NOTE: COMMENTS REGARDING ANY FEDERAL REGISTER NOTICE MUST BE SENT TO THE ADDRESS INDICATED IN THE DOCUMENT. ANY COMMENTS ON THE RAPID INFORMATION BULLETIN BOARD SYSTEM (RIBBS) ABOUT ANY FEDERAL REGISTER NOTICES WILL NOT BE USED OR CONSIDERED IN THE COURSE OF ANY RULE MAKING. [Page 47765-47768] From the Federal Register Online via GPO Access [wais.access.gpo.gov] ======================================================================= ----------------------------------------------------------------------- POSTAL SERVICE Manifest Analysis and Certification (MAC) AGENCY: Postal Service. ACTION: Notice of program. ----------------------------------------------------------------------- SUMMARY: The U.S. Postal Service proposes to implement a voluntary annual certification program that evaluates the accuracy of certain manifest mailing system software products that calculate postage payment for specific mail class and rate categories. To ensure the most effective design and implementation of the proposed program, the Postal Service is seeking comments from developers of manifest software products, users of such products, and other interested parties. DATES: Comments must be received on or before October 16, 1995. ADDRESSES: Written comments should be mailed or delivered to the Manager, Business Mail Acceptance, U.S. Postal Service, 475 L'Enfant Plaza SW, Room 8430, Washington, DC 20260-6808. Copies of all written comments will be available at the above address for inspection and photocopying between 9 a.m. and 4 p.m., Monday through Friday. FOR FURTHER INFORMATION CONTACT: Cheryl Beller, (202) 268-5166, or Tom Amonette, (317) 464-6599. SUPPLEMENTARY INFORMATION: Manifest mailing systems have been used for several years to calculate and document postage for mailings of identical- and/or nonidentical-weight mailpieces paid by permit imprints. Mailers rely on the computer software of these systems to accurately list the mailpieces by unique identification and to calculate individual postage rates and the total postage owed for the mailing of those pieces. In April 1993, the Postal Service redesigned the manifest mailing system program to make it more flexible for mailers. These manifesting standards are described in USPS Publication 401, Guide to the Manifest Mailing System. There is no standardized process to approve manifest mailing software products for quality and accuracy. To [[Page 47766]] ensure such, the approval process occurs at each site where a mailer installs a system. This process is administered by the Postal Service at the district level by the manager of Customer Service Support and at the headquarters level by the manager of the rates and classification service center serving that district. Many vendors of manifest mailing software have expressed concern that their products are quickly approved for mailers at some sites but delayed at other sites. These vendors have requested a standardized software approval process from site to site, similar to the process currently used for presort software and address matching software. To that end, the Manifest Analysis and Certification (MAC) program is being proposed. The Postal Service does not propose that the use of MAC-certified software be mandatory for calculating postage with a manifest mailing system. Instead, this program will be voluntary and open to all eligible developers of manifest mailing software products that prepare and document manifest mailings according to the standards in the Domestic Mail Manual (DMM), the International Mail Manual (IMM), and USPS Publication 401, Guide to the Manifest Mailing System. The program will be available to test products configured for personal, midrange, or mainframe computers. Certification will assure users of MAC-certified products that the software, if used properly, will perform its intended function according to Postal Service standards in the DMM, the IMM, and USPS Publication 401, Guide to the Manifest Mailing System. Certification will also ensure that Postal Service facsimile forms and other supporting mailing documentation generated by such software have been evaluated and approved. Mailers will significantly benefit from the MAC program through a simplified and standardized application and approval process for their manifest mailing systems. Currently, the relevant software and the documents produced must be tested and approved at each implementation site. Under the MAC program, each certified software version will be preapproved for implementation and will not require site-by-site testing and approval. If a mailer uses certified software, the approving post office will not be required to validate its effectiveness and accuracy. The post office approval of the system will be limited to a review that ensures that the mailer has installed the system properly and implemented effective quality control procedures. Definitions For purposes of MAC certification, "eligible manifest mailing software product developers" are those firms that develop a manifest mailing software product for commercial sale or use. Initially, MAC certification will not be available for manifest mailing software developed by companies for in-house use only; however, those products might be included during a later phase of the program. A "manifest mailing software product" is a complete set of computer program modules that accurately list manifested mailpieces and correctly calculate postage for all pieces included on the manifest, according to the standards in the DMM or IMM for one or more classes and rates of mail. The software must produce a manifest and facsimile mailing statements and other USPS forms as required by DMM or IMM standards for the services requested. Categories of Mail Under MAC During the initial phase of the MAC program, only software generating itemized single-piece domestic and international mail manifests will be tested and certified. The program will be expanded later to include bulk-rate itemized and batch-processed manifests. Application and Certification Process Eligible manifest mailing software product developers will apply for MAC certification of their products in specific categories or package groups. (The list of certification package groups is shown in the tables that follow.) On receipt of the application, the Postal Service will send the applicant the appropriate electronic test file of information describing the pieces in the test mailing for which postage is to be calculated. The software developer will