Agreement between Royal Mail and CWU on National Deployment and Installation of New Fuel Management System

Agreement between Royal Mail and CWU on National Deployment and Installation of New Fuel Management System
 
Branches will recall LTB 322/16 issued on the 23rd May 2016 that provided for a Terms of Reference on User Acceptance Testing of a new Fuel Management System at Worksop DO. The LTB advised the method with which Royal Mail Fleet uses fuel that is accessed in a variety of ways from bulk fuel tanks located at operational sites as well as the use of fuel cards at filling stations and local fuel depots across the UK. More than 70% of fuel is drawn from over 230 bulk fuel sites that have outdated equipment installed which is no longer fit for purpose. The price paid by Royal Mail for bulk fuel is significantly cheaper, so in order to support their requirements and ensure the HGV fleet has access to filling station forecourts, RM Fleet are upgrading their hardware across all bulk fuel sites together with a new Fuel Management System which provides better transparency of fuel used and data capture which will help improve reporting procedures.
 
The older Timeplan units at the four test sites as advised in LTB 322/16 have been replaced with the new Apollo units as provided by Triscan which consist of replacement fuel island control units and new vehicle ID key fobs and deployment of an industry standard tool to report on bulk fuel usage.
 
The successful User Acceptance Test (UAT) at Worksop DO concluded with a Business Assurance Testing Phase (BAT) in Asbourne DO, Derby MPU and YDC where all data captured has been regularly shared with the CWU and jointly reviewed in a timely manner. Drivers continue to fuel in the usual way by holding their key fob to the unit, key in the current mileage from the odometer reading and start to fuel. No concerns have been raised during the testing phase from the areas involved and all safety measures have been strictly adhered to. The data capture from all four sites have been reviewed where the only report that can be added is if a vehicle records a failed transaction. Such failures are due to the Driver being “timed-out” of the process as there is only a 30 second window for drawing fuel after presenting the Key fob to Triscan. There is also a foreign fuel key located at each site as well as a process to manually over-ride the system and an emergency disaster plan to access fuel from a local forecourt.
 
The fuel used and data capture recorded will not be used to indicate differences between offices or drivers and will not be used as a disciplinary tool. Other than agreed Coaching, this process will not enhance the ability of managers to use the evidence available to take disciplinary action.
 
The CWU Area Safety Reps will be fully involved in the installation process with access to all safety documentation and will be fully involved in ensuring a SSOW is in place during installation as well as during the issue of fuel. A national SAC1 and WESCA document has been produced and has been shared with the CWU Health and Safety Department. Additionally the supplier has provided a detailed Risk Assessment and Method Statement for all installations. In advance of installation there will be a 5 week count-down process to ensure information is shared via WTL&L sessions with all members of the unit install.
 
 
 
 
 
 
The installation at sites is planned to take between 4 to 6 hours so both Royal Mail and the CWU are committed to working together at Unit level to ensure safety remains paramount throughout the installation. National roll-out will commence in September 2016 through to January 2017 (breaking for Christmas pressure). Both Royal Mail and the CWU will continue to monitor and review progress of this initiative to understand where changes are required or improvements available.
 
Any questions or interpretation, implementation or application of this agreement shall be referred to the respective Headquarters for resolution as a matter of urgency.
 
Any enquiries to Bob Gibson’s Office, quoting reference 445
Email address: outdoorsecretary@cwu.org
 
Any enquiries to Davie Robertson’s department, quoting reference 214.15
Email address: dwyatt@cwu.org or shayman@cwu.org
 
 
Yours sincerely
 
 
 
Mick Kavanagh Joe Malone
CWU A/Assistant Secretary CWU A/Assistant Secretary
Email Attachments – Click to download
LTB 523.16 – Agreement between Royal Mail and CWU on National Deployment and Installation of New Fuel Management System

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