Parcelforce IT Capability Agreement

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Letter to Branches




No: 681/11
Ref: 112
Date: 4th August 2011

To All Postal Branches With Parcelforce Members
To All Regional Organisers
To All Parcelforce Representatives





Dear Colleague

Parcelforce IT Capability Agreement

Branches and representatives will be aware that the 2010 Parcelforce Pay Agreement carried the commitment to a Progressive Agenda of issues and the development of IT Capability.

Earlier in the year LTB 138/11 reported the agreement that had been reached with regard to the use of Parcelforce CN3 Hand Held Scanners and discussions have continued with the business in regard to how we will approach developing the kit’s further capability in the interest of new products and services in a manner that ensures full CWU involvement.

An agreement which was endorsed by the Postal Executive at its meeting on the 3rd August has now been reached with the business in this regard and is attached for the your information.

Branches and representatives are requested to ensure that our members are made aware of the contents of this LTB.

Any enquiries in relation to this LTB should be addressed to Terry Pullinger, Assistant Secretary, email dwyatt@cwu.org, quoting reference 112.

Yours sincerely




Terry Pullinger
Assistant Secretary



TERMS OF REFERENCE BETWEEN PARCELFORCE WORLDWIDE AND THE CWU COVERING IT CAPABILITY DEVELOPMENT


Background

The Table of Success process has established a structure that strengthens the partnership approach and involves the CWU in the widest set of business issues. The Working Group design supports the commitment to integrate the interests of all parties and compliment the mutual interest based culture.

Following the recent new handheld technology ‘Intermec CN3’ agreement and its new capability being developed within Parcelforce Worldwide, and consistent with other TofS Group activity to consider, research, analyse and develop all aspects of both current and new products and services, it has been agreed to set up a new working group to support the development of further IT capability by working closely with the project governance team.

Against that backdrop these terms of reference have been agreed to ensure that the scope of the new TofS Working Group may be professionally administered in regard to the development of new IT capability and potential new product offerings.

The Strategy

Deploy richer functionality to the benefit of our customers and will enhance the competitiveness of the business

To improve IT efficiency and costs proportionately per parcel

To expand the reach and growth capability of our systems to enable development of new products and services

To enable greater responsiveness and the seamless introduction of new products and services, thereby reducing the risk and costs associated with such activity

To improve the reliability of our systems


New Capability

The Intermec CN3 agreement introduced four additional enhancements, these being:

1) Geo-coordinates (longitude and latitude position) - which will be recorded against a scanned event, i.e. delivery point, this information will be used to support customer service when disputing a claim but more commonly used in the event of a lost or stolen device where geo-coordinates can determine the last known location of the device for asset recovery.

2) Sat-Nav – A stand alone software package that can be used in conjunction with an ad-hoc collection / delivery, that is routed to a CN3 from front end systems i.e. Delivery Connect to assist the C&D driver to navigate to the required address. A SSOW will be developed and communicated.

3) Imager – This has been introduced with the aim of reducing claims, the imager can only be used against specific scan type events and images are only available to view in Delivery connect; no other backend systems will populate this information.

4) Phone Book – The CN3 device has a built in mobile phone which is set up to allow out going calls only to specific numbers i.e. Emergency services, Royal Mail Breakdown Control, Local Depot.

Further investment has been secured which will further enable new capabilities and enhancements to service to be considered and fully explored. The investment would support up to 10,000 users of the kit and enable device management, i.e. repair and upgrades to devices without the need to return them to the warehouse. It also provides security lockdown for lost or stolen devices.

Improvements will also be developed in regard to indoor scanning with the investment of 1000 new finger scanners (20% more than current) which are smaller and communicate wirelessly. The system also allows for more precise containerisation capability and improved security.

Other potential capability to be considered is the ability for SMS text messages/memo’s enabling enhanced customer requirements in regard to delivery arrangements.

Terms of Reference

The IT Development TofS Working Group will be responsible for supporting the development of this project and will provide regular joint reports to the TofS National Strategy Group and for ensuring that the project moves forward in line with the current project plan and in the spirit and intent of the Table of Success Agreement. This will be achieved by CWU appointing a lead, who will be a member of the PFW Project Steering Group and who will be in a better position to brief along with the managerial lead of the TOS Working Group. The respective leads will be able to direct product innovation and improvement within the TOS working group to facilitate recommendations to the National Strategy Group to jointly deliver beneficial changes whilst ensuring appropriate engagement. The whole purpose of this exercise is to create a culture within the TOS group of working together with the project team to make recommendations that deliver solutions on time, meeting the needs of the business and our people.

Core Terms of Reference Principles

To identify the scope and issues to be covered in future Working Group meetings, and co-opt people with the relevant expertise or particular interest as necessary

To identify information requirements to assist in considering any issues and creation of proposed solutions

To develop mutual understanding of the issues under consideration and their potential impact, highlight any new issues requiring clarification or further work and to identify solutions that are both commercially and operationally viable.

Where appropriate to organise ongoing joint activity or communication of subjects under discussion.

To identify any issues requiring advice, communication or formal consultation/negotiation and refer these to respective headquarters for consideration and action. Ideally to propose and recommend a solution that meets the business and employee needs

To take short notes of all meetings, to assist for future discussion or sharing information.

Where any trial activity is required prior to implementation then the following will apply:

The CWU lead will identify and appoint relevant CWU resource to support any trial. This CWU resource will be fully involved in all aspects of the trial, including the production of a joint weekly report to the TofS Working Group. It is agreed that adequate facility/release time will be provided for the CWU representative(s) so as to ensure meaningful involvement.

The objectives of the trial will be clearly outlined including the exit criteria for completion of the trial

The duration of the trial will be clearly understood, with commitment to work to the project plan timescales, where this is not achievable every effort will be made to work with the project team to minimise the impact to the overall plan.

The arrangements and approach in each depot must ensure that there is no impact on the depots core operation.

The trial must and should not adversely affect the local ‘First Time Delivery’ bonus scheme.

The trial will be formally reviewed by the TofS Working Group against the exit criteria already established, who will give a trial experience presentation to the National Strategy Group. This will also include any recommended requirement for operating agreements to support implementation.

Where the development of any aspect of this new capability is considered a success, it is agreed that operating agreements will be concluded between Parcelforce Worldwide and the CWU, prior to any further roll out of the capability.





Any questions of interpretation, implementation or application of this agreement shall be referred to the respective headquarters for resolution.







Adele Henderson Terry Pullinger
Operations Director Assistant Secretary
Parcelforce Worldwide CWU


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