run the test file through the developer's software and print documentation that will list the mailpieces, report the postage for each mailpiece and the total postage owed for the entire mailing, and produce facsimile mailing statements and other required documentation. The developer will return the generated documentation, along with the original test file, to the USPS National Customer Support Center (NCSC) within a specified period. For the category tested (basic or optional), the Postal Service will evaluate the accuracy of the documentation (that is, the listing of mailpieces, classes, rates, and postage). In addition, the accuracy, format, and content of facsimile mailing statements and any other USPS form (if applicable) will be evaluated. If the Postal Service determines that the developer's manifest mailing product meets the applicable standards, the developer will be issued a MAC certificate describing the package and options (see following section and tables) for which the product has been certified. The certification will be valid for 1 year, or until the conclusion of the next MAC testing period. The initial MAC testing period will be from November 1995 through January 1996, as further detailed in this notice. Subsequent test periods will begin in August and end in December of the same year. Certification Package Options The Postal Service proposes to test and certify manifest mailing software in specific categories (package groups). To be MAC-certified, vendors must, at a minimum, accurately manifest the specific class and rate categories shown in the following table "Basic Package." Optional certification categories will be available for those vendors who offer a greater range of manifest capabilities, as shown in the tables under "Optional Packages." To be certified for a specific package (either basic or optional), the manifest mailing software product must accurately calculate postage and applicable fees; moreover, it must produce required documentation for each class, rate, and processing category listed in that package. The following tables describe the basic package and optional packages that will be tested and certified. All categories in each package are required for certification status for that package. Single-Piece Rate Mail Certification Packages: Basic and Optional Basic Package First-Class Mail (1 to 11 ounces) 1 Fourth-Class Bound Printed Matter Fourth-Class Library Rate Fourth-Class Parcel Post (Intra-BMC) Fourth-Class Parcel Post (Inter-BMC) Priority Mail Priority Mail Flat Rate Single-Piece Third-Class Mail 1 Special Fourth-Class Mail Note: Computerized mailing statement facsimiles are required for all classes and rates. 1 Must calculate nonstandard surcharge when applicable. Optional Packages Option 1: Fourth-Class Mail Parcel Post Destination Bulk Mail Center (DBMC) 1 1 Must calculate nonstandard surcharge when applicable. [[Page 47767]] Option 2: Special Services Certified COD (collect on delivery) Insured PAL (parcel air lift) Registered With Insurance Registered Without Insurance Restricted Delivery Return Receipt 1 Return Receipt for Merchandise 1 Special Delivery Special Handling Note: Computerized PS Form 3877 facsimiles are required for these services. 1 Must calculate fee for signature and date service and fee for signature, date, and delivery address service. Option 3: International Mail Air Letter Postcard Air and Surface Books and Sheet Music M-Bag Parcel Post Printed Matter Small Packets Note: Computerized international mailing statement facsimiles are required. Option 4: International Special Services Insured Registered Return Receipt Note: Computerized PS Form 3877 facsimiles are required for these services. 1996 Certification Test Period All vendors desiring to have their software certified for 1996 must submit their applications on or after November 1, 1995; moreover, they must complete the test files (or any retest file) and return the answered test files by the closing date of January 31, 1996. Test files received and evaluated after that date will be assessed an out-of-cycle fee (see below). Application Materials To apply for MAC approval, eligible manifest mailing software product developers will request an order form and technical guide from the following address: ATTN MAC Program Department, National Customer Support Center, US Postal Service, 6060 Primacy Pky Ste 201, Memphis TN 38188-0001. The form and guide may also be ordered by telephone at 1-800-331- 5746. Only one form will be necessary, regardless of the number of manifest packages for which application is being made. MAC Test Files The MAC test files for each package contain a specific number of records that will describe the type and destination of a specific mailpiece. Each record will include: - Addressee's name. - Delivery address (error-free). - City and state. - ZIP Code. - Class of mail. - Processing category (machinable or nonmachinable for parcels). - Weight (in pounds and ounces). - Special service (if applicable to certification package). - Dollar value (for special services such as COD, insured, or registered). - Piece identification number (ID #). - Country code (for international mail). The test files will be configured in the media listed in the table below. ------------------------------------------------------------------------ Magnetic tape Cartridge Diskette ------------------------------------------------------------------------ 6250 BPI EBCDIC IBM 3480 38K 3\1/2\", 1.44 6250 BPI ASCII Megabyte MS-DOS 1600 BPI EBCDIC 5\1/4\", 1.2 Megabyte 1600 BPI ASCII MS-DOS ------------------------------------------------------------------------ Processing Test Files and Providing Documentation Once received, the developer will process the test files at their location with the manifest mailing product for each manifest package being examined. The developer will generate hard-copy documentation to support the accuracy of the manifest listing of the mailpieces by identification number and the correct postage payment for those pieces. This documentation will include: - An itemized manifest listing (formatted as described in USPS Publication 401, Guide to the Manifest Mailing System). - Facsimile mailing statements, summarizing the postage payment by rate and by total postage for each class of mail. - PS Form 3877, Firm Mailing Book for Accountable Mail (if applicable for mailpieces with special services). - Sample address labels (if printed by the system), showing the correct permit imprint for class and