Positional Data Capture (PDC) - Deployment Guidelines

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To: Branches with POSTAL Members

Dear Colleague

Positional Data Capture (PDC) - National Deployment Guidelines

Branches may be aware of the previous trial regarding the Positional Data Capture (PDC) initiative which took place in London, Cardiff and Lampeter last year. PDC is part of the new products and services strategy and will seek to establish Royal Mail as a major player in the positional data market; currently worth £100m a year and growing. This information is commercially attractive to Royal Mail who intends to sell the data captured to a host of organisations and companies who have shown an interest in obtaining this information.

Royal Mail, as the Universal service Provider for the UK, has a significant advantage over any other delivery or logistics company in that it has access to 28.2 million address points and has data systems such as A plus which capture every post coded delivery point in the UK. This information will be used to overlay positional data information, such as the address point and the delivery access point using satellite technology GPRS. Royal Mail and CWU recognised the importance of “an improved and greater range of products and services in the BT 2010 and Beyond national agreement and this project is consistent with that vision.

The trial objectives in the main were to test the kit, deal with any operational difficulties, whilst also testing whether or not the data captured was of sufficient quality and accuracy in order for Royal Mail to be able to sell on commercially to interested companies. The project itself will employ frontline delivery staff to capture accurate access point and delivery point positional data for every address served by our Delivery Offices.

The CWU has supported and helped shape the National deployment plan and will remain fully involved as it progresses and is rolled out nationally across the UK. It will start early July, in Anglia which will be used as a first stage of the deployment UK wide. There will be joint reviews and learning points built into the agreed deployment framework in order to ensure that any issues with the project, such as operational, training or equipment will be resolved before the deployment is rolled out Nationally.


The jointly agreed deployment guidelines cover the key following points;

National Objectives
• To capture all address points and access points circa 28.2m
• To achieve data accuracy of c95% accurate to within <5m
• To achieve 60% positive experience from the volunteers involved in PDC covering training and use of the technology.
• To provide a commercially viable product and enhance Royal Mail’s portfolio of products and services

Locations
• The data will be captured by the use of volunteers in each delivery unit who will receive the necessary support and training in order to carry out the task.
• All Delivery Office locations will be covered across the UK
• Data capture will require between 1 – 5 volunteers in each DO (depending on size)
• Data will be captured Mon-Fri, volunteers released from delivery following completion of preparation daily to work solely on data capture.


Duration, Training & Joint Review
• The deployment will begin in early July in Anglia and will be rolled out across the UK from September 2012 and targeted to be completed by the end of June 2013.
• Full training will be given to everyone taking part in the project, covering safety, security, the use of the equipment and the operating procedures.
• Full involvement and joint review of the project at both the first phase in Anglia and thereafter as the project is rolled out across the UK.


Any enquiries to Bob Gibson’s Office, quoting reference 530
Email address: hnutley@cwu.org


Yours sincerely



Noel McClean
Acting Assistant Secretary

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From June 2012 through to July 2013 Royal Mail, with the support and assistance of the CWU, will be deploying a programme of activity called Positional Data Capture (PDC).The project will employ frontline staff to capture accurate access point and delivery point positional data for every address served by our Delivery Offices. Employees will be trained and supported in the use of specialist equipment to deliver this objective.

PDC is part of the new products and services strategy and will seek to establish Royal Mail as a major player in the positional data market; currently worth £100m a year and growing. RM and CWU recognised the importance of “an improved and greater range of products and services” in the “modernisation-a shared vision” section of the BT 2010 and Beyond national agreement. This project is consistent with that vision. The CWU has supported and helped shape the National deployment plan and will remain fully involved as it progresses and is rolled out nationally across the UK.
National Objectives
1. To capture all address points and access points circa 28.2m
2. To achieve data accuracy of c95% accurate to within <5m
3. To achieve 60% positive experience from the volunteers involved in PDC covering training and use of the technology.
4. To provide a commercially viable product and enhance Royal Mail’s portfolio of products and services.

Locations

All Royal Mail Delivery Office locations will be covered. Data will be captured Monday to Friday from OPG volunteers from within or adjacent to each delivery unit. The numbers of volunteers required will vary from unit to unit depending on size, geography etc but will likely be between 1 and 5 individuals per DO The individuals capturing the data will be released from their scheduled duty to work solely on the project from the point of completion of their walk preparation daily. This will not prevent them from performing overtime as normal. Funding for this will be centrally provided by the project. Coverage of the work normally done by people completing the data capture will be discussed and determined locally in line with normal arrangements.

Deliveries will be categorised in each Delivery unit and advanced planning and thought given to the demands of each walk type, whilst fully utilising local knowledge and expertise’s. Categories will be

• Town/residential
• Town/residential with any security or public relations issues
• Rural
• Any other exceptional local issues e.g. schools, hospitals

Duration

The deployment will be divided into 2 phases, timeline highlighted below.

Anglia = 02/07/12 – 24/09/12

Thames Valley, South East, South West, London, Wales, Midlands, North West England, North East England, Scotland and Northern Ireland = 03/09/12 – 30/06/13

The deployment within the Anglia region will be reviewed 4 weeks after deployment and will be shared with the CWU.

Note: The programme outlined above is still provisional and is subject to change. The timescale for offices within each phase will vary depending on the number of walks (amount of data to be captured). This variation will normally be from between 2 to 12 weeks. A full deployment plan by office is held by the Operations Project Team, and will be shared with the CWU in advance of deployment.

Volunteers

Volunteers will be sought from each individual delivery unit to capture the data. Initially all volunteers who express an interest will be asked to complete a self selection form. This is intended to assist individuals in deciding if they have the aptitude and really want to do this work.

Full selection criteria will be used to select volunteers consistently and robustly.
Volunteers will be sought from the unit associated with the area to be covered however,
where there is a shortage of necessary volunteers in any particular unit, the trawl will be widened to neighbouring units in order to seek volunteers and to keep the project on track. Where the volunteers exceed the number required the following selection criteria will apply;
• Knowledge in the use of the existing CN3 PDA
• Location/proximity of the individual
• Seniority

In the event of there still being a shortfall of volunteers for any of the units the project team will jointly explore further resourcing options with the CWU.

Training

Training will be provided to everyone taking part and will include safety, security, standard operating procedures and any relevant issues for the deployment of this project

Sector champions will be appointed to support the training and deployment of PDC, accountabilities will include communication, the training of PDC volunteers, providing close support to Delivery Office Managers and PDC volunteers as well as undertaking detailed deployment planning for their Sectors.

Involvement and Review

The Operations Deployment Team will fully involve the CWU at national level and will provide regular updates. They will also meet regularly to review the project and discuss/resolve any issues that are flagged up by the local parties. Particular attention will be given to the first phase of the deployment (Anglia) to fully factor into the project any lessons learnt and agreed best practice for the continuing rollout of the project. Any further issues or difficulties will be dealt with as they arise.

Regional leads will update and fully involve local/area CWU reps during the course of the deployment. Local groups consisting of managers, CWU representatives and OPG’s will take regular feedback, track learning points and share best practice in order to ensure the project remains on track.