Door to Door Automation/Collation Trial 2016 – Trial Extension RG Offices
Further to LTB 040/16 regarding the D2D Automation/Collation trial agreed by the Postal Executive in January 2016. Branches will be aware that the Outdoor Department has been engaged in ongoing talks with Royal Mail concerning Door to Door and the businesses future strategy for the product.
Those discussions have since May 2016 included the extension of the current trial into 4 delivery offices in the RG postcode and Walsall DO. One of the reasons for the protracted discussions was the absence of answers to a list of questions contained within the original TOR which have now been answered. However they will continue to be evaluated and will form part of the ongoing review.
Also whilst this extension of the trial is different in terms of the specification and the way the D2D items are presented, it is in fact an extension of the current trial and we have therefore agreed that it should be dealt with as an addendum to the original trial and should carry forward all the original TORs conditions.
The main difference with this extension of the trial is the change in specification from 6 days to Wednesday to Friday delivery only. We are aware of the potential implications across the whole pipeline if this became the standard operation in future and this is something that will be picked up as part of the review, but for the purpose of this trial extension there will be no impact on the WBC operation or Distribution. The delivery units will of course see a shift in workload and this will be monitored and recorded as part of this trial for inclusion in the overall review.
The Branch has been consulted in terms of participation in the trial and they have agreed to participate on the basis of the nationally agreed Terms of Reference which is included with this LTB.
Any enquiries to Bob Gibson’s Office, quoting reference 230.03
Email address: outdoorsecretary@cwu.org
Yours sincerely
Bob Gibson
CWU Assistant Secretary
Annex C
ADDENDUM TO ROYAL MAIL & CWU NATIONAL TERMS OF REFERENCE DOOR TO DOOR AUTOMATION TRIAL JULY 2016
Further Trial Activity – RG D2D New Delivery Service Change & Outdoor Method Trial
The full terms of the original TOR are carried through into this addendum.
To build on the experiences of the trial so far this phase of the trial process seeks to demonstrate and prove out the steps required to modernise and grow D2D. This phase will now test alternative delivery methods to calculate the amount of indoor D2D preparation which would be impacted upon and time required to move that process outdoors. To facilitate this, D2D will be bundled, strapped and clearly labelled as per the current process and to understand the process to reduce ‘Cold Calling’ and improve the service to growth customers’ delivery will reduce from six days to three days – Wednesday to Friday only. There will be no change to the current product arrival specification into the Delivery Offices, although The D2D items will be stored in a locally agreed location to facilitate the Wednesday to Friday delivery specification.
Throughout the trial activity the weekly resourcing meetings will capture the relevant efficiencies as a result of the change and capture both the potential reductions and increases in workload due to the changes to the process. All of this information will be will be shared with the project leads on a weekly basis, and logged for future reference as part of the trial review. During this phase of the trial the views of employees will be sought as to how the new D2D methods could be improved to support increased sales, volume and revenue, including exploring the local watch and win concept.
Details of alternative Delivery methods to be trialled
1. Introduction of Automated Bundling to collated sets.
Trial different means of automatically bundling collated items using a variety of fixing materials and methods at Swindon WBC. Also trial the attachment of larger more informative labels to the bundles. This is an enabling action for (3) below.
2. Service Day Change.
Move from the current 6 day Monday to Saturday product to a 3 day Wednesday to Friday service to improve the customer experience, target growth market sectors and reduce the product cost by reducing ‘Cold Calling’.
3. Trial of Outdoor D2D Preparation with various equipment types.
Test the draft Standard Operating Procedure (SOP) attached at Annex A and the associated equipment types listed within it to identify the most safe, practical and efficient method(s). Once the optimum method(s) are identified and practised, these will be measured by Industrial Engineers with support from Ergonomists.
4. Data Capture
A process will be put in place to monitor and record the method changes for any Indoor reduction in workload as a result of Automated/Collated items and no requirement to prep the items. In addition as a result of the move to a 3 day service, the expected increases in workload will also be captured to understand the relevant efficiencies for each and overall impact; this will be conducted and captured via the weekly resourcing meetings. There will be no changes to any duties.
Trial principles to be gathered
It is accepted by both parties that in order to ensure the accuracy of the above points there are a number of pre measurements that will need to be captured before and during the trial activity. In addition throughout the trial, safety, quality, performance and people measures will be jointly recorded and assessed.
• Safety –The potential shift in volumetric and weight impact due to the Service and method change, and equipment use will be subject to joint evaluation, with any necessary risk assessment and/or ergonomic assessment and any changes or support processes being introduced prior to commencement of the trial. This will be continually assessed at the WRM.
• Quality – The revised methods and equipment used and any impact on quality of service will be recorded and analysed.
• Performance – The revised methods and equipment will be subject to Industrial Engineering measurement techniques to identify any impact on efficiency when compared to existing methods.
• People – The individuals involved in the testing will have their feedback recorded on the potential advantages and disadvantages of the methods and equipment tested.
In relation to the role of the Industrial Engineers, the relevant points to be considered and reported on as part of this phase are contained in Appendix B.
Trial Locations and Timescales
It is anticipated that the trial and data gathering exercise will take approximately 17 weeks with the trial commencing on Friday 12th August 2016 which will involve pre measurement data gathering in the first instance. The service day change will be introduced once the pre measurement activity has been completed.
In the RG (Reading) Area the Delivery Offices of Henley on Thames, Hungerford, Reading East and Wokingham will be the trial sites, as well as Walsall DO who will trial the service day change to assess impact on new Outdoor methods.
