# Presentation: 807533

## Version 1

- Period 5

**Notes:**
Welcome to the Customer Supplier Agreements (CSAs) class of the Intelligent Mail University.

My name is [NAME] and in this class, we will go over conditions for CSAs, how to create one, and other topics relating to CSAs.

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## Agenda

**Introduction to C/SAs**
- CSA conditions
- CSA Example
- Creating a CSA
- Applying a CSA
- Additional Topics
- Resources

**Notes:**
Before detailing the conditions that would necessitate a CSA, let’s first introduce the concept.

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## Acceptance of business mail 
Mail must be accepted prior to Critical Acceptance Time (CAT) to Start the Clock for service.
Negotiated agreements between mailers and their local Postal facilities exist that tailor acceptance windows in exchange for “extra work” with mail preparation

- Mail must be accepted prior to Critical Acceptance Time (CAT) to Start the Clock for service.
- Negotiated agreements between mailers and their local Postal facilities exist that tailor acceptance windows in exchange for “extra work” with mail preparation

- Business Mail Entry – Today

**Notes:**
To begin, business mail is accepted at plants, Business Mail Entry Units (BMEUs), Detached Mail Units (DMUs) and Post Offices. For same-day processing, mail must be accepted prior to the Critical Acceptance Time (CAT) at BMEUs. A CAT is the latest time mail can be presented to the BMEU for verification to receive same-day processing. A CET is the latest time the Plant can accept mail into processing for same-day processing.
In the world of business mail entry today, negotiated agreements between mailers and their local Postal facilities exist, which provide mailers with tailored acceptance windows as a result of finer mail sortation levels.  In essence, mailers that perform “extra work” with their mail preparation could receive a later acceptance time than the CAT but still have that mailing processed the same day.

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## Why CSAs?

- Postal Accountability and Enhancement Act (PAEA) of 2006 mandates service measurement for market-dominant products

- Need for standardized negotiated agreements to ensure accurate and consistent service measurement

- However, these agreements are not standardized

**Notes:**
However, the negotiated agreements are not standardized. The need for this standardization was rooted in the 2006 Postal Accountability and Enhancement Act (PAEA), which mandates service measurement for market-dominant products. In order to measure service performance, a “start-the-clock” event is necessary, as “start-the-clock” is defined as the date and time mail piece is accepted. “Start-the-clock” Day-0 is the date the clock starts after comparing “start-the-clock” event to CAT. If the Postal Service accepts a mailpiece before the posted  CAT for that day, the day of entry is what is called the “start-the-clock” date. Conversely, if the mailpiece is accepted after the CAT or is presented on a day when there is no official acceptance, the mailpiece has a “start-the-clock” date of the following applicable acceptance day.    
Since on a case-by-case basis negotiated agreements effectively replace the established CAT, which is an integral component in calculating “start-the-clock”, negotiated agreements need to be documented in a structured format to ensure accurate and consistent service measurement. 

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## Customer Supplier Agreement (CSA)
Written agreement between the Postal Service and preparers of business mailings that documents acceptance window

- Written agreement between the Postal Service and preparers of business mailings that documents acceptance window

- Business Mail Entry – Tomorrow

- A C/SA is not a contract!

- May include:
- Containerization specifications
- Designated postal mail facility entry locations
- Time-sensitive mail entry instructions

**Notes:**
From the negotiated agreement model, a Customer Supplier Agreement (CSA) was created. The CSA replaces negotiated agreements that exist today in various formats. A CSA is a written agreement between the Postal Service and preparers of business mailings.  It documents an acceptance window during which mail will be considered to have been entered into the Postal Service’s delivery network on “start-the-clock” Day-0 for purposes of service measurement.  The tailored acceptance window results from the mailer’s ability to prepare mailings to finer sortation levels.
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It is important to note that a CSA is not a contract, and does not give rise to legally enforceable obligations by either party.  
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For a business mailer, CSAs may include containerization specifications, designated postal mail facility entry locations, and time-sensitive mail entry instructions. 
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## CSA – Objectives

- Create common understanding regarding “start-the-clock” Day-0 criteria

- Approve later acceptance times and describe the separation requirements to qualify

- Provide structured format to support presort software developed for Full-Service requirements

