MAIL PREPARATION OF DSA & MAILSORT BAGGED MECH LETTERS

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No. 527/14
Ref: 715.12
Date: 18th August 2014


To All: Postal Branches with Processing Members
Divisional Representatives
Area Processing Representatives


Dear Colleague

Joint Statement Between Royal Mail and CWU Covering the Agreed Deployment of a New Process Mail Preparation of DSA & Mailsort Bagged Mech Letters in Mail Centres with Integrated Mail Processor Technology

Branches and representatives are aware that the department have been, under the Banner of the Processing ‘Programme of Works’ and the commitment to a more collaborative working model that respects the mutual interests of both Royal Mail and the CWU detailed in the Agenda For Growth, Stability & Long Term Success Agreement, working towards closing the knowledge gap in Mail Centre operations. Equally we have been pursuing a standardised policy approach to addressing the operating/equipment anarchy that had ensued as a result of un-agreed/un-coordinated kit and equipment across the mail centre estate.

The department circulated a comprehensive report/update to Divisional and Area Processing Representatives in April. This update informed our key field activists how the department’s strategy was developing as well as acknowledging the support and assistance we were receiving from the field which aided the development of a coherent vision going forward.

It is against this backdrop that we can report that the trial of the New Process Mail Preparation of DSA & Mailsort Bagged Mech Letters for IMP equipment in Mail Centres has been completed and, following evaluation, has been cleared for National deployment by the PEC. The driver for this activity was to increase the utilisation of the kit together with more efficient working and the fact that the trial has worked has resulted in a negative impact in respect of staffing needs. Colleagues will note that any rearrangement of the staffing needs will be subject to all current agreements including and most importantly, the IR Framework.

I have attached a signed copy of the Joint Statement for the information of Branches and Representatives and have also attached as Annex A a list of the Mail Centres that are currently equipped with IMP technology.

The planned deployment of the new operating model will commence within the next two weeks at Bristol, Leeds, Romford and Sheffield Mail Centres, with deployment being completed at the remaining IMP equipped locations by the end of September 2014.

Branches and representatives are requested to ensure that our members working in the Mail Centre network are made aware of the content of this LTB and the attached Joint Statement.

Any enquiries in relation to this LTB should be addressed to Terry Pullinger, Assistant Secretary, email: dwyatt@cwu.org or shayman@cwu.org quoting reference number 715.12.

Yours sincerely



Terry Pullinger
Assistant Secretary

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JOINT STATEMENT BETWEEN ROYAL MAIL AND THE CWU COVERING THE DEPLOYMENT NEW PROCESS MAIL PREPARATION OF DSA & MAILSORT BAGGED MECH LETTERS IN MAIL CENTRES WITH INTEGRATED MAIL PROCESSOR TECHNOLOGY


Background

The Business Transformation Agreement 2010 commits Royal Mail and the Communication Workers Union to work together at the development stage of key business policies which are best supported by transparency and good information share. This commitment is acknowledged as the key enabler for Royal Mail and the Union to engage and to develop mutual interest solutions that will aid/improve efficiency within the operation while responding to the needs of CWU represented grades.

In keeping with the National Generic Trial/Deployment Frameworks both parties have agreed to jointly access potential ways and automated handling solutions to improve the flow of mail through Mail Centres from both a Health and Safety and operational aspect. Against that backdrop both parties recognise that in a highly automated and modern Mail Centre working environment there may be potentially better alternative solutions available as opposed to Mail Centre staff manually pushing mail in wheeled containers.

Introduction/Scope

An initial assessment of a new Op Mode on the IMP was tested in Gatwick and Manchester followed by an operational trial in Romford Mail Centre in line with Trial Terms of Reference.

Following a National review of this trial by Royal Mail and the CWU the following has been agreed as the deployment programme to enable the introduction of this new process in those Mail Centres with IMP automation.

Operational Process

The new operational process enables via a new IMP mode DSA and Mailsort mech bagged letters to be tipped and processed through the IMP A Feed whilst the B Feed continues to process trayed mail at the same time to maximise throughput.

This new process only affects Mail Centres with IMP technology and the DSA & Mailsort bagged letter stream. The list of Mail Centres currently with IMP technology and affected by this process change is documented in Annex A.

There is no change to the existing Standard Operating Procedure or Safe System of Work to load the IMP A Feed.





Deployment

There will be effective meaningful consultation between local management, CWU representatives and employees/members on the changes to be deployed. The introduction of any revised duty/attendance arrangements will be negotiated at local level in line with the IR Framework.

Training will be provided in the form of WTLL (Work Time Listening and Learning), and subsequently supported by Workplace Coaches. The Operators and relevant Workplace Coaches will be trained in the operation of the new process or a suitably accredited Royal Mail trainer.

A local deployment programme will identify any requirement for transitional arrangements to ensure there is no adverse effect on quality of service and/or health and safety and/or security standards within the Mail Centre.

The proposed local deployment plan will be subject to local discussion as detailed above prior to implementation and will take into account/focus on all possible concerns, risks or difficulties associated with this project. This will ensure any unforeseen employee concerns are also resolved as quickly as possible, local parties will also meet regularly to monitor and review deployment arrangements.

CWU representatives shall be given appropriate additional release to facilitate this and enable them to consult with members on the proposed change.

Any questions of interpretation, implementation, or application of this Joint Statement shall be referred to the respective Headquarters for resolution.






Terry Pullinger
Assistant Secretary
CWU
Francis Williams
Head of Process Design
Royal Mail


Date: 5th August 2014

Annex A
List of Mail Centres with IMP Technology


Leeds MC
Preston MC
Sheffield MC
North West Mids MC
Manchester MC
Romford MC
Newcastle MC
Birmingham MC
Bristol MC
Nottingham MC
Chelmsford MC
Cardiff MC
Greenford MC
Gatwick MC
Belfast MC
Southampton MC
Swansea MC
Carlisle MC
Chester MC
Plymouth MC
Truro MC