Information Technology

NEW MANAGEMENT INSTRUCTION

Integrated Solutions Methodology/System Development Life Cycle (ISM/SDLC)

Management Instruction (MI) AS-841-2004-11, Integrated Solutions Methodology/System Development Life Cycle (ISM/SDLC), is now available.

This MI provides the policies and requirements for developing and modifying technology solutions in the information technology infrastructure. The purpose of the ISM/SDLC is to ensure that design, development, and maintenance of information technology solutions can progress smoothly, accurately, and efficiently.

MI AS-841-2004-11 is available on the Postal ServiceTM PolicyNet Web site:

• Go to http://blue.usps.gov.

• Under "Essential Links" in the left-hand column, click on References.

• Under "References" in the right-hand column, click on PolicyNet.

• Click on MIs.

(The direct URL for the Postal Service PolicyNet Web site is http://blue.usps.gov/cpim.)

— IT Value,
Vice President/Chief Technology Officer, 11-25-04

NEW MANAGEMENT INSTRUCTION

Printers - Purchase, Use, and Maintenance

Management Instruction (MI) AS-860-2004-11, Printers - Purchase, Use, and Maintenance, is now available.

This MI provides the policy and requirements for managing the printer environment in the Postal ServiceTM, including reducing the number of printers and models and defining how they are supported.

MI AS-860-2004-11 is available on the Postal Service PolicyNet Web site:

• Go to http://blue.usps.gov.

• Under "Essential Links" in the left-hand column, click on References.

• Under "References" in the right-hand column, click on PolicyNet.

• Click on MIs.

(The direct URL for the Postal Service PolicyNet Web site is http://blue.usps.gov/cpim.)

— Vice President/Chief Technology Officer,
Vice President, Engineering, 11-25-04

Philately

UPDATED ANNOUNCEMENT 05-A

2005 Stamps and Postal Stationery

"2005 Stamps and Postal Stationery" (Announcement 05-A, November 2004), which appears on page 2, is intended to replace the quarterly announcement of the same name, previously printed and sent to customers on request through Stamp Fulfillment Services in Kansas City. The announcement is a listing of stamps and postal stationery items scheduled for issuance during calendar year 2005. Post OfficesTM may wish to post this schedule on their bulletin boards.

Customers may also access the Postal Bulletin through the Postal ServiceTM Web site at www.usps.com; click on About USPS & News, then Forms & Publications, then Postal Bulletin.

This announcement will be updated every 2 to 3 months, as changes warrant.

How to Order First Day of Issue Cancellations and Covers

Customers may purchase new stamps or postal stationery items at their Post Office, from the USA Philatelic catalog, by calling 800-STAMP-24, or online at www.usps.com by clicking on Buy Stamps & Shop. Then they should prepare their own covers by affixing new stamps to the upper- right corner of envelopes or postcards of their choice, and address those envelopes, postcards, or postal stationery items to themselves or others. (Postage must equal the current First-Class Mail® rate.) For sturdiness, include a card of postcard thickness in each cover (envelopes only) submitted, and tuck in the flap. Place the cover in a larger envelope addressed to:

NAME OF ISSUE
POSTMASTER
CITY STATE ZIP CODE (followed by -9991).

Covers submitted for first day of issue cancellations may include additional uncancelled stamps only if the uncancelled stamps were issued before the first day of issue of the new stamps or postal stationery items. All orders must be postmarked on or before the deadline indicated in the "2005 Stamps and Postal Stationery" announcement that follows.

INFORMATION FULFILLMENT
DEPT 6270
US POSTAL SERVICE
PO BOX 219014
KANSAS CITY MO 64121-9014

— Stamp Services,
Government Relations, 11-25-04

Pictorial Cancellations Announcement

As a community service, the Postal ServiceTM offers pictorial cancellations to commemorate local events celebrated in communities throughout the nation. A list of events for which pictorial cancellations are authorized appears below. If available, the sponsor of the pictorial cancellation appears in italics under the date. Also provided, as space permits, are illustrations of those cancellations that were reproducible and available at press time.

