Facility Access and Shipment Tracking (FAST) Overview

Facility Access and Shipment Tracking (FAST)Overview

Agenda • Introduction to FAST • Appointments • Make Appointment • Appear for Appointment • Review Appointment Data • FAST and Full-Service • Resources • Screenshots from FAST Website

Introduction to FAST What is FAST? • Facility Access and Shipment Tracking • A system for business mailers to schedule appointments for entry of mail into postal facilities • FAST accommodates both drop shipped and origin-entered mailings

Introduction to FAST Why use FAST • Required for mailings brought to facilities that are FAST-enabled, including all of the following: • Network Distribution Centers • Sectional Center Facilities • Area Distribution Centers (for Periodicals only) • FAST can benefit mailers in several ways: • Simplifies the scheduling process • Streamlines the data maintenance process • Reduces overall appointment wait times • Reflects the capacity of a USPS facility

Introduction to FAST Why drop ship with FAST • Standard Mail, Package Services and Periodicals may be eligible for further discounts if the mail is entered closer to its destination • The drop ship discount received depends on where the mail is entered • Drop shipment enables origin verification and postage payment for shipments • Transported by mailer (or third party) at the mailer’s expense on the mailer’s own or contracted vehicle to destination USPS facilities for acceptance as mail • Prepared for deposit at a destination entry price

Introduction to FAST Which facilities are active in FAST • Drop Ship Product File shows facilities • Available for download from the FAST Website on the FAST Resources page • Interactive listing of facilities is also available on the FAST Website • Facilities Profilesection • Redirection occurs when mail is directed to a facility other than the default due to facility restrictions, building expansions, peak season mail volumes, emergency constraints, or changes due to processing • The FAST system also reports redirections of mailings • The Mail Direction Search Report provides redirection information

Introduction to FAST When not to use FAST • Some facilities are not currently active in FAST • For Delivery Units without FAST, telephone appointments are an alternative • In these cases, a Postal Service employee may schedule an appointment when the mailer calls with a request to deliver a drop shipment at the specific destination

Introduction to FAST Two basic types of information are entered in FAST for each appointment • Logistics • Where to take mail • When to show up • Mail Content Information • Mail class • Mail shape • # of pallets, rolling or bedload units • Additional optional data elements (shown on next slide)

Introduction to FAST For mail content information, in addition to the required data, there is other optional data that can be entered • Total Weight • Content Number [ID #] • Mail Preparer ID • Content Name • Comments • Priority Mail check box [yes/no indicator] • Total Pieces • eVS Indicator • eFile Number

Introduction to FAST Full-service requirement • Container barcode information • When using FAST to schedule an appointment that will qualify for a full-service discount, the container barcode number is also required

Appointments FAST Process 2. Appear for Appointment What happens 1. Make Appointment Who makes How to make 3. Review Appointment Data What reports are available

Make Appointment An appointment may be scheduled in FAST either by a single entity or jointly • Single Entity Scheduling • One business entity provides both: • Logistics (facility, day, time) • Content detail (mail class, mail shape, count, etc.) • Joint Scheduling • Different business entities provide logistics and content information for the appointment • For example, a transportation company might provide the logistics information for a mailing and a printing company could provide the content information for the same mailing

Make Appointment FAST allows one-time or recurring appointments • One-time Appointments • Appointments that occur on a one-time/as-needed basis • Recurring Appointments • Appointments that occur on a consistent frequency, on the same day or days, at the same time of the day, with typically the same content information

Ways to create an appointment electronically Online – Access the FAST Website through the Business Customer Gateway Interactive forms allow entry of logistics and content Make Appointment From Business Customer Gateway, click on “Schedule a Mailing Appointment (FAST)”

Make Appointment Ways to create an appointment electronically (cont.) • Using software to exchange data with FAST in Mail.XML format • Messages containing logistics and content pass through the PostalOne! system to and from the FAST system • Web Services is the term for the type of software used to exchange Mail.XML data • (More details on this option are on the next slide)

Make Appointment Two approaches are available using Mail.XML to create an appointment 2a. Pure Web Services • Mail.XML transaction in which all logistics and content detail is sent in the XML file by the customer 2b. Web Services with Mail.dat • Logistics information is sent in the XML file • Content information is pulled from an existing database in the PostalOne! System

Make Appointment Ways to update an appointment • Online through the FAST Website • If the appointment was created through the FAST Website • Using software to exchange data with FAST in Mail.XML format • Pure Web Services • Web Services with Mail.dat • Using Mail.dat to send container barcode and content information • For recurring appointments only

Make Appointment FAST Website functionality notes • Barcodes • Mail.XML or Mail.dat should be used to enter barcode information for a FAST appointment • The FAST Website isn’t designed to either create or update mailing barcode information for an appointment • For an appointment created by Mail.XML, updates should be made through Mail.XML or Mail.dat, rather than through the FAST Website • For an appointment created using Mail.XML, the only update possible through the FAST Website is cancellation

