The following instructions are provided for continuation of operations during the PostalOne! system outage that began Feb. 5.

PostalOne! Contingency Plan for Feb. 5, 2010 Outage – External Customers

The following instructions are provided for continuation of operations during the PostalOne! system outage that began Feb. 5.

The PostalOne! system is not expected to be operational until end of day, Feb. 9. The PostalOne! system is not available for either internal or external user access. Internal users will not be able to access electronic documentation or enter postage statements. External users are not able to submit electronic information or access any reporting information including Full Service ACS. Although the FAST system is operational, external users will need to use the online FAST application to schedule appointments.

Communications:
USPS Headquarters Business Mail Acceptance will continue to provide field communication and updates to both Business Mail Acceptance and external customers through various distribution channels to include:
Internal – email address lists for Area Marketing Managers, Area Customer Service Program Analysts, Mgrs. Business Mail Entry and the BMA Newsletter, and P & C Weekly.
External – Customer Relations, PostalOne! User Group, MTAC, PostalOne! Help Desk customer list, and DMM Advisory.

This contingency plans applies to ALL sites using the PostalOne! system for Business Mail, including BMEUs, DMUs, and Post Offices. Mailings will be accepted with as little impact to the mailer as possible.

Acceptance Process:

Maintain a site log of all hardcopy statements for mailings being submitted during the outage.

Hard Copy Postage Statements
• Acceptance personnel will inquire with each mailer to ensure they have adequate funds on deposit to cover mailing(s) or refer to printed balance report if available. Sites should record checks on a manual log and forward to retail operations for posting in POS.
• Hard copy postage statements for mailings accepted during an outage will be completed, logged and retained in a secure location for posting when the system is restored to service.

Postal Wizard
• Postal Wizard users will be required to submit hard copy postage statements. These hardcopy postage statements will be completed, logged and retained in a secure location for posting when the system is restored to service.
• Acceptance units will handle statements according to instructions for hard copy statements.
• If a Postal Wizard user arrives at acceptance and has previously submitted a statement in Postal Wizard, assist mailer in completion of hard copy statement.

eDoc Submission – Mail.dat / Mail.XML
• Mailers will be required to submit hardcopy postage statements and a qualification summary report for each of their mailings. Mailers will need to provide hardcopy postage statement(s) and qualification summary reports for the previous day’s mailings, the current day and subsequent days mailing(s) if necessary.
• A mailer may provide a mailing log and other supporting documentation in hardcopy or via access to electronic viewer if available for Postal clerks. Clerks should only request documentation that is necessary for verification or other required function. It is not necessary for the mailer to submit hard copy of all documentation if it is not needed for verification.
• The hardcopy statements will be completed, logged and retained in a secure location and will be used to validate against eDoc submitted when the system is restored.

Special Postage Payment Systems
• Mailers who have an authorized DSMS agreement may provide a mailing log by day in lieu of hardcopy postage statements. This log must include at a minimum the elements: Job ID#, permit, total pieces, and total postage. The clerk needs to annotate the date of mailing for each line item on the log.
• Mailers that have special postage payment system agreements (SPPS) in place will follow the contingency plans identified in the SPPS agreement.

System Restoration (What are you going to do when PostalOne! is restored):

Ensure that all statements are processed as soon as possible after system is restored.

Hard Copy Postage Statements
• Ensure that all normally submitted hardcopy statements are entered into the system and processed as soon as possible after system is restored. Compare system hardcopy entries to site log to determine all statements have been entered.

Postal Wizard
• When the system is restored, before entering the hardcopy of statements from mailers that normally used Postal Wizard, acceptance unit must compare statement to statements that are on the PostalOne! dashboard. If statement was previously submitted through Postal Wizard prior to system outage and is on dashboard, process electronic statement from dashboard. Compare Postal Wizard entries to site log to determine all statements have been entered. Those statements that do not appear on the dashboard must be entered manually.

eDoc Submission – Mail.dat / Mail.XML
• When the PostalOne! system is restored, notify mailers to submit eDoc and the clerk will process the mailings using the electronic statement and documentation to compare to the mailings listed on the log to ensure that statements are submitted for any mailing accepted.
• If mailer had submitted eDoc prior to the system outage use the documentation on the dashboard to match to the log and process statements accordingly. Compare eDoc submission to site log to determine all statements have been entered.