- Describe mailer separation and containerization standards not covered in DMM

**Notes:**
A CSA has four primary objectives.  
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First, it formalizes the agreement on criteria used to determine “start-the-clock” Day-0 to create common understanding between Postal Service and mailers.  
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Second, a CSA will approve later acceptance times and describe the separation requirements to qualify for those times.
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 A CSA will describe mailer separation and containerization standards requested of the mailer that are not covered in the DMM, as CSA preparation requirements take precedence when applicable.
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 A CSA will provide a structured format to support presort software developed to create separations and container labels for Full-Service requirements.  
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## Agenda

- Introduction to CSAs
**CSA Conditions**
- CSA Example
- Creating a CSA
- Applying a CSA
- Relevant Topics
- Resources

**Notes:**
Let’s now go over the conditions when a CSA should be used.

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## CSA Conditions

- - 	That is origin entered and verified at the mailer’s facility (e.g. a DMU, mailer or Postal transported)
- - 	Authorized after CAT at an origin Bulk Mail Entry Unit (BMEU)
- -	Authorized after CET for plant-verified drop ship Periodicals

- A CSA should be created for any mailer entering mail

**Notes:**
There are three scenarios for when a CSA should be created. The first condition is for any mailer entering mail that is origin entered and verified at the mailer’s facility, such as a Detached Mail Unit (DMU), and is transported by the mailer or the USPS.
The second condition for a C/SA is for mailers entering mail that is authorized after CAT at an origin Bulk Mail Entry Unit (BMEU).
The  third is for mailers entering mail that is authorized after the Critical Entry Time (CET) for plant-verified drop ship Periodicals. 
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## CSA Rules

- “Local Mail”
- Mail entered at same processing facility as the area it is addressed
- No minimums for containerization
- Applicable in each condition
- First-Class Mail palletization rules
- Minimum of 72 linear feet of letter trays, but individual CSAs could outline something different

- Pallets need to be prepared and labeled according to Container Label Information component of CSA

**Notes:**
In each scenario, “local mail” is defined as mail that enters the Postal network at the same processing facility that services the area to which it is addressed.  “Local Mail” can also be defined by the local office.  There are no minimums for containerization of local mail.  There can be local agreements made to separate the handling units of local mail into a container destined to that local processing facility. If not enough volume exists to make a container for a separation, that volume will default to a less granular separation.  For example, if a 3-digit separation exists for ZIP Codes 201-250 but there is not enough volume to make that container, those handling units would be placed on an SCF or less finer separation such as a mixed container.  All CSAs should include a working mixed separation.
First-Class Mail palletization rules are defined in “A Guide to Customer Supplier Agreements.” A pallet should contain a minimum of 72 linear feet of letter trays unless otherwise defined in the CSA.  For working mail, there is no minimum volume required for containerization.  Maximum volume for a pallet is 12 layers or 77 inches, whichever comes first.  For all other classes, refer to the DMM, section 705.8.
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First-Class Mail pallets will be prepared and labeled according directions provided in the individual CSA for First-Class Mail in the Container Label Information portion.
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## Agenda

- Introduction to CSAs
- CSA Conditions
**CSA Example**
- Creating a CSA
- Applying a CSA
- Relevant Topics
- Resources

**Notes:**
Let’s take a look at an example of a CSA’s dispatch/acceptance schedule.

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## Dispatch/Acceptance  Schedule Example

- DMU-verified origin entered mailing with Postal Service transportation

| DISPATCH TIME | CONT. READY TIME | CAT | DAY OF WEEK | TRIP # | TRIP VOLUME (percentage)  | CONTAINER DESTINATION ZIP CODES | FACILITY NAME | FACILITY LOCALE KEY | MAIL CLASS | PROCESSING CATEGORY | PROCESS. CODE |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| 1055 | 1025 | 1815 | MF | 12345 | 20 | 498-599, 612, 620-693 | Omaha P&DC | W1A092 | FCM | LTRS | MXDS |
| 1055 | 1025 | 1815 | MF | 12345 | 40 | 680-684 | Omaha P&DC | W1A092 | STD | LTRS | L |
| 1055 | 1025 | 1815 | MF | 12345 | 30 | 680-684 | Omaha P&DC | W1A092 | PER | LTRS | L |
| 1055 | 1025 | 1815 | MF | 12345 | 30 | 680-684 | Omaha P&DC | W1A092 | PER | FLTS | L |
| 1810 | 1740 | 1815 | MF | 12356 | 20 | 498-499, 612, 620-693 | Omaha P&DC | W1A092 | FCM | LTRS | MXDS |
| 1810 | 1740 | 1815 | MF | 12356 | 20 | 001-999 | Chicago P&DC | W12399 | STD | LTRS | MXDS |
| 2115 | 2045 | 1815 | MF | 12367 | 20 | 498-599, 612, 620-693 | Omaha P&DC | W1A092 | FCM | LTRS | MXDS |
| 1400 | 1330 | 0050P | MF | 35767 | 100 | 600-611, 613-619 | Omaha MCC | 009051 | FCM | LTRS | S |
| 1400 | 1330 | 1645 | MF | 35767 | 20 | 001-497, 694-999 | Omaha MCC | 009051 | FCM | LTRS | MXDS |