rate, unique identification number, and any applicable endorsement. Evaluating MAC Tests The Postal Service will evaluate the required hard-copy reports returned by the software product developer. This evaluation will focus on the accuracy, content, and clarity of the manifest listing format; the accuracy of postage and applicable fees for special services for each individual mailpiece and for total postage and fees; and the accuracy and format of facsimile mailing statements, PS Forms 3877 (if applicable), and address labels printed by the system. More than one answer can be right for a particular test question. For example, a test question might indicate an insured mailpiece with a dollar value over the maximum dollar value allowed. The answer might be to assign either no insurance to that piece or insurance for the highest allowable value. Multiple correct answers will be accepted based on current DMM or IMM standards applicable to the particular test question. To be MAC-certified, the results must be in complete accord with the mail classification standards in the DMM and IMM and with the documentation standards in USPS Publication 401, Guide to the Manifest Mailing System, applicable at the time of the test. MAC Certification Upon successful test evaluation, developers will be contacted by the Postal Service in writing and issued a MAC certificate. It will note the specific software tested, a description of the package certified, and the dates of certification and expiration. At the conclusion of the test period, a list of MAC-certified manifest mailing software product developers will be published in February 1996, and in January of each following year, in the Postal Bulletin or other publication. The list will include the developer's name, approved product names, version numbers, certified packages, and a company contact name and telephone number. Vendor software not certified before January 31, 1996, or before December 31 of following years, will not be included. MAC certification will be valid for 1 year or until the next MAC cycle. For those choosing to test during the normal test cycle, MAC certification will be valid from February 1 to December 31, 1996, for the initial MAC cycle and from January 1 to December 31 in following years. Out-of-cycle MAC certifications will expire at the end of the next normal test cycle (for example, a certification obtained in June 1996 will expire in December of the same year). MAC Recertification If a manifest mailing software product developer makes significant changes to its product within the 12 months following certification, MAC certification will not remain valid. Developers initiating such product changes must apply for recertification [[Page 47768]] for this modified product. Examples of a significant change are a key alteration of the product's basic mailpiece listing and postage calculation logic; a major change in the content, layout, format, or availability of computer-generated documentation or facsimiles; or a modification that results in significant differences in software operator use. Some software changes will not be significant enough to require recertification. However, whenever any change is made to a previously certified product, MAC-certified manifest mailing software product developers will be required to notify the Postal Service to determine whether recertification is necessary. To accommodate mailing industry needs to expedite the release of improved products, the Postal Service will provide a toll-free telephone number to inform developers whether the changes will warrant recertification. DMM- or IMM-Initiated MAC Cycle Significant changes in manifest mailing preparation standards might require manifest mailing software product developers to modify their products enough to trigger a recertification or a DMM- or IMM-initiated MAC cycle. To provide time for recertification, the Postal Service will attempt to delay implementation of significant changes to manifest mailing standards (those deemed significant enough to require recertification) until 120 days after the final date of notice of the change, whenever possible. (Some changes, such as those resulting from congressional action or Postal Rate Commission proceedings, may require more immediate implementation.) If the Postal Service conducts MAC testing out of the normal cycle (October 1 through December 31) to accommodate such DMM or IMM changes, manifest mailing software products tested and certified during this period will maintain certification for 1 year beyond the next normal test period. For instance, if a DMM change takes effect May 1996, a manifest mailing product that was MAC-certified in July 1996 (out of cycle to meet the new standard) will be issued a MAC certificate valid from July 1996 to December 1997 (unless further DMM or IMM changes warranted significant software updating). Certification Fees Participation in the MAC program will be free of charge during the normal testing cycle and in those instances when a DMM- or IMM- initiated MAC cycle is conducted. A fee of $250.00, however, will be charged for those participating in the MAC program outside the normal test cycle. MAC Test Failures Participants will receive notification of errors during MAC test evaluations so that retesting can be done within the normal MAC cycle. The first two attempts for a specific category will be free of charge. All subsequent certification attempts will be charged the out-of-cycle fees. Standardization of Formats and Test Results The Postal Service does not propose to mandate the standardization of documentation, except to the extent required in USPS Publication 401, Guide to the Manifest Mailing System. The Postal Service believes, however, that voluntary standardization would enhance the approval and certification process and simplify the acceptance of manifest mailings. In the future, the Postal Service will offer the option for the manifest mailing product developers to return manifest test files in an electronic file structure. This will allow the test to be analyzed and graded electronically which will speed the approval process and also make it easier to accept manifests electronically at business mail entry units. This electronic file format will be developed in the near future. Although, not a specific part of this proposal notice, the Postal Service requests comments on this issue. Stanley F. Mires, Chief Counsel, Legislative. [FR Doc. 95-22889 Filed 9-13-95; 8:45 am] BILLING CODE 7710-12-P