standardization and the upu importance, organization and working areas akhilesh mathur
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Standardization and the UPU
Importance, organization and
working areas
Akhilesh Mathur
Programme Manager, Standards and Certification
Presentation subjectsPresentation subjects
Why Standardization? How is standardization organised within the UPU ? Which UPU Standards exist ? How to get access to Standards The UPU and other standardization organisations Are all Standards mandatory ? How does the UPU assist with the
implementation/usage of Standards ? Important Technical Standards
The Postal world is The Postal world is changingchanging
Deregulation Privatisation Competition Move from single operator to multi-operator environment Customers get an increased choice
of postal service providers of services offered
The number of players in the market is increasing rapidly
Connecting Connecting organisations/systemsorganisations/systems
Universal Business Adapters do not exist
Standards can take care of this
When Standards are not When Standards are not used……..used……..
When Standards are not When Standards are not used……..used……..
When Standards are not When Standards are not used……..used……..
Standardisation, why?Standardisation, why?
Improving the quality of postal services is the key driver for it all
Mail Operations have to be: More reliable Faster Verifiable Providing Track and Trace and other additional services Make use of the latest available technology
NEED FOR STANDARDSNEED FOR STANDARDS
Automation is a driving forceAutomation is a driving force
Electronic exchange of information Between Posts With airlines For Customs clearance With Customers
Enable faster and more reliable processing Connecting organizations by connecting technological
solutions
Scope of UPU activitiesScope of UPU activities
Universal postal services as described in UPU Acts Harmonization of international postal services
Includes the development of new products Inter-administration payment systems Technical assistance to developing countries Standardization of postal procedures/operations
The UPU is an intergovernmental The UPU is an intergovernmental organisationorganisation
The UPU does not interfere in matters that fall within the domestic domain of national postal services.
For example, Posts set their own postage rates, decide which and how many postage stamps to issue, and how to manage their postal operations and staff
The 2004 Bucharest The 2004 Bucharest CongressCongress
Modified the main structure of the Union
COUNCIL OF ADMINISTRATION Regulatory matters
POSTAL OPERATIONS COUNCIL Postal operational Matters
NEW: CONSULTATIVE COMMITTEE Stakeholder view on the
postal industry Private sector participation
The UPU is changingThe UPU is changing
With the creation of the Consultative Committee, stakeholder participation for the UPU as a whole is a new and very encouraging development
Ensures active participation of Customers, Suppliers, Industry players of the Postal industry
New for the UPU…but not for the Standardization activities of the UPU
UPU Standardization activities have always taken place in an open environment
The UPU Standards BoardThe UPU Standards Board
Single coordination and approval authority within the UPU for all international postal standards
Detailed process for Standards development and approval Publication and distribution of standards Meets 4 times per year
Part of the Postal Operations Council 7 Permanent Working Groups, ensuring coherent
development of standards in particular areas
Working GroupsWorking Groups
Physical Encoding Group (PEG) Electronic Exchange Group (EXG) Data and Code definition Group (DCG)
Code Allocation and Maintenance Group (CAM) IATA/UPU Group on EDI Customs Data Interchange Group (CDIG) Publications Editorial Board (PEB)
Project groups for individual topics
Standards Board CompositionStandards Board Composition
Posts: Chair: USA Members: Australia, China (People's Rep.), Côte d’Ivoire
(Rep.), Egypt, Finland, France, Germany, Great Britain, Iran (Islamic Rep.), Italy, Japan, Kazakhstan, Netherlands, New Zealand, Pakistan, Portugal, Sweden, Tanzania (United Rep.)
