# Presentation: 663166

## MTAC Workgroup #87Improving the Drop Shipment ProcessOctober 28, 2004

## Workgroup was formed to address two main issues:
Delays in mail off-loading 
DOT service hours change
To address these issues, the workgroup is pursuing several changes:
Process improvements
Replacement of the existing DSAS system with FAST (Facility Access and Shipment Tracking)
Integration with other USPS systems to improve timeliness and accuracy of data

**Workgroup was formed to address two main issues:**
**Delays in mail off-loading **
**DOT service hours change**
**To address these issues, the workgroup is pursuing several changes:**
**Process improvements**
**Replacement of the existing DSAS system with FAST (Facility Access and Shipment Tracking)**
**Integration with other USPS systems to improve timeliness and accuracy of data**

## To improve the overall drop shipment appointment process.
Allow USPS to capture accurate inbound mailer volumes for the purpose of:
Improved Dock Management
Improved Plant Processing
Develop a scheduling system that incents mailers to provide timely and accurate data
Make the scheduling process easier for customers

**To improve the overall drop shipment appointment process.**
**Allow USPS to capture accurate inbound mailer volumes for the purpose of:**
**Improved Dock Management**
**Improved Plant Processing**
**Develop a scheduling system that incents mailers to provide timely and accurate data**
**Make the scheduling process easier for customers**

## Scheduling and Appointment Availability
Appointment Scheduling will leverage both volume and slot constraints
Mailers will be able to leverage mail.dat as well as provide pallet pre-sort information via web services
Appointment availability will be defined by mailer’s rating performance
FAST will include enhancements that make it more user friendly
The Drop Ship Product will be available for download online (free of charge)

**Scheduling and Appointment Availability**
**Appointment Scheduling will leverage both volume and slot constraints**
**Mailers will be able to leverage mail.dat as well as provide pallet pre-sort information via web services**
**Appointment availability will be defined by mailer’s rating performance**
**FAST will include enhancements that make it more user friendly**
**The Drop Ship Product will be available for download online (free of charge)**

**Notes:**
The goal is to capture a complete and accurate arrival profile of customer mail.  Tell us everything that is coming and we will use this information to make the process better (shift resources).

## Pre-Notification Accuracy
To prevent mailers from making phantom appointments or reserving too much volume
Measured by comparing the content data provided at the time the appointment was made to the actual arrival data 
A given % change will be allowed
Induction Accuracy
To allow for accurate data to use in processing plans and dock management
Measured by comparing the latest content summary information received 24 hours prior to the appointment  
Expecting accuracy within minor variation range

**To prevent mailers from making phantom appointments or reserving too much volume**
**Measured by comparing the content data provided at the time the appointment was made to the actual arrival data **
**A given % change will be allowed**
**Induction Accuracy**
**To allow for accurate data to use in processing plans and dock management**
**Measured by comparing the latest content summary information received 24 hours prior to the appointment  **
**Expecting accuracy within minor variation range**

***Accurate notification of incoming volumes are considered in the mailer rating process.***

**Factors – Mailer Rating**

## On-Time Performance
To encourage mailers to arrive during their scheduled appointment times
To eliminate mailer wait times (evenly distributes arrivals as USPS expects)
Measured by comparing the scheduled appointment time to the actual arrival time
Submission Method
To encourage file-based submission
Highest preference for file-based; middle preference for on-line; least preference for phone

**To encourage mailers to arrive during their scheduled appointment times**
**To eliminate mailer wait times (evenly distributes arrivals as USPS expects)**
**Measured by comparing the scheduled appointment time to the actual arrival time**
**Submission Method**
**To encourage file-based submission**
**Highest preference for file-based; middle preference for on-line; least preference for phone**

**Factors – Mailer Rating**

***On-time arrivals and method of submission are the last two factors considered in mailer rating.***

## Appointment Rating, On-Time Accuracy

**On-Time Accuracy – Proposals**

| Revised USPS Proposal |  |
| --- | --- |
| On-Time Induction Accuracy | Points Awarded |
| On-time (3 hours early to 30 minutes late) | 40/40 |
| Late (30 minutes late to 2 hours late) | 20/40 |
| Significantly Late (2 hours to 8 hours late) | 0/40 |
| More than 8 hours late | 0 pts for entire appointment |

| Original USPS Proposal |  |
| --- | --- |
| On-Time Induction Accuracy | Points Awarded |
| On-Time (12 hours early to 15 minutes late) | 40/40 |
| Late (15 minutes to 2 hours late) | 20/40 |
| Significantly Late (2 hours to 12 hours late) | 0/40 |
| More than 12 hours early or 12 hours late
 | 0 pts for entire appointment |

| Industry Proposal |  |
| --- | --- |
| On-Time Induction Accuracy | Points Awarded |
| Early (2 hours early) | 30/40 |
| On-time (2 hours early to 2 hour late) | 40/40 |
| More than 2 hours late and notification | 15/40 |
| Between 2 and 12 hours late and no notification | 15/40 |
| More than 12 hours late and no notification | 0/40 |