**Notes:**
This schedule is an example of a DMU-verified origin entered mailing with Postal Service transportation.  Besides dispatch time, container ready time, trip number, and trip volume, the rest of the columns shown here will be also be included in the other conditions for a CSA. Let’s now detail each column. 
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Dispatch Time is the time the truck (postal transportation) is scheduled to depart the mailer’s facility. It is established by local postal transportation managers to ensure that the dispatch will arrive at the facility to meet the processing facility operating time.
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Container Ready Time is the time that a container must be ready to load onto a truck to provide adequate time for the USPS clerk to validate the pallets, and will be established locally.  As a reminder, this field and the previous dispatch time field will only be populated for this scenario, mail that is verified at a DMU on USPS transportation.
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As we’ve already discussed, the CAT is the latest time mail can be presented for verification to have that day as Day-0.  
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If a “P” is displayed next to the CAT, this indicates that the Day-0 will be the previous day.  For example, if the CAT is 0050P on June 14, the Day-0 would be June 13 if the CAT is met. Similarly, if “N” is displayed next to the CAT, this indicates that the Day-0 will be the next day.
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The next column is the Day of Week to which the separation applies.  If the separations do not vary and dispatches are made every day, the field will be populated with “All”.  Separations that are applicable to all week days will contain “MF” as seen in this column.  Separations that are specific to certain days may contain the first three letters of the day (Mon, Tue, Wed, Thu, Fri, Sat, Sun).
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A Trip Number is for a USPS supplied trailer. Each scheduled trailer will have an associated trip number defined in the CSA.  This number should be five digits and will be determined locally with whatever numbering convention the office decides to use.
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The Trip Volume is a number to be entered indicating the percentage of the total mail volume by processing code for the day expected to be on each dispatch.  This field should be populated for both mailer and USPS transported mail and is to be used as a guideline.  For example, 40% S (Surface) on Dispatch 1, 30% S on Dispatch 2, and 30% S on Dispatch 3.  If there is only one dispatch, the percentage entered would be 100% for each processing code.
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Next is the Container Destination ZIP Code, which is the range of destination ZIP Codes (or single 3-Digit or 5-Digit ZIP Code) associated with the containers in the separation will be entered.  This can include 3-digit ZIP Code ranges (000-000) or 5-digit ZIP Code ranges (00000-00000).  All ZIP Codes (by the first 3-digits) must be represented at least once in this column for a CSA to be valid. 
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The Facility Name is the USPS facility to which the mail is dispatched.  The standardized name is selected from a dropdown list.
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The Facility Locale Key is the standardized facility code that is automatically populated by the system based on the facility selected in the Facility Name block.
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The Mail Class is the class of mail to which the line item separation applies.
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Next is the Processing Category, used to distinguish the processing category of the mail in a container.  The applicable values include “LTRS” (letters), “FLTS” (flats), and “PARC” (parcels).
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And finally, Processing Code, which should denote a general description of the contents of the containers on a trailer. It is possible to use all or only some of the values.  Values will be available from a dropdown list.  The applicable values are identified as:	
	S (Surface) – Separation for a single surface route dispatched from the origin USPS facility. Typically this is a 5D, 3D, ADC, AADC or Surface Transfer container separation.
	MXDS (Mixed Surface) – Containers with handling units (trays, sacks, tubs) for multiple surface routes.  
	L (Local) – Mail worked for delivery at the origin USPS facility. 
	WKG (Working Mail) – Mixed ADC or Mixed AADC mail.
	A (Air) – Separations directed to an air carrier.  Will also include the name of the carrier: FedEx, UPS, or Commercial (i.e. A-Fed, A-UPS, A-Com).
	MXDA (Mixed Air) – Separations for multiple air carriers.
	SP (Single-piece) – Pieces paid at single-piece prices.
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## Container Label        Information Example

