Full-Service Mail Quality Metrics Mailer... · MIDs in the IMcb, IMtb, & IMb™ as listed in the eDoc must be valid and assigned by the USPS® The STID in the IMb as listed in the

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Full-Service Mail Quality Metrics

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Testing Timeline

Full-Service Mail Quality

MetricsAssessment

ProcessEmail

NotificationsBusiness Customer Gateway

Full-Service Postage Assessment to begin:November based on October data

Industry Testing Timeline:• On November 14, 2016

• Postage assessment generated • Viewable through Business Customer Gateway• Auto Generated email sent to VAE for any eDOC

Submitter CRIDs with or without postage due.

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MIDs in the IMcb, IMtb, & IMb™ as listed in the eDoc must be valid and assigned by the USPS®

The STID in the IMb as listed in the eDoc must be valid and correct for the mail class and service level of the mailpiece

By/For –The mail owner and preparer must be identified correctly in the eDoc for a mailing with 5000 pieces or more per day for a single mail owner

Unique Barcodes in the IMcb, IMtb, & IMb as listed in the eDoc must be unique across all mailings from all mailers over the previous 45 days

The Entry Facility for a container or handling unit as listed in the eDoc must match the entry facility from the Mail Direction File or the Facilities Database

All trays/virtual sacks marked for co-palletization at origin must have corresponding eDoc linking to a pallet within 14 days

Mailer IDThreshold 2%

Service Type IDThreshold 2%

By/ForThreshold 5%

Barcode Uniqueness

Threshold 2%

Entry FacilityThreshold 2%

Unlinked CopalThreshold 5%

eDoc Verifications Description

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Full-Service Updates

® Postage Assessment Overview

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Mailers can login through the Business Customer Gateway as an eDoc submitter or Mail Owner / Mail Preparer to view their Full-Service Mail Quality Metrics

® Postage Assessment Overview

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Mailer Scorecard displays ALL errors for the calendar month

Mail Entry Postage Assessment Report displays the total number of only the invoiceable errors

Mail Entry & Payment Technology

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Mail Entry Postage Assessment Report

Mailer Scorecard

Postage Assessment Overview

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Verifications

• All errors are logged during a month

Thresholds

• Thresholds drive quality improvement

Assessments

• Only applied to errors in excess of thresholds at end of month

If the percentage of error is below the established threshold or if the additional postage due is less than $50, then no additional postage is assessed

Postage Assessments are generated only to the eDoc submitter


® Postage Assessment Process

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Assessable Metrics by Program

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Postage Assessment Process

Three ways to know if you have a Full-Service Assessment

• Monitoring Mail Quality Data through the Mailer Scorecard throughout the month.

• If you know you are over threshold access the Mail Entry Additional Postage Assessment Report on the 11th of the following month.

Mail Quality Data

Monitoring

• eMail Notification to the Verification Assessment Evaluator (VAE) of the eDoc Submitter CRID on the 11th of the following month. (Regardless of whether additional postage is due for Full-Service Assessment)

• If no VAE is assigned the email will be sent to the Business Service Administrator (BSA) of Manager Mailing Activities

• If there is not a BSA of Manage Mail Activity the email will be sent to the BSA of any PostalOne! Services

Auto Generated

Email

• Industry Outreach by Business Mail Entry (BME) Staff

• eDoc Submitters exceeding Full-Service thresholds or poor trends are contacted by BME Staff

Full-Service Outreach


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Email Notifications

Initial

Paid

Review

Payment Due

Closed orAdjusted

<$50

Past Due

Postage Assessment Email Notifications

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eDocSubmitter

Verification Assessment Evaluator (Business Service Administrator (BSA) or User Role) of the eDoc Submitter CRID

No VAE - The email will be sent to the Business Service Administrator (BSA)

of Manage Mailing Activity

No BSA of Manage Mail Activity -The email will be sent to the BSA of

any PostalOne! Services

Mail Owner

Verification Assessment Evaluator (Business Service Administrator (BSA) or User Role) of

the CRID for the Paying Permit

No VAE - The email will be sent to the Business Service Administrator (BSA) of

Manage Mailing Activity

No BSA of Manage Mail Activity - The email will be sent to the BSA of any

PostalOne! Services

Email Notification Order of Precedence


Only when the Mail Owner is the Paying Permit used


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eMail Notification is sent to the Verification Assessment Evaluator (VAE) of the eDoc Submitter CRID on the 11th of the following month. (Regardless of whether additional postage is due for Full-Service Assessment)


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• Email notification is sent to VAE of eDocSubmitter CRID that pays the postage assessment

• Email notification to a mail owner when their permit is used to pay a postage assessment

eDoc Submitter VAEs have the option to utilize any permit that was used to pay postage throughout the assessment month. If the permit of a mail owner is used, an email notification will be sent to the mail owner of the paying permit if the permit is linked to a Business Customer Gateway (BCG) account:

The Mail Owner of the Permit must have a VAE or BSA identified within the BCG with a valid email address in order to receive the email notification.

