**October National eMIR** **Bundle Breakage** **Blitz**

In June and August of 2005, the Postal Service used the Electronic Mail
Improvement Reporting (eMIR) process to focus on bundle breakage in a
selected group of sites around the country. Another "eMIR Bundle
Breakage Blitz" will be conducted nationally for a two week period,
beginning Monday, October 17, 2005. Mail processing operations will
focus on and dedicate resources to reporting bundle breakage issues
during this two week period. This effort will use the existing eMIR,
Business Service Network (BSN), and Business Mail Acceptance (BMA)
processes.

**Objective**

The objective of the National eMIR Bundle Breakage Blitz is stated as
follows:

> Collect comprehensive data on bundle breakage due to mailer
> preparation and/or USPS equipment processes using the eMIR system in
> all plants and BMCs for a two week period. Use the collected data to
> identify the systemic problems with bundle breakage. Follow-up with
> both mail owners and mail preparers to significantly reduce the both
> the frequency and the impact of bundle breakage during the Fall
> Mailing Season. The results will be discussed at the November MTAC
> meeting.

**Process**

The process for the National eMIR Bundle Breakage Blitz is as follows:

-   The Blitz would start on Monday, October 17^th^ and end on Friday,
    October 28^th^, 2005. Sites may start earlier to ensure eMIR access
    and accounts are set up.

-   All plants and BMCs are expected to participate, dedicating
    resources to identifying bundle breakage for the two week period.

-   The normal eMIR and BSN processes will be followed, with no special
    instructions or processes for the National Bundle Blitz.

-   Additional emphasis will be placed on accurate and detailed
    reporting, including identifying the volumes involved.

-   Each District should update their eMIR Coordinator list. Sue Redman
    and Patrick Killeen will coordinate the Blitz and respond to field
    questions.

-   eMIR

-   results will be monitored by Area and Headquarters personnel during
    the Bundle Blitz period.

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**Requirements**

The requirements for the Nation al eMIR Bundle Breakage Blitz are as
follows:

-   Every Plant and BMC will be expected to participate in the project.

-   There should be at least one employee from each tour dedicated to
    this effort. These employees need to complete the online training
    course, Electronic Mail Improvement Reporting Problem Entry -Course
    Number: 51201-20 and view the training video which is available on
    the eMIR web page.

-   Each reporting site is expected to have a process to ensure that
    each issue entered in eMIR meets the minimum quality requirements.

-   Efforts should be concentrated at areas in the facility where a high
    amount of bundle breakage occurs. Specifically, opening units and
    SPBS and APPS induction points.

-   Digital photos of the mail piece and problem/issue are required for
    each report. One photo should clearly show the specific problem.

**Reporting Process**

The irregularity reporting process is simple. Once an irregularity has
been identified, the specifics of the problem should be recorded using
the problem reporting data collection PS Form 3749. This form can be
printed from the PostalOne! program. It will be available to employees
for their use to report problems encountered during mail processing
operations. Depending on local policy, a quality specialist, a
supervisor or the employee who encounters the irregularity will be
responsible for completing the form. Every issue entered is expected to
meet the quality standards for eMIR and BSN reporting. Completed forms
will be given to the assigned data entry personnel. The data entry
personnel will enter the information into the *PostalOne!* system by
accessing eMIR at the following URL:
[www.uspspostalone.com](http://www.uspspostalone.com/)

Relevant to the data collected, special emphasis must be placed on:

-   Identification of the nature and magnitude of the problem

-   Identification and description of the mailing

-   Identification of the "mail owner", "mail preparer", "mail
    transporter", or USPS BMEU (Post Office) of origin (USPS unit that
    accepted the mailing)

-   Attaching a digital photograph of the tray label or pallet placard,
    the mail piece and the problem to the report for easier
    identification. The use of scanned documents in lieu of digital
    pictures should be avoided due to image quality concerns.

**This process should be used to report** **[serious quality
issues]{.underline}** **and** **[reoccurring problems]{.underline}, such
as, unreadable barcodes, broken bundles, carrier route out of sequence,
mislabeled trays, etc. The process should be used when there is a**
**[sufficient quantity]{.underline}** **of mail that is** **[improperly
prepared]{.underline}** **that it will** **[impact the efficient
processing and/or delivery]{.underline}** **of the mail.**

The data collection personnel will collect samples of mail
irregularities to be entered on the problem reporting data collection PS
Form 3749. Examples of irregularities include but are not limited to:

-   Bundles that have loose or insufficient strapping/banding or are
    oversize or overweight.

-   Improperly prepared shrink-wrapped bundles with either large
    openings that allow pieces to escape or with wrap of insufficient
    strength for the size and weight of the bundles.

-   Bundles prepared with rubber bands or string that do not maintain
    tension, slip off, or cannot maintain the integrity of the bundles
    during normal handling.

-   Bundles prepared with strapping and/or shrink-wrap that obstructs
    the address block on the top piece of the bundle.

> The data collection personnel will:

-   ensure that each sample is representative, substantive, and
    systemic\
    (e.g. a sack has one bundle that has one strap loose or broken would
    not be reported, but if multiple sacks have three or four bundles,
    and they are all loose or broken, it would be reported).

-   Identify the nature and magnitude of the problem (e.g. volume
    affected out of total) and the specific location where the problem
    was identified.

-   For APPS site, the specific location of the bundle breakage should
    be identified in the comments section. (e.g. Bundles broke at the
    dumper, broke at the singulator, etc.)

-   Provide an accurate description of the mailing and the problem.

-   Identify the "mail owner", "mail preparer", "mail transporter" or
    USPS BMEU (Post Office) of origin (USPS unit that accepted the
    mailing).

-   Save all sack labels or pallet placards, if possible, and attach to
    the checklist to be scanned in the system for easier identification.

-   Take digital photos of the label or placard and the problem mail
    piece to be\
    scanned into the system for easier identification.

The data entry personnel will input information into eMIR using
*PostalOne!* They will review the PS Form 3749 for completeness and
determine if sufficient information is provided to [identify the
mailing]{.underline} and make [customer contact]{.underline}. The data
entry personnel will seek feedback from the data collection personnel if
more information is required. The information concerning the specific
location of the integrity problem should be input into the comments
section along with any additional pertinent information.

Once the data has been input into the system, eMIR will execute the
business processes for customer contact and problem resolution. The end
product will be used to identify the extent of the problems, the type of
problems, and the resolution of those problems and create a database
that will allow Postal personnel to identify trends and initiate
follow-up contact with customers to correct systemic problems.

**Quality of eMIR Reports -** **Feedback to** **the** **Postal Service**

The Postal Service is dedicated to having every eMIR issue report meet
standards for high quality content. If a mail owner or mail preparer has
a concern over the quality of the content of a eMIR issue report they
received, this should be reported through their BSN. The BSN process
will be used to consolidate these concerns, and correct any incidents of
poor quality reporting.

**Questions**

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Questions regarding the eMIR program or the Bundle Breakage Blitz
process should be directed to Patrick Killeen of P&DC Operations at
e-mail <patrick.j.killeen@usps.gov> or Susan Redman of *PostalOne!* at
e-mail <susan.f.redman@usps.gov> .

Questions of a strategic nature concerning the Bundle Breakage Blitz
process should be directed to Bob Fisher, Manager Service Performance
Improvement, at <robert.p.fisher@usps.gov>, or Marc McCrery, Manager,
Operations Requirements & Integration, at
[marc.d.mccrery@usps.gov](mailto:marc.d.mccreary@usps.gov) .