- Container Label Information applies to First-Class Mail only

| Separation # | Container Destination ZIP Codes | Label To
Line 1 | Label ZIP Code
Line 1 | Mail Class
Line 2 | Processing Category
Line 2 | Processing Code
Line 2 | Processing Code Label
Line 2 | Min. Load for Containers (linear feet) |
| --- | --- | --- | --- | --- | --- | --- | --- | --- |
| 1 | 68010 | Omaha P&DC | 68010 | FCM | LTRS | L |  | 72 |
| 2 | 498-599, 612, 620-693 | Omaha P&DC | 681 | FCM | LTRS | MXDS |  | 72 |
| 3 | 001-005, 010-329, 332, 334-497, 694-785, 787-966, 970-994, 998-999 | Omaha MCC | 680 | FCM | LTRS | MXDS |  | 72 |
| 4 | 006-009, 330-331, 333, 786, 967-969, 995-997 | Omaha MCC | 680 | FCM | LTRS | MXDA |  | 72 |
| 5 | 006-009, 330-331, 333, 786, 967-969, 995-997 | Omaha MCC | 680 | FCM | LTRS  | A | UPS | 72 |
| 6 | 600-611, 613-619 | Chicago SCF | 606 | FCM | LTRS | S |  | 72 |

**Notes:**
This chart is an example of the Container Label Information, which applies only to First-Class Mail.  Like the previous slide, we will detail each column. We will, however, skip over columns that we just discussed.
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The first column is the Separation #, which is a sequential number supplied by the Fast system.  For each new separation created, the Fast system will assign a sequential number for that separation.  For example, the first separation made would be assigned “Separation #1”, the second separation made would be assigned “Separation #2” and so on.
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The next column is for Container Destination ZIP Codes, which is the list of destination ZIP Codes for the mail that is to be sorted to a container.  A 5-digit separation will always take precedence over a 3-digit separation. 
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The Label To column identifies the facility to which the mail is going.  This will appear on the top line of the Container Label, and the values will be populated from a dropdown list.
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The next column lists ZIP Code of the Label To Facility. Let’s now move ahead to Processing Code Label since we just covered the columns of mail class, processing category, and processing code in the previous slide. 
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This is where additional processing code information will be included.  For example, an air separation can be made to a particular carrier such as UPS and would be labeled as such.  This field would contain the value to include on the container label.
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The final column is the Minimum load for Containers, which is measured in linear feet.
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## Agenda

- Introduction to CSAs
- CSA Conditions
- CSA Example
**Creating a CSA**
- Applying a CSA
- Relevant Topics
- Resources

**Notes:**
Now that we’ve seen what a dispatch/acceptance schedule and a container label information might look like, let’s explore how to create a CSA.

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## CSA Process

- Preparing CSA

- Developing CSA

- Three major “steps” in creation of CSA

- Collaborative effort between mailer and Postal facility!

**Notes:**
There are three major steps when creating a CSA. 
The foundation of a CSA is for business mailers to be clear on the acceptance windows at a Postal facility.  From there, discussions surrounding some of the CSA details should occur between the Manager, Business Mail Entry (MBME),  operations personnel, and the mailer. To finish the process, the MBME and plant manager will be responsible for actually producing the CSA with all of the necessary components.
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Remember, creating a CSA is a collaborative effort between the mailer and the Postal facility. Now, let’s explore each of these steps in more detail. 
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## Acceptance Window Notification

- Manager, Business Mail Entry (MBME)/ Postmaster will establish acceptance windows based on office’s
- Hours of acceptance
- Dispatches
- CETs or CATs for each class of mail
- Signage will display acceptance windows by class and service standards

**Notes:**
The first step of the CSA creation is acceptance window notification from the MBME (or Postmaster), along with the local Plant Manager, to business mailers to present their mailings.  The acceptance windows will be based on the facility’s hours of acceptance, dispatches, and CETs or CATs for each class of mail.
The established acceptance windows will have visible signage at the Postal facility.  The message will separate out mail class and associated service standards.
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## Developing CSAs

