Resource Bulk Mail

1.0 Process Information

Process Name: Resource Process

Segment Name: Resource Bulk Mail

Process Guardian: Wim van Klinken

Mapping Authors: Dirk Ellingson, Suzan Hudson, Pam Smith, John Pinkerton, Dave Wheaton

Mapping Date: 29-November-2007

Predecessors: Scope of Work (Specified), Scope of Work (Print Spec Approved)

1.1 Revision History

2.0 Process Map

The following presents the activities (arrows) and deliverables (circles) of the Resource Bulk Mail.

Click Resource Bulk Mail.vsd to view this in Microsoft Visio Viewer.

3.0 Activities

Specify Bulk Mailing Specs (10)

The Bulk Mail Coordinator meets with the Team Leader to capture bulk mail specifications in the Press tab of the Statement of Work.

Prerequisites

• Scope of Work (Print Spec Approved)

Agents

• Bulk Mail Coordinator (Primary)
• Team Leader

Methods

• Statement of Work

Tasks

1. The Bulk Mail Coordinator meets with the Team Leader to capture bulk mail specifications in the Press tab of the Statement of Work.

• Scope of Work (Bulk Mail Specified)

Request Bulk Mail Quote (20)

The Bulk Mail Coordinator discusses the specifics of a mailing to a Mail House who in turn provides an estimate to the Bulk Mail Coordinator. The Bulk Mail Coordinator shares the quote with the Team Leader. If the Team Leader approves the quotation then the Team Leader updates the Financial Analysis with the estimated costs. If the quotation is not accepted, the Team Leader and Bulk Mail Coordinator work to change the scope or solicit additional quotations.

Agents

• Bulk Mail Coordinator (Primary)
• Team Leader
• Mail House

Methods

• Email
• Phone
• Resource Financial Analysis.

Tasks

1. Communicate bulk mail specifications to mail house.
2. Receive quote.
3. Consult with Team Leader.
4. Update Resource Financial Analysis.

• Bulk Mail Quote (Approved)

Request Mailing Address File (30)

The Team Leader requests address data by completing a Special Report Request form. The Team Leader e-mails this form to the Help Desk. A support specialist at Technology Support will then create a data file based on the request form. The support specialist will contact the Team Leader and request a data review. The Team Leader requests changes until the data is "clean." After the data has been reviewed and approved by the Team Leader, the support specialist contacts the Bulk Mail Coordinator with the directory containing the data file.

Agents

• Team Leader (Primary)
• Technology Support Specialist
• Bulk Mail Coordinator

Methods

• E-mail
• Special Report Request.doc

Tasks

1. Request data file from Technology Support.
2. Review resulting data for correctness.
3. Request changes (if necessary).

• Mailing Address File (Created)

Place Bulk Mailing Order(40)

The Bulk Mail Coordinator creates a set of instructions for the Mail House. The instructions are electronically sent along with a data file to the Mail House.

Prerequisiste

• Mailing Address File (Created)

Agents

• Bulk Mail Coordinator (Primary)
• Mail House

Methods

• Bulk Mail Instructions template
• Email

Tasks

1. Create Bulk Mail instructions.
2. Send instructions and data file to Mail House.

• Bulk Mail Instructions

Ship Mailer Materials (50)

The Bulk Mail Coordinator gathers the appropriate mailer materials from inventory and couriers or ships the materials to the Mail House.

Agents

• Bulk Mail Coordinator (Primary)
• Mail House

Methods

• Courier service
• Inventory stock

Tasks

1. Gather mailing materials.
2. Ship mailing materials to Mail House.

• Mailer Materials (Shipped to Mailer)

Mail Resource (60)

The Mail House sends out the mailing, notifying the Bulk Mail Coordinator if there are any concerns or issues.

Agents

• Mail House (Primary)
• Bulk Mail Coordinator