PARS Overview

1
POSTAL AUTOMATED REDIRECTION SYSTEM (PARS)
2
PERSPECTIVE
43 Million Change of Address Orders
4.3 Billion Machineable UAA Letters
1.9 Billion Spent on UAA Processing
3
SERVICE QUALITY IMPORTANCE

• Impacts 20 of Population Each Year
• One Change of Address Database Error Can
  Misdirect Thousands of Mail Pieces

4
PROCESSES AUTOMATED BY PARS

• Change of Address Forms Processing
• UAA Redirection Processing
• Postal Service UAA Endorsement Application
• PS Form 3547 Address Change Notification

5
MAIL REDIRECTION PROCESS TODAY
Carrier
Outgoing Primary Sacramento
Mr. Smith New York
Pick-Up
FormerAddress
New Address
Redirection Processing CFS
Mr. Smith New York
Mr. Smith New York
San Jose
Manual Mechanized Mail Redirection Processing
NewAddress
6
MAIL REDIRECTION PROCESS WITH PARS
Resolve Old Address
UAA Identification Interception
FormerAddress
Redirection Processing PARS/CFS
Automatic Processing Labeling of UAA Mail
NewAddress
7
NEW CHANGE-OF-ADDRESS ORDER PS FORM 3575
New Easy to Scan Change Of Address Cards Replace
the Existing Forms Nationwide FIM and Barcode
8
COA FORMS CAPTURED ON FIM PROGRAM

• Unique COA POSTNET Code Assigned
  --- 00347-3575
• COA Forms Captured on FIM Program
• COA Forms Sent to CFPS Site for Scanning

9
COA SCANNER AT CFPS SITES

• CFPS SITE RELOCATING TO SOUTH SUBURBAN
• COA Images Sent to RECs for Coding
• Up to 3,000 COAs Scanned per Hour

10
PS FORMS SCANNED BY CFPS

• 3575 Change of Address (COA)
• 3575S Spanish Version Change of Address
• 3575Z Employee Generated Change of Address
• 3575WWW Internet Change of Address
• 3546 Forwarding Order Change Notice

11
COA FORMS PROCESSING RECS

• Fort Wayne IN

12
AUTOMATED CHANGE OF ADDRESS FORMS PROCESS
Memphis TN
COA Forms Scanned at one of 86 CFPS Sites
NCSC
Data Entered and Verified at Remote Encoding
Centers
13
COA NOTIFICATION TO DELIVERY UNIT

• 3982 Label Printed at CFS and Sent to Delivery
  Unit
• Move Validation Card Printed at NCSC

14
PS FORM 3982 BRIDGE STRATEGY

• Print 3982 Labels at CFS Site
• Plan to Migrate 3982 Label Printing to Delivery
  Units at Mid-Phase II Deployment

15
3982 LABEL

• 3982 Labels Generated at Local CFS Site
• CFS Clerks Separate Labels into Pouches and
  Dispatch to Delivery Units
• Carrier Verifies Label for Accuracy
• Carrier Places Label on PS Form 3982

16
3982 LABEL

• Each Zone Begins with a Zone Header Label
• Labels are Printed in Carrier Route ID Order
• Labels without a Carrier Route ID are Printed
  Last
• Each Zone Ends with a Zone End Label

17
3982 ZONE HEADER LABEL DETAILS
Date Printed
Zone
POSTNET of Postmaster ZIP4
18
3982 LABEL DETAILS
Carrier Route (printed in CR order)
Action Add, Delete or Modify
Date Printed
End Date Date to stop forwarding for temporary
orders. (No End Date shown for permanent
orders.)
Start Date Date to start forwarding
Move Type Family, Individual or Business
CFPS Transaction ID Used by DU to access record
history on COARS .
Name on COA Order
OLD Address Information
Primary Extract Code
Alternate Extract Codes (Up to six if entered in
FCS)
Urbanization (PR ONLY) is Inserted Between
Name and Address Lines As Needed
19
COA FORMS ARCHIVAL AND RETRIEVAL SYSTEM

• No Longer at Delivery Unit
• Hard Copy COA at CFPS Site for 30 Days
• COA Images and Data at CFPS Site 7 Days
• COA Images and Data at NCSC 2 Years

