LTB629/15 Deployment of Mechanical Mail Preparation Stations

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Letter to Branches





No. 629/15 Ref: 711.02 Date: 25th September 2015



For the attention of:

All Postal Branches
Divisional Representatives
Area Processing Representatives
Area Distribution Representatives
Area H&S Representatives


Dear Colleagues

Joint Statement between Royal Mail and the CWU Covering the Deployment of Mechanical Mail Preparation Stations in the Mail Centre Network

Branches and representatives are informed that activity has been taking place in respect of a trial relating to Mail Preparation Stations at various Mail Centres.

As available space for the equipment varies from site to site it was decided that it would be necessary to trial two types of Mail Preparation Station. The following equipment was considered as being suitable for use in the Mail Centre network and was subject to the trial activity:

· A Mechanical Mail Preparation Station which could be utilised in Mail Centres without space constraints.

· The other type of station is an alternative configuration suitable for Mail Centres with space constraints, which features a non mechanical gravitational operation. This configuration is subject to further trial activity at Jubilee and Croydon Mail Centres and is not subject for deployment at this time.

In respect of the Mechanical Mail Preparation Station the trial activity has been extensive and issues that were identified, i.e. height of loading trays, have been resolved. The equipment is currently undergoing modification to facilitate the agreed changes in preparation for deployment.

In line with the agreed terms of reference for the trial the appropriate CWU representatives, i.e. IR, Engineering and H&S, have been fully involved in the trial and I can report that activity has now been successfully concluded in relation to the Mechanical Mail Preparation Station.

The appropriate safety documentation has also been finalised and agreed for the safe use of this piece of equipment. However, due to the voluminous size of the associated safety documentation sites that are to have the Mechanical Mail Preparation Station can obtain a copy of the SSOW etc by contacting the department.

Given the aforementioned, discussions have been taking place with the business in respect of the introduction of the Mechanical Mail Preparation Station into the Mail Centre network. To facilitate the deployment of this equipment the attached Joint Statement has been concluded which provides for ongoing full CWU involvement in the deployment activity.

Any enquiries in relation to this LTB should be addressed to Joe Malone, Acting Assistant Secretary, e-mail: dwyatt@cwu.org or shayman@cwu.org quoting reference number: 711.02.

Yours sincerely


Joe Malone
Acting Assistant Secretary


JOINT STATEMENT BETWEEN ROYAL MAIL AND THE CWU COVERING THE DEPLOYMENT OF MECHANICAL MAIL PREPARATION STATIONS IN THE MAIL CENTRE NETWORK


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 in relation to the efficient processing of mail.

Introduction/Scope

Following a successful trial of a Mail Preparation Station to replace bag opening tables at Chelmsford Mail Centre further trials were undertaken at Newcastle, Peterborough, Bristol, Mount Pleasant and Jubilee Mail Centres in line with the agreed Terms of Reference Between Royal Mail and the CWU Covering the Trial of the Use of a Tube & Bracket Mail Preparation Station. The trials involved assessing the viability of two types of Mail Preparation Station.

· One type of station could be utilised in Mail Centres without space constraints called a Mechanical Mail Preparation Station and is the subject of this deployment agreement.

· The other type of station is an alternative configuration suitable Mail Centres with space constraints, which is currently the subject of further trial activity at Jubilee and Croydon Mail Centres and is not cleared for deployment at this point in time.

The trials have been reviewed nationally by Royal Mail and the CWU having embraced all aspects of safety, engineering and IR and the following has been agreed as the deployment programme to enable the introduction of the approved/agreed ‘Mechanical’ Mail Preparation Station into the Mail Centre Network.

The overall aim is to enable an agreed portfolio of equipment to be identified and agreed as fit for purpose to fully support all aspects of the Mail Centre and will culminate in this information being published and made available as fully tested solutions to support the standardisation of equipment.

Operational Process

The Mail Preparation Station is the standard equipment for containerising letters and large letters that come in bags or pouches.

For Mail Centres without space constraints the ‘Mechanical’ Mail Preparation Station configuration is deemed to be the standard. This is based on the design developed at Bristol Mail Centre and has been further improved ergonomically through testing at Manchester Mail Centre. Annex 1 provides an illustration of the ‘Mechanical’ Mail Preparation Station.

Annex 2 lists the Mail Centres that are due to receive the standard ‘Mechanical’ Mail Preparation Station. As part of the installation of this standard equipment in these offices all non standard variations of Mail Preparation Stations will be removed off site. The exception to this is Chelmsford and London Central Mail Centres where the existing Mail Preparation Stations will remain for now. Chelmsford and London Central Mail Centres will then migrate to the standard equipment when their existing Mail Preparation Stations reach end of life.

The manning level associated with the ‘Mechanical’ Mail Preparation Station is a maximum of 4 and will require job rotation on the equipment in line with the Safe Working Instructions.

The asset maintenance associated with this change will be carried out by the local Royal Mail Engineer maintenance teams. The routine and performance workload time to fully support the completion of all maintenance tasks will be reflected in the local engineering workload measurement tools.

Deployment

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

Safe systems of work, standard operating procedures and maintenance schedules have all been agreed and will accompany any local proposal to deploy.

The deployment of the equipment will need to consider the impact on working conditions and wherever possible take consideration of employees’ concerns in respect of any impact e.g. earnings, attendance patterns, etc.

The deployment of the equipment will ensure all new working arrangements and equipment have been fully risk assessed locally and the agreed safe systems of work are in place. In addition Operators and Workplace Coaches will be trained in the changes to the operation, the loading and unloading the equipment etc.

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 equipment by an authorised trainer or a suitably accredited Royal Mail trainer.

A local deployment programme will identify any requirement for transitional arrangements to ensure there is no adverse affect 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.

Timely negotiations will take place between local managers and CWU IR Representatives, and Engineering and H&S Reps will be fully involved in all aspects of the planning for and actual deployment of the required new 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.












Joe Malone
Acting Assistant Secretary
CWU Francis Williams
Head of Parcel Design
Royal Mail



Date: 25th September 2015

[SpacePhoenix]

Can't see either working, some MCs won't have the room for either.