Collections Revisions Process

[Geezer]

Letter to Branches


No. 476/11 Ref : 532 Date: 17th May 2011


To: All Branches with POSTAL Members
CWU Divisional Representatives
CWU Area Delivery, Distribution and Processing Representatives


Dear Colleagues,

Collections Revisions Process

Further to LTB 251/11 and the ongoing roll out of Collection Revisions we have remained in dialogue with Royal Mail during this period and continued to monitor progress.

In terms of disagreements and problems the roll out has been one of the more successful projects in recent years and has in general gone smoothly.

However as a consequence of comments and points raised by CWU representatives, managers and general feedback we have agreed with Royal Mail to amend the 6 phase process and include a zero phase called the Unit Readiness Assessment. This in effect means there are now 7 phases and the reality of the situation is that most units were doing this anyway without it being a formal part of the process. The revised 7 phase process is attached along with the identified amendments (Annex A) to the Revision Guidelines. Branches and representatives will note that very little has changed in terms of the work that is carried out to enable the deployment of revisions, and more importantly nothing has changed in terms of CWU involvement. The CWU remain fully and systematically involved in all phases.

In addition there has also been a realignment of some of the tasks in the phases so that they are now included in a more relevant phase or at a more appropriate point in the process. There is also a removal of some previous manual tasks which are now included in the Collection Planning Tool, and some additions but none of these alter the actual agreement. However, as agreed originally these automated defaults can be changed locally based upon local knowledge and experience.

Royal Mail has updated the Revision Activity list which includes the amendments identified in Annex A and this is attached for information purposes only as it does not form part of the actual agreement, although we are aware that it is used in the field as a guide and support document.

In essence we have included an additional phase to the revision process, moved some activities around, taken some out and added some in to improve the process. From a representatives point of view nothing has changed and you will still be included in all phases but will do some things at different times and in different phases. In principle the objectives of the revision process and guidelines remain the same, but the revised 7 Phase Process and the amendments in Annex A now need to be read in conjunction with the agreed and previously issued revision guidelines.

The Revised revision Process and consequential amendments in Annex A were endorsed by the Postal Executive at its meeting in the 17th May 2011.

We are aware that Royal Mail will be issuing guidance to managers at lunchtime on the 18th May and this LTB is being issued so that our Branches and representatives are informed at the same time.

Any enquiries to Bob Gibson’s Office, quoting reference 532
Email address: hnutley@cwu.org

Yours sincerely


Bob Gibson
Assistant Secretary

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Collections Revisions Process

Both Royal Mail and CWU recognise that successful change needs full and meaningful involvement of all key parties. It is therefore critical that both local management and CWU are positively and actively involved in the revisions process right at the very start, throughout the planning, negotiation, implementation and review. As part of this involvement, input will be taken and ideas brought forward, and where appropriate implemented. Where ideas are not implemented – clear explanations of the reasons / rationale will be given supported by relevant information. To support this - the following involvement process will form a key part of the revisions process. Royal Mail and the CWU are committed to bringing this about and believe it is essential therefore that the following is put in place to underpin the process and improve working relationships:-

• Positive engagement between the CWU and Royal Mail and a firm commitment to appropriate negotiation, consultation and communication on all Collection revision issues.
• Early CWU involvement at all levels.
• Joint training on the relevant parts of this agreement.
• CWU reps and Royal Mail managers playing an active part in any involvement process and the deployment of agreements.
• CWU reps being able to play an active role in Work Time Listening and Learning sessions.
• Appropriate release will be given to allow CWU reps to fulfil their role in the process and consult with members.
• Royal Mail and the CWU commit to the sharing of all information/data.
Following the signing of this agreement the Collections Revisions Guidelines will be reviewed with input from the CWU to ensure that it aligns to the objectives contained in this agreement.
Updated guidelines will then be issued to all key stakeholders.

Collection revision guidelines will be shared in advance with the local CWU Representative and Manager at a local training workshop prior to the start of the revisions process. The CWU will be involved in working up the content of the workshop. Both parties will have the opportunity at the workshop to clarify any issues in advance and set out a timetable to complete each step of the process.

It is recognised that some senior CWU representatives will need further up-skilling in order to effectively support, coach and mentor unit reps throughout the process. The approach for this will be developed as quickly as possible, with involvement from the CWU and priority given to early deployment areas to allow reps to fully participate in line with this agreement.