Other participating organisations: International Post Corporation (IPC) CEN
Standards Board CompositionStandards Board Composition
Other organisations may participate (with observer status). Any organisation that
has a strong international character has a relationship with the postal industry is a representative organisation for a particular industry
and/or large geographic/economic area
Standards developmentStandards development
Any interested party (UPU member or not) can submit proposals
Standards Board ensures coordination with relevant parties
Typically, proposals are submitted by: Standards Board permanent working groups Other bodies within the UPU International project teams working on a specific topic Industry interest groups
Standards Approval Standards Approval ProcessProcess
Process that ensures Coordination of proposals for standards Formal process to come to the adoption of Standards
Detailed process from initial idea to fully accepted UPU standard
4 stages, each stage to obtain a particular status
Status P - Proposal for New Work Item Status 0 - Working Draft Status 1 - Draft Standard Status 2 - Approved UPU Standard
(Status S - Superseded) (Status W - Withdrawn)
Almost doubled the number of standards Almost doubled the number of standards since the 1999 Beijing Congresssince the 1999 Beijing Congress
From 59 Standards in 1999 to about 110 Standards today:
67 Technical Standards 43 Messaging Standards All published standards are at various levels within
the Approval Process
Standards have to be really usedStandards have to be really used
Standards Approval Process requires practical usage of Standards
Status 0 can only be obtained if a number of organizations commit to testing/using the Standard
Status 1 can only be obtained if the Standard has been used, and test results show the effectiveness of the Standard.
Impossible to get a standard published that is not actually used
Standards PolicyStandards Policy
Facilitate, not regulate Use whenever possible existing international
standards Support variety of regulatory frameworks Take into account move for openness within the UPU Continue to be enabling for any regulatory
developments
Standards development in an Standards development in an open environmentopen environment
The UPU is a standard-setting body for the postal industry, just as other bodies that are active in their fields:
IATA for the airline industry WCO for Customs organisations ITU for Telecommunications
UPU follows an open Standards Development Strategy, like CEN, ANSI, ISO
Standards have to be developed in an open environment, which allows active participation of all interested parties
All the results, and all the intermediary information has to be publicly available
Availability of documentationAvailability of documentation
All documentation/proposals of the Standards Board and its working groups are publicly available:
http://www.upu.int/standards/en/index.shtml
All final results are also available for any interested party: The UPU Standards Publications
Publication of StandardsPublication of Standards
UPU Technical Standards
UPU EDI Messaging Standards Comprehensive publications of all
postal standards developed by or in cooperation with the UPU
Available in paper and CD-ROM version Multi workstation licences as well as
single Standards also available
Which Standards ?Which Standards ?
A wide variety of Standards exist, and the number is steadily growing
Now more than 110 Standards, covering different areas:
Mail (various products) Financial Services Electronic Services
Mail Related StandardsMail Related Standards
Identification/codification of postal items, collections of mail, mail processing facilities, etc.
Bar coding applications (id tagging, franking marks, etc.) Interfaces between Mailers/Posts (EDI messages,Tracking
&Tracing capabilities, etc.) Addressing standards
Examples: EMS barcode labelsExamples: EMS barcode labels
Examples: 2D Franking Marks Examples: 2D Franking Marks and ID tagsand ID tags
Royal Mail1st Class
AB1XY A1B2C D3E4 567890 : 24/06/99 : £00.26
Examples: Usage of envelope spaceExamples: Usage of envelope space
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Financial ServicesFinancial Services
Standardised EDI message for the exchange of International Money Order information
Standardised Identification system for Money orders Based on the ISO License plate standard
Standardised Identification of Financial Institutions
Electronic ServicesElectronic Services
Electronic Postmark (EPM) Physical or electronic
delivery of messages e-Commerce “.post” domain name
Are UPU Standards Mandatory ?Are UPU Standards Mandatory ?
In principle: No They are recommended practices Have to prove their usefulness, otherwise they will be
ignored Rules are such that it is impossible to have a UPU Standard
that is not used in practice In some cases: Yes
Vital for functioning of international postal operations Then reference included in UPU regulations
Regulations are mandatory Detailed specifications still published as a standard
Are Standards Mandatory ?Are Standards Mandatory ?
Some are mandatory for the entire UPU membership: S34: Identification/codification of International mail Processing Centres
(Exchange Offices)
EETLLA (TALLINN PI-2)
Some are mandatory, if used at all: S18: International ID tag
Are Standards Mandatory ?Are Standards Mandatory ?
