[Federal Register Volume 60, Number 178 (Thursday, September 14, 1995)]
[Notices]
[Pages 47765-47768]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-22889]



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POSTAL SERVICE


Manifest Analysis and Certification (MAC)

AGENCY: Postal Service.

ACTION: Notice of program.

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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