containers
Trays/Sack
Pick 1 Container (from the sampled)
Scan 5 Trays/Sacks per Container
Bundles
Pick 1 Container (from the sampled)
Scan 5 Bundles per Container
Pick 3 out of 5 scanned trays/sacks, (from the sampled)
On Container On Tray or Sack
Mailpieces
In Trays In Bundles
Pick 3 of 5 scanned trays/sacks
Scan 10 Mailpieces per sack
Pick 3 of the 5 scanned bundles
Scan 10 Mailpieces per bundle
Scan 5 Bundles per Tray or Sack
Initial Verification for Staged or Continuous Mailings
Full-Service Verification Process 4
Initial Verification – Full Service Disqualifiers
No electronic documentation No IMcb on container placards (>3) OR
Container placards are inside (covered by) the stretch-wrap– Sample size 6; this is more than 50% error
No IMtb on handling unit label (>3)– Sample size 8; this is more than 37% error
No IMb on mail pieces (>3 pcs)– Sample size 30; this is more than 10% error
These disqualifiers are effective November 30, 2009 If any of these errors are found
Do not proceed with any other acceptance verifications until full-service issues are resolved
Full-Service Verification Process 5
Full-Service Disqualifiers – Discount Forfeiture
If a mailing contains one of the Full-Service Disqualifiers– Acceptance personnel will process the postage statement as Full
Service– Acceptance personnel will enter a manual adjustment transaction for
loss of Full-Service discount This process
– Enables the Full-Service ACS to process– Other Full-Service benefits may be affected based on barcode error
type
Full-Service Verification Process 6
Acceptance clerks will scan samplings of Full-Service mailings at acceptance locations
The purpose of sampling is to verify that Full-Service mailings meet barcode, preparation, and data requirements to qualify for Full Service prices
The sampling generally* consists of the scanning all of the following:– 3 container labels– 5 handling unit (trays/sacks/bundles) labels– 30 mail pieces (10 pieces each from 3 separate trays/sacks/bundles)
The initial verification scanning process should be completed in its entirety before moving to the in-depth procedure
– Completing the scanning will alert the clerk to additional issue that may need to be addressed in an in-depth
– Clerks should notate barcode errors on the 2866 as they identify them in the scanning procedure
*Exceptions will be explained later in this presentation
Full-Service Mailing Initial Verification Procedures
Full-Service Verification Process 7
Summary of scanning requirements in 4 mailing environments
Staged Mailings Continuous Mailings Same Day
Continuous Mailing Multiple Day
3rd Party Co-Pal Facility *
BME clerk collects a Full-Service initial verification sample for each postage statement
Initial verification sample for each mail job produced throughout the day
Initial verification sample for each mail job produced during each day the mailing is being produced
Initial Verification sample for each Copal mail job at the 3rd-Party Copal mailing facility *
Sampling Consists of: •3 containers’ labels•5 handling units’ (trays/sacks/bundles) labels•30 mail pieces (10 pieces each from 3 separate trays/bundles)
Sampling Consists of: •3 containers’ labels•5 handling units’ (trays/sacks/bundles) labels•30 mail pieces (10 pieces each from 3 separate trays/bundles)
Sampling Consists of: •3 containers’ labels•5 handling units’ (trays/sacks/bundles) labels•30 mail pieces (10 pieces each from 3 separate trays/bundles)
Sampling Consists of: •3 containers’ labels•10 handling units’ (trays/sacks/bundles) labels•No mail pieces in this sample
* Prior to arriving at the 3rd- Party facility, if the mailing was produced at an originating facility, the BME clerk at the originating facility is required to collect a FS mail sample for each mail job produced, using the appropriate process for Staged or Continuous Mailings.
Full-Service Mailing Initial Verification Procedures
Full-Service Verification Process 8
Containers – Initial Process
Select and Scan 3 containers– Scanning detects 1 error– Scan 3 additional containers (in addition to the 3 required for cursory –
total of 6)• No other errors – advise mailer to correct• 1 or more additional errors – perform in-depth (document the barcode
error descriptions only)
– 3 or more “No Barcode” on placard errors• Mailing not qualify for Full Service prices
Full-Service Scanning Errors
Full-Service Verification Process 9
Container – In-depth Process
Use Form 2866– Document only the containers with placard or sort errors– Label errors*
• Document IMcb errors the same as a line item (Top Line, Content line, FS Barcode) error
– Presort errors**• Document handling unit to container presort errors (correct handling unit on container)
*If only barcode errors are detected you only need document the error description. You will not need to complete the total error calculation and additional postage computation**If a presort error is detected then you will need to complete the 2866 to determine additional postage assessment. You will not include the barcode errors in this computation.
Full-Service Scanning Errors
Full-Service Verification Process 10
In-depth IMcb Placard Error
Documenting IMcb FS Barcode error on form 2866 Document “Pallet label” block with label information
– In the “incorrect” block capture the MID and serial number in the barcode
– In the error description section use error code L-6 Other– Record the error issue
City ST Zip CodeFCM Ltr 5D AutoFS IMcbABC Mailer
FS IMcb MID andUnique Serial No.