To ensure ongoing and full involvement in the process, the local Manager and CWU representative will meet weekly as part of the planning, implementation and review process. Each meeting will be diarised at the start of the revisions process. Information and updates will be shared with the CWU Representative and Manager in advance of the meeting. Outputs, actions and relevant information will be shared with the colleagues in the collections unit and displayed on a weekly basis.

In order to inform the revision discussions and provide a reference for employee aspirations, an informal non binding attendance and duty structure survey (provided nationally) will be carried out prior to the commencement of the 6 step revision process.

The following phases will take place with full and systematic involvement, including the sharing of all relevant information, with the CWU Representative at each step of the process.

Unit Readiness Assessment
• Complete URA at least 8 weeks prior to phase 1
• Develop action plan to address any shortfalls identified in URA
• Confirm all critical activities have been completed to the appropriate level and that the unit is ready to move to phase 1
• Review the URA

Objectives, targets and plans
• The aim must be wherever possible to establish joint objectives and parameters.
• Current state is established including full and part time mix, the office turnover and identification of any ‘leavers’ prior to the target date for the revision should also take place at this stage.
• Initial planning work is carried out and the ground ahead is prepared.

Foundations – data gathering & checking
• Key data including base data, traffic levels, and breakdown to collection points for the revision is gathered, checked and confirmed.
• Accuracy of the data to be reviewed before detailed duty changes developed.

Production of Routes
• Prepare collection revision tool set using guidelines to generate initial collection routes and profiles.
• Local factors considered e.g. safety hazards, one way streets, accessibility, traffic speeds.
• Output of the phase is a new set of collection routes.

Generate Workplan & Agree Duties
• All work undertaken by the collection unit (including travelling time) is accounted for in a full set of duties.
• Modifications to under the roof and dock workload are considered in this phase.
• Workload is developed into a set of fair and balanced collection duties. Implication of changes, in terms of finances, manpower and resources, are understood.
• Reach local agreement in line with the IR Framework on new duty proposals.

Deployment
• Pre-deployment tasks are undertaken including training requirements to prepare the office, staff, (including re-signs in line with the Way Forward Agreement), customers and other teams for the new duties and working arrangements.

Post- revision management
• Review of new duties and working arrangements after implementation.
• Potential tweaks to duties or allocation of resource to duties agreed and implemented as necessary.
• Reviews range from weekly, monthly and final PIR at 12 weeks.

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Annex A

Collection Revision Process

Proposed amendments to the revision activity list:

Phase 0
Creation of Phase 0 to demonstrate that the Unit Readiness Assessment (URA) is a mandatory requirement of the process. It has always been part of the suite of tools used for a collection revision, however through the creation of a phase specifically for URA, this strengthens its position as a prerequisite.

Phase 1
Moved - Key Performance Indicator (KPI) document advanced from Phase 2
New - Transformation Assurance Process – introduced in Phase 1 to familiarise units with the process required to be completed in Phase 5
New - Revision communicated to Postcode Quality Forum – required to ensure region considers the wider impact and informs all stakeholders

Phase 2
New – Mails Integrity - check to ensure mandatory briefs have been completed
New – Timed Business Collections – safeguards paid for services
Removed – OL’s (links to road network) checked and matched – now automated
Removed - Evaluation of Access Time Specification – now automated
Removed – Allowances, staff numbers and hours used – now part of KPI document in Phase 1
Removed – Final Plate accurately entered – now automated
Removed – Conduct a preference exercise – replaced by staff attendance and duty survey in Phase 1
New - Check and Go – strengthened checklist to ensure data will deliver accurate, operationally sound routes with all aspects included

Phase 3
Moved – Under The Roof workload calculated – moved from Phase 4 to ensure this is correct before creating duty sets
Moved – Identify optimum feeder services – moved from Phase 4 to ensure all opportunities explored before creating duty sets
Moved – Calculate proposed mail centre arrival profile – moved from Phase 4 as agreement needed with mail centre manager before creating duty sets
Moved – Identify potential headcount implications – moved from Phase 4 to provide regional HR team with information earlier in the process

Phase 4
New - Check and Go – strengthened checklist to ensure all aspects are included in duty sets

Phase 5
Revised - Revenue Protection added to existing training requirements for Under The Roof sites
New – Transformation Assurance Process – confirmation that revision is ready to deploy

Phase 6
No change

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WorkSheet See Attached