Four Pillars Agreement – Resourcing Guidance and Resourcing Checklist For Network And Area Distribution

Dear Colleagues

Branches and representatives will be aware that Royal Mail and the CWU are working together to deploy the significant joint commitments contained within the Guiding Principles of Employment Security and Mutual Interest Approach, which include a review of current resourcing practices within all Functions. In other functions these commitments included the establishment of a framework and guidelines for the necessary resource realignment activity to deliver the 1st hour reduction in the working week in October 2018. However Branches will recall that in Logistics the enabler for the deployment of the SWW for Professional Drivers is the deployment of the National Network Review for Network Drivers and a PAD revision to deliver the LAT changes in October 2018 for Area Distribution Drivers.

The department can confirm that with the deployment of the Network Review on the 18th of June 2018, it has been agreed that the SWW enabler for Network Professional Drivers has been achieved and discussions are underway on the deployment of equivalent benefit through the restoration of payment to the first hour of Meal Relief each week from October 2018.

Ø In order to meet the Guiding Principles commitments with regard to establishing proper resourcing practices discussions have been taking place between the department and Logistics management to agree standard disciplines in relation to daily, weekly and monthly meeting arrangements for the Network and Area Distribution functions. In addition a Resourcing Checklist has also been agreed, which should be included in weekly resourcing meetings. These discussions have centered on measures to establish that the Weekly Resourcing Meetings will be the local forum for jointly reviewing past and current resourcing requirements and the means to deliver on an ongoing basis the joint commitments to achieve:

Ø A reduction in the reliance on Agency Resource

Ø A review of Reserve Levels to ensure that there are sufficient reserves to provide robust cover.

Ø A review of the contractual status of part-time workers

Ø A review of FTC Contracts with consideration to making substantive where workload is ongoing

Ø A review of loans and borrows including Driver Career Path candidates to deliver permanent solutions

Discussions have now concluded and the attached Resourcing Guidance (Annex A) and Resourcing Checklist (Annex B) have been agreed with the business and endorsed by the Postal Executive.

Colleagues should note that the attached documentation has been designed to supplement existing arrangements for Network and Area Distribution, who are already subject to annual revision activity.

Given the deployment of the Network Review in Network and the pending PAD activity in Area Distribution it has been agreed that use of the checklist as an audit document would not be of value at this time and that instead, the documents are intended as a continuous reference point for ongoing resourcing activity.

Colleagues will note that the attached documentation will assist representatives by providing a constant checklist and stable foundation in relation to resourcing that is out with annual revision activity. The processes contained in the attached documentation should therefore be fully utilised by representatives, in order to enable ongoing monitoring and engagement in respect of resourcing requirements in both of the functions concerned.

Any enquiries in relation to this LTB should be addressed to: Davie Robertson, Assistant Secretary, Email Address: dwyatt@cwu.org or shayman@cwu.org quoting reference: 211.13

Yours sincerely

Davie Robertson

Assistant Secretary

LTB 378-18 – Guidance & Checklist Network & Area Distribution – 29.06.18 

Annex A – Weekly Resourcing Meetings – Guidance Document

Annex B – Resourcing Checklist – Network

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Royal Mail Outdoor Workers – Provision Of Water Bottles or Bottled Water in Hot Weather:

To: All Branches

Dear Colleagues,

At the request of the Health, Safety and Environment Department, the Royal Mail Safety Health and Environment Team have issued further updates on “Sun Safety” via internal communications and to managers on how and when to order water bottles or bottled water.

The RMG SHE Team has issued reminders on the “Sun Safety” policy through Courier, Plasma screens and to managers through the royal mail intranet via WTLLs on staying safe in the sun in April with a further reminder due to be issued in July. This followed the RMTV launch on the topic in April and there will be another episode later in the summer, in August.

With regard to the provision of water bottles or bottled water where required, Delivery Offices can request them through the “Demand Challenge” process, via the region.

The RMG Head of Health has also issued the following advice to all Managers in a recent communication that was circulated:-

Hydration – water plays a critical part of maintaining a healthy body. Experts recommend drinking 8-10 glasses of water each day to maintain good health. Almost every cell in the body requires water to function, even more so during periods of increased activity or when temperatures rise. Drinking facilities can be found in all Royal Mail sites for both indoor and outdoor workers.

