New Electronic Walk Risk Assessment Platform (WRAP):

[TrueBlueTerrier]

No. 449/10
Ref C12
Date: 24 May 2010


o: All Postal Branches

Dear Colleagues

New Electronic Walk Risk Assessment Platform (WRAP):

Introduction:
In line with the attached nationally agreed 'Joint Statement' the new Electronic Walk Risk Assessment Platform (WRAP) Health and Safety Standard incorporating the new Walk Risk Assessments and Walk Logs was officially launched on Friday 21 May. The introduction of the new Walk Risk Assessment Platform (WRAP)
will enables Royal Mail Letters to ensure that all significant hazards on walks are identified and controls are deployed.

CWU Conference Policies:
CWU Conference has debated and carried a number of health and safety motions in relation to health and safety on delivery in recent years, calling for an improved WPQ1/WPQ2 Delivery Risk Assessment process, an improved Dog Attack Risk Control Process and a new simplified Pouch Weights Agreement.

A family of new agreed Safety Standard processes are being introduced within the new WRAP system which it is hoped achieves conference policies and improves safety standards all round  

WRAP 'Ring-Binder' Manuals:
New WRAP ring-binder manuals are being issued to all Collections & Delivery Managers. The Manual contains a substantial amount of information in sections, summarised as follows:-
WRAP User Guide.
WRAP Walk Risk Assessment Process, Collection and Delivery Guide to Walk Risk Assessment - Flow Chart including weekly, monthly, quarterly, 6 Monthly and ongoing Risk Assessment processes which includes regular and period checks, updates and risk assessment reviews.
WRAP Training Information - covering common walk hazards - Dogs, Low Level Letter Boxes, Sharps, Hills, Slips and Trips, uneven foot paths, raised slabs or steps, Overweight Pouches/Lifting and Handling risks.

The three new Royal Mail Letters Health & Safety Standards and Appendixes:-
SMS2A1 - Walk Risk Assessment and Walk Log Standard (Delivery) and Walk Log Guidance (Appendix 1) and Walk Risk Assessment Controls (Appendix 2).
SMS2A2 - Control of Pouch Weights and Daily Managerial Compliance Check Sheet (Pouch & HCT) Appendix 1
SMS2A3 - 'Control of Dog Attack Risks (Delivery)' and the Dog Risk Assessment Control Matrix (Appendix 1) now come in to force. Along with comes the Framework to support Management System (SMS) procedure for reporting Dog Bites/Averted Attacks To Police and Dog Wardens. There is a Dog Attacks and Averted Dog Attack Log Sheet, a Dog Attack Report Form, a Police Dog Attack Report Form, a Standard Letter to Police Reporting A Dog Attack, A 'Dogs On Your Walk' staff guidance leaflet, "Post It Peg" Anti-Dog Bite Letter Box Tool Ordering details and a package of 7 different standard Dog Hazard, Delivery Suspension, Delivery Reinstatement letters and guidance on Universal Service Obligation Exemptions' in case of delivery suspension caused by a Dog Hazard.
Work Time Listening & Learning Briefs:-
'Check-Walk-Talk',
'Your Safety Always Comers First',
'Know Your Weights', 'Dog Attacks',
'Hazard Awareness'.

Posters.
Hazard Supplementary Information:- How to Mark Dog Address Mail "D", How to order Stickers, Hazard Packs, Hazard Pads, Post It Pegs etc.
Hazard Card Holder & Hazard Cards
2 DVDs

Overview and Compliance with the Management of Health & Safety at Work Regulations

The new Health and Safety Standards are mandatory Standard which apply to all Royal Mail Letters delivery operations to ensure that the legal ‘suitable and sufficient’ risk assessments required by the Management of Health & Safety at Work Regulations have been completed, and that controls have been identified and deployed to manage the risks to delivery staff whilst on their delivery routes.

Primary Hazard Identification
Every staff member carrying out delivery duties has a legal duty to co-operate with risk control measures put in place to ensure his/her safety. Staff must complete and keep up-to-date the appropriate form (WPQ1, WPQ2 Delivery / Driver Questionnaires) for their delivery walk or route from the office. The delivery officer/driver will ensure that accurate information is provided towards minimising the risks to both the regular ‘walk’ owner and to those covering the ‘walk’ on a temporary basis. It is a requirement that delivery staff familiarise themselves with the hazards and risk associated with their walk, and adhere to the specified controls. WTL&L Briefings will to be given to all relevant staff by their local line manager (usually the Delivery Office Manager), on how to complete the forms and the resultant risks and controls in order to meet the Health and Safety At Work Act requirement to provide adequate health and safety information, instruction, training and supervision.