People attending these local events may obtain the cancellation in person at the temporary Post OfficeTM station established there. Those who cannot attend the event, but who wish to obtain the cancellation, may submit a mail order request. Pictorial cancellations are available only for the dates indicated, and requests must be postmarked no later than 30 days following the requested pictorial cancellation date.

All requests must include a stamped envelope or postcard bearing at least the minimum First-Class Mail® postage. Items submitted for cancellation may not include postage issued after the date of the requested cancellation. Such items will be returned unserviced.

Customers wishing to obtain a cancellation should affix stamps to any envelope or postcard of their choice, address the envelope or postcard to themselves or others,insert a card of postcard thickness in envelopes for sturdiness, and tuck in the flap. Place the envelope or postcard in a larger envelope and address it to: PICTORIAL CANCELLATIONS, followed by the NAME OF THE STATION,ADDRESS, CITY, STATE, ZIP+4® CODE, exactly as listed below (using all capitals and no punctuation, except thehyphen in the ZIP+4 code).

Customers can also send stamped envelopes and postcards without addresses for cancellation, as long as they supply a larger envelope with adequate postage and their return address. After applying the pictorial cancellation, the Postal Service returns the items (with or without addresses) under addressed protective cover.

— Stamp Services, Government Relations, 11-25-04

ORDERING INFORMATION

2005 Plain Stamped Envelope

Follow these procedures to ensure the timely receipt of plain stamped envelope orders. Current and new accountable paper custodians should retain this document for reference and review it frequently. For complete information, refer to Handbook F-1, Post Office Accounting Procedures, section 423.43, Ordering Stamped Envelopes. The current edition of Handbook F-1 is accessible on the Postal ServiceTM PolicyNet Web site:

• Go to http://blue.usps.gov.

• Under "Essential Links" in the left-hand column, click on References.

• Under "References" in the right-hand column, click on PolicyNet.

• Click on HBKs.

(The direct URL for the Postal Service PolicyNet Web site is http://blue.usps.gov/cpim.)

All stamp distribution offices (SDOs) may submit requisitions to Stamp Fulfillment Services (SFS) for stamped envelopes. Plain stamped envelopes can be ordered once every 4 weeks according to the requisition schedule shown in Figure 1 on page 15. Submit requests to SFS using PS Form 3205, Requisition for Plain Stamped Envelopes, which is shown in Figure 2 on page 16. Submit all requisitions to arrive at least 7 days before the due date indicated on the schedule in Figure 1. Shipments are made in the second week following the scheduled submission week. Please maintain an 8-week inventory of stamped envelopes. Note: The submission week for stamped envelopes is not the same as those for stamps and stamped cards (see Handbook F1, 423.43, item 5).

Use a preaddressed EP-10E envelope, which is available from the Material Distribution Center (MDC), to submit PS Form 3205 to SFS. Do not lend PS Forms 3205 to other Post OfficesTM. These forms are preprinted with your finance number and office information. They are issued in ascending numerical sequence in lots of 100 cards (see Handbook F-1, 423.43, item 2). When your current supply of PS Forms 3205 is depleted, order a new supply by submitting PS Form 3206, Order for Forms 3205, which is shown in Figure 3 on page 17.

Please note the packing requirements. To help the processing of your requisition, order only in the package sizes shown on PS Form 3205 (Figure 2), and/or the chart of carton sizes shown in Figure 4 on page 17. You must circle a specific packing size on PS Form 3205 or you will receive the 2,500-size carton for the #10 and #9 envelopes, and the 5,000-size carton for the #6-3/4 envelopes, for quantities in those amounts or greater. When ordering full pallets of envelopes, refer to Figure 5 on page 17 for the standard palletized quantities used to meet new Postal Service shipping and stacking requirements.

You can order the EP-10E envelope, preaddressed to SFS, by using the touch tone order entry (TTOE) as follows: Call 800-332-0317, option 2.