If a VAE or BSA is not identified within the BCG the Mail Owner would view the adjustment through the transaction summary report through the business customer gateway.



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ReviewNotification

• Email notification is sent to VAE users of the eDoc Submitter CRID when the assessment is put into “Review" status

• Email notification is sent to the assigned USPS Employee to complete the review process

Payment DueNotification

• Email notification is sent to VAE users of eDoc Submitter CRID when the assessment is put into "Payment Due" status, after review is requested and closed



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• Email notification is sent to VAE of eDocSubmitter CRID when assessment is closed because the adjusted postage due across all programs after review is below $50.00

• Email notification is sent when assessment is marked “Closed” on the Mail Entry Additional Postage Assessment Management page by USPS employee



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• Email notification is sent to VAE users of eDoc Submitter CRID when assessment is put into "Past Due" status

• Occurs when VAE did not act upon assessment in the stipulated time (10 business days after assessment is generated or 3 business days after assessment review is closed)


® Postage Assessment Enhancements

eDoc Submitter VAEs have the option to utilize any permit that was used to pay postage through out the assessment month. If the permit of a mail owner is used an Email notification will be sent to the mail owner of the paying permit if the permit is linked to a Business Customer Gateway (BCG) account:

● The Mail Owner of the Permit must have a VAE or BSA identified within the BCG with a valid email address in order to receive the email notification.

● If a VAE or BSA is not identified within the BCG the Mail Owner would view the adjustment through the transaction summary report through the business customer gateway.

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Sample email

Postage Assessment Process

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® Postage Assessment

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Upon receipt, the mailer VAE should log into the Business Customer Gateway to review the Mail Entry Postage Assessment Report and pay the outstanding amount due, if applicable



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Mailer VAE enters VAE screen by clicking on the green “Go to Service” next to Verification Assessment Evaluator (PostalOne!)



Mailer VAE can search for postage assessment by entering the eDocsubmitter CRID and/or date range, then click “Execute Search”

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® Mail Entry Additional Postage Assessment Report

These steps will bring the Mailer VAE to the Mail Entry Postage Assessment Report, where all active assessments for a CRID are listed and ready for review

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®Mail Entry Additional

Postage Assessment Report

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The Assessment Detail Report shows Error Count and Percentages by Mail Owner


® Postage Assessment Payment

Mailer may split payment of assessment and distribute across any associated permit

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If a the permit selected for payment does not have sufficient funds, the system will not allow the payment to be added.



Mailers can contact USPS and request that a permit not used during the assessment month be added to their list in the assessment payment screen

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® Postage Assessment Review

Mailers can request a review of the postage assessment

Status of assessment changes to Pending

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Mailers can select which errors they would like to be reviewed

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Mailer VAE can navigate to the Additional Postage Assessment Detail report to see updates to error type dollar amounts that were adjusted


® Viewing Transactions

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Once paid, mailers can access transaction history for their permits to view the adjustments associated with Mail Entry Postage Assessments



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The Customer Ref/Reason Code field on the PostalOne! Transaction Summary will include which assessment type and the month/year for the assessment



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The Customer Ref/Reason Code field on the PostalOne! Transaction Summary will include which assessment type and the month/year for the assessment



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Mailers can also view their transaction history in the Centralized Account Payment System (CAPS)



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The Customer Ref/Reason Code field on the CAPS Transaction Summary will include which assessment type and the month/year for the assessment


® Mail Owner-New User Registration












® Mail Owner-Linking Permits

Mail Owners can link permits to BCG accounts by:

1. Calling the USPS PostalOne! helpdesk for assistance

2. Select Mailing Service>Manage Permits on the BCG homepage


® Mail Owner-Linking Permits

The BCG needs to validate that you want

the permit to be linked.

Enter the permit information and the

value of one of the ten last transactions on the

permit

Once validated, the permit is linked to the BCG account and CRID


® Manage Account

Allows user to manage administrative information including profiles, services, etc.

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®Manage Account – Manage Profile:

BSA Preferences

Business Service Administrators (BSAs) have the option to display their contact information back to users at their business location

Users will have the ability to edit their profile

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® Manage Account – Manage Services

Users may select desired services and view the status of their requests for services all from one page

Users may download services data into a PDF, Excel or CSVformat


®Manage Account – Manage Services:

BSAs

• The BSA column will identifythe user’s BSA status as ahyperlink.

• Clicking the hyperlink will bring up a popup messagebased on the status.


® Requesting Business Services

• If you are the first person to request access to a certain service, you will become theBSAfor that service.

