Important Steps

Key Points

Reasons

1

Obtain the Bill of Lading (BOL) and PS Form 8125 (if any) from the driver.

1. The BOL can be presented for appointment number or the driver must know the number for 100% eInduction or mixed loads.
2. An original 8125(s) must be submitted for 100% paper or mixed loads. If 8125s are presented, follow current national procedures, which are available in 6-5.1 and at http://blue.usps.gov/procops/pvds/pvds.htm.
3. Shipments with no paperwork and unknown appointment numbers should follow the national procedures for unscheduled appointments:
1. For unknown appointment numbers the driver may contact his/her dispatch office to obtain the appointment number of scheduler ID.
2. For loads with no appointment the destination facility can receive the shipment as an unscheduled arrival when operationally feasible.

N/A

2

Arrive appointment in the SV-IMD.

Enter the appointment ID (from the BOL, 8125, or the driver):

1. If there is no appointment follow the national procedures for an unscheduled appointment.
2. To create an unscheduled appointment refer to the Appointment Arrival Job Aid.

N/A

Important Steps

Key Points

Reasons

1

Check for unstable loads or damaged mail.

1. As long as the safety of USPS personnel and the driver is not compromised the shipment may be received with the driver required to perform the unload process with USPS assistance.
2. Damaged mail on the load should be returned to the driver.
3. If unsafe, the dock supervisor must refuse the load and allow the mailer to rebuild the shipment off- site to match original preparation.

Ensures safety of USPS personnel.

Ensures damaged mail is not provided to customers.

2

Unload containers and scan containers that have a barcode and separate based on the message display on the SV-IMD.

Note: If the barcode does not scan, but is readable, manually enter it into the SV-IMD (refer to Manually Unload Containers Job Aid).

1. Driver will indicate which containers to remove from truck as the load should be physically separated by destination and the mail on the tail of the trailer should be for the current site:
1. If the load is not physically separated the driver must reconcile the load.
2. The mailer may rebuild the load off-site.
3. If the load is unable to be reconciled the destination facility must refuse the load.
2. Separate containers based on the message displayed on the SV-IMD:
1. Status: Expected.
   Default A/R Status: Accept.
   Description: Unloaded container expected for current facility.
2. Status: Not Expected.
   Default A/R Status: Reject.
   Description: Unloaded container with no e8125/e8017 record at any facility.
3. Status: Mis-Shipped.
   Default A/R Status: Accept/Reject (as per eDoc)
   Description: Unloaded container expected at different facility. Mis-Shipped containers will be automatically accepted/rejected based on mailer settings.
4. Status: Duplicate.
   Default A/R Status: Accept (1st ctr)/Reject.
   Description: Unloaded container with duplicate placard.
3. If the barcode is not scanned and is not readable (able to be entered manually) hold the container for resolution.

Ensures the correct (and correct number of) containers are unloaded.

Enables SV to provide the user with the container status.

3

After the unloading is complete:

• Click the “Unload End” button on the Unload Start/End Screen.
• When prompted, enter any containers unloaded with unreadable barcodes and click the “Next” button.

Only enter containers that were unable to be scanned or manually entered (Unplacarded, Unreadable).

Ensures all containers are reflected on the SV-IMD and in data.

Provides mail quality information to be reviewed by USPS.

Ensures only containers that have been paid for are inducted.

Important Steps

Key Points

Reasons

1

Reconcile the container counts:

• Add container counts on the 8125(s) (if applicable).
• Add the number of Unresolved + Unplacarded + Unreadable containers.
• Compare the two totals.

1. If the total number of unresolved containers is greater than the total found on the paper 8125(s) the containers will require resolution:
1. For eInduction containers follow the FAST Helpdesk Resolution process outlined below.
2. For non-eInduction containers the mailer/consolidator may contact the origin office to resolve the problem and the origin office will adjust postage as necessary.
2. If the total number of unresolved containers is less than or equal to the total found on the paper 8125(s) the containers will not require resolution.