Note: You must be registered to use TTOE. To register, call 800-332-0317, option 1, extension 2925, and follow prompts to leave a message. (Wait 48 hours after registering before placing your first order.)

Use the following information to order the EP-10E envelope:

PSIN: EP10E
PSN: 7530-01-364-7065
Unit of Measure: EA
Minimum Order Quantity: 10
Bulk Pack Quantity: 2,500
Quick Pick Number: N/A
Price: $0.0966

If you have not already done so, please order this new envelope immediately, and destroy all previous issues of EP-10E envelope. Using the new envelope will speed up the delivery and processing of your requisition.

Emergency Requisitions

If you need stamped envelopes urgently to fulfill customer demand outside the normal requisitioning cycle, you may submit an emergency requisition. Submit a memorandum with the requisition listing the reason for the out-of-cycle order, the date the envelopes are required, the requisition number, the quantity and item, the signature of the local manager, and the SDO telephone number, city, state, and ZIP CodeTM. If this information is not included on the memo, the requisition will be processed as a normal requisition. Processing orders out-of-cycle increases shipping and handling cost, so please submit emergency requisitions only if you are unable to get stock from your SDO or accountable paper depository.

Receipt of Stock

Examine each shipping carton to make sure that all cartons are addressed to your office, that the seals are not broken, and that the cartons are not damaged. If there are any signs of tampering, report to the inspector in charge immediately (Handbook F-1, 423.6, item 3).

Always enter the total value of the stock as noted on PS Form 3309, Advice of Shipment/Stamp Invoice, even if physical quantity is not the same. This amount has been charged to your finance number as of the date of shipment. If you enter a figure other than the total from PS Form 3309, you will receive a statement of difference from the postal data center. Allow 3 weeks from date of shipment before reporting full-carton nonreceipts to SFS. If a Post Office ordered the incorrect item from an SDO, contact that SDO for permission to return or exchange the stock. If the contractor furnished an SDO the incorrect item, contact SFS for information on how to receive an Advice of Shipment for stock received (Treat-As-Filled) or how to return stock to SFS for replacement if it cannot be used.

To report nonreceipt of a carton or cartons, send a memo to SFS. Do not use PS Form 8144, Stamp Discrepancy Report, to report nonreceipts of full cartons or for incorrect items. After a reasonable time, if all efforts fail to locate the missing carton(s), and the proper notifications have been made, Headquarters Stamp Acquisition and Distribution will grant permission by adjudicating a Claim for Loss for the missing carton(s). Prepare PS Form 2130, Claim for Loss, and follow the standard procedures for submitting the claim.

Shortages in Sealed Cartons

If one or more boxes of 500 are missing in a sealed carton, report by telephone to Stamp Acquisition, Quality Assurance (703-292-3808). Follow up by reporting shortage on PS Form 8144 to the address on the form. Include the "PLAIN PACKED BY" numbers shown on the preprinted panel on each inside box on the PS Form 8144 so that the contractor can be appropriately notified.

Total all PS Forms 8144 at end of each month and file a PS Form 2130 following the procedures outlined in Handbook F-1, 446.12.

Shortages in Open/Damaged Cartons

If there are any signs of tampering and stock is missing from a carton, report it to the inspector in charge immediately (see Handbook F-1, 423.6, item 3).

Damaged Cartons

Handle stamped envelopes that are damaged according to Handbook F-1, part 452.

Overages in Sealed Cartons

Report overages on PS Form 8144 immediately and send a copy to the address on the form. Include on the PS Form 8144 the "PLAIN PACKED BY" numbers shown on the preprinted panel on each inside box so that the contractor can be appropriately notified.

Process the overage into your stock and maintain a copy of PS Form 8144 for record and justification.

Defective Stock

Defective stock is not saleable and must remain the property of the Postal Service. It must be returned immediately to main stock and then to the SDO, if applicable. Follow the procedures for shortages as noted previously.

Report defective stock on PS Form 8144 immediately and send a copy to the address on the form. Include the "PLAIN PACKED BY" numbers shown on the preprinted panel on each inside box on the PS Form 8144 so that the contractor can be appropriately notified.

