# Presentation: 729037

## MTAC MeetingFebruary 23, 2005

***Integrated Mail Management***

## Future Environment

**FAST**

**Surface Visibility**

***PostalOne!***

**Integrated Mail Management**

***An integrated approach to mail management brings operations and marketing data together on the dock. ***

**Notes:**
Integrated Mail Management is about linking data from PostalOne!, Surface Visibility and FAST, and using this information in ‘real-time’ to create decision support tools that help our employees make better decisions that improve our operations.

## Create visibility into surface transportation

***The introduction of changes to our existing processes and new technologies will support the following objectives: ***

- Drive efficiency into dock operations
- Reduce mailer wait times
- Optimize verification and accurate revenue capture

**Notes:**
You are going to hear a lot of discussion today regarding new systems that have been developed, along with the implementation of new barcodes and scanner technology.

As a result, we will have better visibility within our surface network and more efficient dock operations, which will help us reduce mailer wait times and support new induction verifications.

## Approach

***Integrated Mail Management consists of system capabilities that enable information exchange between the USPS and mailers, decision support functions and process change.***

- Bar code technology to track products
- MAIL.DAT and e8125 Information
- Pre-Notification and Content Detail

- Enhanced appointment scheduling
- Encourage desired behaviors
- Plan operations based on advanced notification

- Implement scanning process on dock
- Increase accountability
- Real time induction verification

## Containers
New Placarding system for internal USPS placards
New USPS bar code will be added to mailer placards
Permanent MTE ‘License Plate’ bar codes are affixed for Asset Tracking

***Containers***
- New Placarding system for internal USPS placards
- New USPS bar code will be added to mailer placards
- Permanent MTE ‘License Plate’ bar codes are affixed for Asset Tracking

***Handling Units***
- New Enhanced Distribution Label
- Unique 24 Digit bar code
- Destination specific

***Trailers***
- Permanent Trailer bar codes are affixed for tracking

***A standardized bar coding approach is critical to creating visibility. ***

**Process Change**

**Decision Support**

**Visibility**

**Integrated Mail Management**

**Notes:**
A new Enhanced Distribution Label is being deployed that will include a 24-digit barcode with a unique serial number.
For containers, we are installing permanent ‘license plate’ bar codes on all Mail Transport Equipment.  We are also currently deploying a new standardized placarding system that includes a barcode w/the destination and route info. encoded in it.
For mailer placards, we are requesting that a standardized bar code be added to support induction scanning on our docks.
Trailers will also have permanent ‘license plate’ barcodes installed.

## Creating Visibility

_**Mailer Handling Units**_
- New 24 digit Enhanced Distribution Label (EDL)

_**Mailer Containers**_** ****(Surface Visibility)**
- Add standardized USPS bar code to existing mailer placards

_**MAIL.DAT **__****__**e8125**_** *****(PostalOne!)***
- Links handling units to containers and containers to appointments

_**Appointments**_** ****(FAST)**
- Scheduled time and facility

***Electronic manifests will link handling units and containers to scheduled appointments creating visibility.***

**Process Change**

**Decision Support**

**Integrated Mail Management**

**Visibility**

**Notes:**
From a mailer’s perspective-
 There is a mailer version of the Enhanced Distribution Label which will include a 6-digit mailer ID
 Mailer placards will need to include a new ‘USPS barcode’ that also includes the same 6-digit mailer ID
Mailer appt’s coming from FAST will be displayed on the S.V. dock management tool 
The new e8125 will enable us to link mailer handling units (EDLs) to pallets (placard barcode) to appt’s
Together these components will enable USPS to provide visibility back to the mailers.

## Desired Behaviors

***Both USPS and mailer performance will be rated on a number of factors that will be used in the appointment scheduling process.***

***Postal Behavior***

***Mailer Behavior***

**Content Detail Submission**

**Pre-Notification Accuracy**

**Induction Accuracy**

**On Time Accuracy**

**Adherence to Schedules**

**Resource Planning**

**Data Collection Compliance**

**Meet Unload Target Times**

**Continuously Improving Drop Ship Process**

**Rating**

**Process Change**

**Visibility**

**Integrated Mail Management**

**Decision Support**

## Enhanced Appointment Scheduling

***The Facility Access and Shipment Tracking (FAST) system will improve upon the existing appointment scheduling process:***

- Real time appointment confirmation via Web Services
- Integration with MAIL.dat for appointment scheduling
- Appointment availability based on mail shape and pre-sort
- Slot availability tied to facility capacity and mailer rating
- Integration with drop-ship product to eliminate re-directions