During hot weather, managers should complete a severe weather risk assessment. Provision of water should be considered and where deemed necessary bottled water may be purchased locally.

It is important to drink more water than usual and to ensure that you carry water and/or fluids with you at all times.

Area Health and Safety Representatives should use the above information in local representations where necessary and problems should be progressed via the Health and Safety Disputes Escalation process as set out in RMG SHE Standard 5.1.

Yours sincerely

 

Dave Joyce
National Health, Safety & Environment Officer

18LTB377 Royal Mail Outdoor Workers – Provision Of Water Bottles or Bottled Water in Hot Weather

Joint Statement Regarding Resource Realignment in Mail Centres, Regional Distribution Centres and Walk Bundling Centres to Support Deployment of Guiding Principles of Employment Security and Mutual Interest Approach to Future Challenges and Opportunities and the Shorter Working Week

Dear Colleagues

Branches and representatives will be aware that Royal Mail and the CWU are working together to deploy the significant joint commitments contained within the Guiding Principles of Employment Security and Mutual Interest Approach, which include a review of current resourcing practices within the Processing Function. This included the provision of a framework and guidelines for the necessary resource realignment activity to deliver the 1st hour reduction in the working week in October 2018.

The department has therefore been engaged in extensive discussions with the business in relation to an overall resourcing strategy for the Processing function (Mail Centres), RDC’s and WBC’s, who also now fall under the remit of Processing line management.

The resourcing discussions centered on the following commitments in regard to the functions concerned:

 Establishing the current state of resourcing in line with current agreements through the deployment of a resourcing checklist.

 Establishing and deploying best practice with regard to Weekly Resourcing Meetings as standard.

 Agreeing Guidelines for the Resourcing Realignment activity to deliver the 1st hour reduction in working time.

 Agreeing a Quality Checklist.

CWU expertise from the field was utilised as part of a Working Group process and discussions have now concluded with a number of documents being agreed and endorsed by the Postal Executive, which the department believe fully support the CWU agenda, will establish resourcing best practice and will assist Branches and Representatives in ensuring that the 1st hour reduction in the SWW is delivered in full in October 2018.

Colleagues will appreciate that while Mail Centres, RDC’s and WBC’s all fall under the Processing banner there will be some differences in relation to the data and processes in each of the functions. Therefore the attached Joint Statement contains two Appendices containing the relevant documentation.

In respect of Mail Centre Resourcing activity and arrangements the relevant documentation can be found at Appendix 1 to the attached Joint Statement:

Annex A – A Guide for Mail Centre Resourcing Realignment.

Annex B – Guidance Document Mail Centres Resourcing Meetings.

Annex B1 – Mail Centre Weekly Resourcing Meeting (Agenda/Template).

Annex C – Resourcing Checklist – Processing

Annex D – Quality Checklist for Processing.

In respect of RDC and WBC Resourcing activity and arrangements the relevant documentation can be found at Appendix 2 to the attached Joint Statement:

Annex A – A Guide for RDC/WBC Resourcing Realignment.

Annex B – Guidance Document RDC/WBC Resourcing Meetings.

Annex B1 – RDC/WBC Weekly Resourcing Meeting (Agenda/Template).

Annex C – Resourcing Checklist – RDC/WBC.

Annex D – Quality Checklist for RDC’s/WBC’s*

*Note: Discussions are currently ongoing in relation to finalising the RDC/WBC Quality Checklist and it will be the intention to share this and append to the attached Joint Statement in the near future.

Colleagues will note that the attached Joint Statement and Appendices clearly reaffirms the contents in the Guiding Principles of Employment Security agreement with regard to re-establishing proper resourcing practices across the Processing Functions and includes commitments:

 To maximise Full Time Working.

 To fair and manageable workload, balancing customer needs with employee aspirations in regard to earnings and work life balance.

 Reduction in the reliance on Agency Resource.

 A review of the contractual status of part-time workers.

 To minimise employee disruption – movement between shifts should be avoided.

