(PDA) Safe System Of Work (SSOW):

[POSTMAN]

No. 1002/09
Ref C12
Date: 11 November 2009


To: All Branches

Dear Colleagues


Postal Digital Assistant (PDA), Handheld Intermec (CN3) Scanner, Mobile Phone and Satellite Navigation System - Safe System Of Work (SSOW):


The Intermec CN3 PDA is a handheld, all-in-one mobile phone, satellite navigation system and barcode scanner which can capture signatures.

It sends barcode and signature information instantly from the doorstep so it can be uploaded to the 'Track & Trace' section of Royal Mail website.

This means that customers can follow the progress of their 'Special Delivery', 'Recorded Signed-For', 'Royal Mail Tracked' or 'International' Letters and Packets online.

The use of PDAs is designed to be more efficient and save time and equip Royal Mail with the latest up-to-date technology when compared with competitors enabling the provision of quicker information. (TNT and DHL already use similar devices and technology).

Royal Mail has issued all Delivery Drivers with PDAs after successful field trials were concluded at the end of last year. After a number of glitches were ironed out and design changes made the "Intermec CN3" PDA all-in-one mobile phone, satellite navigation system and item tracker that scans barcodes and captures signatures electronically was chosen for Royal Mail's 27,000 CWU grade drivers.

Trials of the equipment found that the PDA was too bulky for Delivery Staff other than Drivers to carry round and therefore the PDAs will not be given to those who deliver by foot, cycle or high capacity trolleys. When smaller models are available Royal Mail will reassess the kit and decide if PDAs are appropriate for those forms of delivery at a future date.

Other concerns from the trial included buttons being too sensitive and signatures difficult to read. This led to modifications to enlarge the signature box and a keypad lock being added. The software was also updated to make barcode scanning more easier and efficient.

General feedback from members involved in the Trials was positive in that it was easier than filling out the current paperwork.

Text Messages can be sent to Delivery Drivers so they do not have to answer immediately and can wait until they can safely stop the vehicle and read messages and use the device safely and also not be in breach of the Law by using it whilst driving. The SSOW specifies that whilst driving all incoming calls or text messages to the PDA device must be ignored until you have stopped driving and parked your vehicle in a safe place.

Only then can you respond to the call or message as it is both unsafe and illegal to use or respond to the device whilst driving. The same will apply to Cycle Delivery staff should the PDA be introduced at a later stage.

The SSOW also specifies the way in which the Satellite Navigation function can be used which must be in a manner that is least distracting. The PDA must never be left loose on the seats or the dashboard causing distraction which is both a Safety hazard and may render the driver liable for prosecution for careless or dangerous driving should any distraction affect the standard of driving in any way.

Introduction began in August last year. In September 2009 a further 8,700 units were ordered as part of the Royal Mail Delivery Methods project. Deployment of these will commence in January 2010 and will bring the total in use in future to 35,700.

Please find attached the 'final' version of the PDA Safe System of Work - SSOW. This version was produced after consultation with the CWU. The Union complained about the content of the earlier 'draft' SSOW versions concerning the glancing at the PDA whilst driving. Royal Mail took into account the CWU input and made changes to the final SSOW Version.

Our thanks to Tony Hayes and Mick Gledhill CWU ASR's for their involvement in the trials and development of the training and SSOW on behalf of the CWU Walk Design Group.

Any queries regarding PDA equipment should be directed to the relevant dept at CWU HQ

Yours Sincerely

Dave Joyce Bob Gibson
National Health, Safety & Environment Officer Assistant Secretary Outdoor

09LTB1002.doc

[Stormproof]

The use of PDAs is designed to be more efficient and save time