JS ON DEPLOYMENT ADVANCED DRIVER COACHES IN REGIONAL LOGIS

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Letter to Branches




No. 054/15
Ref: 517.04
Date: 27th January 2015


For the attention of:

Postal Branches
Divisional Representatives
Area Distribution Representatives




Dear Colleagues

JOINT STATEMENT ON THE DEPLOYMENT OF ADVANCED DRIVER COACHES IN REGIONAL LOGISTICS (AREA DISTRIBUTION)

Branches and representatives will be aware that the Advanced Driver Coach role was introduced into the Network function in 2012 (LTB 571/12 refers) and the deployment in Network has proved to be extremely effective to the point where, in addition to the delivery of all workplace training, all CPC training for LGV Drivers has been delivered in house by the Advanced Driver Coaches.

You will recall however that issues existed in relation to the deployment of the role in Area Distribution, which the business are now referring to as Regional Logistics, and that a commitment in respect of this issue was contained in the Joint Statement for the Future of Area Distribution that was issued via LTB 567/12.

The discussions regarding deployment in Area Distribution however have been protracted and given the considerable length of time since the conclusion of the original agreement, both parties felt that the launch of the role in Area Distribution would gain more traction as a new agreement.

Against this backdrop attached for the information of Branches and representatives is a new agreement covering the introduction of the role in Regional Logistics (Area Distribution) which was endorsed by the Postal Executive at its meeting on the 20th January 2015.


You will note that other than changes in references to reflect the different unit the agreement is identical to the one previously issued in Network and includes all of the protections and safeguards both for the Advanced Driver Coaches and indeed those they coach, which has proved extremely effective in Network. The role will remain full time with dedicated workload and will attract an assigned allowance, currently £53.05 per week. All other terms and conditions will remain aligned to the MGV Professional Drivers grade.

Further discussions are under way in regard to deployment however the expectation is that initial deployment will be at Mail Centre based Distribution Hubs with further consideration given to how we provide cover to smaller sites. Branches and representatives will recognise that in Area Distribution by and large we commence deployment from a standing start as, in contrast to when we deployed in Network, we do not currently have agreed Driver Coaching roles, although there are a number of Area distribution drivers currently assigned as Workplace Coaches. As such given the training and qualification process it will be some time before we have fully operational, accredited Advanced Driver Coaches at all major sites, however the attached agreement is a major leap forward in this regard.

Branches and representatives are requested to ensure that the content of this LTB is given the widest publicity and brought to the attention of CWU members.

Any enquiries in relation to this LTB should be addressed to Terry Pullinger, Assistant Secretary, e-mail: dwyatt@cwu.org or shayman@cwu.org quoting reference number 517.04.

Yours sincerely



Terry Pullinger
Assistant Secretary



JOINT STATEMENT BETWEEN ROYAL MAIL AND CWU ON THE DEPLOYMENT OF ADVANCED DRIVER COACHES WITHIN REGIONAL LOGISTICS (AREA DISTRIBUTION)


BACKGROUND

The National Agreement for the Implementation of the Road Transport Directive and the Introduction of the Professional Driver concluded in 2007 supported the introduction of Workplace Driver Coaches in Royal Mail. The aspiration captured in the agreement being to create opportunities for personal development where Advanced Driver Coaches can assist and encourage drivers to improve performance in all aspects of their role.

Against this backdrop, Royal Mail and the CWU recognise the importance of flexible and committed employees appropriately remunerated for specialist roles which carry additional responsibility. This document builds on our commitments in the Professional Drivers Agreement (PDA) and outlines the roles and responsibilities of an Advanced Driver Coach role working within Regional Logistics (Area Distribution), the qualifications and accreditation required, selection processes and the agreed levels of remuneration for the new role.


OBJECTIVES

Royal Mail operates in an increasingly competitive environment where optimum performance is crucial to the future success of the business. The deployment of the Advanced Driver Coaches within Regional Logistics will support drivers and operational colleagues through the provision of our own, in house, peer to peer coaching, mentoring and the delivery of agreed training packages to assist in improving safety and efficiency within Royal Mail Operations. Through the establishment of a supportive, non-threatening environment Advanced Driver Coaches will promote the achievement of excellent individual performance by assisting colleagues to enhance their range of skills and maximise potential.

The role will have no managerial responsibility and all associated tasks defined in the agreement are deemed to be appropriate to CWU represented grades.

Consistent with the deployment of Advanced Driver Coaches in National Logistics, the anticipation is that the role will be self contained with dedicated workload. Advanced Driver Coaches will be fully committed to the development and delivery of training courses and materials, though there may be a requirement to revert to Driving duties during pressure periods. To ensure continuity of the training agenda, Driver Coaches will normally be given 7 days notice of a requirement to revert to Driving duties and this will form part of the weekly resourcing meeting.

