AGREEMENT ON TELEMETRY EQUIPMENT WITHIN REGIONAL LOGISTICS

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Letter to Branches




No. 056/15
Ref: 518.02
Date: 27th January 2015


For the attention of:

Postal Branches
Divisional Representatives
Area Distribution Representatives





Dear Colleagues

NATIONAL AGREEMENT ON THE USE OF TELEMETRY EQUIPMENT WITHIN REGIONAL LOGISTICS (AREA DISTRIBUTION)
AND
TOR ON TRIAL DEPLOYMENT OF TELEMETRY EQUIPMENT AT NOTTINGHAM MAIL CENTRE

Branches and representatives will be aware via LTB 398/14 of the deployment of Isotrak Telemetry Equipment in relation to the Network LGV fleet in June 2014. At that time the business also indicated that there was the intention to conclude a tender process in relation to the extension of telemetry deployment in the MGV 7.5t fleet in Area Distribution, which the business are now referring to as Regional Logistics.

Tender applications have now been considered and a proof of concept trial has been undertaken at Exeter and Plymouth Mail Centres, which has proved successful and achieved sign off at Board level. Interestingly in the final selection process the awarding of the contract did not go as expected to Isotrak but to an alternate telemetry supplier, Microlise.

Against this backdrop discussions have continued with the business in respect of a National agreement on the deployment of telemetry in the MGV fleet and a terms of reference for a pre deployment trial at Nottingham Mail Centre Distribution fleet, which have resulted in the attached agreements being achieved and endorsed by the Postal Executive at its meeting on the 20th January 2015.

National Agreement

The attached National agreement for Area Distribution (Annex A) is based on the Network agreement referred to above and is identical in regard to the areas of operational issues, information usage and driver protections. The agreement compliments the new Regional Logistics (Area Distribution) Advanced Driver Coach Agreement as detailed in LTB 054/15 and ensures that the same remedial, non punitive approach established in the Network fleet flows through fully to this agreement.

There are however two areas of change in the draft which are:

In regard to the use of Route Guidance (Sat Nav) Equipment, where the wording has been altered to reflect the fact that SSOW have now been concluded with the Health & Safety department on the use of this aspect.

In regard to efficiency and savings, the draft has been amended to concur with the terms of the recent Joint Statement on Growth, Efficiency and Incentives. In this regard it recognises that immediate incentive arrangements have been covered off. However, the agreement ensures that savings from this deployment will continue to be recorded and as such the information will be available should the further discussions on future incentives require it.

Nottingham Mail Centre Trial Activity

The attached terms of reference (Annex B) to enter a pre deployment trial mirrors the arrangements agreed for the Network deployment whereby the trial activity took place at Chorley VOC. Nottingham MC was selected primarily as it is the nearest operational site to Microlise.

The terms of reference carry over all the protections previously achieved in the Network discussions and ensure full CWU involvement both locally with appropriate release, and Nationally through the Area Distribution Working Group. In addition, duty structures, attendance times and earning opportunities will be unaffected by the trial activity.

The department believes that these new agreements for Area Distribution complement the previously endorsed agreements in Network and that a uniform approach has been achieved in regard to the use of new technology which ensures the maximum protections for all of our Professional Drivers.

Branches and representatives are requested to ensure that the content of this LTB is brought to the attention of CWU members.

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: 518.02

Yours sincerely



Terry Pullinger
Assistant Secretary

NATIONAL AGREEMENT BETWEEN ROYAL MAIL LOGISTICS AND THE CWU ON THE DEPLOYMENT AND USE OF TELEMETRY EQUIPMENT WITHIN REGIONAL LOGISTICS (AREA DISTRIBUTION)

Introduction
Royal Mail and the Communication Workers Union are working together in developing key business policies, mutual interest solutions and a new culture which is at the core of all the commitments contained in the BT2010 Agreement and the 2014 Agenda for Growth, Stability and Long Term Success Agreement.
As such, Royal Mail have committed to provide the CWU with genuine engagement at the development stage of key business policies supported by transparency and good information share in order that the CWU can influence and shape key National policies before decisions are made.
In line with above commitments, Royal Mail Logistics, with input from the CWU, has now completed a tender process for telematic services for use in the Regional Logistics (Area Distribution 7.5t Fleet).
Consistent with the use of telemetry equipment in National Logistics (Network), systems will support:
Accurate recording of end to end performance, supporting improved decision making

Real time visibility on the Network enabling pre-notification of arrivals and collections