**Process Change**

**Visibility**

**Integrated Mail Management**

**Decision Support**

## Appointment Availability

***Appointment Availability***

***Appointment Availability***

***Mailer Performance***

***Rating Factors***

**Content Detail Submission Method**

**Low Performers**

**High Performers**

**Average Performers**

**Pre-Notification Accuracy**

**Induction Accuracy**

**All Appointments Available**

**Some Appointments Available**

**Less Appointments Available**

**On-Time Accuracy**

***Mailers can begin making appointments ***
***14 days in advance***

_***All***_*** appointment slots available ***
***24 hours in advance***

**Process Change**

**Visibility**

**Integrated Mail Management**

**Decision Support**

**Notes:**
Similar to airlines and hotels where ‘high performing’ customers are rewarded, we have designed a mailer rating component of FAST.

Rating factors are scored for each app’t.  Ratings are by mailer by facility.  Ratings are calculated weekly and reflect a rolling 28 day average.

Ratings are used to place mailers into tiers.

High performing mailers will be given access to maximum app’t availability.

Note:  Ratings apply to the business entity scheduling the app’t.

## Dock Management

- Visibility information supports operational decision making
- Facilities have real-time view of container status on the dock
- Destination facilities receive advanced notifications of inbound trailer status

***These new capabilities enable improved dock efficiency and reduced wait times.***

**Visibility**

**Integrated Mail Management**

**Decision Support**

**Process Change**

**Notes:**
The Surface Visibility dock management tool gives dock employees access to real-time data that will improve efficiencies on the dock and utilization of our surface transportation.

Automated 5398A – 70% of manual data collection on dock today has been automated through barcode scanning or ‘pick and click’ activities on the DMT.  Ex:  scan arrivals, departures, trailer seal, assign route/trip to trailer.

## Dock Management

***Dock Management***

**Induction**
**Advanced Notification of Appointment and Content Details**
**Verification of Postage Payment and Induction Location**
**Sampling of Container Content**
**Irregularity Tracking (EMIR)**

**Dispatch**
**Real Time Outbound Status**
**Utilization Tracking**
**Misrouting Checks**

- 11

**Decision Support**

**Visibility**

**Integrated Mail Management**

**Process Change**

**Notes:**
Through the Dock Management Tool, we are able to tap into data created in FAST, PostalOne! and scan data from Surface Visibility to perform real-time checks

## Future Environment

***New capabilities enabled by Integrated Mail Management benefit everyone.***

**Process Change**

**Decision Support**

**Visibility**

**Integrated Mail Management**

- Enhance Performance

- Encourage Desired Behavior

- Integrate Mailing Plans into Ops.

- Induct using e8125 and Scanning

- Capacity based Apt. Scheduling

- Track and Trace

- Revenue Assurance

- Real Time Decision Support

- Dock Management

- Increase Appointment Availability

- Reduce Wait Times

- Faster Unload Operations

- Improve Service

- Accountability for Performance

**Capabilities**

**Benefits**

- Shipment Visibility

**Notes:**
Note: for S.V. sites, the dock management tool software will enable the dock employee to acknowledge driver arrivals when conditions prevent on-time unload, by clicking on the FAST app’t on the screen and confirming the app’t arrival time.  The employee will still scan the barcode on the placard to record the time of unload.  However, the FAST system will use the driver arrival time for the purpose of rating the app’t.

## Non-Surface Visibility Sites

***In the interim, non-surface visibility sites will:***

- Continue to use the TIMES system to record trailer arrival, unload time, load make-up and app’t #
- Utilize process to track on-time appointments with delayed unload start times
- Appointments that arrive at scheduled time will not be penalized for dock delays
- Manual process will be implemented at non-SV sites; automated process at SV sites

**Process Change**

**Decision Support**

**Visibility**

**Integrated Mail Management**

## Mailer Readiness

***Mailers participating in Integrated Mail Management should ensure readiness by completing the following:***

- Register in *PostalOne!*
- Review FAST Technical Guide
- Transition to Enhanced Distribution Label
- Access to ATLAS
- Software changes
- Printer compatibility
- Apply USPS Bar Code to Placards
- Obtain bar code specification from RIBBS
- Prepare and test placards with new bar code

**Process Change**

**Decision Support**

**Visibility**

**Integrated Mail Management**

**Notes:**
FAST Technical Guide will tell mailers how to approach software development needed to integrate with FAST.

Note:  Make announcement regarding Integrated Mail Management panel discussion at the NPF on Monday, March 21 @ 9:15 am to include S.V., FAST, PostalOne! and barcoding strategy.