- Before establishing separations and CATs, MBME, plant manager, and the mailer should consider
- Mailer’s operational capabilities
- Different limits of volume of mail
- Need for CATs which change over time
- Need for acceptance time variations

**Notes:**
In developing the CSA, there are four topics that the MBME, plant manager, and mailer should consider before the actual CSA preparation.
First, each mailer has its own operational capabilities in relation to issues like floor space and staging areas.  These capabilities should be considered so that the mailer can meet the separation requirements and the transportation schedules.  The mailer will containerize and label the containers as instructed.
Another topic to discuss is the limits on the volume of mail entered at any particular time. Acceptable volumes by time for single-piece mail should be part of the schedule.  An example would be that large volumes of single-piece mail accepted at CAT 1830, and less than 10 trays of single-piece mail accepted at CAT 1930.
Next, it’s important to identify if and when the mailer’s volumes could change - up or down, so CATs may change over time.  Transportation schedules must be updated accordingly. 
And last, there could be a need for acceptance time variation depending upon where mail is presented and any differing needs such as verification procedures. All local mailers meeting the preparation standards for a class of mail are to use the same processing plant operating time for that category. 
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## Preparing CSAs

- MBME and plant manager prepare CSA
- Specific components/guidelines:
- Single-piece rate mail and non-precanceled stamped mail must have the earliest acceptance time
- Automation mailings presorted and separated by destination with specific dispatch transportation schedules can receive later acceptance times
- Dispatch/Acceptance Schedule and the Container Label Information

**Notes:**
When the discussions surrounding the CSA are complete, the MBME and plant manager are ultimately responsible for the manual inputting of data.
Specific components of the CSA include that mail entered at the single-piece rate and stamped mail require the greatest amount of preparation and distribution prior to dispatch, and therefore, must have the earliest acceptance time.  Included in this category is all stamped mail requiring a cancellation and non-barcoded mailpieces the mailer has removed from the automation mailstream.
Also, automation mailings presorted and separated by destination with specific dispatch transportation schedules can receive later acceptance times.  The mailer must prepare and deposit the mail following Postal Service instructions.  The mailer may be required to sort the mailing by dispatch.  Due to variances in transportation and dispatch times, overnight committed mail must meet operational requirements and critical dispatches no later than midnight. Two- and three-day committed mail with a CAT after midnight may bear the previous day’s meter date.  No re-dating is required as the delivery service standard for the mail is not affected by the CAT scheduled after midnight.
And last, the CSA will include the Dispatch/Acceptance Schedule and the Container Label Information.
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## Preparing CSAs

- CSA  Document
- Signatures needed:
- Mailer representative
- District manager
- Plant manager

- Beginning in 2009, CSAs will be entered into the *PostalOne!* system

**Notes:**
To accompany the dispatch/acceptance schedule and the container label information, the Postal Service will produce a word document consisting of sections on mail acceptance, dispatch and transportation conditions, holiday schedule, contacts, agreement terms, and definitions.
At the end of this document, signatures are necessary from the mailer representative, district manager, and plant manager.   
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To note, beginning in 2009, CSAs will be entered into the PostalOne! system
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## Agenda

- Introduction to CSAs
- CSA conditions
- CSA Example
- Creating a CSA
**Applying a CSA**
- Relevant Topics
- Resources

**Notes:**
We will now focus on how to apply a CSA.

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## Using CSAs in eDoc

- Large mail volume can necessitate multiple trips (at different times in day) to a single entry point
- Containers can be associated to trips by
**Physical Dispatch**: Each container tied to specific trip
**Logical Dispatch**: Mailers unsure of which specific trip a container will be transported; trip number for containers to be associated to final physical dispatch

- To associate physical or logical containers to trips in eDoc, include trip number in Truck or Dispatch Number field and complete the Dispatch Date/Time fields

