® 1 agenda spm exclusion process & exclusion definitions update spm matrix data sources open...

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Agenda

• SPM Exclusion Process & Exclusion Definitions

• Update SPM Matrix

• Data Sources

• Open Discussion

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Job Exclusions and Mailer Decertification request

• A job exclusion is a request to have a specific mailer job be removed from Service Performance Measurement (SPM). Reasons for an exclusion request could be, but not limited to, incorrect Start The Clock (STC) method was used, mail was not received on the associated appointment, mail entered at the incorrect facility.

• A mailer decertification request is made when a mailer is unable to or does not correct the eDoc submitted to PostalOne! or is submitting mailings that do not match the eDoc. Mailer decertification removes all mail submitted by the mailer from SPM until the local office identifies that the problem has been resolved working with the mailer. Once the mailer is in compliance, a request to recertify the mailer must be submitted.

• Mailers will be decertified for no more than 30 days at a time.

*Note - Not performing scanning is not a valid reason for exclusions providing the facility had the opportunity to perform the SV scan or an IMDAS scan.

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How a request is submitted

• Submit request to Area Customer Service Program Analyst & BMS

• Include mailer’s CRID, Job number, Explanation

• Provide supporting documentation including screen shots from Service Performance Diagnostics and EDW –Start The Clock Reporting

• Once received and approved, a formal request will go to the appropriate team for notification. Allow up to 2 weeks after the submission, for the mail to be removed from SPM

*Note – Notification to the mailer should be made locally if the reason for the exclusion is due to mailer error. This will expedite the error from being fixed and the mail being entered into Service Performance.

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Service Exclusions: Incorrect Entry Facility

• Exclusion Definition: The entry facility (locale key or postal code) in the eDoc provided by the mailer does not match the facility specified in the associated FAST Appointment for a container

• Occurs with origin mail that is directed by USPS across multiple entry facilities depending on time of day and mail characteristics. For example, a mailer may be directed to take mail to either an air mail facility or service transfer center depending on the time of day when the mail is being entered at the USPS. Mailers using a single locale key in the eDoc, for example only the STC, will have mail entered at the other facility excluded. The USPS recommends that mailers provide the locale key whenever

possible. The USPS will evaluate scan compliance to ensure USPS personnel scan

every container when it arrives at the entry facility. The Postal Service developed a fact sheet, "Accurate Entry Facility

Identification for Full-Service" to be used for widespread communication throughout the industry to educate mailers on correct usage. This will be communicated through individual contact with mailers as the issue occurs.

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Service Exclusions: Invalid Entry Point for Entry Discount

• Exclusion Definition: The entry facility in the eDoc provided by the mailer does not match the facility in the Mail Direction File (MDF) for that container destination ZIP and entry discount being claimed for a container

Mailers who claim a drop-ship discount are not using the Mail Direction File to identify the correct entry location for the container destination zip and entry discount.

• The Postal Service developed a fact sheet for the industry to educate mailers on correct usage. This will be communicated through individual contact with mailers as the issue occurs.

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Service Exclusions: Inaccurate Ship Date

Exclusion Definition: The scheduled ship date for USPS-transported container in the eDoc is more than 48 hours before the postage statement finalization date/time and the container does not receive a scan when it arrives at the USPS facility.

This occurs when the scheduled mail date is delayed for any reason and the mail.dat/mail.XML file is not updated with the new correct ship date and time.

• This will be communicated through individual contact with mailers as the issues occurs.

• USPS is developing a fact sheet to be used as communication to the industry

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Service Exclusions: Duplicate IMb

Exclusion Definition: An IMb is used more than once in 45 day period.

• Duplicates are part of the current mailer monitoring process and communicated through individual contact with mailers as issues occur.

• USPS developed a fact sheet to used as communication to the industry to educate mailers on importance of IMb management.

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Mailer Scorecard – SPM Exclusion Tab

February 2015

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Contents

Exclusion Overview

Exclusion Reasons & Examples

Mailer Scorecard - SPM Exclusion Report Overview

Report Prompts

Report Results

Report Calculations & Examples

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• Service performance is measured for all Full-Service mailpieces that:• Have received Start-the-Clock• Have at least one mailpiece automation scan, and • Have passed the exclusion rules

• A mailpiece can be excluded for one or more reasons

• Mailer attributable exclusion reasons can be categorized into:• Issues in eDoc preparation that may result in inaccurate

measurement• Issues in mail preparation that may impact processing or delivery

• Mailer attributable exclusion reasons are listed on the next 2 slides

Overview

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Exclusion Reasons

Exclusion Reason Exclusion DescriptionApplicable Induction Method

Undeliverable-As-Addressed / PARS

Undeliverable-as Addressed (UAA) mail as indicated by ACS and/or PARS operation when mail piece is processed.