Full-Service Scanning Errors
Full-Service Verification Process 11
In-depth IMcb Placard Error
Documenting IMcb FS Barcode error on form 2866– Document error description – use error code “L6 Other”– Record the error issue e.g. Not readable, Invalid content,
L-6 Other (Describe)
FSIMcb – Not Readable
Full-Service Scanning Errors
Full-Service Verification Process 12
In-depth Container Sort Error
Performing container presort verifications should continue as you conduct them today
Detecting barcode quality issues could be an indication of other quality issue – you may want to perform full in-depth
Conduct initial verification on content on the container – may trigger in-depth
Performing container content (presort) check– Verify all other placard content is correct– Verify handling unit content is correct for the container– Use appropriate Labeling list or Customer Supplier Agreement (CSA)
required separations In-depth verification recorded on form 2866 as currently conducted*
* IMcb barcode quality errors will not be included in these additional postage results
Full-Service Scanning Errors
Full-Service Verification Process 13
Handling Unit – Initial Process
From one of the scanned containers select and scan 5 Trays/Sacks– Scanning detects 1 error– Scan 3 additional containers (in addition to the 5 required for cursory –
total 8)• No other errors – advise mailer to correct• 1 or more additional errors – perform in-depth (document the barcode
error descriptions only)
– 3 or more “No Barcode” on label errors• Mailing not qualified for Full Service prices
Full-Service Scanning Errors
Full-Service Verification Process 14
Handling Unit – In-depth Process
Use Form 2866– Document only the handling units with label or sort errors– Label errors*
• Document IMtb errors the same as a line item (Top Line, Content line, FS Barcode) error
– Presort errors**• Document handling unit to container presort errors (correct handling unit on container)
*If only barcode errors are detected you only need document the error description. You will not need to complete the total error calculation and additional postage computation**If a presort error is detected then you will need to complete the 2866 to determine additional postage assessment. You will not include the barcode errors in this computation.
Full-Service Scanning Errors
Full-Service Verification Process 15
In-depth Handling Unit Sort Error
Performing handling presort verifications should continue as you conduct them today
Detecting barcode quality issues could be an indication of other quality issue – you may want to perform full in-depth
Conduct initial verification on content on the handling unit – may trigger in-depth
Performing handling unit content (presort) check– Verify all other label content is correct– Verify handling unit content is correct for the container– Use appropriate Labeling list
In-depth verification recorded on form 2866 as currently conducted*
* IMtb barcode quality errors will not be included in these additional postage results
Full-Service Scanning Errors
Full-Service Verification Process 16
Mail Piece – Initial Process
Select 3 of the 5 scanned bundles, or Trays/Sacks and scan 10 pieces in each– Scanning detects 3 errors
• Errors are barcode readability errors⁻ Conduct MERLIN verification⁻ Conduct manual barcode verification process
• Errors are barcode content errors⁻ ZIP code related errors – incorrect routing (presort) less than 11 digit
(content)⁻ Other content errors – document content errors
– No other errors – advise mailer to correct• 1 or more additional errors – perform in-depth (document the barcode
error descriptions only)
– 3 or more “No Barcode” on mail pieces• Mailing does not qualified for Full Service prices
Full-Service Scanning Errors
Full-Service Verification Process 17
Mail Piece – Initial Process
Select 3 of the 5 scanned bundles, or Trays/Sacks and scan 10 pieces in each– Scanning detects 3 errors
• Barcode readability errors⁻ Conduct MERLIN verification⁻ Conduct manual barcode verification process
• Barcode Full Service content errors⁻ ZIP code related errors – presort verification⁻ Other content errors – document content errors
– No other errors – advise mailer to correct• Mailer doesn’t want to correct – perform in-depth
– 3 or more additional errors – perform in-depth
Full-Service Scanning Errors
Full-Service Verification Process 18
In-depth IMb Content Error
Documenting FS IMb content error on form 2866– Document “Tray/Sack label” block with label information where the 10
piece sample was taken from
– Document error descriptions using section 8A. Miscellaneous Errors
City ST Zip CodeFCM Ltr 5D AutoFS IMtbABC Mailer
Full-Service Scanning Errors
Full-Service Verification Process 19
Finalizing In-depth Process
Disposition– Mailings with Full-Service errors will be accepted as is
• No additional postage will be collected• Calculating for additional postage will begin in March 2010
– Provide copy of PS Form 2866 to mailer
Full-Service Scanning Errors
Full-Service Verification Process 20
Adjustment Confirmation Page
Additional Postage Transaction
No IMB on the Mailpieces
Full-Service Verification Process 21
Finalizing In-depth Process
Effective March 2010 we will implement the completion of the In-depth verification procedure– The form 2866 will be completed to compute the percent of error and
the additional postage calculation Business Mail Acceptance will continue to assess the acceptance and
verification processes for appropriate changes:– impacts to mail processing operations– magnitude of mailing quality errors– implementation of technological features to further define or redefine
the verification process Changes to the current acceptance processes will be communicated
through the DMM Advisory
Full-Service Verification Processes