## Content Detail and Submission Method – 20 pts possible

**Appointment Rating**

| Content Detail/Submission Method | Points Awarded |
| --- | --- |
| Mail.dat | 20/20 |
| Web service (pallet presort required) | 20/20 |
| Online | 10/20 |
| Phone | 0/20 |

**On-Time Induction Accuracy – 40 points possible; Comparison of actual arrival time to expected appointment time**

| On-Time Induction Accuracy | Points Awarded |
| --- | --- |
| On-time (3 hours early to 30 minutes late) | 40/40 |
| Late (30 minutes late to 2 hours late) | 20/40 |
| Significantly Late (2 hours to 8 hours late) | 0/40 |
| More than 8 hours late | 0 pts for entire appointment |

## Content Accuracy  – 40 points possible
Induction Accuracy – Comparison of actual content to expected content

**Induction Accuracy – Comparison of actual content to expected content**

**Appointment Rating (continued)**

| Content Induction Accuracy | Points Awarded |
| --- | --- |
| Accurate (less than or equal to 2 pallets) | 40/40 |
| Minor Discrepancy (up to 5 pallets or less than 25% bedload) | 30/40 |
| Major Discrepancy (more than 5 pallets or greater than 25% bedload) | 0/40 |

**Pre-Notification Accuracy – Evaluates the degree and timing of changes  to the appointment**

| Content Pre-Notification Accuracy | Points Deducted |
| --- | --- |
| No changes, minor changes | 0 |
| Major volume changes – submitted more than 24 hours in advance | 5 |
| Major volume changes – submitted within 24 hours of appt | 10 |
| Appt Type changes – submitted more than 24 hours in advance | 5 |
| Appt Type changes – submitted within 24 hours of appt | 10 |

## Pilot Phase Schedule

**Pilot Phase Schedule**

***Pilot mailers must agree to schedule and responsibilities by 11/12 to qualify as a pilot participant.***

**2/20**

**2/13**

**2/6**

**1/30**

**1/23**

**1/16**

**1/9**

**1/2**

**Pilot Phase**

**Pilot Mailers Registration**

**Facility Activation**

**Mailer Rating Test**

**Pilot Submission Survey Results**

**Initial Rating Test**

**2/27**

**3/27**

**3/6**

**3/13**

**Mailer Rating Notifications**

**National **
**Deployment**

## National Deployment Schedule

***National Deployment will occur over a three month timeframe.***

**7/11**

**6/26**

**6/12**

**5/29**

**5/15**

**4/17**

**4/3**

**National Deployment**

- Mailer Registration

- Facility Activation

- Area 2 - 8 Activation

- Initial Rating Survey

- Area 1 Activation

**5/1**

**3/19**

**3/5**

**2/19**

**7/25**

**8/8**

**Mailer Rating**
** ****Activation**

**Full Deployment**
**Completed**

- First 90 days rating

**Rating**
**Notification**

**Rating**
**Notification**

## FAST Requirements and Design phases are complete
FAST Development is in process and scheduled for completion mid-Nov.
FAST Internal testing will be completed in Dec.
Internal USPS System testing to start early Jan.
Pilot Deployment scheduled to begin end of Jan.
National Deployment scheduled to begin early April

**FAST Requirements and Design phases are complete**
**FAST Development is in process and scheduled for completion mid-Nov.**
**FAST Internal testing will be completed in Dec.**
**Internal USPS System testing to start early Jan.**
**Pilot Deployment scheduled to begin end of Jan.**
**National Deployment scheduled to begin early April**

## Pilot Deployment
Finalize Pilot Deployment Plan  
Finalize Pilot Mailers and USPS Responsibilities
National Deployment 
Begin National Deployment Planning

**Finalize Pilot Deployment Plan  **
**Finalize Pilot Mailers and USPS Responsibilities**
**National Deployment **
**Begin National Deployment Planning**

**Next Steps**