LTB CSS Operation,Mail Centres & Del Offices(MPU’s) Xmas

[Geezer]

Letter to Branches



No. 1014/10 Ref. 535.04 706A.01 Date: 28th November 2011

To: Branches with POSTAL Members, Divisional Representatives and Area Delivery Representatives


Dear Colleagues,

CSS Machine Operation - Christmas Automation Guidelines – Mail Centres & Delivery Offices/Mail Preparation Units (MPU’s)

Branches will be aware of LTB 1079/10 (attached) circulated to Branches on the 3rd December 2010 the content of which is self-explanatory.

These arrangements were deployed last year as a limited change for the use of Automated Sorting equipment to facilitate the handling of projected traffic levels for the Christmas 2010 period. Whilst this was not utilised fully across the network it was acknowledged at that time that an automated solution would be required for the Christmas period in future years that would enable the business to fully utilise the automated capacity available across the whole of the Mail Centre/MPU Network.

Equally, it was also acknowledged by both the business and the Union that the best way to ensure continuity of the Christmas Automation operation going forward was for an addendum to the current Sortation Automation Deployment Guidelines for Mail Centres & MPU’s to be agreed and added as an annex.

As a consequence annexes were agreed with Royal Mail which were cleared with the Postal Executive today and are attached for your information. These annexes took account of the views and observations we have received from the field following last year’s operation and embedded the core principles into both of these documents in relation to:

The resourcing of the additional support roles
The job description of the support roles
Training, including Health and Safety
CSS / iLSM and IMPS will at all times only be operated by fully TPM Qualified Operators
The Payment of TPM Allowance for TPM Qualified volunteers

In addition to the above it was acknowledged by both the business and the Union that the Christmas Automated solution could also be use as a contingency arrangement to cover emergency situations that have impacted on the mail operation and you will note that this has also been incorporated into the respective guidelines.

It has also been agreed that as the Christmas Automation solution will be available for use for the first time this year across the whole of the Automated Network, a further joint review will be carried out early in the New Year. The joint review will include full consultation with field representatives to ensure that the agreed annexes are either fit for purpose going forward or have exposed the requirement for some adjustments in light of operational experience.
Any enquiries to Terry Pullinger’s Office, quoting reference 706A.01
Email address: dwyatt@cwu.org

Any enquiries to Bob Gibson’s Office, quoting reference 535.04
Email address: hnutley@cwu.org

Yours sincerely,




Terry Pullinger Bob Gibson
CWU Assistant Secretary CWU Assistant Secretary



=============================================================================================================================================================================================================


Letter to Branches



No. 1079/10 Ref. 535.04 Date: 3rd December 2010

To: Branches with POSTAL Members, Divisional Representatives and Area Delivery Representatives


Dear Colleagues,

MPU – CSS Machine operation Christmas 2010

Branches will be aware that the business is now part way through the deployment of both the CSS and iLSM programmes. The nationally agreed Sortation Automation Deployment Guidelines V2.0 Delivery, provide an agreed process for recruiting and training CSS machine operators in MPUs and this remains firmly in place. However, due to the unique circumstances surrounding the CSS operation this Christmas we have agreed there is a need to do things differently just for this year. This will involve alternative staff arrangements, including undertaking some specific tasks to provide additional resource on a voluntary basis only, in those MPUs listed at the bottom of this LTB.

CSS machines will be required to break mail down so that it can be successfully walk sorted or walk sequenced. The proposed workplace will be required to batch mail from c0800 to 1800 and then walk sort or sequence from c1800 until 0800. These unique arrangements do not provide any precedent for any future staffing arrangements.

Any individuals who volunteer to carry out these specific tasks and support the Christmas operation 2010 will be required for this period only. Volunteers will be trained on all of the safety modules concerning the operation of the CSS machines and those tasks that they will be required to carry out for the period of the operation. As a consequence of this they will not be trained in TPM and will not under any circumstances be required to perform any TPM tasks. These volunteers will therefore not be in receipt of the TPM allowance. It is important to ensure that any non TPM trained operatives are made aware that in instances where there are jams or other associated TPM tasks they should stand back from the machine until the problem is rectified. However where there are any volunteers who are already TPM trained they will of course be expected to carry out such tasks and will be in receipt of the TPM allowance.

Safety is the key priority and Royal Mail managers must ensure that volunteers are only asked to undertake the tasks they are trained to do. For this operation to be safe there must be TPM trained staff in attendance and it will therefore be a mandatory requirement in MPUs that TPM trained staff are on site when CSS machines are in operation. In addition to this, engineering maintenance routines will be enhanced to support the operation.

