Introduction of a New Pouch Weight Standard - Simplified 16k

[fishtank]

Re: Introduction of a New Pouch Weight Standard - Simplified 16k/11k Matrix & Terrain Adjustments:

Introduction

This LTB is to confirm the national introduction of a new simplified pouch weight matrix, in line with CWU Conference Policy. The national introduction and roll out commenced as of Friday 21 May 2010.

Conference Policy
In line with Conference Policy the CWU's Health, Safety and Environment Department has continued to pursue an agreement with Royal Mail Letters that the matrix of weights for additional pouches should be simplified and reduced. The current 'Pouch Weight Matrix' set up as part of the Single Daily Delivery (SDD) agreement laid down a declining weight scale dependant on the number of additional pouches. The existing current sliding scale 'Pouch Weight Matrix' is 16k, 16k, 12k, 10k, 10k, 8k etc.

Introduction of a New Pouch Weight Standard.docx

[DGP1]

docx file...................what program opens it?

[TrueBlueTerrier]

docx file...................what program opens it?

Any word processing document - I think the "x" is a "bug"

[Geezer]

TBT it's not a bug ,Its an Microsoft Office 2007 file.

[POSTMAN]

Re: Introduction of a New Pouch Weight Standard - Simplified 16k/11k Matrix & Terrain Adjustments:

Introduction

This LTB is to confirm the national introduction of a new simplified pouch weight matrix, in line with CWU Conference Policy. The national introduction and roll out commenced as of Friday 21 May 2010.

Conference Policy
In line with Conference Policy the CWU's Health, Safety and Environment Department has continued to pursue an agreement with Royal Mail Letters that the matrix of weights for additional pouches should be simplified and reduced. The current 'Pouch Weight Matrix' set up as part of the Single Daily Delivery (SDD) agreement laid down a declining weight scale dependant on the number of additional pouches. The existing current sliding scale 'Pouch Weight Matrix' is 16k, 16k, 12k, 10k, 10k, 8k etc.
Background
In past years HSE and Local Authority (EHO) Inspections have consistently found that maximum pouch weights were not being controlled effectively in Delivery Offices, supporting the view of the CWU and CWU Safety Representatives. The HSE Inspection Programme of Royal Mail Delivery Work, 2nd Report For 2005-2006 reported findings of :
"Manual Handling/Musculoskeletal accidents, injuries and ill health concerns centred upon excessive pouch weights and the failure to monitor their weight effectively" plus "Inspectors found that no checks on pouch weights were being undertaken in some offices and in others where pouches were weighed and found to be excessive no action was taken. This was regularly putting Postmen and Women at risk of injury and ill health from the cumulative effects of lifting, carrying and handling excessive weights."

Following the publication of the HSE report, meetings took place with Royal Mail and the HSE and in August 2006, the Health, Safety and Environment Department called for action be taken in relation to the need to tackle manual handling/musculoskeletal injuries connected to overweight pouches and bags through the better management of Pouch Weights and bags. We first proposed a move away from the existing current sliding scale Pouch Weight Matrix over to a simpler system of a straight 16k max first pouch followed by a standard 11k max for every other pouch plus terrain adjustments. This we argued was in order to assist with tackling manual handling/musculoskeletal injuries and slips, trips and falls accidents connected to overweight pouches and bags. We argued that in theory the current sliding scale pouch weight matrix looks good on paper but in practice many Delivery Offices were not complying. Hence a number of HSE and LA Enforcement Notices had been served on Royal Mail Delivery Offices regarding a lack of pouch weight controls, unacceptable manual handling risks and accidents incurred by Postmen and Women on Delivery. Although Royal Mail argued that ergonomically there is no issue with the existing matrix providing managers and frontline staff ensured they work within it, in reality it wasn't working or being managed effectively and it was agreed between CWU, Royal Mail and HSE that the new 16K - 11k standard is potentially easier to manage. The theory being a simplified more easily manageable matrix would enable reduced weight and reduced risks through better weight control. It's important to emphasise the fact that everyone has an important role to play in the control of Pouch Weights, both management and delivery staff in not overloading pouches under any circumstances.