 That the Weekly Resourcing Meetings will be the local forum for jointly reviewing past and current resourcing requirements.

 A process for the review of contractual hours in March and September with sign off by the Process/Collections Director/CWU Divisional Representative.

The documentation provides clear guidance on the full range of aspects to be considered in any resourcing realignment activity designed to deliver the 1st hour reduction in working time for the functions concerned. It also establishes a process for weekly updates from each unit to the Process Director and Divisional Representative. This document is directly supported by the additional Guidelines to the process contained in Annex A of both Appendices (including a Model Week formula in respect of Mail Centres only).

At Annex B and B1 are new guidance documents designed to standardise the format, contents and outputs of the Resourcing Meetings. Annex B includes clear guidance on the purpose of the meetings, the activities and actions required, the attendees and the data required to properly agree resourcing requirements. Annex B1 creates a standard template for the display of the meeting outputs.

Annex C contains the agreed Resourcing Checklist, which will initially be used to establish the current state but will also be used as a continuous reference point for the ongoing resourcing activity established as part of this process.

Annex D provides a Quality Checklist which again will be used as a continuous reference point for the ongoing resourcing activity established as part of this process.

Joint launch activity took place for Plant Managers and Divisional/Area Representatives at Birmingham Branch Offices on the 20th June 2018 so that onward cascade of the process could be communicated.

As communicated at the National Launch Event, both Royal Mail and the CWU have confirmed that the realignment activity will be based on an assessment of requirement at each site and will not necessarily require a full duty revision, however the realignment will include the removal of time required to deploy the SWW.

Given the huge variation in operational arrangements across the Processing estate it has been agreed that the manner in which working time will be reduced will not be determined centrally. Branches and representatives therefore have autonomy to agree locally the manner in which the reduction in working time will be deployed across all shifts and duties at their site.

Both parties have also reaffirmed that there are no budgetary or aspirational productivity targets as part of the Resource Realignment process and that the realignment activity will be based on the established current actual throughputs at each site.

The department believes that the contents and processes defined in the Joint Statement on Resource Realignment and the supporting documentation contained in the Appendices provide the necessary guidance and support structure for our Representatives to ensure that the commitments in the Guiding Principles agreement with regard to Resourcing and the SWW are delivered in full.

Colleagues should note that the attached documentation does not apply to Royal Mail International. As conveyed at the representatives briefing on the 20th June 2018, discussions relating to specific documentation on resource realignment activity in RMI is currently ongoing. The outputs of those discussions will be shared with Branches in due course.

Any enquiries in relation to this LTB should be addressed to: Davie Robertson, Assistant Secretary,

e-mail: dwyatt@cwu.org or shayman@cwu.org quoting reference 722.01.

Yours sincerely

 

Davie Robertson

Assistant Secretary

18LTB374

Attachment 1 – Resource Realignment Joint Statement

Appendix 1 – A Guide for Mail Centre Resourcing Realignment

Appendix 2 – A Guide for Regional Distribution Centre and Walk Bundling Centre Resourcing Realignment

Divisional Pension Training

The Postal Executive recently endorsed the content of a new training package on pensions. The training covers the new pension arrangements for RMG employees that took effect from the 1st April this year. Specifically the training covers:

• The closure of the Royal Mail Pension Plan (RMPP) and its impact on accrued pensions

• The structure of the new Defined Benefit Cash Balance Scheme (DBCBS)

• The changes to the Royal Mail Defined Contribution Plan (RMDCP) for members with 5 years’ service and for those with less than 5 years

• An introduction to the end state Collective Defined Contribution (CDC) Scheme with the defined benefit lump sum (DBLS)

• Guidance on the recent Royal Mail Pension booklet and associated forms.

As the content of the training has now been agreed, the CWU will be rolling out the training to our Divisions. Paul Kennedy and Phil Browne (both current pension scheme trustees) will be conducting the training on behalf of the CWU.

To facilitate the training, we are therefore asking each Divisional Committee and Regional Parcels Committee to consult with Paul to agree a date for a special Divisional/Regional Parcels Committee where the training will be provided. Branch Secretaries and Royal Mail Engineers should also be invited to attend.