Hazard Card
A new hand held Hazard Card will be introduced for use on Walks, this fits neatly into the new uniform trouser pocket and enables new and existing Hazards to be listed and actioned

Risk Assessments
The Delivery Office Manager (DOM) will ensure that risk levels are assessed and actions to control the risks identified and implemented. Examples could include areas of high crime and violence, and higher risk road routes. The DOM will ensure that hazards and controls are adequately detailed. Generic issues will be identified, together with the risks and required controls. Specific local controls will be specified. In cases of high or unusual risks being identified, it is anticipated that a visit to the hazard location by a line manager will be required to review and assess the situation.

Walk Logs
The DOM will ensure that there is a hard copy walk log available for every ‘walk’/route from the office,  showing all hazards for the walk, as well as up to date operational information. Walk Logs should be placed on or directly adjacent to each individual preparation sorting frame, although offices may centralise them providing there is ready access for delivery staff. Delivery staff will check and amend their walk logs as required. As a minimum, every three months the Delivery Office Manager will ensure that the walk logs for the Office have been formally updated with any amendments. Delivery Office Managers may make use of any computerised system for recording all delivery points to link in individual walks hazard and control information. However, provision of accessible hard copy walk logs will still be a requirement.

Monitoring Quality and Consistency within the WRAP process:
The DOM will ensure that the quality and consistency of the information provided in the WPQ1s and WPQ2s is adequate, by regular review of the information provided. This will typically involve checking through a selection of the documents each week, prioritized on the higher risk and more complex walks, so that all of the forms for the Office have been checked over a six-month period. Under circumstances where the Manager has reason to question the completion of any particular WPQ1s and 2s, the Manager may take a number of actions, including:
- Increased checks on specific walks, possibly as part of other supervisory activities
- Individual coaching and follow-up
- Use other staff to supplement or support on specific walks
- Additional training in the office, followed by staff re-visiting their questionnaires.

The Delivery Sector Manager will routinely sample walk risk assessments and confirm implementation of the identified controls, for the offices within their sector, to ensure that they have been completed and deployed to the required standard. Specific attention should be given to the findings on the WPQ3 forms. The Delivery Sector Manager will provide feedback and coaching to the Delivery Office Manager based on their findings.
The regional safety team will provide advice to local line managers on conducting the monitoring process, and any follow-up activities.

Review Requirements:
The Delivery Office Manager will ensure that risk assessments (and related controls) are reviewed:
- At least annually
- Following a change of Unit Manager or introduction of a new process / equipment
- If an improvement opportunity is identified, such as from an accident investigation.

The Delivery Office Manager will ensure that the documentation is signed and dated to confirm the completion of the review. A signature would still be required even where no changes have occurred.

Training
The Head of Safety (Training, Communications and Behaviour) will ensure that appropriate knowledge and skills packages are maintained to deliver the necessary staff safety training for compliance with the health and safety Standards. Delivery Sector Managers will ensure that Delivery Office Managers are trained and coached to deliver the walk risk assessment and walk log requirements, and Delivery Office Managers will ensure that their delivery staff are similarly trained in their responsibilities.

Auditing
The Head of Safety (Safety Management Systems) will maintain audit programmes to monitor compliance with the delivery health and safety Standards.

Pouch Weights
Royal Mail and the CWU have reached agreement for the national introduction of a new simplified pouch weight safety standard which will be rolled out across the country as part of WRAP. A new system of a 16Kg maximum first pouch followed by 11kg maximum weight for all subsequent pouches replaces the old sliding scale 'Pouch Weight Matrix' of 16k, 16k, 12k, 10k, 10k, 8k etc which was difficult to manage and regularly breached. The new Pouch Weights along with much improved compliance and auditing processes will reduce the risk of injury to Delivery Staff. This has been Conference Policy for years and I'm pleased we've at last got there. Along with the new Pouch Weights Health and Safety Standard SMS2A2, a new compliance process of pouch weight sampling checks, record sheets and auditing is being introduced. Apart from the new 16Kg/11Kg standard each Delivery Round must be subjected to a Walk Risk Assessment under the  WRAP system. Where there's steep terrain encountered or lots of stairs, pouch weights can be reduced to manage the musculoskeletal injury risks to 8Kg or 5Kg. Reductions can also be made due to an individual's capability following risk assessment. Also the 16Kg pouch doesn't have to be the first one on the walk if the risk assessment recommends otherwise. A full detailed report has been issued in a separate Letters to Branches.