ALL

Incorrect Entry FacilityeDoc entry facility does not match the facility specified in the associated FAST Appointment.

Origin Verified Mailer Transported, Drop Ship

Non-Unique IMb eDoc contains mail pieces with a non-unique IMb. ALL

Invalid Entry Point for Entry Discount (FAST MDF)

Entry Point for Entry Discount claimed in eDoc is invalid for the entry point and destination of the mail.

Drop Ship

FAST Appointment Irregularity

Irregularity with the mailing/trip captured by FAST. (e.g. contents not matching 8125)


Inaccurate Scheduled Ship Date

eDoc scheduled ship date time is 48+ hours earlier than the postage statement finalization date time.

DMU Verified USPS Transported

Non-Unique IMtb Non-unique IMtb or default IMtb. ALL

Orphan Handling Unit Mailpiece associated to an Orphan Handling Unit not inducted at a BMEU.ALL except BMEU entered

Non-Unique Physical IMcb

Physical containers with non-unique IMcb on the placard. ALL

Non-Unique IMcb Non-unique 99M Container Barcode. ALL

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Exclusion Reason Exclusion DescriptionApplicable Induction Method

Invalid Delivery Point Invalid delivery ZIP code. ALL

Unknown Entry Facility The entry facility provided in the eDoc is unknown. Drop Ship

PBV Threshold Failure Mail did not pass performance based verifications (PBV). ALL

Invalid Origin ZIP5 Entry point 5 digit ZIP does not match a valid Area or District. ALL

Invalid Start-the-Clock Date

Start-the-Clock date is 120 days or more before the current date. ALL

Destination Entered FCM

First Class Mail was identified as Destination entered in the eDoc. Drop Ship

Broken Pallet SV identified the Container to be a broken pallet. ALL

Inaccurate eDoc Nesting

Nesting discrepancies in mail preparation between the FS IMD sample scan and eDoc.

ALL

Invalid Container Level for Entry

DFSS container entered at non-FSS sites Drop Ship

Incorrect AppointmentNon-matching Appointments between the eDoc and the SV unload scans associated Appointment.


Container OverflowFlats overflow volume from one logical or physical tray to another that's not in the same Logical/Physical Container.

ALL

Non-Compliant Mail identified as non-compliant due to inaccuracies in mail prep. ALL

Exclusion Reasons

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Mail is excluded when container’s eDoc Entry Facility and the associated FAST Appointment Facility do not match.

IMcb eDoc Locale Key eDoc FacilityFAST Appt. Locale Key

FAST Appt.Facility

99M000554360401175200 W23426 DALLAS W23331 NORTH TEXAS99M0005543618471761XX W26475 FORT WORTH W23331 NORTH TEXAS99M000554363930175200 W23426 DALLAS W23331 NORTH TEXAS99M000807337165009001 Z22760 SACRAMENTO Z22801 SAN FRANCISCO99M000807351165009001 Z22760 SACRAMENTO Z22801 SAN FRANCISCO99M000807356165002001 Z22760 SACRAMENTO Z22801 SAN FRANCISCO99M000908338468001001 Z18841 SALT LAKE CITY ANNEX 016686 SALT LAKE CITY ASF99M000908344468005502 Z18841 SALT LAKE CITY ANNEX 016686 SALT LAKE CITY ASF99M000908345468004501 Z18841 SALT LAKE CITY ANNEX 016686 SALT LAKE CITY ASF99M0049980000000005VI Z24277 ANAHEIM Z22855 SANTA ANA99M004998000000000622 Z24277 ANAHEIM Z22855 SANTA ANA99M049301119371400011 X18765 HAMBURG X18801 HARRISBURG99M106810000007057061 Y22837 SAINT PETERSBURG Y23078 TAMPA99M10681000000705708C Y22837 SAINT PETERSBURG Y23078 TAMPA99M106810000007057090 Y22837 SAINT PETERSBURG Y23078 TAMPA99M106518000000077650 W24129 HOUSTON W24934 NORTH HOUSTON99M106518000000077703 W24129 HOUSTON W24934 NORTH HOUSTON