For ease of reference, Paul’s contact details are set out below:

Paul Kennedy, Divisional Representative

Email: paul.a.kennedy@royalmail.co.uk

Office: 0121 503 4669

Mobile: 07702 526 665

The new pension arrangements that took effect on the 1st April 2018 affected all current pension scheme members in Royal Mail Group. It is therefore important that we explain the changes to all our key Divisional, Regional and Branch Representatives to try and raise awareness of the issue and ensure our members are clear about how the changes will affect them both now and in the future.

Your early assistance in this matter would therefore be greatly appreciated.

Any enquiries in relation to the content of this LTB should be addressed to the DGS(P) Department.

Yours sincerely,

 

Terry Pullinger

Deputy General Secretary (Postal)

18LTB367 – Divisional Pension Training

RM/CWU Joint Statement – LAT Product Growth Introduction Update

Dear Colleagues,

Branches and representatives will be aware that the 2018 Guiding Principles Agreement committed RM and the CWU to work together in relation to the introduction of Industry Leading LAT product offerings that would involve a Midnight last collection time with an agreed ratio of LAT traffic injected at the RDC locations no later than 01.30.

Cross departmental discussions have taken place with the business in relation to the necessary measures required to collect, process and distribute the items through the network in sufficient time to ensure that the delivery of the items can be completed by 19:00 in line with the national agreement.

In line with the above a Joint Statement has now been agreed and endorsed by the Postal Executive to enable the introduction of the new LAT products to commence from the 9th July 2018.

Colleagues are informed however that despite mitigating the upstream Pipeline/Network and processing elements as much as possible to ensure the product is delivered by 19:00, there are a small number of postcode areas where it is not possible to achieve this. As such in these exceptional circumstances it has been agreed that delivery of the items can be extended to 19:30. The affected Hub Locations/Postcodes are as follows:

 Altens DO –

AB10-12,99

Inverness DO –

IV1-3

Dundee West DO –

DD1-8

Perth DO –

PH1-4,10,14

Galashiels DO –

EH43-46, TD1-4, TD6-9

Dunbar DO –

TD5, TD10-14, EH31-35, EH39-42

Kirkcaldy DO –

KY1-3, 6-9

Falkirk DO –

FK1-16

 

The extension of the delivery window at the above offices has been jointly agreed on an exceptional basis and does not set any precedent in relation to future activity. There will be no extension or inclusion of any other units, outside of those locations listed above and this arrangement is considered a temporary measure and will remain the subject of ongoing National review.

Any queries in relation to the content of this LTB should be addressed to:

Deliveries & Collections: Mark Baulch, Assistant Secretary, e-mail: outdoorsecretary@cwu.org quoting reference: 530.

or

Mail Centre Processing & MC Collections/Network/ Area Distribution: Davie Robertson, Assistant Secretary, e-mail: dwyatt@cwu.org or shayman@cwu.org quoting reference number: 709.02.

Yours sincerely

 

Mick Kavanagh – Acting Assistant Secretary

Davie Robertson – Assistant Secretary

LTB 372.18 – RM CWU Joint Statement LAT Product Growth Introduction Update

LAT Product 1930 Units Joint Statement – 27 06 18_Final

RMPFSL April 2018 Pay Review

Further to LTB339, following rejection of the previous pay offer from RMPFSL further talks have taken place and an improved offer has been received which the Postal Executive is recommending for acceptance in an individual member ballot of all members employed in RMPFSL, commencing on 11th July 2018.

The offer provides for:

• 2.5% increase in basic pay for all CWU represented grades (other than cleaners on entry and midpoint who have already received an increase on 1st April) from 1st April 2018, flowing through to London Weighting, Scottish Distant Island Allowance and Pensionable Allowances.

• £120 lump sum payment to cleaners (other than those on entry and midpoint who have already received an increase on 1st April) paid in December, consolidated into basic pay at the end of the year in March.

• Consolidation of addition to basic pay (ABP) for Engineers and Admin Grades from 1st April 2018.

• Increase in stand by and call out payments for BFM staff to match payments to BES Engineers backdated to 1st  April 2018.