Any residual containers presented after the original load has been received should have their own 8125, if applicable. The containers cannot be claimed as a portion of a load for an 8125 that has already been accepted and filed.

If a periodical mailing with 8125CP has a container count discrepancy the load must be received. Periodical mailings cannot be refused due to a container count irregularity.

2

On the Container Status (CTR STS) screen review and resolve any unresolved containers (on the Edit CTR screen).

Refer to the Container Status Job Aid and Edit Container Status Job Aid.

Resolve unresolved containers based on their status:

1. Status: Mis-Shipped (Reject).
Action: a. Notify supervisor.
b. Confirm Reject status on CTS STS screen.
c. Return container to driver.

Container Status: Reject.

2. Status: Duplicate on Appointment.

Action: a. Notify supervisor.

b. Reject duplicate container(s) on the Edit CTR screen.

c. Return container to driver.

Container Status: Reject.

3. Status: (Unresolved + Unplacarded + Unreadable) = 8125.

Action: a. Select all Not Expected containers from list and accept on the Edit CTR screen.

b. Induct containers.

Container Status: Accept.

4. Status: (Unresolved + Unplacarded + Unreadable < 8125.

Action: a. Select all Not Expected containers from list and accept on the Edit CTR screen.

b. Record appointment irregularity on the Appointment Irregularity Reporting Screen.

c. Annotate the 8125 with number of containers inducted.

d. Induct containers.

Container Status: Accept.

5. Status: (Unresolved + Unplacarded + Unreadable > 8125 or No 8125.

Action: a. Notify supervisor.

b. Begin Helpdesk Resolution process.

Container Status: TBD (pending resolution).

Ensures only containers that have been paid for are inducted.

Important Steps

Key Points

Reasons

1

Provide supervisor with required information for the FAST Helpdesk (use the Helpdesk Supervisor Job Aid):

• Appointment number.
• Barcodes for containers requiring resolution (if readable).

1. Supervisor calls the FAST Helpdesk.
2. FAST Helpdesk notifies supervisor of container status:
1. Approved for induction – FAST Helpdesk notifies supervisor and pushes release message to SV-IMD.
2. Must be returned – FAST Helpdesk notifies supervisor.

Information is required for FAST Helpdesk to access reports to identify the container status.

2

Supervisor notifies user that FAST Helpdesk has provided resolution.

Click “Refresh” on the CTS STS screen and confirm/update the container status.

1. How to confirm/update container status per FAST Helpdesk guidance:
1. Approved for induction – click the “Refresh” button and verify container has Expected status.
2. Must be returned – reject the container on the Edit CTR screen; perform reload scan on container.
2. If the Helpdesk confirms that some containers should be inducted, but the SV-IMD does not update to show them as Expected, contact the FAST Helpdesk a second time.
3. If the SV-IMD does not update after the second call with the FAST Helpdesk, ask the FAST Helpdesk to email a screen shot showing the containers should be accepted.

Ensures that containers that have been paid for are not rejected due to system errors.

3

Induct resolved containers that have been approved for processing.

Properly tag approved containers.

Ensures that resolved containers are inducted into processing operations.

Important Steps

Key Points

Reasons

1

Update the status of all rejected containers still listed as unresolved containers on the SV-IMD.

Reject all containers on the Edit Container screen (refer to eInduction SV Site Edit Container Status Job Aid available at http://blue.usps.gov/procops/pvds/pvds.htm).

All containers must be resolved before an appointment may be closed.

Ensures that the container status is recorded as the container is resolved.

Prepares the SV-IMD for appointment closeout process.

2

Reload all rejected containers on the SV-IMD (refer to eInduction SV Site Reloading Rejected Containers Job Aid available at http://blue.usps.gov/procops/pvds/pvds.htm).

1. An appointment cannot be closed until all rejected containers are reloaded in the SV-IMD and returned to the driver.
2. A pop-up notification will appear if not all containers have been reloaded.
3. Reload scan-rejected containers.
4. Driver reloads rejected containers onto the truck.

