GrayHair Software MailWatch Product Sheet

Advanced Mail Monitoring Services
MailWatch® is a system to locate mail issues that can result from mailing
operations, logistics and USPS processing.
The system performs an independent review of your mail as it moves
through the postal stream by analyzing billions of mailpieces to
produce a panoramic and microscopic view from which a situation can
be detected and monitored.
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Features
• Advanced problem searching
system
• Backed by postal experts
When a situation is detected, the MailWatch system follows pre-determined practices to respond.
These situations include postal issues such as missing containers, inefficient mail movement and even
natural disasters.
• Near–single piece review of the
mail
MailWatch tracks mail pieces through GrayHair’s SelectSolutions™ cloud-based platform in coordination
with pre-determined business rules and operational indicators to provide a complete view of your
mailing process. This mail data is analyzed down to the near-single piece level to determine if there are
any potentially detrimental situations that might occur. The MailWatch system brings these issues to
your attention.
• System works directly with Mail
Service Providers, Logistics and
USPS®
Alert
• Daily job monitoring by expert
mailing systems
• Ongoing communication
to review concerns and
improvements
GrayHair’s system reviews in-depth MailWatch reports to identify any job irregularities. The system can
be configured to work directly with your vendors, which can include your mail service and logistics
providers. With their knowledge of your mail, the system is able to identify such issues as invalid mail
dates and delivery performance concerns giving you the ability to address the problem sometimes
before it happens, instead of after the fact.
• Regular Summaries
Assessment
Benefits
• Mail issues identified by
industry expert knowledge
• Reviews performed at various
levels including induction,
container, tray and mail pieces
• Independent unbiased insight
into your mailing
• Delivery issues pinpointed
MailWatch provides you the comfort of knowing a thorough review of your mail production is done
on a daily basis. GrayHair has developed proprietary research routines that search for issues. Whether
it’s a single catastrophe or a growing trend that could turn into an issue, MailWatch drills down from
the shipment to the container and the mail trays, then down to a near-single piece review. MailWatch
provides a vigilant electronic eye on what matters most to you – your mail.
Action
MailWatch is more than just a battery of reports. It isolates and locates an issue and alerts you of its
existence. MailWatch can provide a complete report on an issue so action can be taken.
• Natural disaster impact
examined and explained
Your Mail. Your Choice. Your SelectSolutions.
INPUTS
• USPS Scan Data
• Mailing Information (Mail.dat)
• USPS and Proprietary
Disruption Information
• Leverage GrayHair Universe
of Visibility Data
• USPS Informed Visibility Data
Mail Preparation
Verification
Logistics Provider (local or drop-ship)
Issue
Identified
USPS Transportation
USPS Processing for Delivery
Delivery
Issue
Identified
Scenario 1: Container Missing
Scenario 2: Disruptions: Pre-and Post-Mailing
Scenario
• A customer has 10 pallets of mail delivered to a USPS plant
for processing. The mailing is Standard Mail and, because it is
deferrable, the USPS can put it aside to work on other classes of
mail. When it is time to work the mail, two pallets are left behind
and processing is delayed.
Scenario
• Flooding, fire or tornado cause disruptions in the network.
Alert
• An alert is created to let GrayHair and the customer know that
containers associated with that appointment are receiving scans
but two pallets show no scans received.
Assessment
• The customer’s MailWatch system understands the alert and
verifies that in fact other pallets within that drop are being
scanned.
Action
• The customer’s MailWatch system can notify the mail service
provider or logistics vendor to verify the containers entered at the
postal facility.
Alert
• Data from USPS and other sources is leveraged to create alerts
and close monitoring begins.
Assessment
• Using data from mail pieces in the system, the customer’s MailWatch
system understands the impact to mail that will soon be entered.
• Instead of waiting for alerts triggered by low scans, the MailWatch
system watches the affected areas.
Action
• The MailWatch system reaches out to let you know of potential
impacts. Allowing you to hold the mail or even consider changing
the logistics plan.
• If the MailWatch system sees early indications of a disruption, the
team works with you to understand the impact and adjust (call
center staffing / offer extension).
• The customer’s MailWatch system can reach out to the postal
facility and makes an inquiry.
About GrayHair Software, Inc.
GrayHair Software, Inc. is an innovator and industry leader in the development of products and services that improve and automate the
management of business mail. GrayHair’s offerings are delivered via SelectSolutions™
, a cloud-based platform that merges Software as a
Service with managed services. This customizable set of critical mailing services includes IM™ barcode assignment, mail tracking, address
quality, postage reconciliation and a variety of other mail processing software.
GrayHair’s ground-breaking solutions are designed by the leading minds in the mail industry and backed by an experienced, dedicated
customer support team.
For more information, visit our web site at www.grayhairsoftware.com.
Call 866-507-9999 to build your solution today
or email us at sales@grayhairsoftware.com
Your Mail. Your Choice. Your SelectSolutions.
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