• If there are other users at your location and no one is yet the BSA, you will beprompted with the message displayed below– If you choose YES, you will become BSAof the service– If you choose NO, your request will be submitted and put into a Pending BSA

status

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® BSAs: Manage Users Tab

• Business Service Administrators, and delegates, will see an additionaltab within Manage Account called “Manage Users” when there areadditional users who have access to the services/locations for whichthey are the BSA

• This tab enables BSAs to control the level of access users can have tothese services

• Information may be filtered by:– Location– Service– User– Access Level


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BSAs: Manage Users Tab – User Hyperlink

• Users’ names willbe displayed as ahyperlink

• Upon clicking the hyperlink, a popup will display the user’s contact information


® Managing User Access: Access Levels

•BSAs can now set the access level for each service for a user at a specific business location by selecting one of the options from the dropdown:

•Access•BSA Delegate•No Access•Requested

• Access: provides user with access to the service for that business location• BSA Delegate: allows user to approve/deny requests for that service &

location on your behalf– User will receive same Inbox privileges as BSA

• No Access: denies user access to the service for that location• Requested: will default to this

when the user has requested access and the BSA hasn’t taken action yet


® Managing User Access: Access Levels

BSAs can visually see the status of theiraccess level change with SUCCESS orTRYAGAIN LATER indication

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® Additional Resources

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• “Lifecycle of a Full-Service Mailing within the BCG”

Presentation

– Learn how the BCG supports Full-Service mailers– https://ribbs.usps.gov/intelligentmail_presentations/doc

uments/tech_guides/FullServiceBCGNov2013.pdf

• For additional information:– Contact the Help Desk

• 800-522-9085• [email protected]

– Support Page https://gateway.usps.com/eAdmin/view/support

Mail Entry & Payment Technology®

Appendix

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Notification Sent When Permit is Used Email notification is sent to VAE of eDoc Submitter CRID that pays the postage

assessment Email notification to a mail owner when their permit is used to pay a postage

assessment


® Postage Assessment Enhancements

Mail Service Providers will receive notification when the assessment amount is zero includes a link to “opt out” of zero assessment notifications

Email sent to the Mail Owner when their permit is selected as a paying permit Includes the option to “opt out” of future notifications

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Notification Sent When Assessment in “Payment Due” Status after Review Email notification is sent to VAE users of eDoc Submitter CRID when assessment is

put into "Payment Due" status, after review is requested and closed

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Subject: USPS Mail Entry Additional Postage Assessment notification for CRID 2407562 (January 2015 Status: Payment Due)

The following additional postage due that you have submitted for review on the Mail Entry Additional Postage Assessment Report has been reviewed by USPS. The total postage due is listed below and represents the amount that is now due for payment in 3 business days.

eDoc Submitter CRID: 2407562Company Name: ABC CompanyAssessment Period: January 2015Additional Postage Due: $10,000.0Postage Due: $9,000.00Due Date: <3 business day from date of review completion>Response from reviewer: <REVIEWER_RESPONSE>

To view the status of this postage assessment on Business Customer Gateway please click here and go to Mailing Reports > Mail Entry Additional Postage Assessment Report.

To view the detailed postage assessment summary information on Microstrategy Reports please click here and go to Shared Reports > Mail Quality (eDoc Submitter) > Postage Assessment Summary Report



Notification Sent when Assessment Closed and/or When Adjusted Postage Due is Below $50.00 Email notification is sent to VAE of eDoc Submitter CRID when assessment is closed

because the adjusted postage due across all programs after review is below $50.00 Also sent when assessment is marked “Closed” on Mail Entry Additional Postage

Assessment Management page by Acceptance employee

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Subject: USPS Mail Entry Additional Postage Assessment notification for CRID 2407562 (January 2015 Status: Closed)The following additional postage due assessment had been reviewed by the BMS Analyst and has been closed. No further action is required.

eDoc Submitter CRID: 2407562Company Name: ABC CompanyAssessment Period : January 2015Additional Postage Due: $10,000.00Postage Due: $0.00Response from reviewer: <response by the BMS Analyst>

To view the status of this postage assessment on Business Customer Gateway please click here and go to Mailing Reports > Mail Entry Additional Postage Assessment Report. To view the detailed postage assessment summary information on Microstrategy Reports please click here and go to Shared Reports > Mail Quality (eDocSubmitter) > Postage Assessment Summary Report


® Past Due Assessments

Notification Sent When Assessment is Past Due Email notification is sent to VAE users of eDoc Submitter CRID when assessment is

put into "Past Due" status Occurs when VAE did not act upon assessment in the stipulated time (10 business

days after assessment is generated or 3 business days after assessment review is closed)

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Subject: USPS Mail Entry Additional Postage Assessment notification for CRID 2407562 (January 2015 Status: Past Due)

The following additional postage is now past due on the Mail Entry Additional Postage Assessment Report.

eDoc Submitter CRID: 2407562CRID Company Name: ABC CompanyAssessment Period: January 2015Additional Postage Due: $10,000.00Postage Due: $10,000.00Due Date: <10 business day due date OR 3 business day due date>

To view the status of this postage assessment on Business Customer Gateway please click here and go to Mailing Reports > Mail Entry Additional Postage Assessment Report.

To view the detailed postage assessment summary information on Microstrategy Reports please click here and go to Shared Reports > Mail Quality (eDoc Submitter) > Postage Assessment Summary Report

Documents

Full-Service Mail Quality Metrics Mailer... · MIDs in the IMcb, IMtb, & IMb™ as listed in the eDoc must be valid and assigned by the USPS® The STID in the IMb as listed in the