Helps ensure rejected containers are returned to the driver and reloaded.

3

Record appointment irregularities on the SV-IMD and/or 8125 form (for SV-IMD information, refer to eInduction SV Site Record Appointment Irregularities Job Aid available at http://blue.usps.gov/procops/pvds/pvds.htm).

1. All irregularities must be annotated on the SV-IMD for mail quality tracking purposes.
2. The following irregularities should be tracked for both SV-IMD and eMIR (unless noted):
1. No appointment number (for only SV-IMD but not eMIR).
2. Damaged load.
3. Damaged mail (take photo & upload into eMIR).

Allows USPS and mailers to track mail quality.

4

Close appointment on the SV-IMD (refer to eInduction SV Site Appointment Closeout Job Aid available at http://blue.usps.gov/procops/pvds/pvds.htm).

Additional unload scans may be associated to the appointment through the Container Status screen within 24 hours of closeout.

Start-the-Clock (STC) begins for scanned containers upon closeout.

5

Finalize the original 8125(s) and return any duplicates to the driver, if applicable

If 8125s are presented, follow current national procedures, which are available in 6-5.1 and at http://blue.usps.gov/procops/pvds/pvds.htm.

The completed sections on any duplicate forms must match the original, if the mailer submits a second copy for their records.

The BOL or delivery receipt for postal signature can be signed.

6

Complete Daily Appointment Tracking Sheet.

Complete the sheet as appointments are received:

1. FAST appointment number.
2. Number of 8125 forms.
3. 8125 container count.
4. Actual container count.
5. Irregularity (Y/N).
6. eMIR Reported (Y/N). This field may be left blank if the Irregularity section was marked as N.
7. Comments

Allows USPS to track the number of appointments that are arriving at destination facilities.

7

Record irregularities in eMIR by COB the next day (M-F).

Refer to the Irregularities in eMIR documents on the PVDS Blue page.

Provides long-term tracking of mail quality and adherence to drop shipment policies.

N/A

Important Steps

Key Points

Reasons

1

Supervisor communicates PostalOne! outage to user and instructs them to follow the contingency process for PostalOne! Outages.

1. PostalOne! outage has been determined and communicated to FAST helpdesk.
2. Supervisor initiates call with FAST Helpdesk for container resolution.
3. FAST Helpdesk notifies supervisor of PostalOne! outage and instructs to follow the PostalOne! outage Contingency Plan.

In case there is a PostalOne! Outage, the FAST helpdesk would be responsible for communicating this to the users at the site.

2

Follow PostalOne! Contingency process for unresolved containers.

If there are any unresolved containers after scanning and reconciling against 8125 forms, complete the following steps:

1. Accept all 99M placarded containers.
2. Collect 1 99M placard from each unloaded container.
3. Update all unresolved containers to Accept status in the SV-IMD.
4. Release reconciled containers, and containers from which a placard was removed, into operations.
5. Create appointment reconciliation package:
1. Cover Sheet.
2. 99M placards.
3. 8125 form, if applicable.
6. Archive appointment reconciliation package.

Allows containers be to accepted during the outage, but ensures that only paid containers are inducted into processing.

Important Steps

Key Points

Reasons

1

Determine if SV scanner is not working.

If the SV system is down the SV-IMD will not function as expected.

This would trigger the Contingency process.

2

Determine outage magnitude.

1. Ask other users if they are also experiencing issues with their SV scanners.
2. If no other users seem to be having issues, switch to a different scanner.
3. If issue is resolved after switching scanners, continue regular process.

Eliminates the possibility of this being an isolated issue on a specific scanner.

3

Escalate issue to SV coordinator.