Make Appointment Wide range of options for making appointments

Make Appointment Option for … single entity creating a one-time appointment through FAST Website • The mailer creates a new appointment through the FAST Website: • Chooses USPS facility • Selects mail class (First-Class, Standard, Package Services or Periodicals) • Selects available day and time • Provides content information (mail shape, # of pieces, etc.) • Appointment can be created up to 14 days in the future • Appointment must be created at least 1 hour prior to the appointment date/time

Make Appointment Option for … single entity updating a one-time appointment through FAST Website • The mailer updates information for the appointment through the FAST Website: • Searches for the appointment information (by Appointment ID, Scheduler ID, facility, or CRID) • After finding the appointment, update options include: • Edit logistics information • Edit or add content information • Cancel the appointment • Appointment can be updated or cancelled up to 1 hour prior to the appointment date/time

Make Appointment Option for … single entity creating or updating a one-time appointment through Mail.XML • The mailer uses Mail.XML to send the appointment logistics and content information through the PostalOne! System to FAST • Logistics and content information can be provided as part of the Mail.XML transaction, referred to earlier as Pure Web Services • Alternately, the Mail.XML transaction can provide logistics information, and content can be provided by referring to the PostalOne! Mail.dat container data stored in the PostalOne! database, referred to as Web Services with Mail.dat

Make Appointment Option for … single entity creating or updating a recurring appointment through Mail.XML • A mailer may create a recurring appointment through the FAST Website or using Mail.XML • Initial recurring sequence must be created 15 days ahead of the desired start date • Recurring appointment instances are automatically created 14 days prior to the appointment date/time and can be updated or cancelled up to 1 hour prior to the appointment date/time • Content detail can be updated only via Mail.XML (or Mail.XML with Mail.dat) for each instance of the recurring appointment

Make Appointment Option for … Joint scheduling • FAST allows more than one business entity to partner to provide logistics and content information for an appointment • FAST roles for joint scheduling entities: • Mail Owner is the party with items to be mailed, and the one who is ultimately in charge of the mailing • Mail Preparer is in charge of preparing the mailings/shipments for the Mail Owner, for example, addressing the material to be mailed and preparing it on pallets • In some cases, may also be a consolidator, combining shipments from multiple mail owners for delivery to the USPS • Scheduler is the logistics provider, who plans trailer load and date/time of arrival at a specific USPS facility

Make Appointment Appointment data managed by Joint Scheduling Roles • Logistics information(facility, date, time) • Managed by Scheduler • Content information • Managed by Mail Owner – Or – • Mail Owner may delegate to Mail Preparer or Scheduler Note: One entity may play multiple roles for appointment management

Make Appointment A mail scheduler may deliver containers for several different mail owners in a single delivery Pallet 7 – Mail Owner A Pallets 8, 9 – Mail Owner B Pallets 1 - 6 – Mail Owner C Scheduler can manage all logistics Mail Owner A can manage content only for Pallet 7 Mail Scheduler’s Truck Containing pallets of mail for multiple mail owners

Make Appointment Joint Scheduling Data Security and Visibility • The Scheduler may view and manage all aspects of an appointment (logistics and content information) • The Mail Owner or Mail Preparer may only view or update their own content information • In a co-mail scenario, only the mail preparer may both view and update the content information. Separate mail owners may view content information but are not permitted to see the other mail owners’ content • Mail Owners/Mail Preparers can view appointment closeout times for appointments

Appear for Appointment FAST Process 2. Appear for Appointment What happens 1. Make Appointment Who can make How to make 3. Review Appointment Data What reports are available

Appear for Appointment Induction process when appearing for an appointment • Truck is assigned a dock • Driver parks and provides form 8125 to the induction clerk • Clerk reconciles drop shipment to 8125 • Note on redirections: 75 days for mailer to update records after FAST identifies a redirection • Clerk enters the appointment information • Records arrival time • Starts pallet unload scans • Ends pallet unload scans • Clerk closes the appointment

Appear for Appointment Appointment arrival vs. scheduled time

Appear for Appointment Arriving unscheduled or more than 24 hours late • When arriving either without an appointment or after a no-show: • Clerk opens an unscheduled appointment • Records arrival time • Starts pallet unload scans • Ends pallet unload scans • Clerk closes the appointment • The party delivering the mailing is considered the scheduler and has access through the FAST Website to appointment data • For unscheduled appointments, reporting is not available by Mail.XML

Review Appointment Data FAST Process 2. Appear for Appointment What happens 1. Make Appointment Who can make How to make 3. Review Appointment Data What reports are available

Review Appointment Data Information about the appointment after closing • Closeout information is available through FAST after the postal clerk has closed an appointment • This information includes actual arrival times, mail counts and any irregularities found • 2 ways to access closeout data: • Online FAST Website – through the Business Customer Gateway • Mail.XML format

