H & S and the shift manager

[drevil1969uk]

what chance do you have if the shift manager is bending the rules as much as anyone else? as far as i am aware there are four people to one bag drop frame yet last night despite there already being 6 people on a frame decided to include himself and make it seven!! we have a new sorting area in my mail centre and its already cluttered (good example as the mad rush at the end of the shift someone got hit last night!!)
I told my H and S rep who told me to go to the shift manager and ask him did he think it was safe to hjave so many people on the frame. Am i not entitled to expect my rep to do that.
Another problem is that alot of the staff on these frames are casuals so are oblivious to the rules, also out of 4 sorting frames 1 had the correct amount of staff(4) another had 5 another had 6 and the last 7!!! Ayone advise on what i can do?

[TrueBlueTerrier]

What your rep ay be doing is trying to get it sorted unofficially to save grief further down the line. As soo as he approached the managers with this then it becomes official. I can see where he is coming from, and perhaps if you have a friendly word with Shift Manager it may get sorted quicker.

However, if nothing happens than yes the Rep should take it on board and run with it. Don't forget though that the Reps position is voluntary and unpaid and its great if people can help out occasionally. Ps I am not a rep but I do try and help mine out where I can.

[brothermagrew]

what chance do you have if the shift manager is bending the rules as much as anyone else? as far as i am aware there are four people to one bag drop frame yet last night despite there already being 6 people on a frame decided to include himself and make it seven!! we have a new sorting area in my mail centre and its already cluttered (good example as the mad rush at the end of the shift someone got hit last night!!)
I told my H and S rep who told me to go to the shift manager and ask him did he think it was safe to hjave so many people on the frame. Am i not entitled to expect my rep to do that.
Another problem is that alot of the staff on these frames are casuals so are oblivious to the rules, also out of 4 sorting frames 1 had the correct amount of staff(4) another had 5 another had 6 and the last 7!!! Ayone advise on what i can do?

In a certain respect your health and safety rep is quite correct your first point of contact when raising legitimate health and safety concerns should be with your Shift Manager / Line Manager / DOM and any other type of manager not mentioned. If they in turn do not act on your legitimate concerns then your next approach should be to inform your health and safety rep of your concerns and for him to either informally (have a verbal conversation about the problem) or formally (give him it in writing) approach your Shift Manager.

Where no action has been taken then you could or the health and safety rep could then seek direct contact with the Area Health and Safety Rep and see if he can get things sorted. On the other hand you were perfectly entitled to raise your health and safety concerns with your health and safety rep.

I note that in your posting you have said that at the end of the shift someone got hit last night. Was this recorded as an accident at work via the ERICA reporting system and if not why not - a good question to raise with your Shift Manager at the next available WTLL session.

Were any individual is deeply concerned for their health and safety and that of their work colleagues there is nothing stopping you contacting the enforcing authorities directly alerting them to the problem. They may upon a complaint being raised pay a visit to the relevant workplace. Normally though things are usually done through the chain of command and sorted in house first.

Your health and safety rep should be making the casuals aware of just what exactly is the safe system of work for working on drop bag frames.

[baldrick]

Your health and safety rep should be making the casuals aware of just what exactly is the safe system of work for working on drop bag frames.[/b]

Brothermagrew, could you tell us if there are any written guidelines for safe systems of work on dbfs (and letter
sorting frames)?
I have always understood that there should not be more than 4 people to a dbf, and only one person on a letter
sorting frame. But increasingly managers do put more people on them, particularly during the 'headless chicken'
rush in the last hour before a final despatch. Apart from the casuals even a lot of the newer regular staff don't
seem to know that they shouldn't overcrowd a frame.
When this happens on a frame I'm working on, I usually walk away and find something else to do, but would like
to know if there is anything agreed that I could quote to managers.
As the H&S Officer is on a 8-4 attendance he is not there when this happens, nor are any of the Reps.