20
CHANGE OF ADDRESS REPORTING SYSTEM (COARS)

• Web Based Application that Allows for the Look Up
  of COA Records
• View Actual Scanned COA Forms
• Entire History of the COA Form is Available
• Research Any Additions / Corrections that were
  Made to a Record

21
CHANGE OF ADDRESS REPORTING SYSTEM (COARS)

• Highly Sensitive Database Using Sophisticated
  Encryption Techniques
• Use eAccess for Login and Password
• Users will have Read Only Access
• Corrections will be Made Using PS Form 3546
  through a Scanner or Key From Paper Terminal

22
QUERIES TO THE COARS DATABASE

• Individual / Family / Business Lookup
• By Street Name
• By PO Box
• By Rural Route / Highway Contract
• Or Other Lookup
• By Carrier ID Zip   
• By Transaction ID

23
COA FORMS SUMMARY REPORT
24
COA IMAGE DISPLAY
25
DELIVERY RESPONSIBILITIES NOW

• Send all COA mail to CFS
• Purge all outdated COA forms use only new
• Make all COA corrections on PS 3546
• Use abbreviations
• Line out errors do not circle
• Make endorsements to the left of the address
• If non DOIS office request DOIS/COARS using
  eAccess
• If DOIS all ZIP codes must be in COARS

26
NEW EQUIPMENT AT PDCS

• CIOSS Machine
• Modified DBCS Phase II - V
• DIOSS Machines
• DIOSS, BCS Processing
• Software Enhancements to Existing MPE
• AFCS
• MLOCR
• DBCS
• MPBCS / OSS

27
MAIL FLOW

• COA Processing
• Carrier Identified Forwards
• Return to Sender Processing
• DBCS Intercepted Forwards
• Intercepted Mail from ISS Equipment
• Non-CIOSS Sites

28
CARRIER IDENTIFIED FORWARDS

• Carrier Identifies Forward Machineable Letter
  Mail
• Dispatch Machineable Letter Mail to the Plant
  with Forward Placards

29
AUTOMATED RTS ENDORSEMENT PROCESS
30
STANDARDIZE ENDORSEMENTS

• ANK Attempted Not Known
• ILL Illegible
• DIS In Dispute
• IA Insufficient Address
• NSN No Such Number
• NSS No Such Street
• UTF Undeliverable As Addressed
• DEC Deceased
• NMR No Mail Receptacle
• REF Refused
• TA Temporarily Away
• UNC Unclaimed
• VAC Vacant

31
STANDARDIZE ENDORSEMENT PLACEMENT

• Left of the Address
• Never Above Address (Dialogue Box)

UTF
Robert Angela Boswell 123 Main Street Anywhere
USA, 12345
UTF
UTF
32
STANDARDIZE ENDORSEMENT CORRECTIONS

• Corrections to Customers Name or Address
• Line Out Errors
• No Circling
• Provide Correction to the Left of the Address

321
Robert Angela Boswell 123 Main Street Anywhere
USA, 12345
321
321
33
STANDARDIZE ENDORSEMENTS

• Endorsement Placement (EXCEPTION)
• No Room on the Left
• In these Instances Endorsement to the Right of
  the Address will be Acceptable

34
RTS ENDORSEMENT SEPARATOR CARDS
The Separator Card MUST GO BEHIND the Mail for
that Endorsement
35
Discontinuance of PARSDeceased Separator Cards

• Effective November 12, 2005 PARS processing of
  Return-to-Sender (RTS)
• Deceased letter mail on the Combined Input Output
  SubSystem (CIOSS)
• machine will cease.
• Carriers
• Carrier processing of Deceased letter mail pieces
  will not change.
• Continue to mark the mail piece as DEC and
  place it in the appropriate
• slot in the throwback case.
• Clerks
• Clerks will now collect the Deceased letters from
  the throwback case and
• hand stamp them with the Return to Sender
  finger. Deceased mail pieces
• with ACS markings are to be coded with a P and
  sent to the CFS unit for
• processing. All other Deceased letter mail pieces
  are to be bundled with
• the attached placard and sent to the PDC for
  processing in the Primary
• Manual Operation 030.
• Deceased separator cards will no longer be
  printed or distributed to
• delivery units. Please destroy all Deceased
  separator cards at this time.
• Improperly prepared Deceased mail which is sent
  to the CIOSS machine
• after November 12th will be returned to the
  delivery unit with an Improperly