Negotiations
A CWU/RML Joint Working Party with sub-groups was established to look at the subject and they subsequently reported back to the Royal Mail Letters National Joint Steering Group supporting the proposal to modify the Pouch Weight Matrix. The recommendation was endorsed and subsequently accepted by the Royal Mail Letters Operational Executive.

A position was reached where it is agreed by CWU, RML and HSE that a sensible and pragmatic way to improve the control of excess weight on delivery and to contribute towards overcoming the problem of excess weight being carried over the shoulder, causing unacceptable levels of Manual Handling MSD injury and ill health risks would be to alter the pouch weight matrix and to ensure compliance. The new standard would be based on a new arrangement that the maximum weight of the first pouch will remain at 16 Kg but the maximum pouch weight of the second and all subsequent pouches will be 11 Kg. This would form part of the strategy of removing the weight from the delivery person where ever possible via the introduction of a range of delivery aids and equipment to take the load within the 'New Delivery Methods' programme.

Trials
Agreed trials were conducted in East and North London, South and West Wales and South Yorkshire which were designed primarily to test the proposed compliance process of pouch weigh sampling checks and follow-up approach.
Compliance Process

In relation to 'compliance' - all parties HSE, CWU and Royal Mail wanted to be sure that we had a structure and matrix which could deliver compliance (this being a view and approach strongly expressed by the HSE) and a key part of the Trials was aimed at developing a system to ensure that the new Pouch Weights are fully complied with once introduced and would meet HSE and LA Inspectors requirements.

The HSE was concerned that sustainable compliance was achieved and the main change is that staff don't have to record 100% of their pouch weights daily on the old record sheets (where they were previously used), except for new starters. This was part of the trial programme and was based on the views of HSE. It was found that 100% self recording of delivery pouch weights wasn't a sustainable solution, and wasn't ensuring consistent compliance to pouch weight limits as staff in many Delivery Offices inspected were still taking out overweight pouches. HSE Inspectors found that no checks on pouch weights were being undertaken in some Delivery Offices and in others where pouches were weighed and found to be excessive no action was taken. Where record sheets were kept, Pouch Weights didn't always tally with record sheets or record sheets were incomplete or not used in some locations.

As such a pouch weight sampling strategy and checking system was developed which went away from individuals weighing and recording their own pouch weights on record sheets and instead introduced a random sampling process whereby typically, sampling will be carried out by management on a daily basis with in the range of 5 -15% of all the walks at each Delivery Office. Under the process, as a minimum, the DOM will ensure that a sample of 5 -15% of all Delivery Rounds or a minimum 2 - 4 full delivery walks per day will have all pouches weighed, checked and recorded on the new pro-forma provided by the Delivery Office Manager or the delivery person's immediate supervisor. All pouch weights on the randomly selected delivery rounds will be recorded on a new pro-forma (copy attached). This process will take place in each Delivery Office and non-compliance with the weight limits can lead to a 1 to 1 meeting between the DOM and individual in order to find solutions or alternatively a general talk to the Delivery Office staff at a 'Work Time Listening and Learning Session' (WTLL) which can take place to discuss compliance. This will in turn be subject to audit check by the Regional Safety Director's team and will also be subject to scrutiny by LA and HSE Inspectors, should an Inspection be carried out.

'Daily Pouch Weigh Checks' pro-forma

The 'Daily Pouch Weigh Checks' pro-forma was developed and used in trial Offices, with CWU ASR input. The process described above uses the attached Weighing Sheets to record the Pouch Weights and HCT Weights of the randomly selected sample delivery rounds and the records which will be kept for a year will be subject to audit. Different templates were tried in the Trials before a preferred version was determined. The daily weight check sheet pro-forma also provides for a clear record follow-up action to any non-compliance.

Walk Risk Assessment. Where extreme terrain conditions

Each Delivery Round must be subjected to a Walk Risk Assessment. Where extreme terrain conditions are encountered on a particular walk, e.g. steep slopes or many stairs, pouch weights can be reduced to manage the musculoskeletal injury risks further. Ergonomic studies have provided guidance of 8 kg for greater than 1:12 slopes and 5 kg for greater than 1:8 slopes or predominantly going up stairs. There are several factors in setting appropriate values, such as the number of slopes or stairs encountered and the time period over which the pouch is emptied in delivering the mail. This should be determined through local walk risk assessment, working to the guidance provided in the new Royal Mail Letters Safety Standard SMS2.A2 and the associated WTL&L 'WRAP' Guidance, in consultation with the workforce and CWU Safety Representative. Note: Due to Risk Assessment the 16Kg Pouch doesn't have to be the first pouch on the walk and the 16kg/11kg weights can be reduced to for example 8kg/5kg on lots of stairs, steep inclines or due to individual capability following risk assessment.