[brothermagrew]

Your health and safety rep should be making the casuals aware of just what exactly is the safe system of work for working on drop bag frames.[/b]

Brothermagrew, could you tell us if there are any written guidelines for safe systems of work on dbfs (and letter
sorting frames)?
I have always understood that there should not be more than 4 people to a dbf, and only one person on a letter
sorting frame. But increasingly managers do put more people on them, particularly during the 'headless chicken'
rush in the last hour before a final despatch. Apart from the casuals even a lot of the newer regular staff don't
seem to know that they shouldn't overcrowd a frame.
When this happens on a frame I'm working on, I usually walk away and find something else to do, but would like
to know if there is anything agreed that I could quote to managers.
As the H&S Officer is on a 8-4 attendance he is not there when this happens, nor are any of the Reps.

Brother baldrick you are quite correct I am also of the understanding that the safe system of work for DBF is a maximum of 4 persons only. There is a safe system of work out there somewhere and I am 99% sure that our National Health and Safety Officer Dave Joyce actually posted the one for DBF on the CWU website. It may be a long process or a longshot but you could go into the CWU website and read through all the relevant health and safety postings made by Dave Joyce I am sure you will eventually come across it.

Your other course of action is to ask your manager or get your health and safety rep to ask him to print off the relevant safe system of work via the RM Intranet. As far as I know all safe systems of work should be on the RM Intranet it's just a case of the manager finding it (if you can drag them away from reading their paper that is).

Hope at least my suggestions have helped

[pinstripe]

As far as I'm aware, the responsibility for H&S, while we have have H&S reps, actually rests with the duty manager, line manager, DOM, area manager, whatever. If the Health and Safety Executive were to pay a visit they wouldn't go straight to the canteen, they'd head straight to the managers office. It's his butt on the line, he should be sorting it out. If the rep does get involved then it should be made official, therefore if his recommendations are not considered there is a paper trail of evidence leading directly to the management for non-compliance with H&S regulations. As I said, the responsibility lies with management, they should be ensuring than these regulations are followed to the letter, although it will probably take a serious accident to get them to put down their coffee cups.

[brothermagrew]

Brother baldrick good news found the following for you.

DBF - MOVE database Description:
- The Drop Bag Fitting (DBF) is used to sort letter and packet mail directly into mail bags.
- Up to four people can work at a DBF.
- The DBF can be configured to provide a range of selections.
- The layout of a DBF should follow the traditional H pattern for configurations with more than 24 combinations.
- It is primarily used for packet sortation.

DBF SSoW - Removing Bags from Drop Bag Fittings (DBF)
This safe system of work must be followed at all times. Any problems should be reported to your line manager immediately.
It is the legal responsibility of every employee at work:
• to take reasonable care for the health and safety of themselves and others who may be affected by their acts or omissions
• to report defective or faulty equipment immediately.
MIPP Core Standards
The following MIPP Core standards apply to this safe system of work:
• Weight - The maximum weight of: o Bags is 11 kg.
• Restraint - All loads in containers or bags going into the national network must be properly restrained using the appropriate system. Local
conditions may dictate that restraint is necessary within the site.
• Condition - The condition of bags must be safe including all D-Rings intact, unsoiled by substances hazardous to health, without holes large
enough to lose contents and hazardous loose ends. Any non-mail items must be removed from any container or bag.
Planning a DBF Layout
• Position selections in line with priorities of sortation design as per the diagram which takes account of long distance to DBFs and position of
sorters.
• Bags in these positions should be kept below 11kg and cleared down before they become over 11kg.
• Ensure regular and frequent checks of drop bag fittings to maintain bag weight standards.
• Establish local average mix of mail to determine typical fill capacities to meet weight standards and advise staff.
• Use MIPP (Managing the Integrated Pipeline) to analyse and review the operation and target specific problem bags identified.
• DO NOT use central corner bags on drop fittings if operationally possible.

