Postage Technology Management Dealer/Branch Certification AIMED CONFERENCE – May 29, 2003
DEALER/BRANCH CERTIFICATION How we came to today Idea genesis over two years ago Discussions with AIMED at conferences and other meetings Discussions with Manufacturers at two prior Industry Meetings and separate meetings Reviewed other regulated, government developed certifications Reviewed other USPS certification programs
DEALER/BRANCH CERTIFICATION Issues Need for standardized Meter Compliance and Security Criteria across industry Need for objective, non conflict of interest compliance assessment and enforcement Need uniform training across industry
DEALER/BRANCH CERTIFICATION Decision The USPS has decided to develop and implement a Dealer/Branch Certification Program Decision based on examination of what exists today, conditions identified, technology, and process improvements Determination made that USPS and Industry need to strengthen uniformity in Dealer/Branch training, standards, and retention
DEALER/BRANCH CERTIFICATION Objectives Enhance USPS revenue protection by improving meter security compliance Establish USPS as centralized compliance authority Strengthen ties among USPS, association and entire industry
DEALER/BRANCH CERTIFICATION Objectives Avoid interference with Dealer/Manufacturer relationships Protect Dealers’ customer base Minimize costs Maximize economies of standardization and uniformity
Three Fold Focus Regulatory/Security Issues New Processes Postal knowledge equals ability to sell product DEALER/BRANCH CERTIFICATION
Regulatory/Security Ensure that personnel “touching” meters are cognizant of, and comply with security regulations, thereby not exposing the USPS to any risk Necessity to formalize, to a greater extent, professional and ethical performance by Dealers/ Branches and the responsibility to be shared by Manufacturers and the USPS for ensuring the same (to be added to the CFR) DEALER/BRANCH CERTIFICATION
New Processes Secure funds transfers, installations, withdrawals Increased efficiencies for Manufacturers and USPS Greater convenience for our customers Dealer/Branch employees primary customer interface Increases need for Dealer/Branch employees to be well trained in USPS rules/information DEALER/BRANCH CERTIFICATION
Postal Knowledge As the state of the art moves toward intelligent mail the need to standardize and strengthen the knowledge and professionalism of a group who represent the interests of the USPS and Manufacturers with over one million customers grows. We need to ensure that metered/IBI postage is presented in the best manner possible to maintain its viability as a mode of first choice for mailing needs. DEALER/BRANCH CERTIFICATION
Who to Certify ? The Dealership/Branch Sales and Service Personnel Contractors/Contract Services Home office and DDC employees who “touch” meters Those who perform functions that could affect revenue security of the meter; sales, repairs, audits/examinations, install/ withdrawal, shipping and receiving DEALER/BRANCH CERTIFICATION
How to Certify? USPS will provide requirements and assessment review process Focus will be on meter protection, inventory control, transportation and pick- ups Will also have a security review/inspection as part of their certification Reviews to be conducted in conjunction with Manufacturer Audits DEALER/BRANCH CERTIFICATION
Manufacturer Responsibilities Develop or modify any training necessary Maintain list of individuals and Dealers/Branches and certification date Provide records to USPS as requested Certification requirements to be part of Manufacturer- Dealer agreements DEALER/BRANCH CERTIFICATION
Manufacturer Responsibilities cont. Conduct security review/audits to certify Dealer/Branches Provide list of people requiring certification to USPS Ensure that re-certification occurs as required Provide oversight to employees needing retests Report certification violations to USPS DEALER/BRANCH CERTIFICATION
Dealer/Branch Responsibilities Be cognizant of certification requirements Provide list of employees to be certified Ensure that employees receive training as necessary Ensure that only certified employees “touch” meters Ensure that employees are re-certified as necessary Report certification problems to Manufacturers DEALER/BRANCH CERTIFICATION
Administrative Items USPS to review compliance during field visits/reviews Logo or certificate signifying USPS certification to be developed and made available CFR to be updated to include certification requirements Annual summary of Dealer/Branch audits, including certification to be provided to PTM Manufacturers and Dealers may be subject to sanctions for certification violations DEALER/BRANCH CERTIFICATION
Training Options Training sessions/seminars offered in conjunction with Dealer/Manufacturer Conferences Instruction Presentations and materials Train-the-trainer On-sight Local/regional Training site Self study Web-based training Interactive CD ROMs Materials DEALER/BRANCH CERTIFICATION
Questions Roles and responsibilities USPS Manufacturers Dealers AIMED Funding Training, testing, and audit design Materials and planning development DEALER/BRANCH CERTIFICATION
Questions Does Dealer/Branch continue to service customers if fails or loses certification? Does certification cross manufacturer lines? Certification continued or transferable if dealership canceled or sold? Recourse, procedures in the event of failed test/certification? Enforcement? What are ramifications if Dealer found out of compliance? DEALER/BRANCH CERTIFICATION
Next Steps Roles and Responsibilities identified Questions Answered Actions assigned AIMED/Mfr involvement in training and test development Schedule and plan to be developed Timeline to be developed DEALER/BRANCH CERTIFICATION
Opportunities Possibility of reduced internal audit frequency Possibility to lesson USPS oversight Dealers enabled to more readily obtain parts from manufacturers Cancelled dealerships may be able to continue to service meters and mailing bases