Door to Door - Delivery Method Change Trial & TOR

[TrueBlueTerrier]

No. 596/15
Ref: 230.03
Date: 14th September 2015


To: Branches with POSTAL Members

Dear Colleagues
 
Door to Door - Delivery Method Change Trial & TOR

Further to LTB’s 531/15 and 560/15 we have been in ongoing discussions with Royal Mail regarding D2D, looking at ways to expand the product including revised ways of working and delivering the items. We have now modelled some different scenarios/methods and agreed that 3 of them will be trialled, of which 2 are CWU proposals.

The trial will initially commence in 2 Delivery Offices, Bath DO and Troon DO. We are still attempting to agree a third Delivery Office and this will be notified as soon as possible.

The postcodes have been chosen due to their above average levels of D2D. The intention of the trial is to identify a viable method to reduce the overall costs of the product which will enable Royal Mail to compete for more contracts, increasing volume/workload and revenue. The CWU proposals also provide more scope for ‘Bespoke’ contracts and growth in this particular area which is becoming more popular.

The following adjustments to the current delivery method describe the methods that will be trialled to determine an alternative delivery method to reduce the number of unaddressed ‘Cold Calls’ while remaining simple to operate, easy to control, within the current D2D Product Specification and producing good QofS results.

1. 16.7% (1/6th) Collate, Prep and Deliver Warm calls each day Monday to Saturday. Roll over pending calls remainder of the week until Saturday. (Troon)

2. 100% Collate, Prep and Deliver Warm calls Monday, Roll over pending calls remainder of the week until Saturday. (Pending)

3. 20% Collate, Prep and Deliver Warm calls Monday, 80% Collate, Prep and Deliver Warm calls Tuesday, roll over pending calls remainder of the week until Saturday.(Bath)

Note: There are several variations to the above that can be adopted to enhance flexibility in delivering new bespoke items and this will form part of the National discussions.

Alternative Control Methods will also be tested during the trial:

1. Pending D2D items (those left for delivery on a following day) left in the frame

2. Pending items not placed in the frame, but instead the DP noted on a sheet

Both methods will be studied/measured by Industrial Engineers to establish time taken. Work aids will be produced for each delivery, detailing time required for each method.





Further discussions have also addressed our concerns regarding the complexity of the method for recording the delivery points that have not been delivered using the warm call method and with regard to this the trial will commence with a small number of routes in each site rather than the whole unit. This will allow both parties to fully understand the work involved, how people take to the change in methods, allows time to take in their views and see how managers are able to manage this. It should also help protect both the product and wider QofS by having a limited number of routes affected in the first phase.

It is anticipated that the trial and data gathering exercise will take approximately 6 weeks;

The trial will commence on 21st September 2015 and will conclude on 31st October 2015. However during this period consideration will be given to extending the trial period if enough data/information is not available.

The trial will be jointly reviewed at the end of the agreed timescales (31st October 2015) to determine the viability of the alternative methods taking into account any H&S implications.

Consideration will also be given to extending the trial to other sites including the potential implications of changing current methods. The review will also discuss and consider any changes required going forward to support growth and employee reward.

In addition to the trial discussions have also taken place on the subject of the D2D product and the need to put more focus and activity into this area, and a meeting is being arranged with Market Reach and product managers to discuss this in more detail. The intention here is to re establish a National D2D Forum.

Some communications material has been produced that will be shared in due course to take CWU input, so that we can jointly position the work we are doing on D2D as a product and seek input from employees in the units.

A separate initiative will be jointly undertaken to understand and identify the declining volumes that some geographical locations are experiencing. This will be done by asking volunteers in those locations to count or collect the D2D items they receive so that the numbers can be recorded and investigate if they are new contracts or contracts previously handled by Royal Mail.

Whilst we have now agreed a trial and a number of methods to be trialled we would still like to identify any other suitable alternative methods being used in the field that deals with managing the delivery of D2D and also incorporates no ‘cold calling’. CWU representatives are therefore invited to send any alternative methods to the Outdoor Department for consideration.

The overall objective of this trial and our continuing engagement on this subject is to fully understand the wider unaddressed market so that we can jointly grow this product.

Any enquiries to Bob Gibson’s Office, quoting reference 230.03
Email address: mstewart@cwu.org


Yours Sincerely

Bob Gibson
CWU Assistant Secretary – Outdoor

[TrueBlueTerrier]

Terms of Reference
Door 2 Door Delivery Method Change

Introduction
The Agenda for Growth agreement and Integrated Delivery Programme commits both Royal Mail and the CWU to working together to positively transform business operations. Throughout the period of the BT 2010 agreement both parties worked to develop and establish improved, constructive working relationships, and effective interfaces with the aim of agreeing shared objectives to take the business forward and at the same time protecting jobs and terms and conditions at all levels within Royal Mail.
Both parties reaffirm a commitment to ensure that our operations are efficient, fair and manageable and meet the needs of the internal and external markets, employees, and provide a platform for new products and services consistent with our growth agenda.

Background

Royal Mail and Communication Workers Union share a joint commitment to grow volume in the unaddressed market to offset volume decline in the traditional addressed market. Royal Mails key product in the unaddressed market is Door to Door (D2D).

Current D2D methods indicate that more than 25% of all outdoor calls carried out for D2D are ‘Cold Calls’. This is where we deliver a D2D item without any other item; we go down the path of the address and only deliver a D2D item. As letter volumes continue to decline, research shows that the level of ‘cold calling’ will increase (projected to be 37% within 2 years).