RECOMMENDED SORTATION PLAN FOR 46 SELECTION DBF
4 3 3 4
4 3 3 4
2 4 1 1 1 1 1 1 4 2
2 5 3 3 3 3 3 3 5 2
2 4 1 1 1 1 1 1 4 2
4 3 3 4
4 3 3 4

Selection Priority
1 heaviest selection to 4 lightest selection. 5 If operationally possible do not use. If used, clear frequently
General - Clearing Bags
• Inform your manager of any medical condition which may affect your ability to perform your work, or if you are pregnant.
• Ask for help if a bag seems too heavy.
• Break down excessive loads to the standard maximum weight.
• Wear sensible shoes which will protect your feet.
• Make sure your path is clear before you lift or carry a load.
• Test the bag weight - you should be able to lift the bag with one hand.
• Remove bag from fitting by releasing one hook at a time.
• Pull the bag from under the drop bag fitting, taking care to avoid excessive bending, twisting or straining - if you require assistance, ask for it.
• Split the contents of heavy bags into two bags until you are able, comfortably, to lift them.

To tie the bags:
• Gather the material at the neck and wrap the tie and label around it.
• Thread the tail of the tie through the securing clasp and pull tight.
• Take the long tail and wrap or weave it into the band formed by the tie to prevent it sticking out, or cut the end off tight to the securing clasp.
• DO NOT leave bags lying where they are a hazard to others. Store them safely. Note If the middle sections of the drop bag fitting have
consistently heavier bags than the more easily accessible outer ones, inform your manager - changes in selection position may be necessary.

Report any defects in the drop bag fitting to your manager eg:
• Sharp, jagged, or pointed hazards.
• Anything which prevents proper movement of bags.
• Temporary or amateur repairs.
• Broken welds.
• Excessive corrosion.
• Damaged or missing wheels (if fitted).
• Poor brake operation (if fitted).

Ask your manager to look on the MOVE database.

Safe Systems of Work:
Royal Mail has developed a set of SSOW's which provide minimum standards and it is RM policy that it is essential that everyone on delivery knows and follows the SSOW's. Managers are under instruction to make sure DO staff are aware of the SSOW Manual, they must read it and make sure they know how to do their job safely including the provision of any necessary information, instruction, training and supervision where necessary.

For all interested parties attention - see CWU website Letters to Branches - LTB 493/06 Drop Bag Fitting (DBF).

[baldrick]

Thanks for that brothermagrew.

[DGP1]

Bags in these positions should be kept below 11kg and cleared down before they become over 11kg.

How are you supposed to know because there are no scales attached to the frames??

[andy2007]

Bags in these positions should be kept below 11kg and cleared down before they become over 11kg.

How are you supposed to know because there are no scales attached to the frames??

I'm not sure how things work where you are, but whenever bags arrive at the Segs in an RDC, we can usually tell by looking if it is likley to be overweight. Obviously, it's only an educated guess, but whenever we are in doubt, or if we are sure it's overweight, we have scales to double check (before splitting the bag if necessary). So long as you aim for them to be a bit below 11Kg, you should be ok.

Do you have a good enough view of the bags in the frames to do this. If not, something should be done, as overwieght bags can cause injuries.

Basically, any bag which doesn't look like it contains bulky items, and looks over 1/3 full is often (but not always) overweight.

[brothermagrew]

As far as I'm aware, the responsibility for H&S, while we have have H&S reps, actually rests with the duty manager, line manager, DOM, area manager, whatever. If the Health and Safety Executive were to pay a visit they wouldn't go straight to the canteen, they'd head straight to the managers office. It's his butt on the line, he should be sorting it out. If the rep does get involved then it should be made official, therefore if his recommendations are not considered there is a paper trail of evidence leading directly to the management for non-compliance with H&S regulations. As I said, the responsibility lies with management, they should be ensuring than these regulations are followed to the letter, although it will probably take a serious accident to get them to put down their coffee cups.

Brother pinstripe you are most certainly correct the responsibility as you so eloquently say for health and safety lies primarily with the management. They after all are responsible for the health and safety well being of all their members of staff. I quite agree with you and as a CWU health and safety rep myself when I have dealings with management (i.e. raising legitimate health and safety concerns) then I use the informal route ( I will tell them verbally at the time) and immediately following that hand them it in writing as well (formal route) down in good old black and white (the paper trail). The formal route is always the best as they can deny you having said to them verbally about a health and safety problem (normally on the lines of "I can't ever recall you having raised that particular health and safety concern with me".)