CLIENT CHALLENGE
Postal Administrations (PAs) today, track mail more actively than ever before. A new set of messaging standards (CARDIT/RESDIT) has evolved for the exchange of mail tracking information between PAs and carriers.

All airlines carrying mail for the nation’s postal authority are contractually obliged to provide them with EDI mail tracking information. The processing, record maintenance and documentation of mail being manual processes at the time led to large volumes of mishandled mail. In this scenario, the client required an application that could systematically track the journey milestones of the mail, automate mail processing/documentation and consequently reduce the amount of mishandled mail.

IBS SOLUTION
IBS built a comprehensive mail tracking system for the client which is capable of real-time tracking of mail from receipt to delivery. This included scanning the mail, tracking mail journey and exchanging EDI messages with the PAs on the journey milestones.

IBS was responsible for the life-cycle management of the project, from requirements capture and analysis, through to design, coding, unit testing, integration testing, and factory acceptance testing. The software life cycle development was carried out in a phased manner using the iterative RUP methodology. This helped the client and IBS to control any changes that came up as the process definition matured and new needs were identified.

Based on the Mail Pre-advice created by the system, the Mail Handling Unit can plan for the dispatch of mail on designated flights. Containers are assigned to designated flights and are tagged for loading. As the mail gets loaded into the containers, the bar codes are scanned using batch scanners. Based on CARDIT messages and barcodes, the system checks if the mail is being loaded onto the correct flights and routes. It also tracks exceptions and provides necessary alerts.

As this system is web-enabled, it can also be used at airports where Ground Handling Agents handle mail on behalf of the client.

It allows manual updates through check sheets at airports where scanning is not available and processes Cargo IMP messages (MLD messages) with mail status information sent by partners.

The system captures consignments’ document details used for billing the PA, and matches it with the details of the mail actually carried. This provides information on any mismatch between the two. To resolve discrepancies, users can automatically create substitute documents. The system also generates Operational reports, Exception Handling reports, Management Information System reports and so on.

KEY FEATURES
The key features of the application include:
• Can be accessed through the Internet to geographically dispersed client locations
• Allows matching of mail handled against the revenue documents and enables accurate billing
• Interfaces with bar-code scanners for tracking
• Provides exception alerts
• Status Messaging with the PAs (Postal Administration) in the UPU standard EDI formats
• Comprehensive reporting

BUSINESS BENEFITS
IBS was able to put in place a standardized and streamlined mail tendering, carriage and delivery process with this system, improving the efficiency of the client’s mail handling process. The client can fulfil its obligations to the PAs by providing accurate tracking information and at the same time, adhere to and improve upon agreed service levels.

With the right technology in place, the client has gained a significant competitive advantage and can:
• Retain its mail volume - Mail contributes almost 2% of the total freight revenue. This has always been a steady and dependable source of revenue
• Accurately account for the mail carried in its network
• Plug gaps that caused mail revenue leakage thus preventing the loss (due to short invoicing) of thousands of dollars
• Easily determine whether the mail is being handled efficiently and on time
• The volume of mishandled mail has been reduced significantly
• Provide comprehensive information in the form of a host of reports - This supports mail operations and aids decision-making at the management level
• Facilitate better resource planning and ensure transparent processes - This in turn reduces operational costs and increases efficiency

About the client
The client is the freight subsidiary of one of the oldest and largest domestic and international airlines in the world with a network that spans over 100 destinations.

The client offers a variety of services including general and express cargo, airmail, freighters and charters. More than 125 Postal Administrations (PAs) depend on this carrier for mail services.