Resourcing agreement

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Communication Workers Union, 150 The Broadway, Wimbledon, London, SW19 1RX





Wednesday 11 November 2009 - 21:36



WEEKLY RESOURCING MEETINGS



See additional reading material - clarification of vacancies in DO's - http://www.cwunortheastdivision.org/Eff ... %20DOs.pdf" onclick="window.open(this.href);return false;



Weekly reports, click here http://www.cwunortheastdivision.org/Cou ... target.pdf" onclick="window.open(this.href);return false; to find a working example of a performance verses target weekly report. This information is produced by Royal Mail, and a copy should be provided to you prior to your weekly resource meeting as it provides much of the relevant information needed to be an effective part of the resource meeting.



Core Subjects to be discussed at weekly resourcing meetings;



Review last weeks arrangements



Were there any problems identified that affected the normal running of the Delivery Office (E.G. allocation of overtime?) If YES, what actions will be taken to prevent future problems?



Was any duty time lapsed? If so how much and what were the reasons?



Did the office run to budget?



Productivity 50 / 50 share scheme



Week after next arrangements



Anticipated traffic volumes (Any indicators of volumes being unexpectedly high or low!)



What is the expected Sick Absence, Annual or Special Leave and how will it be covered?



How will the Actual Working Duties be covered in your office?



Have all duties and leave reserves been covered for the week?



Is there an intention to lapse any duties if so why?



What are the proposed working arrangements?



What is the current office establishment E.G. FT, PT and Reserves?



What is the Current staff in post figures?



How many D2D contracts are expected (are there any weight on delivery issues)



Checklist for CWU Reps;-



Resourcing Meetings issues you should raise or be aware of;



Review last weeks arrangements (this should be in light of any operational difficulties so you can identify any problems and discuss solutions so if the scenario crops up again all parties know how the office will cope with it).



Identify any lapsed hours (This is to ensure that any savings identified can go forward to the 50 / 50 share scheme on savings)



Did the office perform against mails operation budget? (as above)



Have all duties and leave reserves been covered for the week?



What is the current office establishment (FT/PT/RES) (This is important information CWU Reps must be aware of so they can keep a check on the staffing base of their office on an ongoing basis).



Current staff actually in post. (Knowing this information allows you to identify current staff in post against establishment).



Have any requests been made by staff to change/swap duties (This information is important to our members especially with the flexibility part of the Pay and Modernisation agreement)



Ensure that duties and Over Time lists are displayed within the agreed parameters of when members / staff need to know in your office



Have Overtime levels and rest days been agreed?



Identify any new delivery points (Have they been entered in A Plus?) (This information is crucial especially where offices are going through a Geo-route revision)



Are there any new entrants or transferees starting that week? Will they need training?



Are there any duties that are currently vacant in the Unit? When will they be advertised (Refer to Resourcing Agreement for Vacancies)



How many door to door contracts for this operational week ? (May need to deal with weight on delivery issues requiring additional replenishment)



Is facility time required for the CWU Rep (If yes, is it covered? or how will it be covered?)



Are there any perceived resourcing issues for that week? E.G. Sick absence, annual leave, high traffic levels etc?



What are the proposed working arrangements?



Are there any walks going over 3.5 hours?



Are there any Seasonal Plans that you need to discuss EG Christmas Pressure, Summer Staffing etc?



Model Agreement / Template for Local Offices regarding Local Resourcing Meetings.



Royal Mail and the CWU recognise it has never been more important for us to engage at all levels in a positive Business/Union relationship. For Royal Mail to be truly successful both now, and in the future it is essential that we constantly strive to improve the way we work together at every level of the organisation.



Our joint commitment is to support and develop CWU Representatives and Managers so that strong local working relationships, built on mutual trust and respect, are embedded and maintained in every unit.



It is imperative that our local resourcing meetings happen every week. The purpose of these meetings will be to demonstrate our joint commitment to resolving local issues together and to find new and creative ways of responding to and beating the competitive challenge to be successful in the commercial world we now operate in.



It is important that our people recognise the value and importance of local resourcing meetings and, that they have confidence that CWU Representatives and Manager’s have the commitment to work well together to improve Industrial Relations for the benefit of everyone.



To make this happen we will ensure that the following takes place;-



Resourcing meetings must be scheduled every week

Meetings will have an agenda of agreed items for discussion (wherever possible involve people in the build up of the agenda).

Standard items such as;

Office performance (1st letter, 3.5 hour delivery span, Customer complaints, budget achievement / productivity).

People Management (traffic forecast / resourcing plan, overtime allocation and training needs).

Local business plan

Seasonal plans (Christmas / Summer staffing).

Improvement opportunities that exist in relation to the above.

Improvement ideas raised by employees that they cannot implement themselves

Look at the way your office or work area is performing from a business, union, people and customer point of view and think about how it can be improved taking all of the above aspects into account.

Discuss how you are going to approach day to day operational and seasonal planning issues.

Identify areas for discussion and take them forward into Joint Problem Solving and the normal negotiation process via the Industrial Relations Framework. (Remember the weekly Resourcing meeting is not the only time for negotiation. Any issues identified for negotiation must be diarised and discussions should be progressed through the negotiation process/IR Framework



It is however important that minor issues of individual grievances are not included in the agenda.

Outputs from the meetings should show clearly the topics discussed, actions agreed and who is responsible for taking actions.

Outputs should be jointly signed and displayed. If for any reason action points are delayed, updates must be provided to people.

You should seek every opportunity to provide people with an update of your discussions jointly through your weekly WTL sessions and, give our people the opportunity to input and become more involved.



Your involvement and commitment to ensuring we work together to identify and resolve local issues through the Resourcing Meeting will help to provide our people with opportunities to provide excellent customer service and maximise the benefits of success for everyone.