SV coordinator confirms outage across facility:

1. Minor outage (outage isolated to an area):
1. SV coordinator calls SV tier 2 (1-866-236-3344).
2. If issue persists after 10 minutes, continue to Step B of major outage.
2. Major outage (outage affecting entire facility):
1. SV coordinator accesses SV web to determine if server or database is down.
2. Coordinator logs SVHelp ticket and includes:
3. “Requesting TIMESWEB CONTINGENCY” in the first line.
4. Specific error messages seen.
5. Exact problem experienced.
6. Timeframe of problem.
7. Site coordinator name and phone number.
8. Contact names and phones numbers for all hours of day.
9. Any additional information needed.
3. Coordinator calls SV tier 2 support.
4. Coordinator selects option 2 and provides ticket number.
5. Tier 2 activates TIMES for site and notify coordinator.
6. Coordinator communicates TIMES activation to expeditor.

Allows containers to be accepted during the outage, but ensures that only paid containers are inducted into processing.

Important Steps

Key Points

Reasons

1

Obtain the Bill of Lading (BOL) and/or 8125(s) from the driver.

1. The BOL can be presented or the driver must know the appointment number for 100% eInduction or mixed loads.
2. An original 8125(s) must be submitted for 100% paper or mixed loads. If 8125s are presented, follow current national procedures, which are available in 6-5.1 and at http://blue.usps.gov/procops/pvds/pvds.htm.
3. Shipments with no paperwork and unknown appointment numbers should follow the national procedures for unscheduled appointments:
1. For unknown appointment numbers the driver may contact his/her dispatch office to obtain the appointment number of scheduler ID.
2. For loads with no appointment the destination facility can receive the shipment as an unscheduled arrival when operationally feasible.

N/A

2

Arrive appointment in TIMES.

1. Enter the appointment ID (from the 8125, BOL or the driver).
2. If there is no appointment follow the national procedures for an unscheduled appointment.

N/A

3

If applicable (i.e. 100% paper or mixed load), ensure 8125s are complete and unaltered.

If 8125s are presented, follow current national procedures, which are available in 6-5.1 and at http://blue.usps.gov/procops/pvds/pvds.htm.

N/A

4

Run the Container Manifest Report in FAST.

1. Search using the Appointment Number.
2. Select the Appointment ID link to view all eInduction containers in the load.
3. Use the Container Reconciliation Worksheet to determine the total number of containers that should be accepted for the appointment.

Allow verification of eInduction containers.

Important Steps

Key Points

Reasons

1

Check for unstable loads or damaged mail.

1. As long as the safety of USPS personnel and the driver is not compromised the shipment may be received with the driver required to perform the unload process with USPS assistance.
2. Damaged mail on the load should be returned to the driver.
3. If unsafe the dock supervisor must refuse the load and allow the mailer to rebuild the shipment off- site to match original preparation.

Ensures safety of USPS personnel.

Ensures damaged mail is not provided to customers.

2

Unload and count containers to determine how many have been presented for acceptance.

1. Driver will indicate which containers to remove from truck as the load should be physically separated by destination, and the mail on the tail of the trailer should be for the current site:
1. If the load is not physically separated, the driver must reconcile the load.
2. The mailer may rebuild the load off-site.
3. If the load is unable to be reconciled, the destination facility must refuse the load.
2. You do not need to match the 99M barcode to containers listed on the Container Manifest Report.

Ensures the correct (and correct number of) containers are unloaded.

Important Steps

Key Points

Reasons

1

Provide supervisor with required information for the FAST Helpdesk (use the FAST Helpdesk Job Aid):

• Appointment number.
• Barcodes for containers requiring resolution (if readable).

1. Supervisor calls the FAST Helpdesk.
2. FAST Helpdesk notifies supervisor of container status:
1. Approved for induction – FAST Helpdesk notifies supervisor and pushes release message Container Manifest Report.
2. Must be returned – FAST Helpdesk notifies supervisor.

Information is required for FAST Helpdesk to access reports to identify the container status.

2

Supervisor notifies user that FAST Helpdesk has provided resolution.

Supervisor will annotate if a container is accepted or rejected on the FAST Helpdesk Job Aid.

Ensures that containers that have been paid for are not rejected due to system errors.