Exclusion Reason Examples: Incorrect Entry Facility

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Mail is excluded when container’s entry point discount facility type is invalid for the entry point facility and destination, based on the FAST MDF v2

Exclusion Reason Examples: Invalid Entry Point for Entry

Discount

IMcb Code Entry Point Facility Entry Point Locale Key

Entry Point Discount

Contr. Destn. ZIP Code Comments

99M10010000PS04401517 BALTIMORE V22931 ADC 207 ZIP/Facility not in MDF/LL99M10010000EJ22315119 BALTIMORE V22931 ADC 21601 ZIP/Facility not in MDF/LL99M10000000PS04396639 KANSAS CITY W1B651 DNDC 64399 ZIP not in MDF/LL99M901597001000761592 KANSAS CITY NDC W20787 DNDC 64399 ZIP not in MDF/LL99M901024518000003127 MINNEAPOLIS SAINT PAUL NDC Y26253 DNDC 50902 ZIP/Facility not in MDF/LL99M901597001000759582 NEW JERSEY NDC V10697 DNDC 00102 ZIP not in MDF/LL99M106491000000156836 NEW JERSEY NDC V10697 DNDC 00102 ZIP not in MDF/LL99M10000000PS04398260 NEW JERSEY NDC V10697 DNDC 00102 ZIP not in MDF/LL99M107948QDS104128182 CHICAGO NDC W12400 ADC 601 ZIP/Facility not in MDF/LL99M10010000PS04401481 CLEVELAND X20577 ADC 150 ZIP/Facility not in MDF/LL99M10010000PS04401692 CLEVELAND X20577 ADC 150 ZIP/Facility not in MDF/LL99M10010000EJ22469576 KANSAS CITY W1B651 ADC 64240 ZIP not in MDF/LL99M10010000EJ22469593 KANSAS CITY W1B651 ADC 64240 ZIP not in MDF/LL99M10000000EJ23082549 KANSAS CITY W1B651 ADC 64240 ZIP not in MDF/LL99M10010000EJ22883926 KANSAS CITY W1B651 ADC 64240 ZIP not in MDF/LL99M106538000003467925 KANSAS CITY W1B651 ADC 64240 ZIP not in MDF/LL99M100059D27100231409 NEW YORK V19160 DDU 10021 ZIP/Facility not in MDF/LL99M100059D27100231410 NEW YORK V19160 DDU 10023 ZIP/Facility not in MDF/LL

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Mail is excluded when a container’s eDoc Scheduled Ship Date is more than 48 hours earlier than the Postage Statement Finalization.

IMcb Scheduled Ship Date Finalization Date Hours Between

99M200054000000010183 12/3/2014 14:00 12/5/2014 18:13 52.2299M106533000000972020 12/4/2014 14:50 12/18/2014 13:29 334.6699M106533000000972022 12/4/2014 14:50 12/16/2014 13:12 286.3899M106533000000972354 12/4/2014 14:50 12/8/2014 12:36 93.7899M106533000000972383 12/4/2014 14:50 12/9/2014 11:48 116.9899M106533000000972386 12/4/2014 14:50 12/10/2014 12:14 141.4299M106533000000972430 12/4/2014 14:50 12/12/2014 12:20 189.5299M106533000000972431 12/4/2014 14:50 12/11/2014 12:03 165.2399M106533000000972450 12/4/2014 14:50 12/12/2014 12:20 189.5299M106533000000976298 12/4/2014 14:50 12/18/2014 11:23 332.5699M106533000000976305 12/4/2014 14:50 12/17/2014 11:10 308.3499M106533000000976306 12/4/2014 14:50 12/16/2014 16:23 289.5599M106533000000976311 12/4/2014 14:50 12/17/2014 11:10 308.3499M106533000000976312 12/4/2014 14:50 12/13/2014 10:18 211.4799M106533000000976313 12/4/2014 14:50 12/10/2014 13:48 142.9899M106516000000020184 12/5/2014 14:00 12/12/2014 15:47 169.7999M901048032000000380 12/5/2014 14:00 12/9/2014 10:51 92.86

Exclusion Reason Examples: Inaccurate Scheduled Ship Date

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SPM Exclusions tab of the Mailer Scorecard provides mailers visibility into what percentage of their mail is excluded from measurement and why.