Date: 12th August 2016
Appendices:
A: Outdoor Delivery Methods for Combination of Addressed and Unaddressed Mail
B: IE Study Plan on Revised Service Day Change & Methods
Appendix A
Outdoor Delivery Methods for Combination of Addressed and Unaddressed Mail
HCT and Park and Loop Deliveries – Shared Van Deliveries and many singleton deliveries
Method 1 – D2D items added from (pouch)
1. Load appropriate volume of D2D to the Vehicle/HCT as required completing 1/3 of the delivery.
a. On due service days for D2D – Wed, Thru, Fri
b. This means D2D delivery only takes place to each DP once a week and to only one 1/3 of the walks DPs on any one day.
c. For shared Van Pairs, D2D must be completed in full loops and at the same time in order to avoid route imbalance
2. At commencement of the element of the walk that D2D will be delivered to, load a suitable amount of Collated D2D to the pouch/trolley from which you are going to deliver it from. If possible this should be one loop’s worth of D2D
a. If necessary the LWT or HCT should be used to carry the remainder of the Loops D2D. When appropriate refill from the LWT or HCT to be able to complete the loop without returning unnecessarily to the Vehicle/HCT
3. On approach to the Delivery Point (DP) reach into the pouch/trolley and retrieve one DPs worth of items
4. Add the D2D to the addressed mail items for the DP.
a. In some cases there will be no addressed mail items. On these ‘Cold Calls’ just perform the delivery with D2D only.
Method 2- D2D items added from bundle
1. Load appropriate volume of D2D to the Vehicle/HCT as required completing 1/3 of the delivery.
a. On due service days for D2D – Wed, Thru, Fri
b. This means D2D delivery only takes place to each DP once a week and to only one 1/3 of the walks DPs on any one day.
c. For shared Van Pairs, D2D must be completed in full loops and at the same time in order to avoid route imbalance
2. At commencement of the element of the walk that D2D will be delivered to, load a suitable amount of Collated D2D to the pouch/trolley from which you are going to deliver it from. If possible this should be one loop’s worth of D2D
a. If necessary the LWT or HCT should be used to carry the remainder of the Loops D2D. When appropriate refill from the LWT or HCT to be able to complete the loop without returning unnecessarily to the Vehicle/HCT
3. Take a bundle of addressed mail items prepared in the DO in your hand. Add a suitable number of D2D items for several DPs to the rear of the bundle
4. On approach to the Delivery Point (DP), select the appropriate addressed mail items and add one DPs worth of D2D items
a. In some cases there will be no addressed mail items. On these ‘Cold Calls’ just perform the delivery with D2D only.
Methods 2(a) and 2(b)
1. Exactly the same as methods 1 and 2 but instead only every third DPs delivered to with D2D over the full delivery
2. Addresses effectively numbered Day 1, Day 2 or Day 3 delivery points
3. Over the course of 3 days all DPs served
Collated D2D would be carried in the following ways
1. From DO to first D2D delivery DP – Vehicle or HCT
2. If replenishment needed during the loop – In the HCT or LWT
3. Whilst on the Delivery Loop – In the pouch/trolley
Outdoor Delivery Methods for Combination of Addressed and Unaddressed Mail
Singleton Vans when delivering directly from the vehicle
1. Load appropriate volume of D2D to the Vehicle as required to complete 1/3 of the delivery.
a. On due service days for D2D – Wed, Thru, Fri
b. This means D2D delivery only takes place to each DP once a week and to only one 1/3 of the walks DPs on any one day.
2. At commencement of the element of the walk that D2D will be delivered to, load a suitable amount of Collated D2D to a tray in the vehicles rear load space.
3. When parked in the vicinity of the Delivery Point (DP) and preparing the items due for the Delivery from the appropriate containers in the vehicle rear, retrieve one DPs worth of D2D items and add to the items for the DP
a. In some cases there will be no addressed mail items. On these ‘Cold Calls’ just perform the delivery with D2D only.
Collated D2D would be carried in the following ways;
1. In Trays or Bundles in trays in the rear of the vehicle
Equipment Assessments
This means we need to assess the following pieces of kit for suitability for carrying D2D as a single unmerged stream
1. Vehicles
2. HCT
3. LWT
4. Starburst Pouch
5. Pannier Pouch
6. Other agreed Equipment Types
D2D Supply to the Delivery
We need to assess the suitability of the various means of supplying D2D to the deliveries
1. In a tray (as current)
2. In a bundle (if so what number of contracts?)
Appendix B – IE Study Plan on Revised Service Day Change & Methods
• Studies to focus predominantly around the Door to Door delivery elements, both with and without addressed mail for each method.
• Baseline data for the Door to Door doorstep delivery elements is to be gathered at the trial Units.
• Time to be allowed for OPGs to familiarise themselves with the revised method before any study work is undertaken
• Any ancillary work both indoor and outdoor to be captured e.g. loading / extracting bundles from pouch.
• As wide a number / type of contracts as possible is to be included in the study.
• Study results of the various trial methods will be compared to the baseline data to calculate the impact per Delivery Point. This will then be used to determine the daily / weekly impact on outdoor delivery time.
• Video footage (short clips) will be captured to support the work being measured
• Details of how the studies are to be undertaken / how the data is analysed and converted to a meaningful result, to be openly discussed / shared with both the CWU and project team.
Signed……………………………….. Signed ……………………………….
Anton Harding – Royal Mail Bob Gibson – CWU
18th July 2016
CWU Eastern No5 Branch 