The role will include the delivery of the following training development agenda:

Induction training.
Delivering Driver CPC (JAUPT) accredited training.
Coaching and briefing on operational activities and ongoing support.
Deploying a nationally consistent method of training/coaching of technical, driving and associated skills. This will include training/coaching of product developments of existing equipment or the introduction of new technologies.
Training/re-training/development of existing employees where required.
Up-skilling of existing drivers.
Appropriate training for casuals/agency staff in the operational activities they have been employed to undertake.
Appropriate training for Telemetry based ‘in cab’ technology.
In cab “peer to peer” mentoring and completion of the Driver Training Needs Analysis check list including de-brief (using all available technology) and the creation of individual Driver Development Plans.
Assessment of agency drivers to ensure that they have the skills to perform driving duties to the required standard.
Deployment of training/familiarisation on Minor Repairs in line with National agreements.
Coaches will perform mentoring only in vehicles applicable to their respective Professional Drivers Grade or licence held.


QUALIFICATION / ACCREDITATION OF ADVANCED DRIVER COACHES;

Given the range of tasks and the accredited nature of the job, the Advanced Driver Coach is considered a specialist role and before appointment applicants must achieve the following;

Progress through the formal selection process detailed below.
All coaches will receive training and must attain the Institute of Leadership and Management (ILM) certification. This is required by the Joint Approvals Unit for Periodic Training (JAUPT) Driver CPC accreditation.
Each coach will be fully trained by ROSPA (or equivalent) to an agreed standard to enable them to professionally carry out training needs analysis on our drivers. The coaches will themselves be trained in this field and hold a valid certificate of competence. This training will provide them with the skills required to observe and analyse drivers performance/behaviour, record their findings and complete a de-brief discussion.

Should an individual fail to attain the necessary accreditation at first attempt a second attempt will normally be allowed and targeted additional support provided. Exceptionally, at the discretion of the local manager a third and final attempt may be allowed where an independent assessment indicates that the third attempt would most likely be successful.

If an Advanced Driver Coach chooses to leave the business, other than through the progression of MTSF or related people’s processes, within two years of gaining the accreditation they will be required to repay the cost of the training on the following sliding scale:

0 to 6 months 100% of the cost
6 to 12 months 75% of the cost
12 to 18 months 50% of the cost
18 to 24 months 25% of the cost

For this purpose costs will be based on a single attempt

Individuals will be required to sign a contract indicating their agreement to the above.

In the circumstances of an existing driver coach failing to reach the required accreditation, the coach may remain in the coaching role performing a full range of coaching activities other than the delivery of CPC materials until there is a duty revision within the Unit, or when a suitable duty becomes available, and at which time they will revert to driving duties.

In communicating to the successful/unsuccessful candidates, robust feedback should be provided as to the reasons for success or failure.


SELECTION PROCESS

Advertisement/Application

All MGV Professional Drivers will be able to apply for these posts and applications will be objectively assessed by a two stage process as detailed below to establish which candidates are most suitable.

Exceptionally for the initial deployment of the new role at Regional Logistics Sites, in recognition of the skills, qualifications and experience attained, existing Driver Coaches will be prioritised within the selection process. Thereafter selection will be in line with the following process.

Self-assessment

Stage 1

Interested employees will complete a self-assessment form to help them decide whether they should apply formally, and if they do they will need to complete an application form

Stage 2

A suitably qualified Line Manager at each workplace will assess the formal applications and select the candidates to interview. All interviewed applicants will receive feedback from their Manager on the Recruitment Activity Performance Summary Form and they will be given the opportunity to complete a confidential questionnaire concerning the interview process. The Manager will also complete a section on the form stating the reason for selection or non selection.


Where there is a surplus of suitable candidates selection for the role of Advanced Driver Coach will be in seniority order. At larger units consideration will be given to the training and accreditation of additional candidates who would form a reserve pool. Reserves would provide cover as the workload demands, but would only receive the additional remuneration when performing the Advanced Driver Coach Role. Release from normal driving duties for this purpose will be agreed locally on an Ad Hoc basis.

Appeals against non selection

There is an appeal process against non-selection and all documentation concerning the selection will be made available prior to the appeal being held. (The process will follow appendix 3 of the Workplace Coach Agreement)
DRIVER TRAINING NEEDS ANALYSIS

The agreed deployment of the Advanced Driver Coach Role introduces in cab mentoring for MGV Professional Drivers. The purpose of this initiative is to maximise the opportunities for the development of individual skills and advances in driving techniques designed to maintain and improve driving skills and industry leading levels of performance and safety.