Dogs Attacks
A completely new Health and Safety Standard is being introduced to replace the old Dog Attack Policy. Health and Safety Standard SMS2A3 'Control of Dog Attack Risks (Delivery)' and the Dog Risk Assessment Control Matrix (Appendix 1) now come in to force. Along with comes the Framework to support Management System (SMS) procedure for reporting Dog Bites/Averted Attacks To Police and Dog Wardens. There is a Dog Attacks and Averted Dog Attack Log Sheet, a Dog Attack Report Form, a Police Dog Attack Report Form, a Standard Letter to Police Reporting A Dog Attack, A 'Dogs On Your Walk' staff guidance leaflet, "Post It Peg" Anti-Dog Bite Letter Box Tool Ordering details and a package of 7 different standard Dog Hazard, Delivery Suspension, Delivery Reinstatement letters and guidance on Universal Service Obligation Exemptions' in case of delivery suspension caused by a Dog Hazard. There is also a supporting Dog Attacks DVD featuring Postman Paul Coleman. A full detailed report has been issued in a separate Letters to Branches.

Consultation and Involvement of CWU Area Safety Representatives
The attached 'Joint Statement' details the full involvement of CWU Area Safety Representatives. It states clearly the role of ASRs. Together Managers and Trade Unions Safety Reps and collection and delivery staff will ensure Involvement of all parties to identify joint solutions to problems and develop a positive health and safety culture where risks are managed safely. This way we can be sure that what we have proposed to do will work in practice and will have a positive impact on the Walk Risk Assessment process for our members. Review walk risk assessments locally, jointly and update as necessary. Reviewing the new process to consider improvements jointly and nationally. Managers will work with their staff and with union safety and delivery representatives to implement the revised WRA Standard using WRAP and the new materials supplied. Staff will also work with managers and union safety, collection and delivery representatives to apply the standards and to update existing WPQ’s. The Joint Statement concludes that it is crucial that Royal Mail, CWU and Unite/CMA continue to work together to make the range of new measures work in practice, locally and nationally, reviewing them as necessary, to protect any of our people/members when conducting delivery walks and collections. In particular we will encourage and provide support to our members to enable them to identify significant hazards so that they may be evaluated, controlled effectively. Promoting and ensuring safe working methods and practices and a positive safety culture jointly is key to the success of this initiative.

Area Safety Representatives National Briefing and Launch Event.
This has been agreed with Royal Mail Letters and will take place on Friday 18th June 10am to 3pm with as 'Briefing Pack' issued to all ASRs in attendance. The Venue is as follows:
Chesford Grange Hotel
Kenilworth,
Nr Warwick,
CV8 2LD
Tel: 01926 859331
Directions From the south
Leave the M40 at Junction 15. Follow the A46 towards Coventry and take the slip road signposted Kenilworth and Leamington Spa (A452). At the roundabout, take the right exit signposted Leamington Spa. Continue for 400 yards and follow the signs to the hotel.

Directions From the north
At Junction 21 of the M1, follow the M69 towards Coventry and join the A45. Take the first junction off and join the A46 towards Warwick. Take the slip road signposted A452. At the roundabout, take the first exit signposted Leamington Spa and follow the signs to the hotel.

A separate Letters to Branches will be issued seeking nominations for 60 ASRs from the 10 CWU Regions.

This new system offers a great opportunity to improve health and safety standards on delivery.
  
Yours Sincerely

Dave Joyce
National Health, Safety & Environment Officer

[TrueBlueTerrier]

Royal Mail, CWU and Unite/CMA joint statement on the revitalised
Walk Risk Assessment materials
Royal Mail, CWU and Unite/CMA value our people/members, and view their personal safety as paramount. We believe that people have the right to undertake their duties with the full knowledge of the types of hazards that they may come across on their delivery and collections and the measures that may be used to control these hazards. Whilst our people are expected to take all reasonable steps to maintain the security of mail, we do not expect them to compromise their personal safety in any way.
Our people have and will continue to be involved with the review process and we fully support the deployment of the new WRA materials. Stronger employee involvement means better awareness and control of common workplace risks such as slips and trips, control of weight and manual handling risks and dangerous animals. These changes have been made due in the main to feedback from:

dangerous dog joint working groups;

WRA trials;

Feedback on significant hazards;

pouch weight revisions agreement
The main two changes in the revision are:

the introduction of the new Walk Risk Assessment Platform (WRAP) which enables us to ensure that all significant hazards on walks are identified and controls are deployed by our people and;

the introduction of a new hand held Hazard Card for use on Walks, this fits neatly into the new uniform trouser pocket and enables new and existing Hazards to be listed and actioned
What does this mean to our people?
Together Managers and Trade Unions Safety Reps and our collection and delivery staff will ensure:

involvement of all parties to identify joint solutions to problems and develop a positive health and safety culture where risks are managed safely. This way we can be sure that what we have proposed to do will work in practice and will have a positive impact on the WRA process for our people;

review walk risk assessments locally, jointly and update as necessary and;