The new Pouch Weight Standard summary
· The new Standard applies to all Royal Mail Letters delivery operations. The principle adopted by Letters is, where feasible, to remove the need to carry weight on the shoulder by deploying other delivery techniques.
· Based on ergonomic assessment, a clear limit of 16kg maximum has been established for pouch handling. Beyond this restriction, there are two other aspects that must be considered in making up pouches: fatigue from carrying a series of pouches, and terrain (particularly stairs and hills) encountered during the walk.
· The first pouch on any walk will be up to the maximum 16kg, and, to accommodate the risks of fatigue, a guideline limit of 11kg will be set for subsequent pouches.
· Where terrain necessitates further adjustment to pouch weights on a given walk, a local walk risk assessment will be carried out involving the Delivery Office Manager and the relevant delivery person.
· Adjustments will be recorded in the walk log, with the delivery person making the actual adjustment to the appropriate pouch dependent on the volumes to be delivered on a given day.
· For the purposes of accommodating terrain issues, it may be appropriate that rather than use a 16kg pouch on the first leg of the walk, an 11kg pouch is used and a 16kg pouch used second or third pouch in the walk over more suitable terrain. However, only one 16kg pouch will be used on any given walk. (guidance is provided).
· As part of the walk assessment process, mechanisms (such as the use of High-Capacity Trolleys and pouch drops) will be identified and deployed accordingly.
· Where the walk is being covered by a different individual, that individual is required, as part of familiarisation with the walk hazards, to review the pouch weight arrangements for the walk, and raise any potential issues with their immediate supervisor.
· Vulnerable individuals (young person, pregnant woman etc.), will have their pouch weight arrangements reviewed and related manual handling assessments, to ensure that appropriate temporary arrangements are introduced. The maximum pouch weight for a young person will be limited to 10kg.
· The Delivery Office Manager will ensure that weighing facilities are maintained at the Delivery Unit, so that delivery staff can check the weight of their pouches where they have any concerns.
· The Delivery Office Manager will ensure that sampling of pouch weights is undertaken on an ongoing basis of 5 -15% of all Delivery Rounds or a minimum 2 - 4 full delivery walks per day will have all pouches weighed, checked and recorded on the new pro-forma. Where pouch weights are being exceeded, frequency of sampling will be increased and take action to ensure that the pouch weights are brought back into compliance with follow-up action which could include amendment of the delivery support arrangements, team briefings, 1-2-1 coaching, and/or other appropriate measures to promote and ensure compliance.
· Follow-up action resulting from non-compliance, will be recorded on the pro-forma provided.
· Appropriate, necessary training for compliance with the Pouch Weight Standard will be provided.
· The Head of Safety Management will maintain audit programmes to monitor compliance with the Pouch Weight Standard.
· Terrain Adjustment Guidance is provided in WRAP and the weights carried on stairs and on hills should be minimised.

It has been agreed to implement and roll out the new 16kg/11kg pouch weight arrangements across the UK with the RML/CWU/UniteCMA joint statement on "WRAP". (see attached).

Local discussions should take place between management and the CWU ASR involvement prior to the new arrangements being implemented ensuring that the key objective of the arrangements for weighing of pouches and checking that maximum weights are adhered to on all occasions are maintained.

New Pouch Weight Standard
The 'New Pouch Weight Health and Safety Standard' and 'Daily Pouch and HCT Weight Checks' pro-forma are contained within the WRAP system and WRAP Manual.

Pouch Weight Cards/Labels:
A suggestion was raised with Royal Mail as part of the above whereby small cards or labels are attached to each delivery pouch, identifying what number pouch it is and what weight it should be in line with the matrix. The aim is for this to assist weight control and to assist replenishment operations in order to ensure second and subsequent pouches are taken out to pouch boxes and drop points in the right order. Royal Mail are currently developing this idea and again we hope to see its national introduction in the near future.