3

Induct resolved containers that have been approved for processing.

Properly tag approved containers.

Ensures that resolved containers are inducted into processing operations.

Important Steps

Key Points

Reasons

1

Close out the appointment in TIMES.

Complete the following fields:

1. To be Unloaded.
2. Unload Start.
3. Location.
4. Percent Full.
5. Percent Bed Loaded.
6. Actual Contents.
7. Total Pallets.
8. Mail Integrity Code.
9. Unload End.
10. Content Remarks.

Prepares TIMES for appointment closeout process.

Start-the-Clock (STC) begins for containers upon closeout.

2

Return rejected containers to the driver.

Driver reloads rejected containers onto the truck.

Ensures that only containers that have been paid for are inducted.

3

Record appointment irregularities on the 8125 form (if applicable) and eMIR Data Collection Form.

1. All irregularities must be annotated for mail quality tracking purposes.
2. The following irregularities should be tracked:
1. No appointment number.
2. Damaged load.
3. Damaged mail (if possible, take photo and upload into eMIR).

Allows USPS and mailers to track mail quality.

4

Finalize the 8125(s) and return any duplicates to the driver, if applicable.

Follow current national procedures, which are available in 6-5.1 and at http://blue.usps.gov/procops/pvds/pvds.htm.

N/A

5

Complete Daily Appointment Tracking Sheet.

Complete the sheet as appointments are received:

1. FAST appointment number.
2. Number of 8125 forms.
3. 8125 container count.
4. Actual container count.
5. Irregularity (Y/N).
6. eMIR Reported (Y/N). This field may be left blank if the Irregularity section was marked as N.
7. Comments.

Allows USPS to track the number of appointments that are arriving at destination facilities.

6

Record irregularities in eMIR by COB the next day (M-F).

Refer to the Irregularities in eMIR documents on the PVDS Blue page.

Provides long-term tracking of mail quality and adherence to drop shipment policies.

N/A

Important Steps

Key Points

Reasons

1

Supervisor communicates PostalOne! outage to user and instructs them to follow the contingency process for PostalOne! Outages.

1. PostalOne! outage has been determined and communicated to FAST Helpdesk.
2. Supervisor initiates call with FAST Helpdesk for container resolution.
3. FAST Helpdesk notifies supervisor of PostalOne! outage and instructs to follow the PostalOne! outage Contingency Plan.

In case there is a PostalOne! Outage, the FAST helpdesk would be responsible for communicating this to the users at the site.

2

Follow PostalOne! Contingency process for unresolved containers.

If there are any unresolved containers after reconciling against 8125 forms (if applicable), complete the following steps:

1. Accept all 99M placarded containers.
2. Collect 1 99M placard from each unloaded container.
3. Record the number of containers accepted in TIMES.
4. Release reconciled containers, and containers from which a placard was removed, into operations.
5. Create appointment reconciliation package:
1. Cover Sheet.
2. 99M placards.
3. 8125 form, if applicable.
6. Close appointment in TIMES and archive appointment reconciliation package.

Allows containers be to accepted during the outage, but ensures that only paid containers are inducted into processing.

Important Steps

Key Points

Reasons

1

Unable to access FAST.

Unable to log into FAST, access Container Manifest Report, or communication from Facility FAST Coordinator.

This would trigger the Contingency process.

2

Follow FAST Contingency process for unresolved containers.

If there are any unresolved containers after reconciling against 8125 forms (if applicable), complete the following steps:

1. Accept all 99M placarded containers.
2. Collect 1 99M placard from each unloaded container.
3. Record the number of containers accepted in TIMES.
4. Release reconciled containers, and containers from which a placard was removed, into operations.
5. Create appointment reconciliation package:
1. Cover Sheet.
2. 99M placards.
3. 8125 form, if applicable.
6. Close appointment in TIMES and archive appointment reconciliation package.

Allows containers be to accepted during the outage, but ensures that only paid containers are inducted into processing.