36
RTS ENDORSEMENT SEPARATOR CARD - FRONT
37
USE OF SEPARATOR CARDS
38
MAIL PREPARATION

• Mail should be separated by Machinable and
  Non-Machinable Carrier Identified Forwards and
  Return to Sender letter mail.
• Separate APCs should be set up for Machinable and
  Non-Machinable mail.
• Return to Sender mail should be separated or
  bundled with the appropriate Separator Card and
  placed on the top shelf of the APC set up for
  Machinable mail.
• The top half of the APC should have a placard
  affixed to it to indicate its contents.
• Carrier Identified Forwards should be placed in
  the bottom half of the APC. The bottom half of
  the APC should have a placard affixed to it to
  indicate its contents also.

39
MAIL PREPARATION

• All Non-Machinable as well as ACS Non-Machinable
  mail will be processed at the CFS site. All P.S.
  Forms 3575, 3575Z and 3546 will continue to be
  processed at the CFS site. Change of Address
  (COA) cards should be sent to CFS immediately
  upon receipt.
• Carrier Identified Forwards and Return to Sender
  mail should be dispatched to the plant on the
  first available transportation .
• Carrier Identified Forwards should not be
  combined with collection mail and must have
  placards on the container, properly identifying
  the mail.

40
CFS MAIL PREPARATION

• Mail to be sent to local CFS site
• All classes of Non-Machineable Mail with a
  forwarding order on file, with the exception of
  UBBM. This includes Non-Machinable letters,
  flats, parcels and ACS.
• P.S. Forms 3575 3546 (in separate envelope).
• P.S. Forms 3849 (in separate envelope or pouch,
  properly faced and completed).
• ACS Nixie Mail All Non-Machinable ACS mail
  pieces by reason for non-delivery, bundled by ZIP
  Code and placarded.

41
CFS MAIL PREPARATION

• Prior to submitting mail to local CFS site, it
  must be separated into the following categories
  Non-Machinable Flats, Parcels, Change of Address
  cards, ACS Nixie Mail, and P.S. Forms 3849.
• Mail to be sent to local processing Plant
• Machinable letter mail
• a. Carrier Identified Forwards
• b. Return to Sender
• c. ACS

42
MAIL PREPARATION

• Prior to submitting mail to local Processing
  Plant, it must be separated by category.
• Return to Sender mail must be separated from
  Carrier Identified Forwards.
• Return to Sender mail must be separated with UAA
  Separator Cards behind each category. Separator
  Cards maintain the identity of UAA mail by reason
  for non-delivery.

43
MAIL PREPARATION

• DISPATCH
• Non-Machinable Carrier Identified Forwards and
  Return to Sender mail will continue to be
  processed as is currently done today. ALL P.S.
  Forms 3575 and P.S. Forms 3546 will be sent to
  CFS in the same manner currently used today.
• An APC will be used to dispatch Carrier
  Identified Forward Machinable letters and Return
  to Sender Machinable letters for processing under
  the PARS environment at the local plant.
• The top shelf of the APC will be used for
  Machinable RTS letters destined for the CIOSS.
  Each tray sent for processing will be labeled
  with a RTS LTRS PARS tag. The top half of the
  APC will be labeled with a PARS placard for
  Machinable RTS letters.

44
MAIL PREPARATION

• The integrity of each separated endorsement
  category must be maintained, with a RTS Separator
  Card behind the Machinable letters of each
  endorsement category. When rubber bands are
  required to maintain the integrity they should be
  light weight so they do not damage the separator
  cards.
• The bottom half of the APC will be used for
  Carrier Identified Forward Machinable letters
  destined for the CIOSS. Each tray sent for
  processing will be labeled with a PARS Carrier
  Identified Forward label. The bottom half of
  the APC will be labeled with a PARS placard for
  Machinable Carrier Identified Forwards PARS.

45
RETURN TO SENDER MAIL

• Carrier Identifies Machineable RTS Mail
• RTS Mail Dispatched Using Separator Cards with
  RTS Placards

46
COMMUNICATIONS INTEGRATES ALL THE COMPONENTS
No Record Percentage
Mail Flow from PDC to CFS Units
3982 Labels
Communications
LINK
Removal of Letter Mech Terminals
Waste Mail
Carrier Identified RTS Mail
CFPS COA Scanning
REC Keying