PDA Mk 2 (Postal Digital Assistant) - Safe System Of Work & Roll Out:

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LTB130/16(a) PDA Mk 2 (Postal Digital Assistant) - Safe System Of Work & Roll Out

No. 130/16(a)

Ref: C22/16

Date: 3 March 2016

THIS LTB REPLACES LTB130/16 ISSUED 02/03/16



To: All Branches

Dear Colleagues

PDA Mk 2 (Postal Digital Assistant) - Safe System Of Work & Roll Out:

Introduction & Background

Postal Digital Assistants (PDAs) are hand-held computer devices used to scan barcodes, capture customer signatures and transmit data in ‘real time’ from the point of collection through to delivery.

In 2007, the Mk1 Postal Digital Assistants (PDAs) were distributed to the frontline workforce as part of a five-year Royal Mail investment programme.

The PDAs were developed to enable more flexible delivery for customers and better tracking. More than 76,000 hand-held devices are used throughout the business today. Electronic handheld computers are now a common part of the delivery process for packet, express, tracked and signed for products across the industry worldwide. The technology improves tracked and signature products for customers. PDAs provide;

An up-to-date professional tool for the job with satellite navigation, a mobile phone to contact the office, improved communication and greater front line support.
Customers with quicker and more accurate information on where their items are within the RM operation.
The business with additional revenue from a combination of new products and enhancements to existing services.
PDA Mk2 - Royal Mail selects Zebra Technologies TC75 devices

Royal Mail has chosen Zebra Technologies as the provider of its new PDA Mk2 following a supplier selection process led by BT. The provision of the 76,000 next-generation Zebra Technologies TC75 (PDA Mk2) devices is at the centre of a £130 million technology investment programme.

The PDA investment is aimed at transforming operational efficiency in the processing, delivery and collection services of Royal Mail and Parcelforce Worldwide. Roll-out of the devices is underway with 10 Pilot Offices first to receive the new Units. Royal Mail hopes that the PDA Mk2 will;

Improve customer service by providing sender and recipient with greater visibility on the journey of their parcels. The PDA Mk 2 will be used to scan all barcoded items from processing to delivery.
Deliver a better customer experience on the doorstep as a result of the larger HD screen with improved signature capture technology.
Increase operational productivity with faster scanning, extended 10-hour battery life and robust, lightweight units.Zebra Technologies was selected following a competitive process and extensive laboratory testing to ensure the suitability of the technology and robustness of the units (see attached testing report). The supplier selection and procurement process was led by BT on behalf of Royal Mail, and forms part of its managed service agreement with Royal Mail. BT will also provide on-going maintenance for the devices through its Field Force Automation service. The new PDAs and technology is aligned with Royal Mail’s investment in automated parcel sortation, which also involves scanning technology and is being rolled out to Mail Centres under agreements with the Union's Postal Department. The Terms of Reference for the PDA Mk2 roll out is as agreed by Royal Mail with Outdoor Assistant Secretary Bob Gibson’s department and the PEC.PDA Mk 2 Pilot Offices:
For your information the 10 pilot units for PDA Mk2's are:

Woodbridge DO

Bangor DO*

Altens DO

Edinburgh MC

Enfield DO

Docklands DO

Clifton DO (NG) (including Gotham SPDO)

Llandrindod Wells DO

Bath DO

Formby DO

*NOTE: (Bangor DO replaces: Ballymena DO including Carnlough SPDO and Cushendall SPDO)

PDA Mk2 Safe System of Work (SSoW)

Please find attached the SSoW for the new PDA Mk2. It is essentially the same as the SSoW for the PDA Mk1.

One minor change to highlight is that in the original PDA Mk1 SSoW it referred to turning Comms off at places which had restricted areas for mobile communications devices indicated such as Hospitals, Petrol Stations etc. The new PDA Mk2 does not have a Comms off facility so the new SSoW states as follows "Notices restricting or forbidding the use of radio frequency equipment or mobile phones in locations such as hospitals, MOD sites, filling stations etc. must be complied with at all times when using the PDA and if in doubt the PDA should be switched off. The device should be switched back on as soon possible outside of the restricted area."

The Safe System of Work (SSOW) key points are that; 1. Safety is the first priority 2. Follow the SSOW at all times 3. The SSOW supports training 4. Please ensure that you have read the SSoW.

SSoW Review and Monitoring

It has been agreed that the SSoW will be reviewed in 12 month’s-time and will be subject to ongoing monitoring as the new PDA Mk2 Device is rolled out to ensure that any feedback or issues from members and CWU Reps can be addressed and any necessary changes and adjustments made as required.

Attachments:

PDA Mk2 SSoW
PDA Mk2 Testing Report from BT
PDA Mk2 SSoW - Agreement to Review & Monitoring
Yours sincerely

Dave Joyce
National Health, Safety & Environment Officer