Yours Sincerely

Dave Joyce
National Health, Safety & Environment Officer

[newtimes]

New to this forum, is this document still vaild, no bags are checked or weighed at my office, by staff or management, I tried to do this and made to be feel that I was causing trouble and upsetting the whole office

[POSTMAN]

New to this forum, is this document still vaild, no bags are checked or weighed at my office, by staff or management, I tried to do this and made to be feel that I was causing trouble and upsetting the whole office

Keep upsetting them,weigh your bags,you don't have to make the bags right up to the correct weights,just what you're comfortable with.
Obviously don't go over the weights.

Have fun.Oh and welcome to the forum.

weights can be reduced to for example 8kg/5kg on lots of stairs,

[newtimes]

Many thanks, will do, mentally and physically big big load taken off my shoulders

[newtimes]

"The Delivery Office Manager will ensure that sampling of pouch weights is undertaken on an ongoing basis of 5 -15% of all Delivery Rounds or a minimum 2 - 4 full delivery walks per day will have all pouches weighed, checked and recorded on the new pro-forma. Where pouch weights are being exceeded, frequency of sampling will be increased and take action to ensure that the pouch weights are brought back into compliance with follow-up action which could include amendment of the delivery support arrangements, team briefings, 1-2-1 coaching, and/or other appropriate measures to promote and ensure compliance.
· Follow-up action resulting from non-compliance, will be recorded on the pro-forma provided.
· Appropriate, necessary training for compliance with the Pouch Weight Standard will be provided.
· The Head of Safety Management will maintain audit programmes to monitor compliance with the Pouch Weight Standard.
· Terrain Adjustment Guidance is provided in WRAP and the weights carried on stairs and on hills should be minimised. "

This is not being carried out at my office, had meeting with manager and accepts that we should follow the 5kg rule, what is said and done is two different things. The runners who are in the marjority make me the very small minority. The manager opperates a clear policy of acceppting what the marjority want and the minority have to follow.
Guidance to deal with this would be of a great help.

[woofwoof]

so if the trolley can hold 32 kg but you an only carry 11kg bags from van to the trolley , how does that work out doi keep pulling 32 kg or does the weight change on that to ?

[newtimes]

so if the trolley can hold 32 kg but you an only carry 11kg bags from van to the trolley , how does that work out doi keep pulling 32 kg or does the weight change on that to ?

After reading many posts, worked in many different jobs and getting older, the logic used within Royal Mail does my head in. Were I go wrong is getting confused with all the documents, I do miss read or understand them. Clarity is the buzz word right now, fits well in with the lack of it in Royal Mail.
By you posting this question, I have gone back to documents and I have realised my view was wrong,
Dont know the answer to your question, and its a very simple question.

[woofwoof]

so if the trolley can hold 32 kg but you an only carry 11kg bags from van to the trolley , how does that work out doi keep pulling 32 kg or does the weight change on that to ?

After reading many posts, worked in many different jobs and getting older, the logic used within Royal Mail does my head in. Were I go wrong is getting confused with all the documents, I do miss read or understand them. Clarity is the buzz word right now, fits well in with the lack of it in Royal Mail.
By you posting this question, I have gone back to documents and I have realised my view was wrong,
Dont know the answer to your question, and its a very simple question.

there must be an answer out there its like the xfiles reborn

[newtimes]

42

"In his novel The Hitch Hiker's Guide to the Galaxy (1979) Mr Adams describes how an alien race programs a computer called Deep Thought to provide the ultimate answer to "Life, the Universe and Everything". After seven and a half million years' calculation, back came the answer - 42."

[fishtank]

so if the trolley can hold 32 kg but you an only carry 11kg bags from van to the trolley , how does that work out doi keep pulling 32 kg or does the weight change on that to ?

Does it say you can only carry 11kg from the van to the trolley?

[woofwoof]

so if the trolley can hold 32 kg but you an only carry 11kg bags from van to the trolley , how does that work out doi keep pulling 32 kg or does the weight change on that to ?

Does it say you can only carry 11kg from the van to the trolley?

it says all other bags 11 kg after the first 16 kg