LTB 061/17 - TERMS OF REFERENCE BETWEEN ROYAL MAIL AND THE CWU COVERING THE INSTALLATION AND DEPLOYMENT OF A COMPACT LARGE LETTER & LETTER SORTER (CLLLS) AT EXETER MAIL CENTRE

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LTB 061/17 - TERMS OF REFERENCE BETWEEN ROYAL MAIL AND THE CWU COVERING THE INSTALLATION AND DEPLOYMENT OF A COMPACT LARGE LETTER & LETTER SORTER (CLLLS) AT EXETER MAIL CENTRE

No. 061/2017

31st January 2017



For the Immediate Attention of All:



Postal Branches

Divisional Representatives

Area Processing Representative

Area Delivery Representatives



TERMS OF REFERENCE BETWEEN ROYAL MAIL AND THE CWU COVERING THE INSTALLATION AND DEPLOYMENT OF A COMPACT LARGE LETTER & LETTER SORTER (CLLLS) AT EXETER MAIL CENTRE



Dear Colleagues

Branches are informed that in April 2015 a Proof of Concept Trial of a Compact Large Letter and Letter Sorting machine (CLLLS) took place at Exeter Mail Centre. The trial assessed the capabilities of the CLLLS machines to allow the introduction of Large Letter Automation at the Mail Centres that do not have a TOP2000 Large Letter sorter. The machine used during trial, which was limited to Large Letter traffic to Sidmouth Delivery Office, was borrowed from the supplier and removed from service at the conclusion of the trial.

On the basis of the outputs of the trial the business subsequently decided to purchase one CLLLS machine and informed the CWU in August 2016 that they wished to undertake Pilot activity, which would once again be at Exeter Mail Centre. Since August 2016 Discussions have been taking place with the business involving all Postal departments covering the Processing, Engineering and Delivery functions on a Terms of Reference for the Pilot, to ensure that the CWU is fully involved in all aspects of the activity and the necessary safeguards have been secured for our members at the affected sites.

We can inform you that those discussions have now concluded and the attached Terms of Reference have been agreed and endorsed by the Postal Executive to enable to the Pilot to take place.

Branches will note that the intention is to Walksort Large letters to Delivery Offices in the EX and TQ postcodes serviced by Exeter Mail area, which it is anticipated would drive efficiencies both in the Mail Centre and reduce indoor workload in the affected Delivery Offices.

The Pilot activity will allow consideration be given to a business case for the investment capital required to purchase and install CLLLS machines in the 9 other Mail Centres without a TOP2000 machine and an additional installation to replace the prototype TOP2000 machine at Wolverhampton.

Installation of the CLLLS machine commenced at Exeter Mail Centre at the start of January.

The Pilot activity will commence in April 2017 and will be overseen by a National Joint Steering Group (JSG) including PEC members representing each affected Postal department. Local activity in the respective functions will be led and coordinated by Royal Mail nominated leads for Processing and Delivery and the CWU Divisional and Territorial Engineering Representatives, who will report back to the JSG on a regular basis. Additional expertise can be utilised at the discretion of the National leads and the process will be supported as necessary by the Royal Mail and CWU Industrial Engineers.

Local managers and CWU IR, H&S and Engineering representative(s) will be fully involved in all aspects of the pilot. Appropriate release will be given to representatives in order for them to meaningfully prepare and participate.

Within the Mail Centre, volunteers will be sought to operate the machine during the pilot and full training will be given to all participating staff. Guarantees have been secured on earning levels for all affected staff for the duration of the pilot. The TOR also covers discussions on the migration of Large Letters for the EX/TQ areas which are currently processed at Bristol Mail Centre.

In Delivery, in order to understand the correct base data of the current traffic mix/volumes arriving into the EX/TQ Delivery Offices which have not been automated, a formal gate keeper process will be introduced over a minimum 2 week period prior to the Pilot activity commencing.

On commencing the Pilot the above processes will remain in place for a minimum of 4 weeks to enable a formal review to take place to understand whether there has been any reduction in workload for the Inward Primary Sorting (IPS). These reviews will be jointly signed off locally by the relevant DOM and CWU Representative to ensure that the workload associated with the CLLLS pilot is distinguished from day to day fluctuations.

In addition to this there will be no changes to the agreed AWD/SA establishment, or to duty start/ finish times at any of the Delivery Offices included in the pilot and any subsequent changes will be dependent on the outcome of the pilot and subject to further agreement.

Branches will also note that given the CWU policies in relation to National Strand talks, wording has been secured in regard to the trial outputs being assessed in relation to the claim for a Shorter Working Week (SWW) and to ensure that the outputs are reviewed against the outcome of the National Strand discussions on Future Pipeline Design, ensuring compliance with any future agreed pipeline/workplan and duty design.

Should the Pilot be considered a success, the details and timeline for any wider deployment of CLLLS machines will be the subject of further discussions and agreement at National level.

Any enquiries in relation to this LTB should be addressed to:

Deliveries: Bob Gibson’s Office, quoting reference 540.

Email address: outdoorsecretary@cwu.org

Or Processing: Davie Robertson, Assistant Secretary, quoting reference 715.15

Email Address: shayman@cwu.org

Yours sincerely



Davie Robertson Mark Baulch

Assistant Secretary Acting Assistant Secretary

Email Att

[General Mannerheim]

Sounds wonderful.