The cost of these calls has to be accounted for in the price charged for D2D. This is making Royal Mails D2D product uncompetitive within the Unaddressed Mail market and crucially it is now at risk of costing more than is charged for the service.This must be rectified urgently if we are to grow the product and avoid any risk of potential regulatory action.

The CWU welcomes and supports the introduction of Bespoke D2D items in an attempt to generate growth, and through joint co-operation successfully deliver the items outside of the currently agreed method for handling D2D.

A separate initiative will be jointly undertaken to understand and identify the declining volumes that some geographical locations are experiencing. This will be done by asking volunteers in those locations to count or collect the D2D items they receive so that the numbers can be recorded and investigate if they are new contracts or contracts previously handled by Royal Mail.
Alternative Delivery methods to be trialled
The following adjustments to the current delivery method describe the methods that will be trialled to determine an alternative delivery method to reduce the number of Unaddressed ‘Cold Calls’ while remaining simple to operate, easy to control, within the current D2D Product Specification and producing good Q of S results.
1. 16.7% (1/6th) Collate, Prep and Deliver Warm calls each day Monday to Saturday. Roll over pending calls remainder of the week until Saturday

2. 100% Collate, Prep and Deliver Warm calls Monday, Roll over pending calls remainder of the week until Saturday

3. 20% Collate, Prep and Deliver Warm calls Monday, 80% Collate, Prep and Deliver Warm calls Tuesday, roll over pending calls remainder of the week until Saturday

Note: There are several variations to the above that can be adopted to enhance flexibility, in delivering new bespoke items, this will form part of the National discussions.

Alternative Control Methods to be tested
1. Pending D2D items (those left for delivery on a following day) left in the frame
2. Pending items not placed in the frame, but instead the DP noted on a sheet
Both methods will be studied/measured by Industrial Engineers to establish time taken. Work aids will be produced for each delivery, detailing time required for each method.
Measurements to be gathered
Percentage of Unaddressed ‘Cold Calls’ incurred by method and by day of week
Time taken to complete Indoor Control methods
Change in D2D Quality of Service achieved in test Sectors
Views of employees on alternative D2D methods
CWU & Employee Involvement
1. During the trial the views of employees will be sought as to how the D2D delivery method could be improved to support increased sales, volume and revenue.
2. CWU representatives will be jointly involved in the trial and will be afforded sufficient release to actively participate, including working with members of the D2D Product Change Team
3. During the trial period CWU and Royal Mail, will invite Marketreach, Legal experts and Product Management to discuss/review the trial, with the aim of identifying potential D2D growth and new products (D2D Local) that will support growth in volume and revenue.
4. All data/information generated during the trial will be openly shared with the CWU.
Timescales
It is anticipated that the trial and data gathering exercise will take approximately 6 weeks; The trial will commence on 21st September 2015 and will conclude on 31st October 2015. However during this period consideration will be given to extending the trial period if enough data/information is not available.
Test Locations
The method trials will be conducted in 3 Delivery Units (1 per Region); BA, KA and (WD?). The actual sites will be. Site A Bath (BA) Site B Troon (KA) Site C
Note: Units that are currently delivering in accordance with the trial methods or similar may be invited to join the trial following the joint review.
Review
The trial will be jointly reviewed at the end of the agreed timescales (31st October 2015) to determine the viability of the alternative methods taking into account any H&S implications. Consideration will also be given to extending the trial to other sites including the potential implications of changing current methods. The review will also discuss and consider any changes required going forward to support growth and employee reward and the re establishment of the National D2D forum.

Royal Mail................................... CWU............................................ Gary Burgess Bob Gibson

Date: September 2015

[shepherdess]

In a duel slot how is my floater supppsed to know which address has been delivered to ? And visa versa

[wannabeek]

You write a number on it.

We mostly do this method already or something similar, as we have none left by the time Saturday comes. By the start of Friday there are usually only D2Ds with numbers written on them left in the frame, unless something's gone wrong during the week.

Our office is a bit peculiar tho I think, judging from what others state here. Management generally just leave us well alone and don't interfere - everyone's happier that way!

[halfull]

they really do have no clue & way too much time on their hands.

[worktotime]

try prepping 900 + calls mainly double slots and f**k about like , they don't have a clue in the real world

[IloveMYredTROLLEY!]

100% collate/prep on a Monday or 80% collate/prep on a Tuesday? That won't take long, creating cutoffs and/or more overtime, especially on weeks with 4+ D2Ds and 600+ delivery points!

[Newbie001]

Some posties already 100% collate. Covered one recently. Result was most D2D's delivered by Wednesday. And as we're usually humped Thu/Fri might have saved a dozen or so cold calls.
Result, finished late Mon/Thu/Fri/Sat (nice cheeky Virgin D2D on the Saturday, so maybe could have finished early or on time) and finished on time Tue. (didn't work the Wed, but apparently they finished on time). Doing it this way probably saved about 20/30 mins of OT that would normally be claimed. Doesn't hide the fact that even in the summer the duty is way too big.
In my opinion this has nothing to do with making D2D's more profitable. It's all about how they can try to increase already impossible workloads. Or maybe cut amount of o/time claimed Thu/Fri. With winter coming, delivery scanned coming in, and another round of VR's think they're pissing against the wind.

[A2B]

Interested to see how this will work in offices who work longs & shorts!

[hans solo]

troon will be well chuffed told their mgmt to shove their lapsing last week

[daveyeff]

100% collate/prep on a Monday or 80% collate/prep on a Tuesday? That won't take long, creating cutoffs and/or more overtime, especially on weeks with 4+ D2Ds and 600+ delivery points!

or 6 with 1200...ha.....they really do live in cloud cuckoo land