reviewing the new process to consider improvements jointly and nationally.
For Managers:

work with their collection and delivery staff and with union safety and delivery representatives to implement the revised WRA Standard using WRAP and the new materials supplied;

the task is to complete all walks within the defined timescale
Our collection and Delivery Staff:

work with managers and union safety, collection and delivery representatives to apply the standards and to update existing Workplace Questionnaires (WPQ’s);

use the specified controls, including the Hazard Card holder to inform us of any changes to hazards on walks
It is crucial that Royal Mail, CWU and Unite/CMA continue to work together to make the range of new measures work in practice, locally and nationally, reviewing them as necessary, to protect all of our people/members when conducting delivery walks and collections. In particular we will encourage and provide support to our people to enable them to identify significant hazards so that they may be evaluated and controlled effectively. Promoting and ensuring safe working methods and practices and a positive safety culture jointly is key to the success of this initiative.
Norman Smith Dave Joyce Brian Scott
Safety Director National Health, Safety Assistant National
Royal Mail Letters & Environment Officer Secretary

JOINTS~1 (2).pdf

[viking]

Ive just read through this document "Electronic walk risk Assesment" and am missing any mention of the "health" side of things. All that seems to be talked about is the Safety of the walks .Did no one think to bring up the subject of the delivery spans being too unreasonable ,even worse unspecified, as agreed by the union. Is there anyone from delivery involved in these talks as im sure that they would surely remember the trials that were put in place several years back to see if a 4hr delivery span was acceptable. These trials highlighted the concerns for the delivery person having to walk around in such conditions , and proving that this WAS INFACT totally unacceptable. So what has happened, are we all just to knacker ourselves in the line of duty just so RM can make even more profit on "ever decreasing mail volumes.".. their words not mine! Yeah right. If there is a Health and Safety Rep on here who is also a Postie, could you please tell the rest of why this is being allowed to go on!

[motherhubbard]

Ive just read through this document "Electronic walk risk Assesment" and am missing any mention of the "health" side of things. All that seems to be talked about is the Safety of the walks .Did no one think to bring up the subject of the delivery spans being too unreasonable ,even worse unspecified, as agreed by the union. Is there anyone from delivery involved in these talks as im sure that they would surely remember the trials that were put in place several years back to see if a 4hr delivery span was acceptable. These trials highlighted the concerns for the delivery person having to walk around in such conditions , and proving that this WAS INFACT totally unacceptable. So what has happened, are we all just to knacker ourselves in the line of duty just so RM can make even more profit on "ever decreasing mail volumes.".. their words not mine! Yeah right. If there is a Health and Safety Rep on here who is also a Postie, could you please tell the rest of why this is being allowed to go on!

Because "trials" have shown that delivery spans can be extended if the weight is taken off the shoulder.
That's why park and loop and HCT's are being brought in.
Don't ask me who did the trials or where the results are.

[General Mannerheim]

Ive just read through this document "Electronic walk risk Assesment" and am missing any mention of the "health" side of things. All that seems to be talked about is the Safety of the walks .Did no one think to bring up the subject of the delivery spans being too unreasonable ,even worse unspecified, as agreed by the union. Is there anyone from delivery involved in these talks as im sure that they would surely remember the trials that were put in place several years back to see if a 4hr delivery span was acceptable. These trials highlighted the concerns for the delivery person having to walk around in such conditions , and proving that this WAS INFACT totally unacceptable. So what has happened, are we all just to knacker ourselves in the line of duty just so RM can make even more profit on "ever decreasing mail volumes.".. their words not mine! Yeah right. If there is a Health and Safety Rep on here who is also a Postie, could you please tell the rest of why this is being allowed to go on!

Because "trials" have shown that delivery spans can be extended if the weight is taken off the shoulder.
That's why park and loop and HCT's are being brought in.
Don't ask me who did the trials or where the results are.

The trials where done by an elite band of The Spanish Inquisition and the three wise monkeys and the results are currently 5 fathoms down Billy Hayes bog.

[robinhood]

Because "trials" have shown that delivery spans can be extended if the weight is taken off the shoulder.
That's why park and loop and HCT's are being brought in.
Don't ask me who did the trials or where the results are.

if you use different delivery methods ie trolleys, hct, park loop this actually makes your present delivery span longer,if the aim is to take weight off the shoulder???

[lewesspudgun]

(WRAP), having been involved with updating the "new (WRAP) walk logs in my office. I found that the majority of information asked for,seemed solely for "setting in the walk".which in the past has been achieved with training and experience. There is a lot of useful information in the (WRAP). In theory any one can now arrive at your office and set the walk in and take it out, without actually talking to any body else. Sadly having been given 9 days to do the work,4 of them were spent covering deliveries.will they ever get finished ?.