Review Appointment Data Authorization to view reports • Scheduler can always see the appointment reports (including Closeout) Online and through Mail.XML • Mail Owners and Mail Preparers can only see the appointment Closeout reports if they have been identified as owners and preparers at the mail content level • Closeout reports are available through FAST Online and Mail.XML for owners and preparers

Review Appointment Data Reports available online • Appointment Calendar • Appointment Rating Analysis Report • Appointment Status Report • Closeout Data Report • Corporate Rating Report • Holiday and Contingency Constraints Report • Mail Direction Search • Recurring Appointment Performance Report • Scheduler Performance Report • Scheduler Report • Slot Availability Report

Review Appointment Data Closeout Data Report online contains data on each appointment • Appointment number • Appointment arrival time • Start unload time • Stop unload time • Any irregularities in the load

Review Appointment Data Mail.XML closeout messages provide another method of viewing closeout data • Mail.XML messages provide closeout information based on scheduler, mail owner and mail preparer as identified on the appointment/content or unscheduled arrival information • The relevant XML messages are • AllDeliveryApptCloseoutRequest • AllDeliveryApptCloseoutResponse • The start and end date parameters will extract appointment data by appointment date/time for scheduled appointments and arrival date/time for unscheduled arrivals, if provided • All closeout data is attached with the eligible recipients’ CRIDs in FAST, so if owner or preparer were identified at the content level they can get their closeout information from USPS

Review Appointment Data Mail.XML types of data available as part of the closeout response • Logistics/Arrival information • Arrival date/time • Facility identification • Trailer/Bill of lading if available • Verification facility • Content details • Number of pallets/handling units • Types of handling units • Class • Irregularities • Shipment irregularities • Mail irregularities

Review Appointment Data Mail.XML • In Mail.XML, the maximum number of appointments in one pull is 200 appointments • If more than 200 exist, multiple query transactions must be sent to pull rest of the information

Appointment container association for full-service compliance For full-service compliance the following induction methods require a valid FAST appointment associated to container (ex. pallets) or loose sacks/trays: DMU-verified mailer transported Drop shipped Information must include Intelligent Mail Container Barcode (IMcb) for containers Intelligent Mail Tray Barcode (IMtb) for sacks/trays PostalOne! Release 25 (November 7, 2010) will remove the full- service discount for containers that are not associated or not correctly associated to a FAST appointment. Access to Full-Service Mail Quality Reports is available via the Business Customer Gateway in order for you to monitor your compliance with appointment container associations. FAST and Full-Service

Determine your Supply Chain Prior to scheduling appointments in FAST, here are some key considerations to work out across the supply chain. Which stakeholders across the supply chain will be involved in the appointment and content management process for a single appointment? Who will manage the logistics/create the appointment? Who will manage the contents of the appointment? How will appointment and/or content information be communicated within your supply chain? FAST and Full-Service

Determine your Supply Chain (cont.) How will appointment and/or content information be communicated within your supply chain? Mail.XML Mail.dat Do your supply chain partners have the capability to electronically submit container information via Mail.XML or Mail.dat? What entity will be submitting the final eDoc to the USPS? FAST and Full-Service

Full Service Appointment Scheduling Options FAST and Full-Service One-Time Appointments

Full Service Appointment Scheduling Options FAST and Full-Service Recurring Appointment Instances * Method is specific to electronic documentation submitted in PostalOne!

Full Service Appointment Scheduling Options FAST and Full-Service Loose Tray/Sack Appointments * Method is specific to electronic documentation submitted in PostalOne! ** For full-service compliance, the FAST Appointment ID must be populated in the ReservationNumber field of the eDoc.

FAST and Full-Service Common Joint Scheduling Scenarios • Mail Owner / Mail Preparer can create standalone content while identifying the Scheduler (logistics company) in the content • Scheduler can log on to the FAST system and associate the standalone content with their appointment • Mail Owner / Mail Preparer can send the content detail or content summary (Job IDs and Container IDs) to the Scheduler • Scheduler can create appointments while attaching the content details and/or summary from the Mail Owner / Mail Preparer

FAST and Full-Service Common Joint Scheduling Scenarios • Scheduler can provide the recurring appointment sequence, scheduled induction date and time, and FAST Content IDs to the Mail Owner / Mail Preparer • Mail Owner / Mail Preparer can send a Mail.dat Transportation update to the PostalOne! System which will be used to send the container data to the FAST system • For detailed scenarios for single entity as well as joint scheduling refer to section 3.12 of A Guide to Intelligent Mail For Letters and Flats or section 2.4 of Postal Service Mail.XML Technical Specification • http://ribbs.usps.gov/intelligentmail_guides/documents/tech_guides/GuidetoIntelligentMailLettersandFlats.pdf • http://ribbs.usps.gov/intelligentmail_guides/documents/tech_guides/xmlspec/SpecDocs/MailXMLTechnicalSpecFAST.pdf

Facility Access and Shipment Tracking (FAST) Overview