It is jointly recognised that this initiative brings an increased level of visibility, new to drivers which may appear daunting. Both parties are therefore committed to the creation of a non threatening environment where the role of the coach is clearly defined as supportive and the coaching session viewed as a joint activity. The peer to peer nature of the session is viewed as key to the development of this aim.

For clarity the coaching session is not a test and does not have pass/fail criteria. Coaches will accompany drivers on road trips, providing real time mentoring and advice on driving techniques and performance improvements. It is the aspiration that JAUPT accreditation for the Driver Training Needs Analysis will be sought to avail its inclusion as an element in the Driver CPC process.

Coaching sessions will typically be part of normal duty and will be scheduled within normal operational activities where practical to allow one to one mentoring while not interfering in day to day work plan. However an alternative duty / attendance can be considered with driver consent, where this would be more appropriate for coaching sessions. Coaches will be required to provide their opinion on any training needs and at the end of the coaching session, the driver and coach will have a debrief and draw up any development needs through the completion of a Training Needs Analysis form. Drivers will be given the opportunity to discuss fully the content of the form and record their views on any issues raised or on the coaching session in general.

The completed form will be utilised in the formulation of an individual development plan as necessary. The Driver Coach will submit a recommendation on any individual development plan to the Line Manager for concurrence. The driver will receive a copy of the completed TNA form and a copy will also be filed in the drivers records. The completed TNA may be used by the line manager at 1:1 sessions to aid discussion and further help create personal development and improvement plans

To ensure the consensual nature of the coaching session where either the driver or coach believe that issues of a personal nature may influence the outcome of the process, attempts will be made to make alternative arrangements for the coaching session.


EXCEPTIONAL PROCESS

Royal Mail and the CWU recognise that exceptional circumstances could arise where Advanced Driver Coaches identify potentially serious or dangerous driving behaviours during the course of a coaching session. To ensure that confidence in the process is maintained, the following process will apply in such circumstances. This process is designed to restore performance in a supportive and non-punitive manner.

Where Drivers Coaches identify a serious driving issue this will be highlighted to the driver at the time and advice and mentoring offered in real time to remedy the issue.

At the conclusion of the coaching session, where the Coach believes that the driving problem remains, the reasons will be fully discussed with the driver and entered by the Coach on the TNA form, this should include a recommendation for remedial action designed to restore performance. The driver will have the opportunity to record their comments on both the Coaches view and the proposed remedy.

A meeting will be arranged with the Line Manager, Driver Coach and the driver. At this meeting the driver may be accompanied by their union rep or a work colleague from within Royal Mail Group. The purpose of the meeting will be to agree a development action plan, which may include further Training initiatives carried out by the Driver Coach or the engagement of external training resources. The views of all parties will be fully considered in the formulation and agreement of the action plan.

Following a meeting where evidence suggests that the driver was driving in a grossly reckless or negligent manner, the line manager may consider a precautionary removal from driving until the deployment of the agreed action plan. This action should only be taken in exceptional circumstances in order to protect the safety of employees, other road users and the general public.

Full consideration will be given to the individual's earnings and attendance patterns during the period of removal from driving. Wherever possible, a non driving duty will be allocated with attendance hours similar to that of the duty the individual was previously performing. Professional drivers pay and assigned allowances will continue to be paid during the period of the removal.

Where the outcome of the review has recommended one or more training initiatives which may include where necessary the procurement of professional external training, these will be delivered as soon as possible and reinstatement to driving duties will be enacted once the action plan has been successfully completed / competency of the individual is assured.


REMUNERATION

In recognition of the skills, flexibility and commitment that Advanced Driver Coaches will be expected to demonstrate and maintain they will be eligible for payment of the Advanced Driver Coaches allowance, (£53.05 at the time of drafting this agreement).

Where an employee decides they do not wish to continue in their coaching role they should inform the manager immediately so that an appropriate replacement can be found. Any Advanced Driver Coach wishing to return to normal driving duties may be required to continue in the coaching role until a suitable replacement can be recruited and fully trained. On return to normal duties the Coaching allowance will cease.


All other remuneration will be appropriate to the applicable Professional Driver Grade. Where an Advanced Driver coach loses their driving licence, the terms of para 9.10 and 9.11 of the Professional Drivers Agreement will apply as appropriate.

Any question of interpretation, implementation or application of this agreement will be dealt with promptly through the I.R Framework and if unresolved referred to the respective Headquarters for resolution.









Euan McMurdo Terry Pullinger
Director Royal Mail Logistics Assistant Secretary
Royal Mail Group CWU


Date: 23 January 2015