Resolving these issues will ensure more mail is measured.

The Mailer Scorecard prompts for Mailer (eDoc Submitter) and Month

The SPM Exclusions tab shows: Total Full Service Volume for SPM % Excluded due to Mailer Attributable Error % Excluded for each individual Exclusion Reasons – This is a percentage of excluded volume,

not total volume. The sum of % Excluded for each Exclusion Reason will be 100%.

SPM Exclusions metrics are shown by Mail Product: First Class Mail Letters First Class Mail Flats Standard Letters Standard Flats Periodicals

As with other tabs of the Mailer Scorecard, SPM Exclusions data is grouped by Mailer (eDoc Submitter)

Mailer Scorecard - SPM Exclusions Report Overview

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Report Prompts

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1. The report only shows data that applies for the selected Mailer and Month.

- Mail Products include: First Class Mail Letters, First Class Mail Flats, Standard Letters, Standard Flats, Periodicals. If a Mail Product does not appear in the drop down, it means that no mailpieces for that product type for that Mailer were measured in the selected month.

- The same applies for Exclusion Reason. If an Exclusion Reason is not listed, mail was not excluded for that reason in the selected month.

2. “--” indicates no data applies, or mail was not excluded for that reason

“0.00%” indicates the percent excluded for that exclusion reason was less than 0.01%

3. Listed below the “% Excluded due to Mailer Attributable Error” line item, are the exclusion reasons and % excluded for each. These are a percentage of excluded volume NOT % of total volume. The sum of % Excluded for each Exclusion Reason will be 100%.

4. The Legend and Export functions do not apply to the SPM Exclusions Tab.

Report Results

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• The following inputs are used to calculate SPM Exclusion %: Total Full Service Piece Count Total Excluded Piece Count (due to mailer attributable error) Exclusion Piece Count (per exclusion reason) Total Exclusion Count (count of all exclusions)

Note: Since a piece can have more than one exclusion, Total Exclusion Count can be higher than Total Excluded Piece Count• Metrics on the SPM tab are calculated as follows:

1. Total Full Service Volume for SPM = Total Full Service Piece Count2. % Excluded due to Mailer Attributable Error =

3. % Excluded for each Exclusion Reason =

Report Metric Calculations

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Inputs:

• Total Full Service Piece Count: 26,815,241 pieces

• Total Excluded Piece Count: 2,961,831 pieces

• Exclusion Piece Counts: Volumes displayed below

• Total Exclusion Count: Sum of all Exclusion Piece Counts

Calculations:Exclusion Reason Volume Calculation Result

Total Full Service Volume for SPM 26,815,241 --- 26,815,241

% Excluded due to Mailer Attributable Error 2,961,831 2,961,831 / 26,815,241 11.05%

Undeliverable-as-Addressed / PARS 61,017 [ 61,017 / 3,088,802 ] * 100 1.98%

Incorrect Entry Facility 64,365 [ 64,365 / 3,088,802 ] * 100 2.08%

Non-Unique IMb 2,454,906 [ 2,454,906 / 3,088,802 ] * 100 79.48%


368,213 [ 368,213 / 3,088,802 ] * 100 11.92%

FAST Appointment Irregularity 72,086 [ 72,086 / 3,088,802 ] * 100 2.33%

Non-Unique Physical IMcb 68,155 [ 68,155 / 3,088,802 ] * 100 2.21%

Invalid Delivery Point60 [ 60 / 3,088,802 ] * 100 0.00%

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Total =

100%

Report Metric Calculation Example

Total Exclusion Count = 3,088,802

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First Class Mail Letters

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Mail Not In MeasurementExclusion Reason Descriptions

Exclusion Reason Exclusion DescriptionMailer

AttributedInvalid Entry Point for Entry

Discount (FAST MDF)Entry Point for Entry Discount claimed in eDoc is invalid for the entry point and destination of the mail Y

Incorrect Entry Facility eDoc entry facility does not match the facility specified in the associated FAST Appointment Y

Non-Unique IMb eDoc contains mail pieces with a non-unique IMb YUndeliverable-as-Addressed / PARS

Undeliverable-as Addressed (UAA) mail as indicated by ACS and/or PARS operation when mail piece is processed Y

Inaccurate Scheduled Ship Date

eDoc scheduled ship date time is 48+ hours earlier than the postage statement finalization date time Y

