CUSTOMER PRESENTATION STRATEGY : LARGE LETTER PROJECTS:

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Letter to Branches




No. 050/15
Ref: 712.05
Date: 26th January 2015


For the attention of:

All Postal Branches
Divisional Representatives
Area Processing Representatives




Dear Colleague

CUSTOMER PRESENTATION STRATEGY – LARGE LETTER PROJECTS:

JOINT STATEMENT BETWEEN ROYAL MAIL AND THE CWU COVERING THE CUSTOMER PRESENTATION STRATEGY – DEPLOYMENT OF DYNAMIC TRAY ALLOCATION SOFTWARE IN MAIL CENTRES WITH TOP2000

Branches and representatives will be aware that LTB 669/12 outlined issues that existed between the CWU and the business in respect of the trial and introduction of un-agreed equipment.

Since that time joint activity has been taking place on a number of initiatives with the aim of achieving an agreed portfolio of equipment to be identified and agreed as fit for purpose to fully support all aspects of the Mail Centre Operation which will culminate in this information being published and made available as fully tested solutions to support the standardisation of equipment.

A joint trial initiative took place recently at Home Counties North Mail Centre in relation to a possible upgrade to the existing TOP2000 estate throughout the Mail Centre network, which would improve the capability of the machine and support future product innovation that would enable the equipment to process unwrapped and plastic wrapped items.

The main element of this initial trial was to test two defined improvements to the TOP2000, namely the Improved Feeder (MMF) and Dynamic Tray Allocation (DTA), in a live operational Mail Centre environment. This would enable effective evaluation and assessment to be undertaken to support any future development of TOP2000 improvements.

This activity was defined as an automation/software upgrade and therefore there were no changes to the nationally agreed minimum TOP2000 staffing levels or existing duty arrangements at the trial site of Home Counties North Mail Centre. This trial has now taken place in line with the agreed terms and has included the full involvement of the CWU.

We can now report that the Dynamic Tray Allocation (DTA) element of the project has been successfully completed and following full joint evaluation it has been agreed as suitable for deployment and endorsed by the Postal Executive at its meeting of 20th January 2015. It is against this backdrop that I have attached a Joint Statement that has been agreed to cover the deployment of this software in TOP2000 Mail Centres.

Trial activity is continuing in respect of the Improved Feeder (MMF) element of the trial and as such representatives should note that this element should not be deployed until confirmation is given by the department that its use has been agreed.

To facilitate the deployment of the Dynamic Tray Allocation (DTA) element the attached Joint Statement has been concluded which provides for ongoing full CWU involvement in the deployment activity.

The department would also like to place on record its thanks to everyone involved in the trial.

Any enquiries in relation to this LTB should be addressed to Terry Pullinger, Assistant Secretary, e-mail: dwyatt@cwu.org or shayman@cwu.org quoting reference number 712.05.

Yours sincerely



Terry Pullinger
Assistant Secretary








JOINT STATEMENT BETWEEN ROYAL MAIL AND THE CWU COVERING THE CUSTOMER PRESENTATION STRATEGY - DEPLOYMENT OF DYNAMIC TRAY ALLOCATION SOFTWARE IN MAIL CENTRES WITH TOP2000


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.

Key components of the joint vision and agenda going forward include improving the function and operational capacity of the existing automation estate to support the increase in and protection of large letter volumes and to introduce changes that enable future product innovation to meet customer expectations. One such initiative is to develop improvements to the existing TOP2000 estate which will enable Royal Mail to automate unwrapped and plastic wrapped addressed items.

Introduction/Scope

It was jointly agreed to develop and test improvements to the TOP2000 FSM located at Home Counties North Mail Centre (HCNMC) which were designed to improve the flow of large letter traffic. The trial was conducted in line with the terms of the National Generic Trial Framework Agreement.

The overall aim of the HCNMC trial was to test two defined improvements to the TOP2000, namely Improved Feeder (MMF) and Dynamic Tray Allocation in a live operational Mail Centre environment.

Following a National Review of this trial by Royal Mail and the CWU it has been agreed that the first of these two improvements i.e. the software upgrade associated with Dynamic Tray Allocation it fit for purpose for deployment as a standard across Mail Centres with TOP2000 FSM automation.








Operational Process

The Dynamic Tray Allocation software eliminates recirculation on the TOP2000 which efficiently ensures that large letters are sorted into trays.

This change affects 26 Mail Centres with TOP2000 technology. The Proof of Concept machine at North West Midlands Mail Centre and HWDC are not within scope for the deployment. Annex A sets out the deployment schedule by Mail Centre.

There are no changes to the Nationally agreed minimum TOP2000 staffing levels associated with the deployment of Dynamic Tray Allocation.

There is no change to the existing Standard Operating Procedure or Safe System of Work associated with this software change.


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.

The deployment schedule will be managed Nationally with Solystic including 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 deployment schedule will be split into two phases. Phase 1 will be to all FAP2 Mail Centres and Phase 2 will be to FAP1 Mail Centres excluding North West Midlands Mail Centre and HWDC.

The deployment schedule will ensure local discussion 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
Louise McAllister
Head of Letters Design
Royal Mail


Date: 22nd January 2015


Annex A

Dynamic Tray Allocation Deployment Schedule


Mail Centre
FAP1/FAP2
Deployment Date


Start date
SMMC Northampton (312)
FAP2
Mon 02/02/15
Jubilee (264)
FAP2
Wed 04/02/15
Greenford (264)
FAP2
Thu 05/02/15
Swindon (264)
FAP2
Fri 06/02/15
Sheffield (264)
FAP2
Mon 09/02/15
Nottingham (312)
FAP2
Tue 10/02/15
Leeds (264)
FAP2
Thu 12/02/15
Chester (312)
FAP2
Mon 16/02/15
Warrington (312)
FAP2
Tue 17/02/15
Tyneside (312)
FAP2
Thu 19/02/15
Glasgow(312)
FAP2
Mon 23/02/15
Preston (264)
FAP2
Wed 25/02/15
Birmingham (312)
FAP2
Fri 27/02/15
Cardiff (264)
FAP2
Mon 02/03/15
London Central (312)
FAP2
Wed 04/03/15
Croydon (264)
FAP2
Thu 05/03/15
Medway (312)
FAP2
Fri 06/03/15
Romford (264)
FAP2
Mon 09/03/15
Chelmsford (312)
FAP2
Tue 10/03/15
Belfast (264)
FAP2
Thu 12/03/15



Install and test Bristol
FAP1
Mon 14/09/15



Gatwick
FAP1
Mon 21/09/15
Peterborough
FAP1
Wed 23/09/15
Edinburgh
FAP1
Fri 25/09/15
Manchester
FAP1
Mon 28/09/15