• Introduction of overtime multiplier for cleaning grades from 1st April 2018 as follows:

Weekday overtime x 1.2 hourly rate

Saturday overtime x 1.5 hourly rate

Sunday overtime x 2 hourly rate

• Cleaners remaining on weekly pay to move to monthly pay over a six month period beginning February 2019, using the standard Royal Mail transitional process.

Summary

The annual cash value of the offer for a cleaner on full point including the £120 lump sum is £595.47, equivalent to 3.25% of basic pay. The significant improvement in overtime rates deals with a major issue of concern for cleaning members in a positive way going forward.

The value of ABP for Engineering and Admin Grades is 0.93% of basic pay. Whilst consolidation does not improve the cash value of the offer on basic pay, it produces benefit by increasing the hourly rates for overtime and pension purposes.

Harmonisation of standby/call out payments between BFM and BES Staff significantly improves rates for BFM staff on call out.

Overall against a difficult negotiating background the Postal Executive believes that this is an offer worth recommending to our members, which will clear the way for a more considered review of the pay and terms and conditions package next year following a proposed RMPFSL Policy Forum in the autumn.

All enquiries regarding the content of this LTB should be addressed to the PTCS Department, quoting reference 301. Email address: khawkins@cwu.org

Or

To the Outdoor Department quoting reference 120.12, email address: outdoorsecretary@cwu.org.

Yours sincerely

Ray Ellis – Assistant Secretary

Mick Kavanagh – Acting Assistant Secretary

18LTB371

PROCESSING ENGINEERS SHORTER WORKING WEEK: JOINT STATEMENT

Attached is a Joint Statement from Royal Mail and CWU on implementation of a one hour reduction in working time for processing engineers from 1st October 2018.

The enablers for the reduction in working time are those agreed for all Mail Centre employees in the relevant section of the Four Pillars agreement and much of the wording of the joint statement is taken directly from the agreement. The key paragraph is that dealing with the implications for existing attendance patterns, “it is anticipated that the reduction in working time can be achieved without significant change to existing attendance patterns”.

Discussions will take place on a local basis with a weekly review of process by territorial reps to ensure completion in good time for implementation on 1st October 2018

All enquiries regarding the content of this LTB should be addressed to the PTCS Department, quoting reference 102. Email address: khawkins@cwu.org.

Yours Sincerely,

 

Ray Ellis

Assistant Secretary

LTB370

LTB370 Processing Engineers SWW – Joint Statement

#OurNHS70 demo – London 30 June

The purpose of this LTB is to notify branches of the ‘Our NHS 70 – Free, for all, forever’ celebration and demonstration taking place in London from midday on Saturday 30th June.

The demo is being organised by the People’s Assembly, and a number of Unions representing health workers, and involves a march from Portland Place, London W1A 1AA (nearest tubes: Oxford Circus / Great Portland St) to Downing Street, Whitehall. Look out for CWU balloons where the CWU contingent will gather.

Details for the demo and of transport from around the country are available here: www.thepeoplesassembly.org.uk/nhs70transport

‎Any queries on the contents of this LTB should be addressed to gsoffice@cwu.org.

Yours sincerely

Dave Ward

General Secretary

18LTB369 – OurNHS70 demo – London 30th June

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House of Commons, Environment, Food and Rural Affairs Parliamentary Select Committee – Dangerous Dogs Legislation Inquiry – Oral Evidence Dave Joyce CWU – Wednesday 27 June 2018

To: All Branches

Dear Colleagues,

On 11 May the House of Commons, Environment, Food and Rural Affairs Committee launched an inquiry into the legislation on dangerous dogs.

The Dangerous Dogs Act 1991 was introduced to protect the public from dangerous dog attacks. In 2014, the Act was extended to include attacks on private property and also brought in tougher penalties and new extended Police dog seizure powers along with Community Protection Notices, amongst other improvements, following the CWU’s successful 7-year ‘Bite Back’ Campaign.

Despite the positive changes to the Dangerous Dog Laws, there has been substantial debate about the effectiveness of this dog control legislation with a number of criticisms and concerns raised by the CWU Health, Safety & Environment Department particularly around inconsistencies with enforcement of the Law by the Police and Local Authorities as well as interpretation of the Law by Police forces, Crown Prosecution Services and the Courts and finally, inconsistent and lenient Court Sentences despite two sets of guidance from the Sentencing Council.