Real time visibility on breakdowns supporting improved security and safety for drivers

Improved in cab communications and driver interface

Improved vehicle /driver utilisation

Improvements in driving styles and driver behaviours

This agreement is designed to ensure that the new equipment is deployed based on a mutual interest basis, builds on and should be read in conjunction with the DMS Appendix to the Professional Drivers Agreement.
Pre-deployment Trial

Ahead of full deployment, Regional Logistics and the CWU will trial the full system capabilities at Nottingham Mail Centre. The purpose of the trial will be to evaluate training/familiarisation packages and agreed measurement parameters ahead of full national deployment.
The trial activity will be overseen by the Area Distribution Working Group (ADWG) who will provide a report to the National Logistics Steering Group (NLSG) for final sign off prior to full deployment.

CWU Involvement
It is agreed that the full involvement of the CWU at all levels is essential if the full benefits are to be realised. CWU will be involved in all aspects of the initiative including implementation, monitoring, and assessment. This includes the content and application of the necessary training and to ensure full transparency an agreed number of CWU nominated representatives will be trained to Super-user level.
Route Guidance
The introduction of a ‘route guidance system’ for drivers use, would allow the driver to navigate an alternative route and avoid weight/width restrictions (as an example). The aim is to ensure safe effective contingency decision making when a driver is forced to deviate from the agreed route.
Health and safety is of paramount importance to both regional logistics and the CWU. To that end, agreed safe systems of working have been fully developed and agreed between regional logistics and the cwu national health and safety department.
Canbus Capability
Canbus technology has been in use within the industry for some time and has been deployed as part of the telematic package in national logistics. An agreed trial of this capability in the 7.5t fleet at Plymouth and Exeter distribution hubs suggested that significant benefits are achievable through the national deployment of the canbus technology in regional logistics.
It is recognised by both parties that the advances in the capability of technology in respect of data tracking of this nature has transformed the transparency of our actions in everyday working life. This provides exciting opportunities for innovations in identifying training needs and operational efficiencies, but it also raises genuine concerns for employees in respect of intrusiveness and individual privacy.
Regional Logistics and the CWU appreciate the need to balance these opportunities and fears, so as to ensure that new technology can be embraced seamlessly and with confidence. Against that backdrop both parties agree the following principles:
The specific purpose for using the information provided by the new kit capability will be to enhance vehicle tracking and quality of service, improve driver training, fuel consumption and vehicle longevity.

Both parties agree that all individuals have a right to privacy at work and it is accepted that there is a mutual obligation of confidence and trust applied to every contract of employment and that all parties should act in a way so as not to break that relationship. As such driver performance data produced will remain confidential to the individual and will not be displayed on notice boards or in league tables. Equally outputs from Canbus will not form part of daily performance management.

It is agreed that this new technology is not being deployed for, or will be used as, a disciplinary tool. As such it will not enhance the ability of managers, or the evidence available, to take disciplinary action.

Advanced Driver Coaches will support the training of drivers. Data will be shared with Advance Driver Coaches who will utilise it to design tailored individual training sessions, in line with the terms of the Regional Logistics Advanced Driver Coach Agreement.
In the spirit that both parties agree that the whole approach to this activity should be a positive experience for the individual, support and the opportunity to identify development areas will be provided through positive help, coaching and encouragement via local managers and driver coaches. In line with the ethos successfully developed and deployed in National Logistics both parties confirm that the essence of the approach in regard to driver improvements will remain one of correction and not punishment.
Clearly as the data is analysed it will enhance the level of understanding in the business and it may provide an insight into improvements in how we operate. To this end the ADWG will be required to jointly report to the NLSG on a regular basis the experiences, opportunities and lessons that this enhanced transparency brings.
Canbus Key Measures
Regional Logistics and the CWU believe that through the deployment and application of Canbus capabilities, sustained improvement against the following measures are achievable.
Improvement in average mpg
Reduced instances of harsh acceleration/braking
Safe use of Cruise Control
Reduction in vehicle idling time
Improvement in % of “greenband” driving
Reduction in RTA’s through improved driver behaviour
Reduction in vehicle damage
Use of Exhaust Brake