The resourcing of the operation will be down to local discussions/negotiations as part of normal Christmas arrangements; however this will be done in line with the agreements already in place between Royal Mail and the CWU. The national agreed guidelines referred to above are clear on this point in that in the first instance resource is sought from within the MPU and then the MPU catchment area. Where this does not provide sufficient volunteers then the parent Mail Centre should be included. It should also be noted that in the first instance preference will be given to those volunteers already TPM trained.

The bulk of this unique operation for 2010 which is due to take place from Monday 6th December 2010 until Thursday 23rd December 2010 will be undertaken using CSS machines that are located within Mail Centres. However, 11 MPUs have been identified below that can be used to support the Christmas operation. There are no plans to use further volunteers in any other MPUs and normal Christmas arrangements will apply elsewhere.

MPUs included in this operation are:-

Bath
Belfast MPU
Bristol ECPDO
Chatham
Chelmsford
Clacton
Great Yarmouth
Oldham
Stockport
Taunton
Winton (Dorset)

We do apologise for the lateness of this LTB which was due to late notification from Royal Mail and circumstances outside our control.

Any enquiries to Bob Gibson’s Office, quoting reference 535.04
Email Address: hnutley@cwu.org

Yours Sincerely



Bob Gibson
CWU Assistant Secretary


==============================================================================================================================================================================================================


Annex F

SORTATION AUTOMATION IN MAIL CENTRES AT CHRISTMAS

Introduction

Following the successful application of the automated sorting solution introduced in 2010 to provide additional Inward/CSS capacity during the Christmas period, the following guidelines have been agreed as a further Annex to the National Automation Guidelines to support the use of automation over the Christmas pressure period going forward.

The deployment of CSS and iLSM technology has complimented the current IMPs operation and changed the automation footprint within the Mail Centre operation. Not least as a consequence of the removal of the outdated “legacy” kit within the Mail Centre network.

Although the new kit provides capacity to walk sequence letter items year round on a peak day, at Christmas the operational requirements need to be reviewed to deal with the seasonal increase in posted mail volumes.

It is however confirmed that the Sortation Automation Deployment Guidelines, provide the agreed process for recruiting and training CSS machine operators in Mail Centres and this remains firmly in place and at the core of the Automation Strategy.

Christmas Automated Solution (Mail Centres)

Due to the unique circumstances surrounding the operation at Christmas there is a need to do things differently, should traffic forecasting indicate that existing automated capacity is insufficient to meet Christmas traffic projections. The solution involves the introduction of additional resource in Mail Centres on a voluntary basis only to undertake some specific basic support tasks.

The iLSMs and IMPs are the core pieces of equipment and the priority remains to use this equipment for the normal year round batching operations. To enable, this some Large Machine Sequencing Batches will be moved onto the CSS machines. In some sites CSS machines will be required additionally to supplement the large machines and break mail down so that it can be successfully walk sequenced. The workplan will be to break raw inward mail down to enable batching (called Super batching) and then batch mail from c10:00 to 18:00hrs. The mail can then be walk sequenced from c18:00 until 10:00hrs. The normal operation will be to “super batch” and “batch” on CSS in Mail Centres, however, the use of MPU’s will be required where there is insufficient capacity in Mail Centres.

Due to the significant volumes in certain sites it may be necessary to run a third wave of sequencing in Mail Centres (Wave 0), if required this will happen before the normal sequencing window.

Resourcing Arrangements

The overriding rule will be that at all times fully trained staff will be utilised. Preference will then be given to those volunteers already Advanced TPM trained including those who may be Advanced TPM Trained but no longer work on Automated Equipment, but who volunteer to perform a support role during the Christmas period. In this instance these individuals will receive some refresher training from a coach or operator as appropriate and be paid the TPM Allowance for the period they work on the machine.

Employees who volunteer to cover a support function role will only perform specific tasks, e.g. portering, clear downs, machine loading - they will not be expected to carry out any TPM activity and will not receive the TPM Allowance.

The resourcing of the additional CSS support operation will be with fully trained operators in the first instance. Where this is not possible, individuals will be asked to volunteer to carry out these specific tasks and support the Christmas operation. Volunteers will be trained on all of the safety modules concerning the operation of the CSS machines and those specific tasks that they will be required to carry out for the period of the operation.

It is important to ensure that any non TPM trained operatives are made aware that in instances where there are jams or other associated TPM tasks they will stand back from the machine until the problem is rectified, by a qualified operative or engineer as appropriate. Safety is the key priority and Royal Mail managers will ensure that volunteers are only asked to undertake the tasks they are trained to do.