3000 Postal Workers are attacked by Dogs at work annually. Forty people (members of the public, adults and children) have been killed in dog attacks or died as a result of an attack since 2005. The number of yearly hospital admissions due to dog attacks has also risen by 76% in the last decade in England and Wales and 80% in Scotland, indicating the continuation of a very serious situation in the UK.

The Government is responsible for protecting the public, including Postal and Telecom Workers from dangerous animals, so it is essential that laws evolve, are fit for purpose and work.

The House of Commons EFRA Select Committee of MPs is investigating whether the Government’s current approach is having the desired effect or not, and whether any changes to the Law are needed to ensure that the public and workers are properly protected and additionally that animal welfare concerns are properly addressed.

The Inquiry Terms of Reference are to address the following questions:

1 How effective is the Government’s current approach to protecting the public from dangerous dog attacks?

2 What changes, if any, should be made to the current approach and legislation?

3 How can local authorities and Police forces be best supported in reducing the number of dangerous dog-related incidents?

4 What lessons could the UK learn from other countries dealing with similar issues?

CWU National Health and Safety Officer Dave Joyce has been requested to give oral evidence to the Environment, Food and Rural Affairs Committee on 27 June. The meeting will be held in the House of Commons, Palace of Westminster annex, Portcullis House in the Grimond Room and will begin at 09.30am with Dave Joyce scheduled to give evidence at approximately 10.30am. The Committee meets in public for such sessions and CWU Representatives and Members are free to attend. The proceedings may also be broadcast on the Parliament TV Channel.

Queues may develop at entrances to the Parliamentary Estate during busy times, so I would advise anyone wishing to attend to enter through the Portcullis House search point and allow half an hour to pass through the airport-style security. No identification or additional documentation will be required. Once inside the building, security or visitor staff will be able to direct you to the Grimmond Room.

Yours sincerely

 

Dave Joyce
National Health, Safety & Environment Officer

18LTB366 House of Commons, Environment, Food and Rural Affairs Parliamentary Select Committee – Dangerous Dogs Legislation Inquiry – Oral Evidence Dave Joyce CWU – Wednesday 27 June 2018

Parliamentary Estate Map

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JOINT STATEMENT BETWEEN ROYAL MAIL AND THE CWU

REAFFIRMING OUR COMMITMENT TO AGREED TRIAL AND DEPLOYMENT PROCESSES AND PRINCIPLES IN MAIL CENTRES AND RDC’S

Branches and representatives will be aware that the following commitment is given in Section 16.2 Processing (Mail Centres & RDCs) of the Guiding Principles of Employment Security and Mutual Interest Approach to Future Challenges and Opportunities agreement:

Building on the robust processes established through the Trial Coordination Working Group, Royal Mail and the CWU will continue to support and trial and where agreed deploy new initiatives, method improvements and new equipment supported by appropriate Terms of Reference. The timely progression of these initiatives will continue to be supported by the Trials Joint Working Group. Both parties also commit to a review of the status of recent and current agreed trial activity with the Processing and Logistics (RDC) functions to ensure that they progress towards agreed milestones and that the next steps are supported and addressed through governance at the Joint National Processing & Logistics Group Meetings.

Following discussions with the business a Joint Statement has been concluded to progress the above activity, a copy of which is attached for your information.

Colleagues will note that the attached Joint Statement builds on the previously agreed processes in relation to the Joint Trial Coordination Working Group activity and provides clear, joined up guidance in regard to the progression of trial and deployment activity.

The department believes that the attached Joint Statement will be welcomed by representatives and provide them with additional reassurance that all such activity should be agreed and jointly undertaken.

Any enquiries in relation to this LTB should be addressed to Davie Robertson, Assistant Secretary, email: dwyatt@cwu.org or shayman@cwu.org quoting reference number: 711.08

Yours sincerely

Davie Robertson

Assistant Secretary

LTB 362-18 – Trial Review Activity – 25.06.18 

Joint Statement – Reaffirming Our Commitment To Agreed Trial and Deployment Processes and Principles 20.06.18

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