© IPC, 2012 1

IPC Mail Registration Device

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IPC Mail Registration Device&

Future of Mail by Air vision

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Mission: Transfer traditional business processes between posts and

passenger carriers into business partnership, ensuring a sustainable and reliable network for carriage of mail by air

Vision: Efficient Capacity planning, Improved Visibility and

Accountability, Electronic Settlement, Reduced operating costs by aligning Post and Airline processes /systems, implementing Standard Operating procedures

Road map – to implement step by step: Mail booking based on forecasted volumes, Simplified

tracking & Nesting, electronic POA & POD, Paper Free transport & accounting, Mail managed in Cargo systems

IPC Initiative Future of Mail by Air;

Mission, Vision & Road Map

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What is mail and how is mail tracked andtransferred between post and air carriers ?

Mail items

LettersC6/C5 avg.15gr

C4 avg. 75 gr

Bulky < 2kg

Parcels

Avg 4.5 kg

EMS

Expedited

All sizes

Mail receptacles Handover equipmentOnly for handoverTransfer to/from aircraftLoading on/from aircraft

Receptacle ID tracking

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Sourcing = “handshake” service contract Booking / Booking message = “handshake” on the capacity

confirmed booked for a mail consignment per flight Consignment / CARDIT = consignment mail to carrier,

specifying receptacle Ids in line with contract Handover Origin – POA / RESDIT 74 =

“handshake” on what receptacle IDs are received Handover Destination – POD / RESDIT 21 =

“handshake” on what receptacle IDs were delivered at destination

Settlement = “handshake” payment based on POA / POD

InvoicingHandover to Post

Handover to Post

Transport Handover to Carrier

Handover to Carrier

Production

BookingSourcing

Electronic AcountabilityCurrent stage FoMbA

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Challenges to provide POA and PODTaking custody AMU & Warehouse scanning

It is not a realistic expectation that carriers invest in data capturing transfer of custody at all outer stations, each with their own hardware/software solutions

At many airport sites mail is collected from AMU and delivered to AMU => transfer custody at the postal facility

Data capturing of receptacle IDs => at carrier warehouse

=> Gap between data capturing event and transfer custody Constraints receptacle ID scanning at postal facility: process

delay, space, security, not ramp handler function

Solution:

Use the IPC Mail Registration Device – concept

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IPC MRD concept for POA and PODData capturing efficiency & data sharing

Mail Registration device is installed at postal facilities where transfer of custody takes place and is used by carriers

Origin post nests by scanning receptacle IDs in to handover equipment staged for collection, attaching a nest ID

Carrier-handler records the transfer of custody at origin at handover equipment level by MRD scanning of nest ID

At destination the carrier attaches an MRD created nest ID to handover equipment after recording delivery at MRD

The post scans MRD nest ID and receptacle IDs taken out of handover equipment delivered by carrier

All data are collected and consolidated by IPC IPC produces POA and POD files for air carriers IPC produces reports for Posts, Handlers and Carriers

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IPC Mail Registration DeviceThe Carrier / Handler Process

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IPC Mail Registration DeviceThe Postal Process

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SK

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SK 1234

Postal scans in XML file:SK 1234

BEIPCAIPCTSAAUN10324010000210USJFKADKCHPAAUA20023019000123USJFKADKCHPAAUA20023015000119USJFKADKCHPAAUA20023017000102USJFKADKCHPAAUA20023012000155USJFKADKCHPAAUA20023013000065USJFKADKCHPAAUA20023011000098

BEIPCAIPCTSAAUN10324010000210

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IPC Mail Registration DeviceIPC Data Consolidation & Data Sharing Process

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Posts send XML scans file:SK 1234BEIPCAIPCTSAAUN10324010000210USJFKADKCHPAAUA20023019000123USJFKADKCHPAAUA20023015000119USJFKADKCHPAAUA20023017000102USJFKADKCHPAAUA20023012000155USJFKADKCHPAAUA20023013000065USJFKADKCHPAAUA20023011000098BEIPCAIPCTSAAUN10324010000210

MRD syncs records to IPCCPHAviapartnerSK 1234BEIPCAIPCTSAAUN1032401000021025/02/2012 10:43:12

Air Carrier POD XML file for RESDIT 21:SK – SK1234 – CPH - POD25/02/2012 10:43:12USJFKADKCHPAAUA20023019000123USJFKADKCHPAAUA20023015000119USJFKADKCHPAAUA20023017000102USJFKADKCHPAAUA20023012000155USJFKADKCHPAAUA20023013000065USJFKADKCHPAAUA20023011000098

MRD reports

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MRD Reports

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AMU DestinationTarmacFlightTarmacOrigin Post

Future of Mail by Air InitiativePOA & POD, efficient data capture and sharing

Post scans receptacles while loading ULD and

creates nest ID: container-journey ID

Post attaches container-journey ID label on

ULD

Post links container-journey ID to ULD ID

in CARDIT

CARDIT RESDIT 74 RESDIT 21

Handler uses MRD scanner to scan container-

journey ID at collection to record

possession event

Delivery

PRECON

IPC consolidates MRD recording with CARDIT info to produce a POA file that air carrier uses

to send RESDIT 74

Handler uses MRD scanner to scan container-

journey ID/ ULD ID or any receptacle ID to

record delivery to Post

Receiving Post scans receptacles out of cart for RESCON

RESCON

Receiving Post sends XML file with scan data to IPC

IPC consolidates MRD recording with postal

scan data to produce a POD file that air carrier uses to send RESDIT 21

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IPC MRD benefits for handlers

Universal simplified registration process at each MRD location to replace current cumbersome signing and stamping of different format local paper forms

No need to have delivery bills signed as an electronic POD is produced and also the reports can help monitor the deliveries: no need to WAIT for postal staff to sign

Handlers can use MRD data to  prove efficient operations to carriers (currently some handlers and carriers exclusively use the MRD reports as handover process monitoring tool)

No need to use different systems provided by different vendors at different outer stations – use of MRD and working with MRD data may be sufficient

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IPC MRD benefits for handlers

IPC notices some handlers scan receptacles handled in their warehouse twice, one with their own system (reporting and accounting) and once with a vendor system for the air carriers.

The IPC MRD concept includes the option to provide the handler with the data on deliveries in XML format

IPC provides access to reports both local management level as well as headquarters level for multiple locations

The advantage of looking at the same set of data by all stakeholders helps in clarifying issues objectively

Using the data helps local and head quarter management to manage mail collection and deliveries against their own KPIs and vs. contractual commitments with air carriers

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Benefits for air carriers

• The MRD brings:

- Clarity in custody transfer through the electronic handshake between post and airline

- Visibility for both airline and customer through a neutral (IPC) technology- Sanity in the commercial relationship between post and airline to evaluate

quality (mirror reports)- Process efficiency as it requires only a single scan per nest- Simplicity as the handler does not have to manage different scanning

systems (depending on the carrier’s choice)- Cost efficiency as it reduces or even exempts positive data capture at

carrier’s warehouse

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Success

• AF and handler SoDExI actively participated in the implementation of the MRD in Paris CDG airport, systematically using it for deliveries to La Poste.

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Success

• Air France-KLM uses the MRD reports provided by IPC to:- Respond to customers’ requests- Monitor quality of delivery times- Monitor use of system

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Challenges / Next steps

• Expand handlers’ use of MRD in equipped stations, for both inbound and outbound mail

• Gather sufficient data consistency to upgrade airlines’ IT systems to turn IPC data into RESDIT 21 or RESDIT 74

• Spread the word to customers and industry partners that this is the way to go to simplify and improve visibility for posts and airlines

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