For this operation to be safe there must be TPM trained staff in attendance and it will therefore be a mandatory requirement in Mail Centres that TPM trained staff are always in attendance of the CSS work area when CSS machines are operating. In addition to this engineering maintenance routines will be enhanced to support the operation.

The resourcing of the operation will be down to local discussions/negotiations as part of normal Christmas arrangements. However this will be done in line with existing agreements between Royal Mail and the CWU. CSS Support staff will rotate around their jobs to ensure we manage fatigue correctly and provide a balanced work load.

The National Sortation Automation guidelines referred to above are clear on this point in that in the first instance resource is sought from within the Mail Centre and then the Mail Centre catchment area.

The bulk of this unique operation will take place during the designated Christmas Traffic Clearance Plan Period. In addition these arrangements may also be considered for deployment on temporary bases as a contingency in the event of critical unit failure e.g. all iLSM or IMPs are not operational as a result of mass equipment failure, fire or severe weather event.

If authorisation is given to the Regional Processing Director to deploy the contingency arrangements the local CWU will be advised and engaged in supporting there deployment. Notification of the deployment will also be advised to other Royal Mail / CWU stakeholders at Regional / National Level to ensure that additional support can be provided if required.

Annex F

SORTATION AUTOMATION IN DELIVERY OFFICES/MPU’s AT CHRISTMAS


The following guidelines are provided to support the use of CSS Automation over the Christmas period where volumes of traffic usually exceed the peak day capacity normally in place year round.

The Sortation Automation Deployment Guidelines provide an agreed process for recruiting and training CSS machine operators in MPUs and this remains firmly in place. However due to the unique circumstances surrounding the operation at Christmas, there is a need to do things differently. This will involve alternative staff arrangements, including undertaking some specific tasks to provide additional resource, on a voluntary basis only, in MPUs as required by local circumstances, and subject to local agreement as part of normal Christmas arrangements.

iLSMs and IMPs are the core pieces of equipment and the priority remains to use this equipment for the normal year round batching operations. To enable the changes required for Christmas some Large Machine Sequencing Batches will be moved onto the CSS machines. In some sites CSS machines will be required additionally to supplement the large machines and break mail down into batches so that it can be successfully walk sequenced. The revised Christmas workplan will be to break raw inward mail down to enable batching (called Super batching) and then batch mail from c1000 to 1800. The mail can then be walk sequenced from c1800 until 1000. Most of the process of “super batching” and “batching will be carried out” on CSS in Mail Centres; supplemented where necessary by MPUs. Additionally, due to the significant volumes in certain sites, it may be necessary to run a third wave of sequencing in MPUs (Wave 0), if required this will happen before the normal sequencing window.

The resourcing for any additional CSS operation in MPU’s will be with fully trained operators in the first instance. Where this is not possible, individuals will be asked to volunteer to carry out specific tasks to support the Christmas operation, e.g. portering, clear downs, machine loading. Volunteers will be trained on all of the safety modules concerning the operation of the CSS machines and those specific tasks that they will be required to carry out for the period of the operation. As a consequence of this they will not be trained in TPM and will not under any circumstances be required to perform any TPM tasks. These volunteers will therefore not be in receipt of the TPM allowance. It is important to ensure that any non TPM trained operatives are made aware that in instances where there are jams or other associated TPM tasks they should stand back from the machine until the problem is rectified. However where there are any volunteers who are already TPM trained then they will, of course, be expected to carry out such tasks and they will be in receipt of the TPM allowance.

Safety is the key priority and Royal Mail managers will ensure that volunteers are only asked to undertake the tasks they are trained to do. For this operation to be safe there must be TPM trained staff in attendance and it will therefore be a mandatory requirement in MPUs that TPM trained staff are on site when CSS machines are in operation. In addition to this engineering maintenance routines will be enhanced to support the operation.

The resourcing of the operation will be down to local discussions/negotiations as part of normal Christmas arrangements; however this will be done in line with the agreements already in place between Royal Mail and the CWU. The national Sortation Automation guidelines are clear on this point in that in the first instance resource is sought from within the MPU and then the MPU catchment area. Where this does not provide sufficient volunteers then the parent Mail Centre should be included. It should also be noted that, in the first instance, preference will be given to those volunteers already TPM trained.

The revised arrangements covered by this unique operation will take place during the designated Christmas Traffic Clearance Plan Period. These arrangements may also be deployed by exception as a local contingency plan following critical unit failure and resourced in line with these guidelines.