The range of areas to be measured and the parameters for the in cab indicators will be confirmed by the ADWG prior to deployment and will be jointly periodically reviewed to ensure continued effectiveness.
Regional Logistics and the CWU anticipate that the deployment of Canbus capabilities will produce significant efficiency savings for the business
The national joint statement on Growth, Efficiency and Incentives established an Employee Profit Related Scheme covering the period from April 2014 until April 2015. However both parties recognise that further discussions due to be concluded by March 2015 may consider alternative incentive arrangements going forward. The conclusion of those discussions and the deployment of any agreed outcome may not compliment the potential deployment dates of this initiative.
Against that backdrop it is agreed that the pragmatic solution is to enable a without prejudice situation, which allows for the progression and deployment of operational requirements and records the operational savings/efficiencies achieved so that accurate information will be available if required in the wider efficiency discussions.
It is also recognised that the recording and sharing of this information will enable the commencement of the process of developing a greater understanding between managers, representatives and employees of operational costs and the contribution that can be made.
Vehicle Scheduling
The methodology for the creation or adjustment of run times or vehicle utilisation are covered by national agreement. Improved equipment capabilities resulting from the deployment of Telematic equipment in the Regional Logistics fleet will be assessed by the ADWG who will provide a report including any recommendations on improvements to current agreed processes. Ahead of any revised position run times will continue to be constructed in line with current agreed procedures.
Training
Full training will be supplied to all employees who will be required to use the new technology. This training covers all aspects of the use of the Telemetry equipment and will be delivered during normal working time by the Advanced Driver Coaches.
Review

This agreement will be the subject of joint review 6 months after deployment and periodically thereafter. Any questions of interpretation, implementation or application of this agreement shall be referred to the respective Headquarters for resolution as a matter of urgency.






Euan McMurdo Terry Pullinger
Director Royal Mail Logistics Assistant Secretary
Royal Mail Group CWU

Date: 23 January 2015





TERMS OF REFERENCE BETWEEN ROYAL MAIL LOGISTICS AND THE CWU ON TRIAL DEPLOYMENT OF MICROLISE TELEMETRY EQUIPMENT
AT NOTTINGHAM MAIL CENTRE


Background

Following extensive national discussions an agreement between Royal Mail Logistics and the CWU on the deployment of Microlise Telemetry equipment has been concluded, in line with our joint aspirations to embrace new technology developments.

An integral part of the new national agreement was the establishment of a trial site where the full functionality of the equipment could be tested and operational or technical adjustments made in light of real time experience.

Against this backdrop, it is proposed that a trial takes place at Nottingham Mail Centre.

All trial activity, use of the equipment and analysis of data will be conducted entirely in line with the terms of the national agreement.
Duty structures, hours of attendance and access to additional earning opportunities will be entirely unaffected by the trial activity.

The system will go through User Acceptance Testing (UAT) and will be a position to be installed early April 2015. The system will consist of the following functionality:

Real-time vehicle tracking.
In cab terminal providing two way communications, satellite navigation and the capability of electronic manifests
Driver Behaviour feedback panel – providing real-time feedback to the driver on their driving style against agreed thresholds via a red, amber, green light that flashes in the cab.

The trial will be overseen by the Area Distribution Working Group who will visit the site during the course of the trial.

Following the review meeting any recommendations on adjustments will be made and referred to the National Logistics Steering Group prior to full deployment nationally.

Both parties recognise the importance of the full involvement of the CWU locally in ensuring the success of the trial activity. To that end appropriate release will be agreed to allow the CWU representative to fully prepare and participate in the trial and review process.

Objectives

The following objectives have been agreed for the trial and will provide the basis for success criteria for the review of the trial activity;

Provide training to all drivers and system users before the trial commences.
Install the new hardware on all 7.5t vehicles based at Nottingham Mail Centre.
Check all in-cab functionality is working before the driver commences their duty. There will be presence for the Telemetry Project Team and Microlise to carry out this activity.
Introduce a driver feedback process
On-going support throughout the trial
Hold review meeting after the functionality has been live for 2 weeks
Agree progression to national deployment.

Timescales

Training – W/C 30th March 2015
Trial Activity – Between 7th April 2015 and Friday 24th April
Review Meeting – Monday 27th April 2015 (tbc)
National go live – W/C 4th May 2015

Attendees of review meeting

Davie Robertson, CWU National Executive Council
Simon Edmunds, CWU Divisional Representative
Tony Cecil, CWU Area Distribution Representative
Local Nottingham CWU Distribution Representative
Joe Massey, RM Logistics Director
Darren Rhodes , Distribution Manager, Nottingham MC
Bradley Shepherd – IT Programme Manager
Sarah Walker – RM Logistics Telemetry Manager







Euan McMurdo Terry Pullinger
Director Royal Mail Logistics Assistant Secretary
Royal Mail Group CWU

Date: 23 January 2015