National Mail Centre Rationalisation Framework Agreement

[POSTMAN]

From the agreement pages 29-36.

National Mail Centre Rationalisation Framework

Agreement
1.
Introduction
Both parties accept that mail centres face considerable challenges from increasing competition, technological substitution (email etc), downstream access and by-pass and changing mail profiles; the combined effect of which is forecast to further reduce the overall volumes. The following framework will facilitate the transformation and provide the CWU with the opportunity to input into Royal Mail’s plans, support and manage the implications in order to achieve an optimised mail centre network.
In view of the above, Royal Mail and the CWU recognise that a significant reduction in the current mail centre estate will result but the exact number and location will need detailed local examination in line with the framework agreement.
It is recognised when rationalisation of the mail centre network takes place in a cost-effective way that there will be a resultant reduction in jobs.
To respond successfully to the challenge we will need to ensure we have an infrastructure and network of offices that fully utilises and optimises their assets so they are sustainable in the long term.
2.
Aims and objectives

To maintain or improve quality of service to the customer in line with our service specification

To ensure the mail centre network and infrastructure is robust

To optimise the mail centre network by utilising the assets

To ensure there is a meaningful consultation process at both national and local level that provides the opportunity to input and influence any proposed changes to the network so the views of representatives can be gained in order to inform any outcomes

To take account of, manage and, wherever possible, mitigate the impact on employees from any changes

To ensure the mail centre/processing network and employment opportunities of both full and part-time are sustainable in the long term 1200 8th March

3.
Success criteria

That quality of service of traffic is maintained or improved

That the performance of the mail centres have improved and they become more productive

That employees’ issues have been taken fully into consideration and dealt with in line with the appropriate national agreements, including any identified surplus

That there has been the opportunity for full involvement of union representatives in developing, influencing and implementing any proposals for site closure

That it helps produce a more robust mail centre network securing sustainable employment opportunities

That all issues have been dealt with by both managers and CWU representatives at the appropriate level
4.
Joint commitment
The impact of the rationalisation and improved cost-effectiveness of the mail centre network will result in a reduction in jobs and therefore, there is a joint commitment to the following:

Early discussion on future mail centre reviews
There will be active participation of managers and union representatives throughout with issues being dealt with at the appropriate level

Project timetables must include sufficient time at all stages of the process to allow meaningful consultation, discussions and negotiations with the union to take place appropriately in line with this framework

Ensuring employees’ views and concerns are taken into account.

A shared understanding of Royal Mail’s overall mail centre strategy and as it develops
A forecast timetable for all future mail centre network reviews/changes as it develops

Where there is sensitive information that needs to remain in commercial confidence this will be explained at the time that it is shared and both parties undertake to abide by this protocol including where necessary signing a non-disclosure agreement
5.
The National Processing Group (NPG)
A National Processing Group will be established which will meet on a regular basis and as a minimum quarterly. The group will include
Royal Mail - The Process Director and 2-3 Programme Managers

CWU - The Assistant Secretary Indoor and 2-3 Postal Executive members.
5.1 The role of the group will be:

To ensure ongoing strategic involvement in mail centre transformation plans

To provide the opportunity for the union to influence these plans/objectives from an informed position

Base data on the current mail centres will be provided to facilitate the above and discussed at the first meeting of the NPG

To ensure shared understanding of the overall processing strategy as it develops

To discuss the forecast timetable for any proposed future mail centre network reviews/changes

To guide these reviews/changes in line with the agreed process

To update CWU on progress from regional reviews

To clear any appropriate communications that need to be circulated from national level on the programme
5.2 Royal Mail is reviewing all of its mail centre estate. It is expected that the CWU nationally will receive three months’ notice of any detailed review to be carried out and any proposal to be put forward. Exceptionally, however, there may be occasions when this cannot be fulfilled but consultation will still take place in line with the agreed process along with a full explanation.
5.3 Reviews will normally be carried out on a site or regional basis however they will still take into account the need to provide a robust overall national network and ensure there is no adverse impact on this requirement.
5.4 All reviews will be planned/progressed to ensure they align to the jointly-agreed aims and objectives contained in Paragraph 2.
5.5 Sufficient time will always be provided to carry out full consultation with the CWU but it is anticipated that regions should initially plan to conclude their reviews in three months.
6. Process at regional level
6.1 When Royal Mail has decided that a regional review will be undertaken at the outset, and before local communication, a meeting will take place between a nominated divisional representative and the mail centre manager (or regional process director in cases involving more than one site) to discuss the scope of the review.

6.2 The following information regarding the mail centres under review will be shared with the CWU as this becomes available and this will include:
(a) geographically necessary to retain
(b) building capacity for extension
(c) capacity for reconfiguration of existing layout
(d) capacity available and ability to absorb traffic
(e) property details of any new- build mail centres
(f) maintenance costs
(g) offices where there is an operational need to do something
(h) where there is Developer interest
(i) local planning or compulsory purchase order preventing any immediate opportunities
(j) whether they are freehold or leasehold
(k) the current quality of service results
(l) the employee profile, which should include major changes taking place across all functions within the business and local employment levels
(m) forecast environmental impact
(n) detailed forecast financial costs and benefits
6.3 This data will enable the region to assess options and propose changes from an informed position in line with the aims and objectives.
6.4 The above information will also be shared with the NPG including the initial thoughts of the Manager responsible for the regional review regarding any options.
6.5 The NPG will discuss the suggestions put forward and regions will ensure arrangements are made for the initial ideas to be more widely communicated to the local parties (divisional/mail centre managers and representatives) for their input and comments/validation of the information/suggested alternatives. This further consultation will take place with the CWU to allow another opportunity to comment and input on the option(s) being considered.
6.6 The CWU will formally present (and submit in writing) any alternative option/s for consideration and the management team will fully evaluate and respond accordingly in writing to the CWU. These views will be taken into account when Royal Mail determines which option/s should be considered.

