APS Direct Mail Process 1.29.13[2]
Apollo Print Shop Direct Mail
1
Apollo Print Shop Direct Mail Order Process APS order made for:
APS order is approved if truly handouts
Handouts
Mailing
Amy Bryant confirm w/user no mailing will take place
Amy Bryant confirm order needs mailing & if user plans to manually address/mail or if vendor is needed
If order indeed needs mailing user will follow “Mailing” process
User to follow List Processing Guidelines
Manually address
Vendor address
User to follow List Processing Guidelines AND Vendor Address Guidelines
2
List Processing Guidelines 1. 2.
APS user requests mailing list from BI team APS user emails the following to Tiffany Black, [email protected] –
Data Processing Fields Excel, format example:
IRN Prefix 123456789 Mr
• •
–
5. 6.
Last Brady
Suffix
Title Company Quarterback Patriots Inc
Address 123 Main Street
City Boston
State MA
Zip 12345
Any additional data can be provided on the end of each record (ex: email address) If seed names are necessary include them in the list (ex: APS user wants to be mailed the piece)
List Processing Guidelines: • • • • • • • • •
3. 4.
First Tom
Campaign Name (ex: Sacramento Commencement Postcard) Cost Code (format: XX-XXXXX-XX-XXXX) for ~$200 List Processing Fee GL Month (ex: FEB 2013) Desired Mail Date (ex: 2.1.2013) Event Date (if applicable) Projected or Desired Quantity Campaign Objective (ex: mailing postcard to eligible graduates) Geographic Details (ex: include all individuals residing in CA only) Audience (ex: students, alumni, leads)
Tiffany sends list and processing guidelines to MIS MIS takes 3 – 5 business days to complete data processing request and returns to Tiffany (see Appendix for confidential data processing procedures) Tiffany emails the list to the APS user and/or the vendor for approval and addressing MIS sends Tiffany a copy of the invoice at the end of the month and Tiffany forwards to the APS user for reference 3
Vendor Address Guidelines 1. APS user must complete the List Processing Guidelines steps 1 and 2 2. Then the APS user emails Tiffany Black, [email protected], the following: –
Vendor Address Guidelines: • • • • • •
Postage Preference (2 options: either less expensive Standard or more expensive First Class – standard delivers to the home within 1 – 2 weeks and first class delivers to the home within 3 – 5 days) Cost Code (format: XX-XXXXX-XX-XXXX) for Vendor Addressing Fees GL Month (ex: FEB 2013) Desired Mail Date (ex: 2.1.2013) Event Date (if applicable) Projected or Desired Quantity
3. Tiffany requests a quote from Prisma for the vendor addressing/lettershop costs (stamp, insert, inkjet and mail) 4. Tiffany sends the cost estimate to APS user for approval 5. Once cost estimate and processed list is approved by APS user Prisma executes the lettershop portion of the job, which takes approximately 2 – 3 business days pending the quantity 6. Prisma sends Tiffany a copy of the invoice once the job is completed and Tiffany forwards to the APS user for reference
4
Appendix
5
6
7
8
1
Apollo Print Shop Direct Mail Order Process APS order made for:
APS order is approved if truly handouts
Handouts
Mailing
Amy Bryant confirm w/user no mailing will take place
Amy Bryant confirm order needs mailing & if user plans to manually address/mail or if vendor is needed
If order indeed needs mailing user will follow “Mailing” process
User to follow List Processing Guidelines
Manually address
Vendor address
User to follow List Processing Guidelines AND Vendor Address Guidelines
2
List Processing Guidelines 1. 2.
APS user requests mailing list from BI team APS user emails the following to Tiffany Black, [email protected] –
Data Processing Fields Excel, format example:
IRN Prefix 123456789 Mr
• •
–
5. 6.
Last Brady
Suffix
Title Company Quarterback Patriots Inc
Address 123 Main Street
City Boston
State MA
Zip 12345
Any additional data can be provided on the end of each record (ex: email address) If seed names are necessary include them in the list (ex: APS user wants to be mailed the piece)
List Processing Guidelines: • • • • • • • • •
3. 4.
First Tom
Campaign Name (ex: Sacramento Commencement Postcard) Cost Code (format: XX-XXXXX-XX-XXXX) for ~$200 List Processing Fee GL Month (ex: FEB 2013) Desired Mail Date (ex: 2.1.2013) Event Date (if applicable) Projected or Desired Quantity Campaign Objective (ex: mailing postcard to eligible graduates) Geographic Details (ex: include all individuals residing in CA only) Audience (ex: students, alumni, leads)
Tiffany sends list and processing guidelines to MIS MIS takes 3 – 5 business days to complete data processing request and returns to Tiffany (see Appendix for confidential data processing procedures) Tiffany emails the list to the APS user and/or the vendor for approval and addressing MIS sends Tiffany a copy of the invoice at the end of the month and Tiffany forwards to the APS user for reference 3
Vendor Address Guidelines 1. APS user must complete the List Processing Guidelines steps 1 and 2 2. Then the APS user emails Tiffany Black, [email protected], the following: –
Vendor Address Guidelines: • • • • • •
Postage Preference (2 options: either less expensive Standard or more expensive First Class – standard delivers to the home within 1 – 2 weeks and first class delivers to the home within 3 – 5 days) Cost Code (format: XX-XXXXX-XX-XXXX) for Vendor Addressing Fees GL Month (ex: FEB 2013) Desired Mail Date (ex: 2.1.2013) Event Date (if applicable) Projected or Desired Quantity
3. Tiffany requests a quote from Prisma for the vendor addressing/lettershop costs (stamp, insert, inkjet and mail) 4. Tiffany sends the cost estimate to APS user for approval 5. Once cost estimate and processed list is approved by APS user Prisma executes the lettershop portion of the job, which takes approximately 2 – 3 business days pending the quantity 6. Prisma sends Tiffany a copy of the invoice once the job is completed and Tiffany forwards to the APS user for reference
4
Appendix
5
6
7
8