Stamped Envelope Discount

Full boxes of stamped envelopes may be sold to customers using the rates shown in the Domestic Mail Manual P020, which results in making sales at a discount. Your office was charged the individual price when the envelopes were shipped to you. Use PS Form 3220, Claim for Stamped Envelope Discount, to account for all full boxes of envelopes sold to customers at a discount (see Handbook F-1, 426.82).

Figure 1. Requisition Schedule FY 2003

Note: The requisition schedule for stamped envelopes is not the same as the schedule for stamps and stamped cards.

Figure 4. Carton Sizes

Maximum quantity that can be ordered per requisition is 2,500,000.

* For quantities greater than 5,000, must order in multiples of 5,000.
** For quantities greater than 2,500, must order in multiples of 2,500.

Figure 5. Standard Palletized Quantities

— Stamp Services,
Government Relations, 11-25-04

2005 Requisition Schedule - Postage Stamps and Stamped Cards

All stamp distribution offices (SDOs) submitting requisitions to the Bureau of Engraving and Printing (BEP) for postage stamps and to the Government Printing Office (GPO) for stamped cards should refer to the 2005 requisition schedule appearing with this article.

When ordering postage stamps from the BEP, submit PS Form 3356, Stamp Requisition - Bulk Quantities (Note: use PS Form 3356 to order only those postage stamps manufactured by the BEP). When ordering stamped cards from GPO, submit PS Form 3216, Requisition for Postal Cards - Bulk Quantities.

Until further notice, do not mail your stamp or post card requisitions to BEP or GPO, but follow the procedures as outlined below.

1. Complete PS Form 3356 (for stamps from BEP), or PS Form 3216 (for cards from GPO).

2. Print clearly all required information.

3. Enter the appropriate item number (reminder: accountable paper depositories (APDs) are the primary source of supply for stamp items not available for bulk requisitioning from suppliers).

4. Enter the quantity requisitioned. (Do not exceed the maximum quantity per requisition, or the order will be edited down to that prescribed amount.)

5. Signatures are required. Requisitions must contain a signature.

6. Photocopy the completed forms three to a sheet if possible, but do not combine BEP and GPO requisitions on the same sheet. Please keep requisitions to BEP and GPO separate.

7. Fax to Headquarters Stamp Distribution at 703-292-4095.

8. Retain the original PS Forms 3356 and 3216 at your SDO or accounting office. Do not mail.

9. Before faxing, examine photocopies for clarity. Leave a space of approximately one-half inch at the top of the photocopy to allow for the fax transmission's informational header.

Requisitions to the BEP for postage stamps and to the GPO for stamped cards must be faxed at least 1 week before the date assigned on the schedule. Shipments will begin approximately 7 to 10 days after that date. Strict compliance with this schedule equalizes the workload and maximizes transportation efficiency.

Requisitions to the BEP that are received after their assigned date are processed and shipped as time permits, but no later than the next designated ordering cycle. Requisitions to the GPO that are received after their assigned date are deferred until the next designated ordering cycle.

This schedule does not apply to orders for precanceled stamps or to properly identified and documented emergency orders. Such orders are processed immediately upon receipt. Nevertheless, it takes 7 to 10 days from the date of submission before the requisitioning office receives the stock. Offices must identify emergency orders by faxing a separate memorandum with the requisition. The memorandum must list the reason for out-of-schedule ordering, and include the requisition number, item number, manager's signature and city, state, and ZIP CodeTM. Unless such a memorandum is received, the BEP and GPO will follow normal processing procedures. Processing orders "out of schedule" increases shipping and handling costs; consequently, this practice must be avoided when possible.

Complete instructions for ordering stock in bulk quantities may be found in the current edition of Handbook F-1, Post Office Accounting Procedures, section 423.4. The current edition of Handbook F-1 is accessible on the Postal ServiceTM PolicyNet Web site:

• Go to http://blue.usps.gov.