6.7 Royal Mail will give a formal proposal to progress the project/changes and further detailed work will take place by the regional project team and local area representatives to establish the final option/s and the timetable to complete the review.
6.8 The final option and the rationale will in the first instance be shared with the NPG.
6.9 Prior to any final decision and announcement being made it will be shared with the NPG and confirmation will be sought from both parties in the region that the review process and proposed deployment plan has been completed in line with the principles and terms of the framework.
6.10 The appropriate national communications will then be arranged in accordance with the nationally-agreed review/decision process flow chart in the attached Annex. In addition, appropriate communications regarding the announcement of the decision and proposed deployment plan where applicable will be prepared regionally for cascade to the offices/people affected.
6.11 Following the above decision being announced the CWU will accept the decision, jointly support the implementation and deal with the employee impact.
7. CWU involvement
7.1 Both parties accept it is essential there is joint involvement with all relevant information shared throughout the review process.
7.2 Representatives will also be given the facility time and the opportunity to draw up their own alternative ideas/options so they can be presented and given due consideration before any decisions are made.
7.3 The planning, introduction and any revised operational arrangements will be jointly monitored at mail centre, regional/divisional level. This information will be shared with the NPG to enable them to also review progress.

8. Employee impact/people issues
Where Royal Mail makes a decision to progress a change/s in respect of the mail centre network the discussions and negotiations regarding all aspects of the impact will be carried out appropriately in line with current national agreements, the IR Framework and the following terms:

no member of staff will be forced to buy down their hours/go part-time and no part-time employees will be forced to increase their contractual hours

the aim will be to meet every individual’s first preference wherever possible and offer suitable alternative jobs that take into account individuals’ personal circumstances, including any additional travelling distances and time

the business will seriously consider practicable opportunities to mitigate job losses in losing units in the short-term by sensible phasing of work and in the longer term by scoping work to retain where it is cost-effective and meets customer and operational needs. Consideration will also be given to the possibility of introducing new work

the movement of workload will be based on operational needs including the ability of gaining offices to maintain quality of service. When moving workload, people issues will also be considered in line with the existing national policies and procedures including Managing The Surplus Framework (MTSF)

in addition to the terms of MTSF, an outplacement support package (currently contained in Clear Choice) will be provided to help individuals so they can make realistic and appropriate choices for their future

if there is no suitable public transport available (i.e. there is no convenient bus or rail link) consideration will be given to Royal Mail providing crew buses to assist employees who have made the choice to follow their work to another mail centre. If subsequently a crew bus is withdrawn, any employee using it will again be subject to the MTSF Managing the Surplus Process

the relocation assistance in Paragraph 8 of Annex A of the Code of Practice for Managing Surpluses 2002 will be available

9. Communication
The following principles will be adhered to:

opportunities for joint communications will be proactively identified and encouraged

where joint communication is not practical, communications should still wherever possible be discussed prior to issue

communications should be constructive and focus on the aim to create a secure future for Royal Mail and its employees

both parties recognise that some information must remain in commercial confidence

Royal Mail public relations and the CWU Communications department will normally respond to media interest nationally

where the media contact is at local level a joint statement and/or media line should, wherever possible, be agreed by both parties
if agreement cannot be reached, both parties will have respect for the other parties’ point of view

10. Framework Application/Interpretation
Any issues regarding the application/interpretation of this agreement will be forwarded to national level for resolution to the lead negotiators of this agreement.

Review and decision process flow chart Timeline Guide

Regional manager/divisional rep discuss scope of review - 6.1.............3 months

Data collection/share - 6.2 & 6.3.............3 months

Initial thoughts regarding options - 6.4.............3 months

Share ideas under consideration with local managers/
representatives - 6.5 3 months.............3 months

(National comms)

Validation of options being considered and alternative
suggestions – 6.5.............3 months

Any alternative options from CWU formally put forward and
responded to - 6.6.............3 months

Royal Mail to put forward a formal proposal, detailed
validation and a timetable to complete the review to
establish the preferred option/s - 6.7

(National comms)

Further local consultation and final option with the rationale
provided - 6.8 .............3 months

Final decision on option/communication and deployment plan
- 6.9 & 6.10.............3 months
(National comms)

[youwot!!!!!]

[RelocatedRick]

After the mountain of sh*t we've had at Crewe MC, reading through this part of the agreement makes me want to vomit...

Any mc staff who read that and think RM will actually stick to any of it should carry on smoking whatever they got in their pipe.

Bitter and twisted of Crewe.

[swoosta]

After the mountain of sh*t we've had at Crewe MC, reading through this part of the agreement makes me want to vomit...

Any mc staff who read that and think RM will actually stick to any of it should carry on smoking whatever they got in their pipe.

Bitter and twisted of Crewe.

What has happened at Crewe, we are just going through this crap where we are

[clashcityrocker]

After the mountain of sh*t we've had at Crewe MC, reading through this part of the agreement makes me want to vomit...

Any mc staff who read that and think RM will actually stick to any of it should carry on smoking whatever they got in their pipe.

Spot on that man.

[dvbuk55]

After the mountain of sh*t we've had at Crewe MC, reading through this part of the agreement makes me want to vomit...

Any mc staff who read that and think RM will actually stick to any of it should carry on smoking whatever they got in their pipe.

Spot on that man.

And that was 14 months ago and the CWU response was????????????????? To blithely go along with the plot until it came knocking on their door.

[oldpostie]

Hi, could anyone please post a link to the full agreement
Thanks

[oldpostie]

It's ok I've found it now