Some will only work if adhered to: All EDI messaging standards
Some create loss of effectiveness if not adhered to: Item identification standards
Other standardisation organisationsOther standardisation organisations
UPU cooperates with a variety of organisations: International Air Transport Organisation: IATA World Customs Organisation: WCO International Organisation for Standardisation: ISO International Telecommunication Union: ITU European Committee for Standardisation: CEN …
Cooperation with airlinesCooperation with airlines
Electronic preadvising of mail Electronic message from Airlines informing about the
Status of shipments Scanning of standardized
Postal receptacle labels
Cooperation with CustomsCooperation with Customs
Customs Electronic Customs Declaration Electronic Customs Response message Goal: Electronic Customs Clearance
Other CooperationOther Cooperation
ISO Country, Region and Currency codes License Plate Standard for the identification of transport
Units …..
United Nations UN/LOCODE
5 character unique id for locations Basis for the identification of Offices of Exchange
– 6-character Code– Standard S34
The UPU and CENThe UPU and CEN
2 groups, 2 backgrounds: UPU Standards Board: Specialised body within the
UPU for Postal Standards CEN TC 331: Special Technical Committee for
European Standards in postal services Overlap for particular standards under
development RISKRISK: Conflicting standards OPPORTUNITY:OPPORTUNITY: Use synergies between
organisations to come to best possible standards
Current situationCurrent situation
CEN work is mostly driven by the EC UPU work is driven by individual initiatives Wide CEN/UPU cooperation for a considerable
number of subjects Cooperation enshrined in a joint Memorandum of
Understanding Together ensuring the best postal standards
for Europe Worldwide For all parties involved in postal services
Main topics covered in the MoUMain topics covered in the MoU
Establishment of a Contact Committee: Enable agreement coordination and cooperation before
either CEN or UPU creates standards within internal process
Standardization procedures: Process to allow joint final approval of standards
Publication procedures: Process to allow publication of standards
Role of the Contact CommitteeRole of the Contact Committee
Consult on (intended) new work items Establish interest of respective organisations Coordinate/agree
Information exchange through liaison status Leadership development End products Project plan Timelines
Ensure coordination and cross-fertilisation Genuine involvement of both organisations
A fruitful cooperationA fruitful cooperation
Standardization within the UPU and CEN: Different backgrounds, different financing
CEN historically has a strong participation of private industry
UPU historically has a world-wide coverage of postal operators
UPU and CEN jointly ensure that the best UPU and CEN jointly ensure that the best standards are created for the postal industrystandards are created for the postal industry
The UPU assists with StandardsThe UPU assists with Standards
The UPU provides assistance with the introduction of Standards
Guidance by specialists for the various postal products Letter mail Parcel Post EMS Electronic Services
Regional Advisors Network with postal experts world-wide
regarding new technologies Specialised departments to provide
applications/tools Postal Technology Centre (PTC) Logistics Department
Applications/tools availableApplications/tools available
Barcode labels World-wide Postal
Network: POST*Net Mail Management
Software International Financial Services Software Development of new working areas for the Posts:
electronic services
Mail Management Software Mail Management Software packages: IPS & IPS Lightpackages: IPS & IPS Light
The primary functions of the PTC’s mail management software IPS and IPS Light are to:
Track and trace mail items (EMS, Letters and parcels) Automate their entire (outbound and inbound) administrative
mail handling process with the support of EDI messages. Generate UPU documents and reports
Today about 100 postal administrations have installed one of the PTC solutions for Mail management
Mail Management Software Mail Management Software packages: IPS & IPS Lightpackages: IPS & IPS Light
IPS is designed to postal organizations with a large volume of mail. It possesses a number of advanced features including an accounting module and an Internet site allowing users to track their despatches
IPS Light is the light version of IPS which is designed for Posts with low to medium mail volumes and a modest IT infrastructure. All that is required is a simple computer and an Internet connection
International Financial software International Financial software packages: IFS & STEFIpackages: IFS & STEFI
The IFS network is the financial money order transfer network of the UPU. It is composed by all the postal administrations using a PTC application for the exchange and management of electronic money orders with their business partners.