• Under "Essential Links" in the left-hand column, click on References.

• Under "References" in the right-hand column, click on PolicyNet.

• Click on HBKs.

(The direct URL for the Postal Service PolicyNet Web site is http://blue.usps.gov/cpim.)

2005 Requisition Schedule (BEP and GPO Only)

Note: The requisition schedule for stamps and stamped cards is not the same as the schedule for stamped envelopes.

— Stamp Services, Government Relations, 11-25-04

Supply Management

I.M.P.A.C. Purchase Cardholders Targeted by "Phishing" Scams

Numerous Postal ServiceTM employees - especially I.M.P.A.C. purchase cardholders - have received illegitimate e-mail messages claiming to be from financial institutions such as Wells Fargo, Washington Mutual, Sun Trust Bank, Citibank, and U.S. Bank. The sources of the e-mails have managed to duplicate the logos from these banks to make their messages seem authentic. This e-mail scam is called "phishing." You should not open or respond to any e-mail containing a logo from a financial institution.

Some purchase cardholders have even received illegitimate telephone messages claiming to be from U.S. Bank to verify account information. The U.S. Bank's Fraud Prevention and Investigation team would never contact a cardholder by e-mail or telephone to ask for sensitive information. They ask that you do not reply to those calls or e-mails under any circumstances and that you do not click on any included links. Instead, please forward them to fraud_help@usbank.com so that the bank may use them in their efforts to identify the sources responsible for these fraud attempts. If you have already replied to an illegitimate e-mail and given out any information, contact U.S. Bank or Citibank (depending on which card information you gave out) and let them know your card has been compromised. They will cancel your card and issue a new one.

The Postal Service is aware that a "phishing" e-mail has been going out to Citibank Travel cardholders also. If you receive a fraudulent e-mail relating to your Citibank Travel Card, please forward the message to Citibank Security at emailspoof@citigroup.com and copy Phyllis Johnston, Headquarter's Travel Card coordinator.

Please keep in mind that no financial institution would contact you (via e-mail or telephone) requesting updates or information about you or your account. The Postal Service uses technical countermeasures to mitigate "phishing" attacks to protect our infrastructure. As part of that, the Office of the Inspector General (OIG) is currently investigating the sources of these messages and needs to be able to identify the recipients. You should send all questionable e-mail to USPSCIRT at abuse@usps.gov and to the OIG's Financial Fraud Unit at financialfraud@uspsoig.gov.

Thank you for your cooperation.

— National I.M.P.A.C. Program,
National Supply Management Programs, 11-25-04

Quick Pick List

When accessing the Material Distribution Center (MDC) Touch Tone Order Entry (TTOE) system, sites can use either the 13-digit stock number or the 3-digit quick pick number (if one has been assigned). Included in this Postal Bulletin are the most recent quick pick list on pages 23-35 and the instructions for using TTOE on page 22. These instructions and the most current quick pick list can also be downloaded from the Supply Management Web site at http://blue.usps.gov/purchase/material; click on Download Files, then Other Files, and then Quick Pick List.

Column heading abbreviations: QP# = quick pick number; PSN = postal stock number; UI = unit of issue; Iss Incr = issue increment; BPQ = bulk pack quantity; DVD = direct vendor delivery.

Unit of issue abbreviations: BK = book; BT = bottle; BX = box; CD = card; CE = cone; CN = can; CT = carton; DZ = dozen; EA = each; FT = foot; GL = gallon; HD = hundred; MX = thousand; PD = pad; PG = package; PR = pair; PT = pint; RL = reel; RM = ream; RO = roll; SE = set; SH = sheet; SL = spool.

Disclaimer notice: The listed prices and bulk pack quantities (BPQs) are subject to change as new inventories are received at the MDC. Items marked with an asterisk (*) are ordered through the MDC but shipped directly from the vendor. For the latest price information, contact Materials Customer Service at 800-332-0317, option 4, option1, option 1, option 4 (available 24 hours a day).

Quick Pick List - Supply Items (FY2005, revise date 11/3/2004)