Regulatory requirements regarding data are here to stay – and soon they will be necessary for mail to flow, and for an efficient operational, customs and security processes as:
- ITMATT is mandatory for all postal items containing goods from 1 January 2021.
- The postal item (S10 barcode) identifier is embedded for untracked items with goods to the Dispatch (in the PREDES message) has been mandatory from 1 March 2020.
- The S10 barcode on untracked items with goods has been mandatory since 1 January 2018.
Hence, all postal operators must have IT-systems and well-defined operational processes in place for their outbound flows. To facilitate the actions needed the Quality of Service (QofS) and Operations (Ops) working groups organized a joint virtual meeting on the 21 April – only focused on the IT and operational processes around “outbound data”.
The 3 main sections of the meeting included:
- An overview of the Regulatory requirements (both the overall UPU and EU requirements regarding customs and security for items to and from operators in the EU).
- Sharing of good practices regarding both capture and transmission of data, linking S10-identifiers to PREDES-messages for untracked letters with goods. 6 operators (Ukrposhta, Posta Romana, Posta Slovenije, Posten, Deutsche Post DHL and PostNL) shared their experience and plans.
- Tools supporting outbound postal operators regarding monitoring of data quality and compliance – presented by the UPU International Bureau (IB) and International Post Corporation (IPC).
Gone virtual
The meeting was initially planned as a two-day meeting in Malta, both covering the topic mentioned above and the “usual” topics regarding development of the cross border postal processes and ensuring Quality of Service for delivery times and data. However, given the Covid-19-situation a physical meeting was impossible. Given the importance and urgency of the outbound data it was decided to keep the meeting as a virtual meeting - limited to one topic.
It was quite challenging to organize a virtual meeting but based on a very intensive cooperation and preparation between the PostEurop Operations activities team (Maire, Jørgen, Marko, Drazen and Iwona) and the speakers the meeting went very well and had a very broad attendance.
High number of participants
41 out of 52 PostEurop members were represented in the meeting through 117 participants. The feedback from the participants were very positive – even though all agreed that they missed the usual lively dialogue during the meeting (only a few specific questions were possible because of the format), the site visit at a postal facility and even more important the bilateral dialogue with colleagues during the breaks.
The Quality of Service and Operations working groups hope to be able to organize a physical meeting during the 2nd half of 2020. Participants can expect continue the dialogue on both IT- and operational aspects of the dataflow as well as the broader operational development and Quality of Service.
All presentations were shown via Microsoft Teams during the meeting and are available on the PostEurop extranet – if anyone would like access to the extranet please contact Andre Feio at PostEurop Headquarters (andre.feio@posteurop.org).
Please save the dates for the upcoming workshops:
- 27 May: Reporting and monitoring system and tools for continuous improvement: Quality Control System - Integrated Quality Reporting System with speaker Mr. Chokri Ellili, UPU
- 9 June: CAPE workshop with speaker Mr. David Hamilton, IPC
For more info please contact Jørgen Sondrup, Chair of the Operations working group (E: joergen.sondrup@postnord.com) or Marko Grden, Chair of the Quality of Service working group (E: Marko.Grden@ps-logistika.si)
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