The network is reliable, cheap, fast, available, accessible, and
highly secure
Today 30 postal administrations are using one of the PTC application to transfer money orders.
International Financial software International Financial software packages: IFS & STEFIpackages: IFS & STEFI
IFS is designed for postal organizations either completely lacking a money order management system or whose existing system is not adapted to processing international electronic money orders.
STEFI (Secured Transfer of Electronic Financial Information) is designed for postal organisation already possessing a domestic electronic system but wishing to join the IFS network of the UPU.
Electronic servicesElectronic services
Postal sector can play a key role in the Information Society New products/services based on new technologies use
Post’s extensive physical network Electronic Postmark (EPM) Physical or electronic
delivery of messages e-Commerce “.post” domain name
Developed and promoted within the Postal Technology Centre
RFID Standards-1RFID Standards-1
S20-3: Identification and marking using Radio Frequency Identification Technology: Reference architecture and terminology
S22-3: Identification and marking using Radio Frequency Identification Technology: Reference architecture and terminology: System requirements and test procedures
RFID Standards-2RFID Standards-2
Radio Frequency Identification (RFID) and Radio Data Capture (RDC) Systems-
Air interfaces: Communications and interfaces
S23a-2 Definitions of parameters to be standardized S23b-1 Parameter values for 5.8 GHz RFID Systems S23c-1 Parameter values for 2.45 GHz Narrow Band RFID
Systems S23g-1 Parameter values for 13.56 MHz Band RFID
Systems
S 42-5: International postal address components and S 42-5: International postal address components and templatestemplates
The standard is based upon a comprehensive list of name and address elements
These elements define the smallest meaningful parts of names and addresses
The set of elements has been sufficient to represent names and addresses in a number of non-European countries, including the US
Status of S42-5Status of S42-5
UPU S42, was approved at: Status 0 in November 2002 Status 1 in February 2004 Last version of the standard S42-5 was approved in February
2006. In response to CEN request, S42 was divided, in this version, into a stable and non-country specific Part A and a Part B containing all country specific information as well as considerations regarding element mapping, template design, and rendition rules.
S43-2: The Digital PostMarkS43-2: The Digital PostMark
An Digital Post Mark (DPM) provides evidence of:
Who signed the document / transaction What was signed When it was signed Plus Storage and Archival of this evidence for as many years
as required
Standard S43-2 Digital PostMark (DPM) interface
Standardization Status of the DPMStandardization Status of the DPM
S43 interface protocol was approved and given “Status 0” by the UPU in January 2003
The updated S43 protocol was approved for UPU “Status 1” on Oct 20, 2003
UPU DPM interface protocol jointly developed by 10 postal administrations
DPM is a Postal ServiceDPM is a Postal Service
A regulated UPU Postal service – Adopted by 2004 UPU Congress as an official optional postal service
DPM is a Postal ServiceDPM is a Postal Service
Microsoft Office 2007 – views DPM as key strategic elements to its Trustworthy Computing Campaign (by having Posts serve as trusted third parties worldwide). An S43 Office 2007 plug-in will be launched in 2007
Adobe – Wants to bundle UPU S43 with Acrobat and Acrobat Reader
Future orientationsFuture orientations
Areas suitable for certification will be identified, and the relevant procedures and checklists enabling certification will be developed.
Automation of operating and accounting procedures. This is a strategic project with long-term implications for the UPU.
The International Bureau and the Standards Board will continue to press for the adoption of standards by members. Possible revisions to the Regulations to facilitate this objective are being examined.
ConclusionConclusion
Standards are crucial for the future of the Post
The UPU is the worldwide standard-setting body for the postal sector
The UPU cooperates closely with all important players in the postal industry
Everybody is invited to actively participate
Thank you for your
attention!
Contact: akhilesh.mathur@upu.int
Tel: +41 31 350 3164
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