**Notes:**
Now, let’s talk about how a mailer will apply CSAs in theirr electronic documentation.  Mailers should use the trip number to associate containers to the trip in their electronic documentation. When mailers do not know on which specific trip a container will be transported, then they would associate those containers to the logical dispatch.  This is accomplished by associating the containers to the trip number of the last physical dispatch of the logical dispatch in the electronic documentation.  If any information is logical, then the whole dispatch will be a logical dispatch. 
For Mail.dat users, physical or logical containers are associated to trips by including the trip number in the Truck or Dispatch Number field of the .CSM file.  For Mail.XML users this information will go in the Truck or Dispatch Number field of the ContainerData message.  Each will require the completion of the Dispatch Date/Time fields.  Often, because of the volume produced at the facility, the Postal Service will provide multiple trailers to a single entry point.  For example, if the facility produces enough volume that will be transported on air transportation to fill three trailers, the Postal Service would provide three separate trips (i.e., trailers).  These trips would each have a different trip number and might leave at different times throughout the day.  The association of all of the trips going to a single entry point is called a logical dispatch.
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## “Start-the-Clock”

- eDoc plays a crucial role in establishing the “start-the-clock” event

- CSA establishes time that containers must be loaded – called Container Ready Time (CRT)
- As long as containers are loaded by the CRT, “start-the-clock” Day-0 will be same day

- “Start-the-clock” event is planned departure time of trip to which container was associated in eDoc

**Notes:**
E-Doc, and more specifically associating containers to trips, plays a crucial role in establishing the “start-the-clock” event.
The Start-the-Clock event for origin-entered mail that is transported on USPS transportation is based on the mail ready time indicated in their electronic documentation.  This time will be the planned departure time of the dispatch to which the container was associated in the electronic documentation.
The CSA will establish a time by which all of the containers must be ready to load onto USPS transportation.  This time will be called the “Container Ready Time” and will be established for every dispatch transported by USPS.  
The Start-the-Clock date will be advanced one day for Continuous Mailers creating logical containers with dispatches both before and after the CAT.  Although mail received by the USPS before the CAT will be processed on the date of presentation to USPS, limited knowledge of which physical mail pieces were accepted before the CAT require the Start-the-Clock to occur on the entire logical container at once.
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## Agenda

- Introduction to CSAs
- CSA conditions
- CSA Example
- Creating a CSA
- Applying a CSA
**Relevant Topics**
- Resources

**Notes:**
Next, let’s highlight some more relevant topics to CSAs.

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## How to access CSAs

- CSAs will be stored in FAST
- FAST and *PostalOne! *to link, allowing mailers to download CSAs from *PostalOne!* website
- Web message will be available in future

- Email will to notify mailer of any changes to CSA

**Notes:**
To view your C/SA, PostalOne! will make this data available as an electronic file that can be downloaded from the PostalOne! website.  In the future, this will be available as a web message.  In the event that a CSA changes, an email will be sent to notify the mailer of changes and the effective date of those changes, and changes will always take effect at midnight on the date specified.  The data provides specific instructions on which separations should be made at that mailer facility.  Mailer software will then use the CSA to determine which separations to make and what information to include in the container label applied to that separation.
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## Escalation Process

- If mailer and USPS plant manager disagree over a CSA,
- Requests for reconsideration go to area manager of operations support
- Manager is responsible for making final decision

**Notes:**
If a disagreement arises between the mailer and USPS regarding a CSA, requests for reconsideration will be directed to the area manager of operations support who will submit such requests through the Plant Managerwho will consider the request further and forward to the Area Manager, if necessary.

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## Transportation Management System

- Transportation Management System (TMS):
- Dynamically assigns handling units to transportation routes
- CSA to identify appropriate dispatch
- Mailers to primarily use CSA for dispatch assignment purposes

**Notes:**
Mailers with a PostalOne! Transportation Management System (TMS) have the capability to dynamically assign containers (i.e., trays) to transportation routes.  CSAs will accommodate those dynamic route assignments and identify the appropriate dispatch. 

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## Agenda

- Introduction to CSAs
- CSA conditions
- CSA Example
- Creating a CSA
- Applying a CSA
- Relevant Topics
**Resources**

**Notes:**
And finally, here are some resources to help supplement your knowledge of CSAs.

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## Resources

**Guide to Intelligent Mail** – posted on _[http://ribbs.usps.gov/](http://ribbs.usps.gov/)_
**Guide to Customer Supplier Agreements**

**Notes:**
The “Guide to Intelligent Mail for Letters and Flats” can be found on RIBBS and has an entire section devoted to CSAs.
 A “Guide to Customer Supplier Agreements” documentcan also be found on the ribbs.usps.gov website.
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