# Presentation: 212712

## MTAC MAIL IRREGULARITY FEEDBACK WORKGROUP

**MTAC MAIL IRREGULARITY ****FEEDBACK WORKGROUP**

**MTAC Presentation**
**August 7, 2003**

**POSTAL CO- CHAIR**
**PATRICK KILLEEN****	**

**INDUSTRY CO- CHAIR**
**JOYCE MCGARVY**

**Notes:**
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## Current Status
Pilot concluded June 16, 2003 
Test ran May 1 through June 16, 2003 at three locations: 

New Jersey BMC
Monmouth P& DC
Portland P & DC

During  test period, 138 reports were entered, listing 152 mailing related irregularities.

**Current Status**
**Pilot concluded June 16, 2003**** **
**Test ran May 1 through June 16, 2003 at three locations:**** **
**New Jersey BMC**
**Monmouth P& DC**
**Portland P & DC**
**During  test period, 138 reports were entered, listing 152 mailing related irregularities.**

**Notes:**
Pilot test sites:
Sites were selected according to type, size and location. The selected facilities allowed the use of the system by different user groups.

New Jersey International & Bulk Mail Center – largest BMC
Monmouth Processing & Distribution Center – medium size processing facility
Portland Processing & Distribution Center – large processing facility
New Jersey BMC is the largest BMC facility in the Postal Service.  It also serves as an International Service Center.  This facility has a small Quality Control staff which work with mailing issues on a regular basis.  Portland PDC is a large mail processing facility in Oregon.  Monmouth PDC is a medium size mail processing center in New Jersey.  They do not have actual Quality Control positions.  Generally, the smaller the facility the less likely there is quality control staffing. 

During the 47 day pilot test period there were 138 reports entered listing 152 errors (a report can list more than one error). 

## Current Status
Pilot tested the functionality of the following enhancements:
Data collection and data entry
Data collection process that facilitates the data entry interface
Issue status and resolution management 
BMEU issue status tracking and resolution interface
PostalOne!® -  IBSN data exchange
System-to-system data exchange 

**Current Status**
**Pilot tested the functionality of the following enhancements:**
**Data collection and data entry**
**Data collection process that facilitates the data entry interface**
**Issue status and resolution management**** **
**BMEU issue status tracking and resolution interface**
***PostalOne!******®***** -  IBSN data exchange**
**System-to-system data exchange **

**Notes:**
 Data Collection and Data Entry 
Tested the data entry interface.  Received feedback from users regarding ease of use, functionality and whether it supported the business provess.
 Issue Status and Resolution Management 
 Tested resolution interface that tracks customer contact status and disposition. 
PostalOne! / BSN Data Exchange – 
Initial testing done – field test in next pilot. (PostalOne! identifies BSN serviced accounts and hands off the issue /problem to the BSN. Provides BSN tracking number back to PostalOne! for information lookup capability).
This pilot test showed that the PostalOne!® Mail Irregularity Report is a vast improvement to the hardcopy system used presently.  The users demonstrated the system is easy to use and understand.  There are some required improvements in the Mailer/Preparer search, data entry and report confirmation functions.  There were also requested enhancements such as the ability to attach a mailpiece image to a report.  The data exchange file format to IBSN was tested and is ready for automated process testing.  IBSN customer identification was inefficient and needs upgrading.  Resolution and report options need to be expanded as well 

## Enhancements recommended to the system:
Data collection/training process
Data entry interface/more selection criteria and additional functionality
 Status tracking and reports
 Images
Resolution interface for the business mail entry unit (BMEU)
Test auto-data exchange with IBSN

**Enhancements recommended to the system:**
**Data collection/training process**
**Data entry interface/more selection criteria and additional functionality**
** ****Status tracking and reports**
** ****Images**
**Resolution interface for the business mail entry unit (BMEU)**
**Test auto-data exchange with IBSN**

**Pilot Results**

**Notes:**
Improvements to training materials and online help
Training video emphasizing problem detection being done.
Additional information fields being added to data entry.
Resolution options being added.
BSN data exchange interface being improved.
Additional report options.

## Business Process Issues to be Resolved:

Employee education; mail characteristics, mailing identity, and impact of a problem.
Communication; common language understanding 
Mailing identification; need a process to accurately identify the owner, preparer and point of entry.
Mailer notification; who gets notified (owner or preparer or both) and when.
Ability to ensure actionable and relevant information.
Resolution process ownership

**Business Process Issues to be Resolved:**
**Employee education; mail characteristics, mailing identity, and impact of a problem.**
**Communication; common language understanding **
**Mailing identification; need a process to accurately identify the owner, preparer and point of entry.**
**Mailer notification; who gets notified (owner or preparer or both) and when.**
**Ability to ensure actionable and relevant information.**
**Resolution process ownership**

**Pilot Results**

**Notes:**
Improvements to training materials and online help
Training video emphasizing problem detection being done.
Additional information fields being added to data entry.
Resolution options being added.
BSN data exchange interface being improved.
Additional report options.

## Pilot Report

**Pilot Report**
**To receive copy of this report**
**	****e-mail Patrick.J.Killeen@upsp.gov**

**Notes:**
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## Expanded Pilot

**	**

**Expanded Pilot**

**October 2003**
**Participants**
**Three bulk mail centers, nine processing & distribution centers, business mail entry units, Business Services Network, mail owners, and preparers.**
**Scope**
**Field test of entire process including IBSN interface and mail owner/preparer reports.**

## Timeline

**Timeline**
**Pilot test completed – June 2003**
**Limited software modifications – August 2003**
**Next meeting – NPF Monday September 22, 2003**
**Expanded pilot test – October 2003**
**Final software modifications – Nov/Dec 2003**
**National implementation - February 2004**** **

**Notes:**
Most subject to change.

## Next Steps

**Next Steps**
**Sunset existing workgroup**
**Start new workgroup to continue enhancements to the process**
**Rename workgroup **
**	****“****Mail Preparation Process Improvement Workgroup”**
**Integrate with other PostalOne processes (i.e. e-Pub Watch)**

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## Slide 10

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