FAST Appointment Irregularity

Irregularity with the mailing/trip captured by FAST(e.g. contents not matching 8125) Y

Non-Unique Physical IMcb Physical containers with non-unique IMcb on the placard Y

Orphan Handling Unit Mail piece associated to an Orphan Handling Unit (e.g. loose tray) that is not inducted at a Business Mail Entry Unit Y

Non-Compliant Mail identified as non-compliant due to inaccuracies in mail preparation Y

No Piece Scan No automation scan observed for the mail piece N

No Start-the-Clock Lack of a container unload scan or inability to identify the FAST appointment associated to the container N

Long Haul Mail verified at a DMU then transported by USPS to a mail processing facility in a different district than the DMU N

Inconsistent SPM data Mail piece received inconsistent scan events when calculating SPM (container/mail piece scans not in chronological order) N

Excluded ZIPs Excluded from SPM due to 3 digit delivery ZIPs that are not measured N

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First-Class Mail® (Letters)Reasons why mail is not in measurement

Attributed to Mailers 33.30%Attributed to USPS / Unknown 66.70%

Exclusion Reason% of

Excluded% of

Total*

No Start-the-Clock 40.24% 25.10%

Non-Compliant 12.22% 7.62%

Unknown Verification Facility 11.61% 7.24%

No Piece Scan 8.12% 5.06%

Incorrect Entry Facility 7.45% 4.65%

Non-Unique IMb 5.06% 3.16%

Long Haul 5.04% 3.15%

Undeliverable-as-Addressed / PARS 3.75% 2.34%

Inaccurate Scheduled Ship Date 2.36% 1.47%

Other 4.15% 2.60%

* Mail can be excluded due to more than one reason. As a result, the sum of individual exclusion percentages (62%) is greater than the overall percentage of mail not in measurement (48%)

In January 2015, 47% of Full-Service First-Class Letters were excluded from measurement

In Measurement; 53%

No Start-the-Clock

Non-Compliant

Unknown Ver-ification Facil-

ity

No Piece Scan

Incorrect En-try Facility

Non-Unique IMb

Long Haul Undeliverable-as-Addressed / PARSInaccurate Scheduled Ship Date

Other

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First Class Mail Flats

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First-Class Mail® (Flats)Reasons why mail is not in measurement



Excluded% of

Total*




Long Haul 10.75% 8.84%



Inaccurate Scheduled Ship Date 0.71% 0.58%


Orphan Handling Unit 0.32% 0.27%

Other 0.61% 0.50%


In January 2015, 60% of Full-Service First-Class Flats were excluded from measurement

In Measurement; 39%

No Start-the-Clock

No Piece Scan

Non-Com-pliant

Long Haul

Non-Unique IMb

Undeliverable-as-Addressed / PARSInaccurate Scheduled Ship DateIncorrect Entry Facility

Orphan Handling UnitOther

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Standard Mail Letters

Visibility and Service Performance

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Standard Mail® (Letters)Reasons why mail is not in measurement


Excluded% of

Total*




Invalid Entry Point for Entry Discount (FAST MDF) 6.67% 3.77%




Non-Unique IMtb 1.22% 0.69%

FAST Appointment Irregularity 0.98% 0.56%

Other 1.53% 0.87%



In January 2015, 45% of Full-Service Standard Letters were excluded from measurement

In Measurement; 55%

No Start-the-Clock

No Piece Scan

Non-Com-pliant

Invalid Entry Point for En-try Discount (FAST MDF)

Non-Unique IMb

Undeliverable-as-Addressed / PARS Incorrect Entry FacilityNon-Unique IMtb

FAST Appointment IrregularityOther

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Standard Mail Flats

Visibility and Service Performance

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Excluded% of

Total*




Invalid Entry Point for Entry Discount (FAST MDF) 5.27% 3.77%


Invalid Container Level for Entry 1.16% 0.83%


Orphan Handling Unit 0.53% 0.38%

FAST Appointment Irregularity 0.41% 0.29%

Other 1.11% 0.78%

Standard Mail® (Flats)Reasons why mail is not in measurement



In January 2015, 55% of Full-Service Standard Flatswere excluded from measurement

In Measurement; 45%

Non-Compliant

No Start-the-Clock

No Piece Scan


Non-Unique IMb

Invalid Container Level for EntryIncorrect Entry Facility

Orphan Handling Unit

FAST Appointment IrregularityOther